Web Based Electronic Data Processing System

The Vendor is required to provide for a cloud-based management information system (MIS) for the women, infants, and children (WIC) system.
- A plan for maintaining a physically secure office site;
- A plan for ensuring that data such as passwords, personal identifiers, and financial data are secure both during transmission and while stored;
- Policies and procedures that must be followed and any additional documentation that the State requires to document adherence to information security standards. At a minimum, policies and procedures must be established that address the following:
•    Training plan – policies, procedures, and materials for training employees on specific facility and/or data security issues; 
•    Incident reporting and response – Policies and procedures for reporting and responding to breaches of facility and/or data security; 
•    Sanctions – Identification of the disciplinary actions that will take place if an employee has exposed the facility or data to security risk(s); 
•    Supervision – Policies and procedures established for the supervision of employees with access to facilities and/or data that are related to this contract; and 
•    Clearance and termination – Policies and procedures for establishing or terminating employee access to facilities and/or data that are related to this contract;
- All systems and applications shall be subject to vulnerability assessment scans quarterly.
- Ensure secure backup for all software, operating systems, databases, systems, operational capacity, and user documentation, detailing:
•    Scheduled system and data backups;
•    Backup data storage at a secure, off-site location;
•    Responsibilities of Contractor and State staff when the plan has been activated;
•    Continued processing of all business transactions assuming the loss of the primary processing site, including provision for interim support for the online component of the system;
•    Description of data files and backup retention;
•    Location of procedure manuals and other documentation for the agency operations;
•    Procedure for updating off-site materials;
•    Recovery procedures for loss of manual files and hardcopy documents; and
•    Annual testing plan for the Contingency Plan/ Business Continuity Plan;
- Develop and Test Software Changes
•    Develop and test software changes based on change requests approved by the Manager. All software changes shall comply with development standards as defined by agency;
•    Conjunction with the State, shall implement and follow a code review process to ensure adherence to the State and industry best practice standards;
•    Perform system testing of all changes prior to providing the Manager with a release for UAT; and 
•    Support State and/or local agency testing of changes by providing related training, documentation, debugging, analysis, and fixes as required.
- Maintain and Manage a Software Version Control System
•    Ensure that all system changes are tracked and integrated into the correct version for implementation and shall clearly identify version numbers for all system modules, and indicate what changes are applicable to each system/module;
•    Use Microsoft azure devops server or equivalent, as well as an auxiliary ticket tracking system (currently using council remedy) for tracking system change requests from identification through analysis, development, testing, and deployment;
•    Provide and maintain the version control software and change tracking system;
•    Integrate state development staff into development activities and shall allow system changes to be made by state programmers as well as contractor personnel; and
•    Provide on-the-job training and guidance for state programmers working on assigned change requests.
- Plan, Coordinate, Implement and Support Software Releases
•    Coordinate the implementation of approved software releases (a release being one set of tested and approved changes verified by the manager) to designated systems;
•    Install new releases during non-regular business hours and verify the reliable operation of the system following the implementation;
•    Also be available for support at the start of the working day (8:00 am) immediately following the implementation to assist agency staff in handling any help desk calls related to the changes including updates, fixes to module screens, and other related tasks;
•    Be prepared to uninstall a release and revert to the previous working system state if significant problems are encountered and the manager approves the reversion to the previous working state;
•    Be responsible for documenting and communicating software changes to affected users (e.g., clinic staff, vendor staff, and financial staff).

- Contract Period/Term: 5 years
- Optional Pre-Quote Submission Conference Date: September 17, 2025
- Questions/Inquires Deadline: October 01, 2025