STATE OF DELAWARE DELAWARE HEALTH AND SOCIAL SERVICES DIVISION OF MANAGEMENT SERVICES 1901 N. DuPont Highway New Castle, DE 19720 REQUEST FOR PROPOSAL NO. PSC0805 FOR Document Imaging System FOR Division of Social Services Herman M. Holloway Sr. Campus Biggs Building 1901 N. DuPont Highway New Castle, DE 19720 Deposit Waived Performance Bond Waived Date Due: March 31, 2008 11:00 AM A mandatory pre-bid meeting will be held on March 3, 2008 at 9:00 a.m. local time at the Delaware Health and Social Services, Herman M. Holloway Sr. Campus, Procurement Branch, Main Administration Building, South Loop, First Floor Conference Room #198, 1901 North DuPont Highway, New Castle, DE 19720. "All Bidders Who Wish To Bid On This Proposal Must Be Present, On Time, At The Mandatory Pre-Bid Meeting. No Proposals Will Be Accepted From Bidders Who Either Did Not Attend The Mandatory Pre-Bid Meeting Or Who Are More Than Fifteen (15) Minutes Late." DELAWARE HEALTH AND SOCIAL SERVICES DIVISION OF MANAGEMENT SERVICES PROCUREMENT BRANCH HERMAN M. HOLLOWAY SR. CAMPUS 1901 N. DUPONT HIGHWAY NEW CASTLE, DELAWARE 19720 REQUEST FOR PROPOSAL # PSC0805 Sealed proposals for Document Imaging System for the Division of Social Services, Herman M. Holloway, Sr. Campus, Biggs Building, 1901 N. DuPont Highway, New Castle, DE 19720, will be received by the Delaware Health and Social Services, Herman M. Holloway Sr. Campus, Procurement Branch, Main Administration Building, South Loop, Second Floor, Room #259, 1901 North DuPont Highway, New Castle, Delaware 19720, until 11:00 AM local time, on March 31, 2008, at which time the proposals will be opened and read. A mandatory pre-bid meeting will be held on March 3, 2008 at 9:00 AM local time at Delaware Health and Social Services, Herman M. Holloway Sr. Campus, South Loop, First Floor Conference Room #198, 1901 N. DuPont Highway, New Castle, DE 19702. For further information concerning this RFP, please contact Carolyn Kincaid at (302) 255-9758. All RFP-PSCs can be obtained online at http://www.dhss.delaware.gov/dhss/rfp/fundopps.htm. A brief “Letter of Interest” must be submitted with your proposal. Specifications and administration procedures may be obtained at the above office or phone (302) 255-9290. NOTE TO VENDORS: Your proposal must be signed and all information on the signature page completed. "All Bidders Who Wish To Bid On This Proposal Must Be Present, On Time, At The Mandatory Pre-Bid Meeting. No Proposals Will Be Accepted From Bidders Who Either Did Not Attend The Mandatory Pre-Bid Meeting Or Who Are More Than Fifteen (15) Minutes Late." If you do not intend to submit a bid and you wish to be kept on our mailing list you are required to return the face sheet with “NO BID” stated on the front with your company’s name, address and signature. IMPORTANT: ALL PROPOSALS MUST HAVE OUR PSC NUMBER ON THE OUTSIDE ENVELOPE. IF THIS NUMBER IS OMITTED YOUR PROPOSAL WILL IMMEDIATELY BE REJECTED FOR FURTHER BIDDING INFORMATION PLEASE CONTACT: SANDRA SKELLEY DELAWARE HEALTH AND SOCIAL SERVICES HERMAN M. HOLLOWAY SR. CAMPUS PROCUREMENT BRANCH MAIN BLD-2ND FLOOR –ROOM #259 1901 NORTH DUPONT HIGHWAY NEW CASTLE, DELAWARE 19720 PHONE: (302) 255-9290 This contract resulting from this RFP shall be valid for the period of time as stated in the contract. There will be a ninety (90) day period during which the agency may extend the contract period for renewal if needed. If a bidder wishes to request a debriefing, they must submit a formal letter to the Procurement Administrator, Delaware Health and Social Services, Main Administration Building, Second Floor, (South Loop), 1901 North DuPont Highway, Herman M. Holloway Sr. Campus, New Castle, Delaware 19720, within ten (10) days after receipt of “Notice of Award”. The letter must specify reasons for request. IMPORTANT: DELIVERY INSTRUCTIONS IT IS THE RESPONSIBILITY OF THE BIDDER TO ENSURE THAT THEIR PROPOSAL HAS BEEN RECEIVED BY DELAWARE HEALTH AND SOCIAL SERVICES BY THE DEADLINE. Table of Contents 1 Project Overview 3 1.1 Introduction 3 1.2 Background and Purpose 3 2 DHSS Program and System Overview 3 2.1 Delaware Department of Health and Social Services (DHSS) 3 2.2 The Division 3 2.3 Support/Technical Environment 3 2.3.1 Information Resource Management (IRM) 3 2.3.2 Department of Technology and Information (DTI) 3 2.3.3 Division Information Systems Unit 3 3 State Responsibilities 3 3.1 Staffing Roles 3 3.1.1 Project Organization Chart 3 3.2 State Staff Participation 3 3.3 Resource Availability 3 3.4 Deliverable Review 3 3.5 Implementation 3 4 Contractor Responsibilities/Project Requirements 3 4.1 Staffing 3 4.1.1 On-Site Staffing Requirement 3 4.1.2 Offsite Project Work 3 4.1.3 Offshore Project Work 3 4.1.4 Project Director Requirement 3 4.1.5 Project Manager Requirement 3 4.1.6 Project Help Desk Staff Requirement 3 4.2 Project Management 3 4.3 Requirement to Comply With HIPAA Regulations and Standards 3 4.4 Requirement to Comply with State Policies and Standards 3 4.5 State Architecture Requirements 3 4.6 Database Design 3 4.7 Performance 3 4.8 Degree of Customization 3 4.9 Backup and Recovery 3 4.10 Disaster Recovery 3 4.11 Specific Project Tasks 3 4.12 Deliverables 3 4.12.1 Phase 1 3 Deliverable 1: Detailed Project Plan 3 Deliverable 2: Deliverable Document Templates 3 Deliverable 3: Communication Plan 3 4.12.2 Phase 2 3 Deliverable 4: Requirements Specifications Document (RSD) 3 Deliverable 5: Security Plan 3 4.12.3 Phase 3 3 Deliverable 6: Design Specifications Document (DSD) 3 Deliverable 7: Test Plan 3 Deliverable 8: Training Plan 3 Deliverable 9: Conversion Plan 3 Deliverable 10: Implementation Plan 3 Deliverable 11: Disaster Recovery Plan 3 4.12.4 Phase 4 3 Deliverable 12: System Test Results 3 Deliverable 13: User Acceptance Test (UAT) Results 3 Deliverable 14: Support Plan 3 4.12.5 Phase 5 3 Deliverable 15: Acceptance in Production of All Delivered Modules 3 Deliverable 16: Warranty Period 3 4.13 Project Expectations 3 4.13.1 Customization/Development 3 4.13.1.1 Description and Current Environment Overview 3 4.13.1.2 Users 3 4.13.1.3 Functionality 3 4.13.1.4 Security 3 4.13.1.5 Software 3 4.13.2 Site Requirements 3 4.13.3 System Testing 3 4.13.4 User Acceptance Testing (UAT) 3 4.13.5 Conversion 3 4.13.6 Training 3 4.13.7 Support Services 3 4.13.8 Maintenance Services 3 4.13.9 Documentation 3 5 Proposal Evaluation/Contractor Selection 3 5.1 Process 3 5.2 Proposal Evaluation and Scoring 3 5.2.1 Mandatory Requirements 3 5.2.2 Technical Proposal Scoring 3 5.2.3 Business Proposal Scoring 3 5.2.4 Total Points Awarded 3 6 Bidder Instructions 3 6.1 Submission Information 3 6.1.1 Proposal Delivery 3 6.1.2 Closing Date 3 6.1.3 Notification of Award 3 6.1.4 Bidder Questions 3 6.1.5 Anticipated Schedule 3 6.1.6 Proposal Becomes State Property 3 6.1.7 RFP and Final Contract 3 6.1.8 Proposal and Final Contract 3 6.1.9 Modifications to Proposals 3 6.1.10 Alternative Solutions 3 6.1.11 Cost of Proposal Preparation 3 6.1.12 Mandatory Pre-bid Meeting 3 6.2 Volume I – Technical Proposal Contents 3 6.2.1 Transmittal Letter (Section A) 3 6.2.2 Required Forms (Section B) 3 6.2.3 Executive Summary (Section C) 3 6.2.4 Project Management Plan (Section D) 3 6.2.5 Project Requirements (Section E) 3 6.2.6 Staff Qualifications and Experience (Section F) 3 6.2.7 Firm Past Performance and Qualifications (Section G) 3 6.3 Volume II – Business Proposal Contents 3 6.3.1 Project Cost Information (Section A) 3 6.3.2 Software and Hardware Information (Section B) 3 6.3.3 Vendor Stability and Resources (Section C) 3 7 Terms and Conditions 3 7.1 Contract Composition 3 7.2 Payment for Services Rendered 3 7.3 Contract Term 3 7.4 Contractor Personnel 3 7.5 DTI Requirements 3 7.6 Funding 3 7.7 Confidentiality 3 7.8 Method of Payment: 3 7.9 Contract Transition 3 7.10 Tardiness Sanction 3 8 Appendices 3 General Terms and Conditions 3 Certification and Statement of Compliance 3 Standard Departmental Contract 3 Website Links 3 Key Position Resume 3 Project Cost Forms 3 Mandatory (Pass/Fail) Submission Requirements Checklist 3 State of Delaware Contracts Disclosure 3 Crosswalk of RFP Section 4 3 Bidders Signature Form 3 Office of Minority and Women Business Enterprise Self-Certification Tracking Form 3 Bidder Project Experience 3 DSS Staff and Caseload Breakdown 3 Acronyms 3 1 Project Overview 1.1 Introduction This is a Request for Proposal (RFP) for a Document Imaging System issued by the Division of Social Services (DSS). DSS will work in partnership with the Division of Management Services (DMS) Information Resources Management Units (IRM) and the Department of Technology and Information (DTI), on this project. Both Divisions are housed within the State’s Department of Health and Social Services (DHSS) and DTI is a Cabinet level agency. This project will entail developing a document imaging system which will serve as the Department’s imaging platform. As this is Phase 1 of a Department wide document imaging solution, it must be scalable and flexible, so it can expand to meet the needs of the other Divisions in the Department and their users can be added. The solution must also allow for integration with the Division of Social Services eligibility system, Delaware Client Information System (DCIS), as well as any future integration with other Department systems. 1.2 Background and Purpose The current DSS eligibility caseload management process requires significant paper- based support from the time of the initial intake eligibility process, for periodic changes to a case, and through mandatory eligibility review processes. Changes to a case include, but are not limited to, application for additional services, adding or removing household members, changing a child care provider, and changes in income or expenses. With the increasing number of clients and caseload sizes, the need for efficiencies in processes to serve these clients, and Delaware’s Food Stamp error rate, it is evident that change in caseload management will serve to improve accurate service delivery. DSS expects that a document imaging system will assist us with: * unnecessary duplication of documents/verifications * ease and timeliness in case transfers * reduction of misplaced or lost verifications * reduction in Quality Control errors due to misplaced or lost verifications * efficiency in document management to streamline the increasing and more demanding staff workload * improved customer service by reducing requests for duplicate documentation * document tracking * notification and tracking of verifications received * remote access to documents/verifications by the DSS Change Report Center and Customer Service Unit, as well as any other state agency/state location 2 DHSS Program and System Overview 2.1 Delaware Department of Health and Social Services (DHSS) The mission of DHSS is to improve the quality of life for Delaware's citizens by promoting health and well-being, fostering self-sufficiency, and protecting vulnerable populations. DHSS is comprised of twelve divisions as follows: * Division of Substance Abuse and Mental Health * Division of Child Support Enforcement * Division of Long Term Care Resident Protection * Division of Management Services * Division of Developmental Disabilities Services * Division of Public Health * Division of Services for Aging and Adults with Physical Disabilities * Division of Social Services * Division of Medicaid and Medical Assistance * Division of State Service Centers * Division for the Visually Impaired * Office of the Chief Medical Examiner 2.2 The Division The mission of the Division of Social Services is to provide, either directly or through coordination, an integrated system of opportunities, services, and income support which will enable Delaware’s most disadvantaged individuals and families to maintain or move toward independence. DSS is responsible for administering various public assistance programs including Temporary Assistance for Needy Families, General Assistance, Refugee Assistance, Food Stamps, Medicaid, SCHIP and Subsidized Child Care. 2.3 Support/Technical Environment The three groups responsible for the development and operation of the automated systems that support the DSS are described below. DSS and IRM will appoint co-Project Directors. These individuals will be responsible for monitoring project progress and will have final authority to approve/disapprove project deliverables and payments. IRM will serve as the technical liaison with DTI. The selected contractor will coordinate efforts for this project with the DSS and IRM co-Project Directors. 2.3.1 Information Resource Management (IRM) The IRM unit is responsible for providing DHSS divisions with direct programming support of automated systems, as well as consulting support and advice on automated systems software and development. IRM consists of an Applications Development, Technology Planning, Base Technology, Telecommunications and HelpDesk support group. For this project, IRM will provide project staff for consulting support and advice to assure that technical questions and issues are resolved quickly. 2.3.2 Department of Technology and Information (DTI) DTI is a separate cabinet level agency responsible for running the State of Delaware’s mainframe computer operations, wide area data network and setting statewide IT policy and standards. DTI as a separate state agency does not fall under the authority of DHSS. However, DTI is responsible for supplying mainframe and Wide Area Network (WAN) systems support to DHSS as well as other state agencies. Additionally, DTI provides 24x7 data center operations support. DTI provides state agencies with technical consultant services. DTI will work closely through IRM on this project to ensure that State IT standards are followed. 