Emergency Medical Reporting System

The vendor required to provide to procure and implement the emergency medical services and preparedness section (EMSPS) patient tracking system, which is a statewide, contractor-hosted, web-based solution to support emergency medical services (EMS) data collection, reporting, and patient tracking.
- Project schedule
•    Provide the project schedule in microsoft excel format and include task number, task description, assigned staff, task dependencies, task start and end dates, task duration, percentage completed, task completion date, and a project calendar depicting all tasks. 
•    Tasks at a sufficient level to track the work assignments of vendor and department staff, which at a minimum includes deliverables, configuration, customization, conversion, training, testing and deployment. 
•    The operations and support phase, the project schedule will include issue resolution, change management, system downtime, or any other event or activity that requires tracking.
- Change management plan
•    Provide their change management plan in pdf format and describe the change management process, both in terms of configuration and customization, define the method to request change, the process to rank and prioritize change requests (via a configuration control board or equivalent), define the role of division, include a sample of any forms and artifacts used in the change management process (e.g., change request form, change approval form, UAT approval form, etc.), and list the project deliverables that will be updated
- Continuity of operations plan
•    Provide their continuity of operations plan in pdf format and describe their backup and recovery process of applications and data; and describe their methods to ensure all professional services are continued following a natural disaster, power outage, or any other event that impacts facilities, staffing, systems, or data. 
•    Identify any associated vendors, provide documentation of recovery procedures and testing, define the communication method for alerting division of a disaster or event requiring the execution of the continuity of operations plan, and define the service level agreement (SLA) time to return to operations following notification to division.
- Data conversion plan
•    Provide a data conversion plan in pdf format describing the method to transform and import data and images from the current system hosted by the existing vendor. 
•    The plan shall include the approach to ensure data quality before and after the data conversion process, describe the manual and automated controls and validation methods, and outline the process for data error detection and correction. 
•    The plan shall also include a data conversion specifications table listing all source tables and fields, the corresponding target tables and fields, data value mappings (where applicable), and data transformation rules (where applicable).
- Product deployment plan
•    Provide a product deployment plan in pdf format and describe their approach to deployment, describe the method to communicate with department staff; include a readiness checklist for facilities, environments, applications, databases, operations, and help desk; describe their method to monitor operations and quality control; and include sample reports associated with operational monitoring and quality control.

- Pre-Bid Meeting Mandatory Date: December 8, 2025
- Questions/Inquires Deadline: December 1, 2025