​The Puerto Rico Department of Health, Demographic Registry, issues this Request for Proposal (RFP) to solicit proposals from qualified vendors for the acquisition and implementation of an Electronic Vital Record System (EVRS). This initiative will be funded in whole or in part, by state and federal funds.

The Demographic Registry recognizes the critical need to transition from traditional paper-based processes to an efficient, secure, and modern electronic solution for the management of vital records. The EVRS will serve as a comprehensive platform designed to securely store, manage, and process essential records such as birth certificates, death certificates, marriage licenses, marriage certificates, and other related documents associated to an individuals’ life events electronically.

Implementing an EVRS requires a deep understanding of the unique requirements, regulations and best practices related to vital records management. Accordingly, this RFP seeks to identify a vendor with the proven capacity to deliver a compliant and high-quality solution.

Objectives of this RFP are as follows:

1. Modernization and Efficiency: Facilitate the transition from paper-based records to a fully electronic system, reducing reliance on physical documentation and improving overall operational efficiency.

2. Accuracy and Data Integrity: Ensure data accuracy through the implementation of validation mechanisms and data quality controls that minimize errors and discrepancies.

3. Compliance and Security: Meet federal and state regulations and industry standards regarding data security, privacy, and confidentiality, safeguarding personal and sensitive information against unauthorized access, loss, or misuse.

4. Integration and Interoperability: Enable seamless integration with existing systems and platforms, to ensure interoperability with relevant stakeholders.

5. Fiscal Responsibility: Promote cost-effectiveness in the implementation and maintenance of the EVRS, maximizing the efficient use of federal and state resources allocated for this initiative.

6. Compliance with National Center for Health Statistics (NCHS) standards: Ensure alignment with NCHS set standards for data collection, record management, and vital statistics reporting. Compliance with NCHS standards will guarantee that the EVRS adheres to national best practices, supports interoperability, and enables seamless data exchange with other jurisdictions and systems nationwide.

By issuing this RFP, the Demographic Registry seeks proposals from vendors with experience working with state or federal government agencies in the development and deployment of data driven operational systems across multiple stakeholder groups, within defined timeliness and budgets.

The selected vendor must demonstrate a comprehensive understanding of NCHS guidelines and the capability to implement the EVRS in full compliance with these standards, including those governing data format, terminology, coding systems, record structure, and FHIR (Fast Healthcare Interoperability Resources) requirements.

The selected vendor will be responsible for the implementation of a fully enabled web-based system, including data conversion, user training, ongoing application maintenance and technical support, in accordance with all applicable funding and reporting requirements tied to federal and state funding sources.

The system will be housed in the Azure Puerto Rico.Gov Cloud. The vendor will be responsible for maintaining the application, while Puerto Rico will maintain ownership and management of the server infrastructure.
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