2.3.3 Division Information Systems Unit DSS is supported by an internal Information Systems Unit (ISU). The ISU, which also supports the Division of Medicaid and Medical Assistance (DMMA), is responsible for working with social service policy and operational staff, state automated systems support staff, Federal agencies, contractor staff and any other automated systems user, programming support or policy development staff that rely on DSS/DMMA automated systems. The ISU is also responsible for contract management for DSS’ eligibility system (DCIS) maintenance and the Medicaid Management Information System (MMIS) and includes managing system change requests, security and helpdesk support. We are also the liaison between DSS/DMMA administration and users and IRM. The ISU is responsible for all requirements gathering, system testing and project support. For this project, the DSS Project Manager will be an ISU manager, and the ISU will work with the selected contractor on a daily basis and be responsible for user acceptance testing. 3 State Responsibilities The following are State responsibilities under this RFP. Outlined in the following subsections are such areas as project staffing, project management, available resources, and system testing and implementation. There is an emphasis on the limitation of State staff time for this project and their role in the customization/development process. 3.1 Staffing Roles As stated, DSS and IRM will appoint co-Project Managers. These co-Project Managers will serve to manage the contract during this project. All project deliverables will be approved by the DSS Project Manager. The DSS Project Manager will serve as the overall business project manager, while the IRM Project Manager will serve as the technical project manager. Deliverables will not be approved until reviewed by a team of DSS and DMS staff, which will include both Project Managers. The DSS Project Manager will serve as primary coordinator to ensure that Joint Application Design (JAD) sessions take place with the appropriate subject matter experts (SMEs), that project documents and deliverables are thoroughly reviewed and that approval takes place within agreed upon timeframes. This individual is also responsible for scheduling and coordinating User Acceptance Testing (UAT), when appropriate. The DSS Project Manager will coordinate with other divisions and State agencies for their input as needed. These staff will serve primarily as subject matter experts on relevant Division applications and related systems, and will participate in meetings and deliverable review as necessary. The IRM Project Manager will serve as primary technical liaison to ensure that contractor and State technical staff work together effectively to identify current and future technology considerations and make key technology decisions. The IRM Project Manager will serve as the primary liaison with DTI staff to gather State level input as needed. The Project Managers will report to a Project Steering Committee made up of representative managers from DSS, IRM and DTI. This Committee will meet monthly to review project status, progress and issues. 3.1.1 Project Organization Chart The following organization chart outlines the proposed management structure for this project. 3.2 State Staff Participation The DSS Project Manager will be assigned to work on this project full time. Additional State staff participation is as assigned and is in addition to their primary responsibilities. State staff normally work 7.5 hour days from 8:00 AM – 4:30 PM, although some staff flex their schedules. No State technical staff will be assigned to this project to assist in the coding of the system. State technical staff will attend JAD sessions as assigned. It is important to note that documentation on the existing systems may be missing, incomplete, or out of date. Divisional staff will be responsible for user acceptance testing. The Division will be responsible for assigning a primary and backup division liaison and knowledgeable subject matter experts for the duration of JAD sessions related to their areas of expertise. These assignments will be sent to the DSS Project Manager prior to the start of the JAD sessions. Attendance at these sessions is mandatory for assigned staff. These same subject matter experts along with other staff will be assigned to participate during UAT for their areas of expertise. Adequate divisional staff participation is critical. 3.3 Resource Availability During State business days, the Biggs mainframe production systems are normally available from 7:00 AM to 6:00 PM. On Saturday the hours are 8:00 AM to 4:30 PM. Production systems are taken down earlier on specific monthly dates to accommodate particularly heavy batch schedules. Test systems availability will be scheduled in concert with other development staff. DTI has mainframe systems support staff on site from 7:00AM to 4:30PM. DTI Operations staff are on site 24x7. IRM applications, telecommunications and Help Desk staff are on site from 8:00 AM to 4:30 PM on State business days. The State network is very stable and unscheduled downtime is minimal. Given that the network is an essential state resource, any reported problems have a very high priority and are dealt with immediately. Biggs Data Center power is conditioned and outside supply fluctuations can trigger a switch to automatic local power generation capability. The State has audio and video-conferencing capabilities as well in specific on-site locations for remote meeting participation. Remote connectivity through SSL- VPN is available for offsite work for contracted staff that must access, update or maintain servers and/or applications in the DMZ. Please refer to Appendix D for more information on the DHSS IT environment. 3.4 Deliverable Review It is the responsibility of the State to perform deliverable review including User Acceptance Testing on all functional aspects of the project. DTI may participate in the review process for certain deliverables. It is the responsibility of the State to review all project deliverables in the agreed upon timeframe. The State will notify the bidder of any changes to the review schedule. Milestone invoicing and payment is contingent upon formal State approval. Likewise, production implementation of each module is contingent upon formal State approval. 3.5 Implementation Production implementation is normally an IRM responsibility. Depending on the solution selected, IRM may require participation of contractor staff. The state will be primarily responsible for post implementation administration if the system resides at the Biggs Data Center. If an Application Service Provider (ASP) solution is selected, the vendor has primary administration responsibilities. 4 Contractor Responsibilities/Project Requirements The following are contractor responsibilities and project requirements under this RFP. Given the limitations of assigning State staff to this project, the contractor is expected to provide most of the expertise and provide for the full range of services during the project. Bidders must discuss each of these subsection requirements in detail in their proposals to acknowledge their responsibilities under this RFP. Bidders must have demonstrated cost effectiveness, experience and depth in the following areas: * Accomplishments relevant to the tasks in this RFP including a track record of successfully partnering with human services agencies * Documented experience in successfully performing work on projects of a similar size and scope that are required in the RFP * A proven track record of successfully partnering with its clients to achieve the goals set forth in any contract * A clear, complete and comprehensive vision of the direction of the business and the vendor’s proposed tool’s place in our organization * A successful track record of commitment to, and support of, the offered product * Evidence of a fiscal stability, including being able to demonstrate that this project will not have a material impact on the vendor’s organization’s financial status This experience is critical in ensuring project success in terms of the future direction of the Department’s and Division’s information technology development, as well as maintaining an open partnership with project partners. 4.1 Staffing Contractor will propose and supply resumes for the following key positions including: * Project director * Project manager * Business analysts * Senior developers * Technical analysts (i.e. DBA, SE, etc.) * Documentation specialists The resumes will be for specific named individuals and will be in the format specified in Appendix E. Other positions may be proposed at the contractor’s discretion. One person may be proposed to fill more than one role. The contractor project manager and other key staff like the Business Analyst(s) will be required to be on site in New Castle, Delaware, during the entire project phase. 4.1.1 On-Site Staffing Requirement The following key contractor staff are required to be on-site at the Biggs Data Center in New Castle, Delaware: * Contractor Project Director, as required * Contractor Project Manager * All additional key project staff The State and the key contractor staff will work very closely together on this project. This requires an on-site presence. The State will provide office space including furniture, phones and network connectivity for all on-site project staff. Contractor will be responsible for all other office necessities including workstation and required software. It is vital for the contractor project manager and key staff to play an active on-site role in the project and be visible and accessible. 4.1.2 Offsite Project Work The State will permit project work to be done offsite, within the United States. For offsite work, the State requires strong management of the resources and assigned tasks; adequate, timely and accurate communications and completion of assigned work by specified deadlines. This is important to any offsite relationship. If the bidder organization is proposing offsite project work, the bidder must specifically address each of the bulleted items below in this section of the proposal. Otherwise, bidder will respond to this section as follows: “No offsite project work proposed.” Note: For the purposes of this section, the bidder staff organization includes subsidiary contractors. * Provide a detailed description of work to be completed offsite along with a breakdown of the type of work to be provided on-site. Quantify this by estimating for each of the deliverables identified in this Section, the percentage of work to be done offsite. * Provide an organization chart with job titles of offsite staff and their relationship to the bidder. * Provide a description of what tasks each job title is responsible for performing. * Clearly identify if offsite work is to be performed by bidder staff or sub-contractors. * For offsite subcontractor or bidder staff, please include the names and resumes of key staff, highlighting prior participation on similar projects. Also provide named or sample resumes for lower level staff. * Provide a detailed plan for managing offsite work including communication strategy to accommodate time differences if any. Include contingency plan for completing work should offsite relationship be terminated. * Propose a meeting schedule for project status discussions with offsite management staff. * Identify the offsite single point of contact who will serve as the project manager of offsite resources. Describe how this project manager and the on-site project manager will interact. The State prefers that the offsite project manager be a bidder employee. Please refer to RFP Section 4.1 for normal bidder staffing requirements. * Provide a contingency plan for substituting on-site staff if offsite relationship becomes problematic as determined by the State. * Provide a description of prior bidder organization experience with use of offsite bidder staff or subcontractors and provide U.S. client references for that work. * Provide a detailed description of proposed project manager's experience in directing offsite staff and/or subcontractors. * Describe your understanding that the State will only provide management of this project and bidder resources through the on-site project manager. All management/relationships with offsite resources, whether bidder staff or subcontractors, will be handled by the respective bidding organization. * Describe how the system components will be tested and staged during customization/development. For non-ASP solutions, the State requires that the all UAT, production and related environments be located at the Biggs Data Center. All system components of these environments including all system libraries and databases will be located in the data center as well. State staff must approve the results of system testing before systems components are migrated into UAT. It is critical that system components are proven to operate in the Biggs Data Center UAT environment before hand off to the users for testing. Remote developers and testing staff may access these environments through VPN as long as the resources reside in the DMZ. 4.1.3 Offshore Project Work The State will not permit project work to be done offshore. 