Vital Events Integrated System (VEIS) Grant

The New York State Department of Health seeks proposals for a comprehensive vital events integrated system to enhance the management of vital records, including births and deaths. This modernized system aims to streamline operations, improve data quality, and ensure compliance with regulatory standards. By addressing workforce challenges and incorporating automation, the initiative promises to reduce manual tasks, minimize backlogs, and facilitate faster processing times, ultimately benefiting citizens by making vital records more accessible.

Through this Request for Proposals (“RFP”), the New York State Department of Health (the “Department”) is seeking competitive proposals from qualified bidders that will assume responsibility for development, implementation, maintenance, technical and user support of a comprehensive vital events integrated system, as further detailed in Section 4.0 (Scope of Work). The solution is defined as the overarching, comprehensive service package the vendor provides, which includes all functional elements (e.g., software, infrastructure, and integration capabilities) needed to meet DOH's requirements. The solution should encompass multiple systems that integrate seamlessly to deliver all required services. A system is defined specifically for individual software modules, applications, and technical components that make up the "solution." For instance, the vital events electronic registration management system is one part of the overall solution, focused on electronically registering, validating, issuing and managing vital events. The vendor’s solution must provide a comprehensive suite, including a vital events electronic registration management system, secure digital mailroom, and remote order and payment processing services. DOH will utilize a single organization to provide the services outlined in this RFP. Solution, implementation, and contract work subsequent to this RFP must adhere to and comply with all requirements outlined within this RFP.
The Department desires a modern vital events integrated system housed on a sustainable infrastructure in full compliance with the NYS ITS & Design Intake Policies. This system must ensure that data are readily accessible to the Department to provide vital records services and share data with state and national partners such as Medicaid, the National Center for Health Statistics (NCHS), and the Social Security Administration (SSA). The solution needs to comply with current SSA and NCHS reporting methods. This initiative aims to transform DOH’s current electronic and paper-based processes for managing birth, death, pregnancy loss, marriage, marriage dissolution (divorce), and adoption certificates to a more efficient and integrated system. The goal is to streamline operations, improve data quality, enhance accessibility and timeliness, and provide a more effective way to handle vital records, ensuring both greater efficiency and compliance with regulatory standards. Through this RFP, DOH seeks to engage a qualified vendor capable of delivering a robust and secure electronic solution that meets these objectives.
While the initiative primarily focuses on modernizing the system, it is expected to help address workforce challenges by:

• Simplifying Processes: A modern system must reduce the manual labor needed to perform tasks.

Reducing Backlogs: Automation and modern functions will allow staff to focus on more complex matters.Streamlining Training: A modern system will provide a more efficient training process for current and new staff.
By improving the efficiency of processes, the modernization effort will lead to faster processing times for vital records requests, which benefits NYS citizens. It will also improve the accuracy and accessibility of vital records, ensuring that these critical documents are readily available when needed for legal and administrative purposes