4.1.4 Project Director Requirement The Vendor Project Director is the individual who has direct authority over the Vendor Project Manager and will be the responsible party should issues arise that are not resolvable with the Vendor Project Manager. The Director does not need to be on-site except for designated meetings or as requested. It is critical that a named Vendor Project Director with appropriate experience be proposed. 4.1.5 Project Manager Requirement The contractor project manager is normally on-site and manages the project from the contractor perspective and is the chief liaison for the State Project Directors. The Project Manager has authority to make the day-to-day project decisions from the contractor firm perspective. This contractor project manager is expected to host meetings with Division Subject Matter Experts (SMEs) to review Division business organization and functions along with the organization, functions and data of existing information systems relevant to this project. The contractor project manager is expected to host other important meetings and to assign contractor staff to those meetings as appropriate and provide an agenda for each meeting. Bi-weekly status meetings are required, as are monthly milestone meetings. Meeting minutes will be recorded by the contractor and distributed, in both electronic and paper copies to identified staff, by noon the day prior to the next meeting. Key decisions along with Closed, Active and Pending issues will be included in this document as well. In their proposals, bidders must include a confirmation that their project manager will schedule status review meetings as described above. It is critical that a named Vendor Project Manager with prior project management experience be proposed. In their proposals, bidders must include a confirmation that their Project Manager will schedule status review meetings on-site, at least bi-weekly, and that their Project Manager will provide written minutes of these meetings to the State Project Directors by noon the business day prior to the next meeting. 4.1.6 Project Help Desk Staff Requirement Vendor Help Desk expertise is critical to the success of the system. Staff proposed for this function do not need to be dedicated exclusively to this role. They may serve a primary role in addition to providing Help Desk coverage. Secondary Help Desk support must be identified in the resume of the staff member primarily bid for another function. Bidder must supply at least a primary and a backup Help Desk function during the UAT, production Implementation and the warranty period. These staff will provide second-level support during State business hours to callers with system issues. The department’s Help Desk will provide first-level support. This generally includes resolution of issues such as network connectivity, application log in problems and general PC advice. The contractor will provide second level support. This will be more system-specific and require application expertise. Specific system issues may be referred to third-level divisional support for SME expertise. 4.2 Project Management The contractor must be the prime contractor to develop all the deliverables required by this RFP. The contractor must recommend a core team to work with DHSS over the course of the project and must identify other resources needed. A detailed, up-to-date project plan must be created and maintained weekly to accurately reflect project timelines and tasks. This project plan must include each phase of the project, clearly identifying the resources necessary to meet project goals. It will be the contractor’s responsibility to provide complete and accurate backup documentation as required for all document deliverables. The contractor is expected to employ a rapid application design methodology to speed customization/development. An iterative model of testing is required which will require early prototypes and subsequent demonstrations of working modules to ensure that the product meets user specifications in terms of user interface and functionality. It will be the contractor’s responsibility to provide complete and accurate documentation for all entities in the system. The contractor is expected to release prototypes/drafts of project deliverables and components for early state consideration and comment in order to expedite the final review process. 4.3 Requirement to Comply With HIPAA Regulations and Standards The selected vendor must certify compliance with Health Insurance Portability and Accountability Act (HIPAA) regulations and requirements as described in Department of Health and Human Services, Office of the Secretary, 45 CFR Parts 160, 162 and 164, as well as all HIPAA requirements related to privacy, security, transaction code sets (where applicable) and medical provider enumeration. The selected vendor is required to customize/develop the system in accordance with HIPAA requirements, implement the system in accordance with HIPAA requirements and, where the vendor will operate and maintain the system, operate and maintain the system in compliance with HIPAA requirements. In the proposal, contractor will explain their understanding of the HIPAA regulations and their impact on this project especially in the area of security. 4.4 Requirement to Comply with State Policies and Standards All proposed solutions submitted in response to this RFP must be fully compatible with the Department of Health and Social Services’ technical environment. This is specified in Appendix D via the following web links: * DHSS Information Technology (IT) Standards * State of Delaware Web Standards * DTI Executive Sponsor Reporting Standards and Change Management Standards Vendors must also comply with State policies and standards which will be distributed at the pre-bid meeting upon vendor signature of a non-disclosure agreement. Vendor staff accessing State IT resources must comply with DHSS policies and standards, and will be required to sign the DHSS Biggs Data Center User Authorization Form and the Biggs Data Center Non-Disclosure Form. All components of the proposed solution, including third party software and hardware, are required to adhere to the policies and standards described above, as modified from time to time during the term of the contract resulting from this RFP, including any links or documents found at the above referenced web sites. All exceptions must be addressed in the Executive Summary (Section C) of your Technical Proposal. 4.5 State Architecture Requirements The State prefers to have a system with a web front-end for a common user interface that is platform independent. Web browser based applications are now considered the only acceptable platform for custom applications development at DHSS. Additionally, in the purchase of any COTS (commercial off-the-shelf) system, web browser based systems will receive preferential treatment. Preference will also be given to COTS systems which: * Use Microsoft Windows Server 2003 R2 as their operating system * Use Microsoft Internet Information Server (IIS) as their web and application server software * Use either Microsoft SQL Server 2005 or the mainframe DB2 database for their data store (the Microsoft database platform is the preferred platform due to its higher availability and capacity) * Have been developed using Microsoft .NET The State will consider 3-tiered and above systems that are hosted at a server level. The State defines 3-tiers as Presentation Layer, Application Layer and Database Layer. Each tier resides in its own DMZ. Microsoft Networking components are forbidden to cross these DMZ tiers. The current mainframe supports a number of systems and available resources are limited. Synching mainframe online and batch schedules further restricts system operating hours. Various mainframe software version upgrades are planned through 2008 to bring this data center up-to-date with current software releases. The State will provide up-to-date mainframe, server, network and security testing and implementation schedules to the winning bidder. Bidders are expected to take this changing technical environment into consideration for their analysis and recommendations. Bidders will be expected to provide the State with their proposed architecture/network diagram as part of the RFP submission. 4.6 Database Design Vendor will need to take into consideration the design of existing table structures and whether they may carry forward into the solution being proposed or may have to be re- engineered. Quality of the current data needs to be reviewed. Consideration will need to be given to ETL (Extraction, Transformation and Loading) processes for conversion as well as archiving, backups and disaster recovery. The vendor will be required to provide a data model. 4.7 Performance Performance of the proposed solution within the DHSS and State technical environment is a critical consideration. The present data center environment in terms of infrastructure, hardware, power, etc. needs to be reviewed. Contractor is expected to review this with IRM and DTI to ensure that it is sufficient. The current design and capacity of the network especially in terms of connectivity to the Division business sites must be reviewed along with service upgrade plans. Future capacity and response time needs must be evaluated and accepted. 4.8 Degree of Customization In terms of costs, vendor will be expected to account for necessary customization of proposed solution in order to fit Division business needs. In terms of customization of COTS software to meet State needs, this must not exceed 15 %. The State will waive ownership rights of customization features if they are made part of the standard product, which in fact is the State's preference. 4.9 Backup and Recovery DHSS requires that system data be backed up to appropriate media that can be restored as necessary. Contractor will be expected to review the current backup and recovery process and suggest scenarios where incremental backups, full backups or dataset reloads are appropriate. DHSS currently utilizes CommVault’s Galaxy product for backup of its Windows and SQL server environments. Primary backups are stored on an EMC Clarion SAN and then aux copied to tape for offsite storage. The proposed backup solution needs to account for additional space utilizing the current DHSS SAN infrastructure. The proposed solution must utilize DHSS’s current CommVault backup infrastructure. 4.10 Disaster Recovery DHSS has contracted with Vital Records, Inc. as the offsite media storage contractor for client/server and mainframe backup media. Sungard Recovery Systems is contracted as the client/server and mainframe cold site contractor. Disaster recovery tests are conducted every six months for the Biggs mainframe. Contractor is expected to review this process with IRM and DTI to ensure that it is sufficient 4.11 Specific Project Tasks Contractor will be expected to address the following requirements in their proposal in detail. Emphasis is on the limited availability of State staff for the project and the expectation that the contractor express in detail their understanding of their responsibilities for each of these tasks. Contractor is expected to have primary responsibility for each of these project tasks. State versus contractor responsibilities must be delineated. * Demonstrate an understanding that this RFP is for a DHSS solution for document imaging with a DSS implementation and that their solution is scalable to meet future Department needs. * Conduct and document user requirement sessions. * Conduct and document joint application design (JAD) sessions. * Assess the best method for conducting scanning and imaging and recommend an implementation plan based on that assessment, including a recommendation on whether a pilot would be useful for this initiative. o The implementation plan should include preparing, installing, training, stabilizing and transferring the solution to operations and technical support staff. o DSS intends to conduct scanning at all 17 current office locations as well as any future offices, the Change Report Center and in specialized customer service units in the Lewis Building o Initially, DSS believes that a majority of the scanning will take place at the Change Report Center since we are focusing on imaging verifications only; however, when imaging expands to include all case record documentation, including forms, office locations will see higher volume * If a pilot phase is agreed upon, vendor is responsible for making recommendations on the most effective process for transferring cases and electronic verifications between users during this phase. * Address storage needs, such as the amount of storage needed and industry standard file format. DHSS currently utilizes an EMC Clarion SAN for file storage. All additional storage recommendations need to utilize the current DHSS SAN infrastructure. Consideration needs to be given to expansion of documents imaged and the types of images DSS will scan. DSS will initially image verification documents, with the goal of moving toward 100% electronic case files. Additional case information can be found in Appendix M. * Propose a software solution to meet the requirements, which, at a minimum, are detailed in section 4.13. * Work with DSS to define and agree upon a process to scan, review and attach verification documents. * Review and determine workflow and security levels in cooperation with DSS and DHSS/IRM. Operations job functions have been described in section 4.13. There will be additional job functions needed to accommodate other staff, such as Division of Management Services Quality Control (QC) and Audit and Recovery Management (ARMS) staff and Information Systems Unit staff. * Propose a training plan which must include training DSS, DMMA and DHSS/IRM staff, at all levels, in the proper use of the new system and functionality. Limited training is needed for DMMA, the Division of Management Services Quality Control (QC) and Audit and Recovery Management (ARMS) staff, who support DSS business. * Recommend a conversion plan for imaging and indexing verifications statewide * Recommend an ongoing maintenance support plan including a description of personnel needed and ongoing licensing requirement/costs. * Propose the appropriate level, number and size of scanners needed to support DSS business, including the Change Report Center and field offices. Using the data provided in Appendix M, volume should be projected. Include a recommendation on the brand of scanner, not a multifunctional device. DSS is planning on rolling out 24 inch monitors as imaging rolls out statewide. Split screen functionality must be incorporated. The scanners should allow for double sided scanning; there should be no system limitation on the number of scanners which can be used; and the scanner recommendation should take into consideration scalability, since DSS will move toward entirely electronic case files in the future. * Detail the infrastructure needs to support the solution proposed. * Submit an architecture/network diagram. 4.12 Deliverables In Phase 1, deliverable documentation templates will be agreed upon by DSS and DMS project managers and selected vendor project manager. Each deliverable will follow their respective approved template design. Each document deliverable must be delivered in ten (10) paper copies, along with electronic copies sent to the two State Project Directors. State staff time is limited on this project especially for deliverable review. The project plan must include sufficient time for serial deliverable review. The contractor must include at least ten (10) business days, per deliverable, in the project plan for State staff to complete a review and to document their findings. Based on the review findings, DHSS may grant approval, reject portions of or reject the complete document, request contractor revisions be made, or may state the inability to respond to the deliverable until a future specified date. Upon each rejection, the contractor will have five (5) business day periods to revise the document. Additional three (3) business day periods shall be required by the State for subsequent reviews whenever revisions are requested or a deliverable is disapproved. For each application module deliverable, the source code (or executable, in the case of COTS products) will initially be delivered to the IRM Manager of Application Support responsible for the Division (or designee) at the time of UAT. The vendor is responsible for installation in the DHSS test environment with IRM staff present. The vendor must remain on-site to address any errors until the application is successfully installed. The project plan must include sufficient time for: * Training for the UAT group * UAT * Correction of issues uncovered during UAT The vendor is responsible for developing a test plan and providing UAT test scripts along with each application module. Both types of deliverables will be reviewed by a selected deliverable review team and will require formal approval from the DSS Project Manager after receiving approval from the review team, prior to milestone approval and payment. Formal approval of a deliverable is State approval of the final version. Bidder will include reasonable federal timeframes in the project plan for those deliverables requiring federal review, comment and approval. Deliverables are listed as follows. Milestones are indicated with the Mn designation. Project Deliverables & Milestones (M1-5) Phase 1 Deliverable 1: Detailed Project Plan Deliverable 2: Deliverable Document Templates Deliverable 3: Communication Plan Approval of Phase 1 (M1) Phase 2 Deliverable 4: Requirements Specifications Documents Deliverable 5: Operational Plan Deliverable 6: Security Plan Approval of Phase 2 (M2) Phase 3 Deliverable 7: Design Specifications Documents Deliverable 8: Test Plan Deliverable 9: Training Plan Deliverable 10: Conversion Plan Deliverable 11: Implementation Plan Deliverable 12: Disaster Recovery Plan Approval of Phase 3 (M3) Phase 4 Deliverable 13: System Test Results Deliverable 14: User Acceptance Test Results Deliverable 15: Maintenance Support Plan Approval of Phase 4 (M4) Phase 5 Deliverable 16: Acceptance in Production of All Delivered Modules Deliverable 17: Warranty Period Approval of Phase 5 (M5) Except for the initial and final project phases above, vendors may propose a different sequence and/or combination of phases and deliverables. Schedule F1 of Appendix F (Project Cost Forms) must reflect this different sequence/combination. 4.12.1 Phase 1 This phase is the kickoff of the project where the overall project planning, project management and schedule are agreed to and the ground rules and expectations are set. The deliverables in this phase are: Deliverable 1: Detailed Project Plan This deliverable is the first update of the project plan submitted with the proposal of the selected vendor. See Section 6.2.4 for a description of this deliverable. The project plan is a living document and must be updated at least weekly throughout the project to reflect actual project status and timelines. The State must approve any change that results in the change of a milestone date. Deliverable 2: Deliverable Document Templates Bidder must work with State staff to design templates for each subsequent document deliverable including but not limited to requirement documents, detailed design documents, training plans, testing plans, status reports, issues tracking, executive meeting summaries and other project documents. These template designs are critical to ensuring that the deliverables and other project documents are in a format agreed to by all parties. Each template must be separately approved by the State. Once the template format is agreed to, the actual project documents will be formatted to match the agreed upon template. Deliverable 3: Communication Plan The communication plan must describe how the project will establish a reliable means of assuring visibility and co-operation by communicating status and news about the project to all appropriate stakeholders. It describes the communication rules to be applied and the organizational matrices of communications and meetings. The communication plan must identify the processes, methods, and tools required to ensure timely and appropriate collection, distribution, and management of project information for all project participants. With formal State approval of all deliverables in this phase, the milestone payment (M1) minus 10% holdback may be invoiced. 4.12.2 Phase 2 The deliverable(s) are as follows: Deliverable 4: Requirements Specifications Document (RSD) The RSD will take proposal requirements, validate them, and identify how and where the requirements are met in the system design. At a minimum, the RSD must include: * Detailed user requirements * An overview of the system architecture and how components are integrated to meet RFP requirements * A detailed description of the hardware and software configuration to be used Deliverable 5: Operational Plan In the operational plan, the vendor must provide the skill set staff need in order to perform their duties using the new imaging functionality. Operational procedures must also be detailed, including change management. Deliverable 6: Security Plan The security plan must describe how the solution will be brought to acceptable security levels in order to operate successfully. This plan should describe what security threats may exist and how implementing security standards will mitigate those threats. The vendor shall provide a document that outlines the security measures that are required, at a minimum including: * Authentication * Authorization * Security Management * Confidentiality * Accountability With formal State approval of all deliverables in this phase, the milestone payment (M2) minus 10% holdback may be invoiced. 4.12.3 Phase 3 The deliverable(s) are as follows: Deliverable 7: Design Specifications Document (DSD) The DSD will detail every element of the solution, explaining in exact and specific terms what the team is building and deploying. This is the final technical document against which every development team member will build. At a minimum, the DSD must include: * A detailed workflow outlining the scanning and indexing process * A Visio/Architecture Network Diagram of the proposed solution * A detailed description of software capabilities and how they meet the requirements in the RFP, including capture and index, retrieval and view, and report processes * The conceptual, logical and physical design specifications Deliverable 8: Test Plan The test plan must describe the strategy and approach used to plan, organize, and manage the project’s testing activities. It must include unit, system, and user acceptance test plans. It must identify testing objectives, methodologies and tools, expected results, responsibilities, and resource requirements. This document is the primary plan for the testing team. At a minimum, the test plan must include: * A test plan and schedule for each system module * A description of test scenarios and expected results * An organization plan showing vendor and state personnel responsible for testing * Detailed management of the testing effort, including strategies for dealing with delays in the testing effort, back-up plan, back-up personnel and so forth * Procedures for tracking and correcting deficiencies discovered during testing * Plan for updating documentation based on test results * Plan for organizing test results for State review Deliverable 9: Training Plan The training plan must identify all the activities at a minimum, including, the training of State user staff, at all levels, in the proper use of the new systems and functionalities. Appropriate training materials (hard copy and electronic) must also be provided. Minimum training plan requirements are: * Description of training * Needs of training facilities * Training methodologies * Training schedule * Approach to provide support during initial implementation * Develop measures to ensure staff comprehension and retention of training material Deliverable 10: Conversion Plan Bidder must recommend a conversion plan which takes into consideration a potential recommendation of a pilot phase, the Change Report Center and the implementation plan. We define conversion as converting all current verification documents in active records to indexed images. This is an optional deliverable; we will consider proposed plan and discuss during contract negotiations. Deliverable 11: Implementation Plan The implementation plan must describe the factors necessary for a smooth deployment and transition to ongoing operations, including a recommendation on a staggered rollout statewide versus going live statewide simultaneously. It must encompass the process of preparing, installing, training, stabilizing, and transferring the solution to operations. This includes details about installation scenarios, monitoring for stability, and verifying the soundness of the new solution. We will discuss the recommendation and a rollout during contract negotiations. Deliverable 12: Disaster Recovery Plan This describes disaster recovery procedures in case a disaster or serious service interruption occurs at the production hardware site or at the Biggs Data Center site. This will also describe procedures for continued emergency access to the system. This plan should be developed in conjunction with procedures being developed for disaster recovery services at the Biggs Data Center. Sungard Recovery Services is contracted as a warm site for the mainframe at Biggs. DHSS server recovery will be handled under the current DTI contract with Sungard. The bidder is expected to develop a plan that dovetails with the current disaster recovery plans. With formal State approval of all deliverables in this phase, the milestone payment (M3) minus 10% holdback may be invoiced. 4.12.4 Phase 4 The deliverable(s) are as follows: Deliverable 13: System Test Results DSS expects that system testing follow the pre-approved test plan detailed in Deliverable 7. At a minimum, system test results must include: * System performance benchmarks resultant from the capacity analysis * A summary of the status of testing and the completeness of testing scenarios Deliverable 14: User Acceptance Test (UAT) Results DSS expects that acceptance testing follow the pre-approved test plan detailed in Deliverable 7. At a minimum, UAT results must include: * System performance benchmarks resultant from the capacity analysis * A summary of the status of testing and the completeness of testing scenarios Deliverable 15: Support Plan The support plan must describe how the solution will be supported once operational. This includes a description of the support personnel and their roles as well as the processes to resolve problems arising within solution boundaries. Plan must include licensing fees and restrictions. With formal State approval of all deliverables in this phase, the milestone payment (M4) minus 10% holdback may be invoiced. 4.12.5 Phase 5 The deliverable(s) are as follows: Deliverable 16: Acceptance in Production of All Delivered Modules This deliverable consists of final State approval of all delivered modules and their implementation into production. Deliverable 17: Warranty Period As the final deliverable of the project, vendor will supply 90 State business days of warranty support after the final production implementation of all modules. The first two weeks of warranty support will be on-site. The warranty period provides for issue resolution, bug fixes and system functionality problems with the new system. This support is included in the firm fixed price. During the warranty period, the Department would like the vendor to submit a plan to conduct JAD sessions with other Divisions. A contract would be negotiated separately and would be dependent on interest, need and available funding of the other Divisions. With formal State approval of all deliverables in this phase, the milestone payment (M5) may be invoiced. The total M5 payment is the sum total of the holdbacks from milestone payments M1 through M4. See subsection 7.2 for details on project payments. 4.13 Project Expectations Contractor will be expected to address the following requirements in detail. Emphasis is on the limited availability of state staff for this project and the expectation that the contractor express in detail their understanding of their responsibilities in the areas of Customization/Development, Implementation, Warranty, Training, and Deliverables. 4.13.1 Customization/Development Vendor assumes primary responsibility for this project with minimal assistance from state staff. DSS anticipates that the Document Imaging Initiative will improve the current case work approach by changing workload management procedures, operation policies and technology support, resulting in less time by staff and lower volumes of paper being stored and changing hands. 4.13.1.1 Description and Current Environment Overview The Scanning and Imaging solution will provide the ability to scan and image verification documents required for intake applications, renewals and incremental changes associated with a case record. Imaging will need to take place in each of DSS field offices as well as the Change Report Center and specialized Customer Service Units. DSS field offices are broken down into 7 areas. The Change Report Center and specialized Customer Service Units are not included in these areas. Each area has a number of office locations; each office location has a number of teams and each team has a number of Social Worker Case Managers. Each case manager manages a client caseload. The breakdown of locations, teams, staff and average caseload size is provided in Appendix M. The solution must take into consideration the potential for growth throughout the Department of Health and Social Services and more specifically within DSS. DSS will scan only verification documents initially but expect to expand to scanning entire case files in the future. The documents that will be scanned are black and white and color documents and may contain pictures. DSS caseload growth doubled in the last ten year period and DSS does not anticipate a decline in caseload growth. Additional caseload growth information is provided in Appendix M. DSS will not scan any archived or closed records. The active caseload verifications will need to be scanned and imaged. Expansion to the Department may include document management. The solution proposed must have document management capabilities to facilitate this anticipated growth. The vendor should assess the best method for conducting scanning and imaging, and recommend an implementation plan based on that assessment. Every document scanned must be indexed and accessible via a storage network tool. The solution will need to provide a browser based interface for users to search and locate documents, and provide an audit trail of actions taken on each document. It is expected that documents will be attached to clients and cases, as appropriate, and users will need the ability to locate documents by both client and case. The solution proposed must allow for linking to the Delaware Client Information System (DCIS), DSS’ client eligibility system. Future connections to other Department Systems must be considered as this system is designed to be the DHSS standard. The link to DCIS is not included in this RFP; however, concurrent development may occur. Vendor will be expected to work with staff developing the interface with DCIS. Solution proposed must have the flexibility to interface and make accessible scanned images via another tool or application. The vendor and DSS need to define and agree upon a process to scan, review and attach verification documents. Additionally, the vendor will review and determine workflow and security levels for scanned images in cooperation with DSS staff. The mass conversion of existing documentation is not included within the scope of this initiative, however, a conversion plan should be proposed. The vendor will be responsible for making recommendations on the most effective process for transferring case and electronic files between users, Quality Control and ARMS, during a pilot phase if proposed. These recommendations must be provided in the implementation plan deliverable. 4.13.1.2 Users The solution must support different job functions including supervisors, caseworkers, and scanning staff. In addition, the solution will need to support other roles based on user needs. Vendor is expected to validate and further define job functions during requirements sessions. Scanning Job Function: * perform scan function * locate pending documents to be attached * attach documents to clients and cases, including more than one client and/or case * review and attach multi-page documents * attach documents coming into the queue via email and/or fax, in addition to those scanned * cancel while performing an attach * navigate from one image to the next image in the queue, forward and backward * jump directly to the first and last page of the document * zoom in and out and rotate documents * solution will notify user if the same document currently exists for the selected client, category and type and offer the option of saving or discarding document * document status should be set to pending after attachment occurs * identify date the document was received in the office * link a client to a case number or some other unique identifier * transfer case and client level documents to other cases and clients * associate and re-associate documents with an appropriate category and/or document type * be able to comment in a field for each document which can be update and/or deleted * edit on multiple page documents to fix errors * use multiple search functions, such as name and date of birth, Social Security Number, MCI number or case number during attach/index functions * select or enter the name of the person or organization that dropped off the documents if applicable/available * transfer documents from the queue into a folder of unidentifiable documents * issue receipts o print a receipt for documents scanned o preview receipt before printing o add comments to the receipt o trace documents using the receipt ID o print receipt after reviewing and attaching images o print receipt function becomes activated after review and attach activities have been completed o save a copy of the receipt automatically with the supporting documents * utilize help function Caseworker Job Function: * system will notify staff when documents are added to a client and/or case in their caseload * access documents pending case worker review * sort documents pending review * update document status to accepted or rejected and comment on reason document was rejected * search for/retrieve documents using a variety of search functions * access all documents attached to a client and case * navigate between individuals and cases; view/access all cases that have been linked to an individual * documents should display date of image and date received in office * utilize comment field for each document which is updateable during retrieval and review * not able to alter documents, however, able to delete documents or transfer documents to another client/case * print images o printed images should have client’s name, case number and/or MCI number and date imaged noted * use various sort functions to find and view documents, such as date received, document type, worker, case, etc * utilize help function * view audit trail, which includes who viewed document * all functionality of scanning job function Supervisor/Administrator Job Function: * access and view images * delete documents * review history and audit trail of documents * query and view pending documents by worker * run pending document and count reports * all functions of scanning and caseworker job function 4.13.1.3 Functionality In addition to the user specific functionality described above, the scanning and imaging solution must include the following functionality/abilities: * associate a document with an appropriate category * display document type by category * associate each document with a document type * change categories of documents * add category and document types * identify documents as confidential and limit their viewing to specific identified staff * have the capability to define multiple indexes on documents * certain individuals with security should have the capability to update the indexes for images * delete unacceptable images during scanning * provide a comments field for each document * file a “note” for each document category as a scanned image * link multiple pages of the same document that will be identifiable through a single ID * print images during review * copy images to allow QC to place copies in their system * reattach single and multi-page documents * reattach multiple documents simultaneously * search by person or cased during attach/indexing functions * search for additional clients to attach during attach/indexing functions * update and save batch level information before completion of the attach process * review and attach documents from the scanning stations * associate a document with multiple clients * provide reporting capability which includes capacity, speed, volume per day/month, averages, documents per case and be able to break down these reports by worker, office, statewide, daily, monthly, etc... This solution must also have archiving functionality. Documents are considered active, inactive and archived. Active documents are those which are considered current and in use for the clients current eligibility status. Inactive are those documents which provide history, but are not in use toward the clients’ current eligibility status. Archived documents are those which are associated with a closed case, which has been closed for specific period of time. The archiving process must comply with all Federal and State regulations. The policy below is considered current as of the RFP date; however, we expect to validate this information during requirements. As cited in the Delaware Code: 1005 Case Record Maintenance and Retention Case records will contain important facts regarding applicants for and recipients of DSS and DMMA services, the dates that applications for benefits are filed and the dates eligibility decisions are reached, the facts essential to determining initial and continuing eligibility for financial assistance, medical assistance, food stamps or other services, the basis for terminating assistance or services, and information regarding overpayments and claims. The Division of Management (DMS) of the Department of Health and Social Services, in discharging its fiscal accountability, will maintain an accounting system and supporting fiscal records adequate to assure that claims for federal funds are in accord with applicable Federal requirements. The Division of Social Services and the Division of Medicaid and Medical Assistance will maintain case records for its State and/or federally funded programs for a period of five (5) years subject to the following qualifications: a) The five-year retention period starts from the date of termination of cash assistance benefits. b) The records will be retained beyond the five (5) year period if the Division has been notified of a pending audit. c) Records of non-expendable property which was acquired with Federal grant funds shall be retained by the State Office for five (5) years after final disposition of such property. d) Any papers (forms or correspondence) in an active record which are more than four (4) calendar years old may be destroyed on site with the permission of the unit supervisor who has possession of the record. In destroying such papers, care should be taken not to destroy records of permanent value such as birth certificates, deeds, trusts, contracts, or other records of value. The following are examples of forms which may be destroyed on site: Cash Assistance and Food Stamp budget sheets; Bank forms or statements; Wage forms or stubs; Shelter statements, bills, or receipts; Duplicate forms, letters, etc. Note: Information needed to substantiate outstanding overpayments cannot be destroyed. Cases that are under investigation by the Department of Justice (DOJ) or that have outstanding overpayments will be retained beyond the three-year period and will remain intact until the investigation and subsequent legal action is complete or the overpayment is filed. Case files that have been referred to DOJ for prosecution are so indicated with a file copy of the Criminal Justice Report. Per the Federal rule: The federal retention rule is three years for food stamps. Federal Rule For Food Stamps: 7 CFR 272.1(f) (f) Retention of records. Each State agency shall retain all program records in an orderly fashion, for audit and review purposes, for a period of 3 years from the month of origin of each record. The State agency shall retain fiscal records and accountable documents for 3 years from the date of fiscal or administrative closure. Fiscal closure means that obligations for or against the Federal government have been liquidated. Administrative closure means that the State agency has determined and documented that no further action to liquidate the obligation is appropriate. Fiscal records and accountable documents include, but are not limited to claims and documentation of lost benefits. Retention methods for ATP cards are provided in part 274. The solution should include the ability to expand to document management. Functionality anticipated by the Department would include: * conversion of web data capture to Image Templates * digital and electronic signature * e-mail link to State’s MS Exchange e-mail network * outgoing fax and e-mail * porting and maintenance of data in forms template for viewing * secured e-mail * web forms and data validation 4.13.1.4 Security DHSS utilizes an Application Domain (APPS) for systems that reside in the DMZ. Any system that requires external (non-state network) access must reside in the DMZ. Therefore users authenticate against the APPS domain for all applications in the DMZ. DHSS can provide a .Net Interface to integrate into web based applications for authentication. If the solution is a client/server application then the solution must be Citrix compliant and DHSS will authenticate Citrix users against the same APPS domain. Any proposed solution outside of this standard requires review and approval from DHSS/IRM. Security mechanisms for the scanning and imaging solution must comply with State standards. The ability to perform specific tasks related to this solution must be associated with specific job functions. This solution must also support limiting viewing of a client/case documents to the caseworker assigned to the case, such as confidential cases/documents. The solution must also allow for an unlimited view capability for designated users, such as Quality Control, ARMS, Customer Service and ISU staff. The vendor is responsible for configuration and integration of the security required to support the scanning and imaging solution. The security solution must: * integrate with client workflow, to isolate users to viewing those clients documents they are authorized to view * support real time changes in case assignment and workflow processes * support account management for internal users, including update account details, and change and reset passwords * allow system administrators to disable users’ access or revoke their privileges * allow authorized/authenticated internal users to access the scanning and imaging solution * not require workers to have additional or altered administrative access to their local workstations in order to perform scanning and imaging tasks * use role based access controls for authorizing users which allow users to be assigned one or more roles within the application using the same username and password * track all activities related to user provisioning and de-provisioning on the scanning and imaging solution; the audit trail will contain information related to the complete process, from the initial request, to all activities related to assigning rights and responsibilities, and provisioning and de-provisioning during the complete user identity life cycle management process * track and provide the ability to audit all user activity within the scanning and imaging solution 4.13.1.5 Software The software to support the scanning and imaging solution must comply to industry standard imaging and document management format and include the following functionality: * documents scanned together will be batched * each batch will be uniquely identifiable through associated details * session ID will be unique and non-intelligent * solution will provide ability to specify the start and end of a batch * solution will allow users to specify location for the resulting electronic images from scanners * imaging software must be compatible with proposed scanning equipment * vendor must recommend a solution that will provide a labeling and/or coding solution that can be used in the identification and indexing of documents * solution will provide ability to generate start and end pages for users that can be used to identify the beginning and end of a scanning session * solution must support Optical Character Recognition (OCR)/Intelligent Character Recognition (ICR) functionality and 2-D barcoding; DSS will not be using OCR/ICR or barcoding, however, future use by other Department Divisions may chose this functionality * solution must be flexible so future initiatives involving linking scanning and imaging to other Department systems can be seamless The vendor must provide a list of the software licenses required to support this solution. The vendor must select cost effective and commercially proven software. 4.13.2 Site Requirements Consideration will be given to both a DHSS hosted solution and an ASP solution, but preference will be given to a DHSS hosted solution. For non-ASP solutions, the application and database infrastructure and platforms must be located at the Biggs Data Center on the DHSS Herman Holloway Sr. Health & Social Services Campus in New Castle, Delaware. For non-ASP solutions the following separate, isolated regions – in addition to the production region – are required for ongoing maintenance and system enhancements: * A development region for ongoing maintenance * A testing region where business analysts can regression test major systems enhancements and users can perform UAT * A training region Additional staging areas may be proposed at the discretion of the vendor. Bidder will address how each of these regions will be set up and utilized. These regions will be maintained for the life of the system. Proposals must provide for adequate ongoing licenses to maintain each region. DHSS prefers the use of browser based applications. Vendors should note that ASP/COM applications that use MTS/Component Services present security difficulties in the DHSS IT Environment and will not be allowed. When a browser based solution is a not available, DHSS run all "thick client" applications (sometimes referred to as "client/server applications") on the Citrix Presentation Server platform. Vendors proposing such applications must ensure full Citrix Presentation Server compatibility. DHSS has infrastructure in place to present Citrix based applications to internal network users and/or external users via the Internet. Any remote support access by IT vendors will be accomplished through the use of SSL VPN. Direct modem dial-up access is not allowed. If a vendor expects or requires remote access for proper implementation and/or support of his product, proposals must detail the exact nature of the remote access required and why it cannot be accomplished through other means. Vendors should note that under no circumstances is "remote control" of user desktops ever allowed and the State of Delaware firewall will block such access. For remote access to Windows based servers in the DMZ, either RDP or Citrix must be used. Access to production servers is typically not granted to vendors. If a vendor requires this access, a waiver can be requested through DHSS/IRM. If the vendor will use any third party products during the course of this project, such products must be approved in writing by DHSS prior to their use. In order to receive such approval the vendor is required to submit a list of the products, the number of licenses that will be procured (if applicable), and a description of how the product will be used. The description must include whether the product is only required for customization/development or whether it would be required for ongoing support/maintenance. Each product must also have an outline as to its initial and ongoing costs (including, but not limited to, licensing, maintenance, support, run time licensing versus developer licensing, and so on). Approval of third party products is ultimately at the discretion of DHSS. Vendor must also provide as a part of their architecture/network diagram recommended requirements for space, power and equipment to allow for data center impact to be analyzed. Early on signoff on the diagram will be mandatory. Any software purchased or developed for DHSS must be an appropriate fit into the DHSS IT Environment. The current DHSS IT Environment is described in Appendix D. Vendors should describe how their proposal's components are consistent with the current DHSS IT environment. Vendors may propose solutions that are not consistent with the current environment but in that case must include a detailed analysis of how their solution's requirements will be integrated into the existing DHSS IT Environment (including, but not limited to, purchases required, set up requirements and so on). The state wishes to leverage the existing infrastructure at the Biggs Data Center to the extent possible. Bidder will describe how their system will take advantage of the existing infrastructure. All proposals (and/or their attendant integration suggestions) will be evaluated for their fit into the current environment. Utilization of this infrastructure will be a factor in proposal evaluation. The State prefers to purchase third party hardware and software directly unless there is significant advantage to the State in having the hardware/software as vendor deliverables. In either case, all software licenses must be in the name of DHSS and must provide for separate development, test, training and production environments. 4.13.3 System Testing Contractor will consult with IRM to ensure that all aspects of the testing environment are ready. Conversion run tests from existing system will be scheduled through IRM. These tests will be scheduled to run during off peak hours so as to minimize network load. Each developed entity will be thoroughly tested by the contractor before it is scheduled for acceptance testing with the State. 4.13.4 User Acceptance Testing (UAT) Each system module will undergo UAT by the State prior to production implementation. The vendor is responsible for developing UAT test scenarios, but the State is not limited to these scenarios and will test all aspects of deliverables. The locations for UAT State staff will be at the State’s discretion. Upon formal State approval of a module’s UAT, it will be scheduled with IRM for implementation into the production environment. 4.13.5 Conversion This project will not involve conversion of existing data from an old system into the new system. A plan for the conversion of existing case record verification into the imaging system is identified as Deliverable 9. 4.13.6 Training Contractor will be responsible for training users in all aspects of the new system. Training will be outlined in a training plan discussing expectations and schedules. A training planning session must be held to review the training plan prior to the first actual training session. This will enable State and Contractor staff to better communicate during these sessions. Contractor will detail in their proposal a training plan outline and schedule for users of each component of the system. Training should contain some “hands on” components. 4.13.7 Support Services Bidders must include a description of the ongoing support they are proposing which will start after the warranty phase. Support includes licenses, help desk support, bug fixes, updates and new releases. Costs for such services will need to be shown in the Business Proposal volume, together with a statement that such services will be available for a minimum of five years after the warranty period. The first year will be mandatory; years two through five will be at the State’s option. Support cost inflation is discussed on the cost forms. Bidder must guarantee that their proposed solution will comply with all mandatory requirements, including HIPAA, throughout the entire support phase. Bidder will also specify expected deadline dates for completion of such modifications after the provision of detailed, written notice of impending changes from the Division. Bidders should also address the following in their proposal: * Identify the average of your response and resolution times. Provide examples of current measurements and metrics. * Describe your process for providing application fixes and enhancements. * Identify your average turnaround time for fixes and enhancements. * Confirm whether or not clients have the opportunity to provide input into the prioritization of new features and enhancements. * Identify your anticipated 2008-2010 schedule for new releases and updates. * Confirm whether you have User Conferences and/or Advisory Boards. It is critical that the proposed solution include ongoing support services and assurance that all regulatory requirements will be met for the Division. Other details and specific requirements are included in various sections throughout this RFP. 4.13.8 Maintenance Services Bidder will be expected to discuss out year support options for hardware and software. Post warranty support must be proposed for all scanners and any additional specialty hardware. This information will need to be shown in the Business Proposal. Support cost inflation is discussed on the cost forms. Bidder must guarantee that their proposed solution will comply with all mandatory requirements throughout the entire support phase. Bidder will also specify expected deadline dates for completion of such modifications after the provision of detailed, written notice of impending changes from DHSS. 4.13.9 Documentation The vendor is responsible for providing documentation of the new system. At a minimum, this includes user manuals and/or on-line help. For non-COTS systems and for the customized components of COTS systems, the vendor is also responsible for providing sufficient system documentation to permit DHSS application maintenance. 5 Proposal Evaluation/Contractor Selection 5.1 Process DHSS will conduct a three tiered review process for this project. In the first tier, each Technical Proposal will be evaluated to determine if it meets the Mandatory Submission Requirements described in Appendix G – Mandatory (Pass/Fail) Submission Requirements Checklist. Any proposal failing to meet those requirements is subject to immediate disqualification without further review. All proposals meeting the mandatory submission requirements will be given to the DHSS Evaluation Team. In the second tier, the Evaluation Team will perform Technical and Business Proposal Reviews. The individual scores of each evaluator will be averaged to determine a final technical score and a final business score. Technical and Business scores will be combined to determine each bidder’s total score. Vendors may be required to demonstrate their proposed solutions. The demonstrations will be used in the Evaluation Team’s final deliberations. In the third tier, the Evaluation Team findings will be presented to an Executive Selection Committee. The Executive Selection Committee will review Evaluation Team findings. A potential contractor will be recommended to the Secretary, Department of Health & Social Services. Final selection is at the discretion of the Secretary or his designee. 5.2 Proposal Evaluation and Scoring The Technical and Business proposals of each bidder will be evaluated and assigned points. A maximum of 100 total points is possible. 5.2.1 Mandatory Requirements The Division Director or designee will perform this portion of the evaluation. Each proposal will be reviewed for responsiveness to the mandatory requirements set forth in the RFP. This will be a yes/no evaluation and proposals that fail to satisfy all of the criteria of this category may not be considered further for the award of a Contract. Specific criteria for this category are as follows: Vendor is required to address Section 4 “Contractor Responsibilities/Project Requirements” in detail by subsection and bullet. Vendor is required to follow Section 6 “Bidder Instructions” explicitly and complete all required forms as instructed. Failure to adequately meet any one (1) mandatory requirement may cause the entire proposal to be deemed non-responsive and be rejected from further consideration. However, the State reserves the right to waive minor irregularities and minor instances of non-compliance. 5.2.2 Technical Proposal Scoring Only those bidders submitting Technical Proposals which meet the Mandatory Submission Requirements provision will have their Technical Proposals scored. Category Maximum Assigned Points Meets Mandatory RFP Requirements Pass/Fail Appropriateness of Proposed Solution in Terms of Business & Technical Requirements 30 Organization, Staff Qualifications and Experience With Similar Projects 30 Understanding Scope of the Project 10 Project Management Methodology 10 Total Maximum Technical Score 80 5.2.3 Business Proposal Scoring Total business score will be based on the costs submitted as part of the cost worksheet and on the documented stability and resources of the vendor. Strong consideration will be given to how well the costs in the Project Cost Forms compare to the level of effort for this and other proposals along with the accuracy of the submitted figures. The State of Delaware reserves the right to reject, as technically unqualified, proposals that are unrealistically low if, in the judgment of the evaluation team, a lack of sufficient budgeted resources would jeopardize project success. Total Maximum Business Score 20 . 5.2.4 Total Points Awarded (Total Technical Score + Total Business Score) = Total Evaluation Score Total Maximum Evaluation Score 100 6 Bidder Instructions 6.1 Submission Information The proposal must be submitted in fourteen (14) separate volumes, two (2) signed originals and twelve (12) copies, bound separately and submitted under separate cover. * Volume 1 – Technical Proposal * Volume 2 – Business Proposal For both the Technical Proposal and the Business Proposal, the fourteen (14) separate volumes must consist of two (2) signed originals and twelve (12) copies. The original copies of each of the Technical and Business Proposal Volumes must be clearly marked as such. The proposal must also include Two (2) CD's with electronic versions of the entire proposals. This will be used for researching the proposals and reprinting as necessary. Each CD will contain the following files at a minimum: * CD Directory.doc (Microsoft Word 2000 or higher) * RFP Technical Proposal.doc * RFP Business Proposal.doc * RFP Technical Proposal. PDF * RFP Business Proposal. PDF * RFP Project Plan.mpp Each proposal file in .PDF format must be a printable copy of each original volume submitted. The project plan contained in the technical proposal files must also be submitted separately as an .mpp file. Other files may be submitted separately. The CD Directory.doc file must contain a Word table listing each file contained on the CD along with a short description of each. Bidder must certify that these CD's have been scanned and are free from viruses and other malicious software. The Technical Proposal Volume copies must be labeled on the outside as follows: State of Delaware Department of Health and Social Services RFP Volume 1 Document Imaging System - Technical Proposal DHSS RFP #PSC0805 (Name of Bidder) March 31, 2008 11:00 A.M. ET The Business Proposal Volume copies must be labeled on the outside as follows: State of Delaware Department of Health and Social Services RFP Volume 2 Document Imaging System - Business Proposal DHSS RFP #PSC0805 (Name of Bidder) March 31, 2008 11:00 A.M. ET 6.1.1 Proposal Delivery Proposals must be delivered to: Sandra Skelley, Procurement Administrator DE Department of Health & Social Services Division of Management Services Procurement Branch, DHSS Campus Administration Building- 2nd Floor Main Bldg., Room 259 1901 N. DuPont Highway New Castle, DE 19720 6.1.2 Closing Date All responses must be received no later than March 31, 2008 11:00 A.M. ET. 6.1.3 Notification of Award Proposed date the Notification of Award will be mailed to all bidders: May 2, 2008. 6.1.4 Bidder Questions All questions shall reference the pertinent RFP section(s) and page number(s). Written responses from DHSS will be binding. Verbal responses given at the bidders’ meeting will be informational only and non-binding. Other than at the bidders’ meeting, bidders may not contact any State staff except by sending questions electronically to: Carolyn Kincaid Division of Social Services carolyn.kincaid@state.de.us by March 7, 2008 04:30 P.M. ET. Only those questions received in this manner by this date and time will be considered, and it is the vendor’s responsibility to ensure that questions are received by the above named person by the date and time shown above. DHSS will not respond to questions received after that time. A final list of written questions and responses will be posted as an RFP addendum on the Internet at www.dhss.delaware.gov/dhss/rfp/dhssrfp.htm. This addendum will also be sent electronically to all vendors attending the bidders’ meeting. 6.1.5 Anticipated Schedule The following timetable is anticipated for key activities within the procurement process: Activity Schedule State Publishes RFP February 18 and February 25, 2008 Mandatory Bidder's Meeting March 3, 2008 9:00 AM ET Submission of Questions March 7, 2008 04:30 P.M. ET Response to Questions March 17, 2008 04:30 P.M. ET Receipt of Proposals March 31, 2008 11:00 A.M. ET Selected Vendors’ Demonstrations (if requested) April 15-16, 2008 Notification of Award May 2, 2008 Project Start June 9, 2008 Project End and Start Warranty Period December 5, 2008 6.1.6 Proposal Becomes State Property All proposals become the property of the State of Delaware and will not be returned to bidders. DHSS will not divulge specific content of proposals to the extent that the bidder identifies contents as privileged or confidential. Any information not so designated will be considered public information. 6.1.7 RFP and Final Contract The contents of the RFP will be incorporated into the final contract and will become binding upon the successful bidder. 6.1.8 Proposal and Final Contract The bidder's proposal will be incorporated into the final contract and be considered binding upon the successful bidder. 6.1.9 Modifications to Proposals Modifications to proposals will not be accepted after the submission deadline. At any time, DHSS reserves the right to request clarification and/or further technical information from any contractor submitting a proposal. 6.1.10 Alternative Solutions The proposal must contain a single solution, including hardware and software. This is critical in ensuring project success and that project costs are expected, administered and contained. Bidders may propose alternative solutions but only as fully separate proposals that will be evaluated separately. Single proposals containing alternative/multiple solutions will be failed. 6.1.11 Cost of Proposal Preparation All costs of proposal preparation will be borne by the bidder. 6.1.12 Mandatory Pre-bid Meeting The Division will hold a mandatory pre-bid meeting to address questions regarding solicitation procedures only. Attendance is mandatory for those firms submitting a bid. The pre-bid meeting will take place on: March 3, 2008 9:00 AM ET DHSS Campus Main Administration Building Room 198 1901 N. DuPont Highway New Castle, DE 19720 "All Bidders Who Wish To Bid On This Proposal Must Be Present, On Time, At The Mandatory Pre-Bid Meeting. No Proposals Will Be Accepted From Bidders Who Either Did Not Attend The Mandatory Pre-Bid Meeting Or Who Are More Than Fifteen (15) Minutes Late." 6.2 Volume I – Technical Proposal Contents The Technical Proposal shall consist of and be labeled with the following sections: A. Transmittal Letter B. Required Forms C. Executive Summary D. Project Management Plan E. Contractor Responsibilities/Project Requirements F. Staff Qualifications and Experience G. Firm Past Performance and Qualifications The format and contents for the material to be included under each of these headings is described below. Each subsection within the Technical Proposal must include all items listed under a heading because evaluation of the proposals shall be done on a section- by-section or functional area basis. No reference to, or inclusion of, cost information shall appear in the Technical Proposal or Transmittal Letter. 6.2.1 Transmittal Letter (Section A) The Transmittal Letter shall be written on the bidder's official business letterhead stationery. The letter is to transmit the proposal and shall identify all materials and enclosures being forwarded collectively in response to this RFP. The Transmittal Letter must be signed by an individual authorized to commit the company to the scope of work proposed. It must include the following in the order given: 1. An itemization of all materials and enclosures being forwarded in response to the RFP 2. A statement certifying that the proposal CD’s have been scanned and are free from viruses and other malicious software. 3. A reference to all RFP amendments received by the bidder (by amendment issue date), to warrant that the bidder is aware of all such amendments in the event that there are any; if none have been received by the bidder, a statement to that effect must be included 4. A statement that all proposal conditions are valid for 180 days from the deadline date for proposal submission 5. A statement that price and cost data are not contained in any part of the bid other than in the Business Proposal volume 6. A statement that certifies pricing was arrived at without any collusion or conflict of interest The original of the Transmittal Letter shall be submitted in a separate, sealed envelope inside the package containing the Technical Proposals. All other copies of the Transmittal Letter shall be bound into the copies of the Technical Proposal. 6.2.2 Required Forms (Section B) This section of the proposal will include the following completed forms: Certification and Statement of Compliance Appendix B: This is a mandatory form in which the bidder must certify certain required compliance provisions. Mandatory Submission Requirements Checklist Appendix G: This is the mandatory submission requirements checklist. Agreement to or acknowledgement of a requirement is shown by a Y (Yes) or N (No) next to the requirement and a signature at the bottom of the checklist. Failure to adequately meet any one (1) mandatory requirement may cause the entire proposal to be deemed non-responsive and be rejected from further consideration. However, the State reserves the right to waive minor irregularities and minor instances of non-compliance. State of Delaware Contracts Disclosure Appendix H: On this form, bidder shall list all contracts awarded to it or its predecessor firm(s) by the State of Delaware that have been active during the last three (3) years. Failure to list any contract as required by this paragraph may be grounds for immediate rejection of the bid. Bidders Signature Form Appendix J: This is a standard bidder information form. Office of Minority and Women Business Enterprise Self-Certification Tracking Form Appendix K: This is an optional form Bidder Project Experience Appendix L: This provides a standard form to document vendor’s work on similar projects. 6.2.3 Executive Summary (Section C) Bidder shall present a high-level project description to give the evaluation team and others a broad understanding of the technical proposal and the bidder’s approach to this project. This should summarize project purpose, key project tasks, a timeline, deliverables and key milestones, qualifications of key personnel, along with subcontractor usage and their scope of work. A summary of the bidder's corporate resources, including previous relevant experience, staff, and financial stability must be included. The Executive Summary is limited to a maximum of ten (10) pages. 6.2.4 Project Management Plan (Section D) Bidder shall describe the overall plan and required activities in order to implement the project within the budget and described schedule. This should include descriptions of management controls, processes and reporting requirements that will be put into place to ensure a smooth administration of this project. Project Plan (Section D.1) Bidder must outline a project plan with the following information: * Key dates including dates for deliverable submission, State deliverable approval, Federal deliverable approval (if required) and milestones * Staffing structure, with a breakdown by activity, task and subtask within the entire project * An organization chart with staff names & functional titles * Description at the subtask level including duration and required staff resources (contractor vs. State) and hours * Resource staffing matrix by subtask, summarized by total hours by person, per month. The proposed schedule in the project plan must be in Microsoft Project format. Bidder must also discuss procedures for project plan maintenance, status reporting, deliverable walkthroughs, subcontractor management, issue tracking and resolution, interfacing with State staff and contract management. Vendors attending the mandatory bidders’ meeting will receive a sample Microsoft project plan. It provides the general format that vendors must follow when constructing their project plan. Vendor plans must reflect each deliverable and milestone in the specified format. Review periods as specified in the RFP must be built into the project schedule. Serial deliverable review periods must be shown - the best way to do this is to link the "State Review of Deliverable" task with the prior deliverable's review task. The project plan is a critical deliverable and must reflect all dependencies, dates and review periods. If the plan has issues, the state will not approve the initial milestone payment. Vendor staff expertise in MS Project is critical for proper construction and maintenance of this plan. NOTE: All of the application deliverables are described at a module level. The project plan must be more detailed and include items such as: * Requirements JAD sessions * Requirements document * * Design JAD sessions * Design document * * User manual or on-line help * * Systems documentation, as required * * Training plan * * UAT * * Production implementation * For the items shown with an asterisk above, the plan needs to provide time for DHSS review and approval. 6.2.5 Project Requirements (Section E) Bidder must describe their understanding and approach to meet the expectations and mandatory requirements specified in Section 4. Please address each numbered subsection in this section separately in sequence as “RFP Section 4.x.x”. Address bulleted and titled requirement paragraphs within subsections as “Bullet n” and “Paragraph Title” respectively. Please address State staffing considerations in subsections where staffing is mentioned. The Crosswalk of RFP Section 4 in Appendix I must be completed in full and included in the beginning of this section of the bidder’s proposal. 6.2.6 Staff Qualifications and Experience (Section F) Bidders shall submit a staff skills matrix in their own format to summarize relevant experience of the proposed staff, including any subcontractor staff in the areas of: * Technical project management * Planning * Requirements Analysis * Technical analysis * Development * Subject Matter Expertise * Documentation * Training Additionally, bidders shall provide a narrative description of experience each key staff member has in the areas relevant to this project. Bidder and subcontractor staff shall be separately identified. Contractor staff requirements will be addressed as outlined in subsection 4.1. Resumes will be formatted as outlined in Appendix E and included in this section of the proposal. Bidder must also provide an organization chart of all proposed staff. If subcontractors are being proposed, then include the name and address of each sub- contractor entity along with an organization chart indicating staffing breakdown by job title and staff numbers on this project. This organization chart must show how the individual subcontractor entity will be managed by your firm as the primary contractor. Any sub or co-contractor entity(s) proposed will need prior approval by the State before the contract is signed. If proposing no sub contractors, please state in this proposal section “No subcontractors are being proposed as part of this contract.” Please refer to RFP Appendix A for subcontractor standards. 6.2.7 Firm Past Performance and Qualifications (Section G) The bidder shall describe their corporate experience within the last five (5) years directly related to the proposed contract. Also include experience in other government projects of a similar scale. Experience of proposed subcontractors shall be presented separately. Provide a summary description of each of these projects including the contract cost and the scheduled and actual completion dates of each project. For each project, provide name, address and phone number for an administrative or managerial customer reference familiar with the bidder’s performance. Use the form provided in Appendix L. Provide an example of an actual client implementation plan, similar in magnitude to the Document Imaging System, including staff, dates, milestones, deliverables, and resources. 6.3 Volume II – Business Proposal Contents The business proposal volume will contain all project costs along with evidence of the bidder’s financial stability. 6.3.1 Project Cost Information (Section A) The bidder shall provide costs for the Technical Proposal Volume as outlined in Appendix F. In completing the cost schedules, rounding should not be used. A total must equal the sum of its details/subtotals; a subtotal must equal the sum of its details. The Total Cost shown in Schedule F1 must include all costs (except out year costs) that the selected vendor will be paid by DHSS. If specialized hardware or software will be provided by the vendor, it must be included as a deliverable in this schedule. Vendors attending the mandatory bidders’ meeting will receive a sample Microsoft Excel version of Schedule F1. Cost information must only be included in the Business Proposal Volume. No cost information should be listed in the Technical Proposal Volume. 6.3.2 Software and Hardware Information (Section B) On a separate page of the Business Proposal entitled “Software Licensing Structure” list each module and each third party software application listed in either Schedule F1 or Schedule F5. Describe what required (or optional) functions from section 4 that the particular module or application includes. Discuss the licensing structure (per seat, concurrent user, site, etc.) for each. All licenses must be in the name of the State and must provide for separate development, test and production environments. On a separate page of the Business Proposal entitled “Hardware Description” list each hardware item listed in either Schedule F1 or Schedule F6. Provide a description of its function and a detailed component list. 6.3.3 Vendor Stability and Resources (Section C) The bidder shall describe its corporate stability and resources that will allow it to complete a project of this scale and meet all of the requirements contained in this RFP. The bidder’s demonstration of its financial solvency and sufficiency of corporate resources is dependent upon whether the bidder's organization is publicly held or not: * If the bidder is a publicly held corporation, enclose a copy of the corporation's most recent three years of audited financial reports and financial statements, a recent Dun and Bradstreet credit report, and the name, address, and telephone number of a responsible representative of the bidder's principle financial or banking organization; include this information with copy of the Technical Proposal and reference the enclosure as the response to this subsection; or * If the bidder is not a publicly held corporation, the bidder may either comply with the preceding paragraph or describe the bidding organization, including size, longevity, client base, areas of specialization and expertise, a recent Dun and Bradstreet credit report, and any other pertinent information in such a manner that the proposal evaluator may reasonably formulate a determination about the stability and financial strength of the bidding organization; also to be provided is a bank reference and a credit rating (with the name of the rating service); and * Disclosure of any and all judgments, pending or expected litigation, or other real or potential financial reversals, which might materially affect the viability or stability of the bidding organization; or warrant that no such condition is known to exist. This level of detail must also be provided for any subcontractor(s) who are proposed to complete at least ten (10) percent of the proposed scope of work. 7 Terms and Conditions The following provisions constitute the terms and conditions of the contractual agreement between the State of Delaware, Department of Health and Social Services (DHSS) and its contractor. This section contains terms and conditions specific to this RFP. The general terms and conditions are contained in Appendix A. The standard departmental contract is contained in Appendix C. 7.1 Contract Composition The terms and conditions contained in this section constitute the basis for any contract resulting from this RFP. The State will be solely responsible for rendering all decisions on matters involving interpretation of terms and conditions. All contracts shall be in conformity with, and shall be governed by, the applicable laws of the federal government and the State of Delaware. The contract between DHSS and the contractor selected from the evaluation of responses to this RFP shall consist of the components outlined in this section and shown below. The order of precedence among these contract components shall be: * First, the Delaware contract signed by all parties, and any subsequent amendments to that document * Second, this RFP, inclusive of appendices and exhibits * Third, any amendments to this RFP * Fourth, the contractor's proposal and any written clarifications or representations incorporated as part of the procurement process. In the event of any conflict between the terms and provisions of this contract and other documents executed preliminary to construction of this contract, the terms and provisions of this contract shall prevail over conflicting terms and provisions in these other documents. 7.2 Payment for Services Rendered Services will be bound by a firm fixed price contract. The firm fixed price will be the Total Cost shown in Schedule F1 (Appendix F). Payments will be made based upon the contractor's satisfactory completion and State approval of the identified scheduled milestones. 7.3 Contract Term DSS expects the maximum term of the project to be 6 months from contract signature. Bidder may propose a shorter or longer term, however proposing a longer term will generate discussion during contract negotiations. 7.4 Contractor Personnel DHSS shall have the right to require the Contractor to remove any individual (either Contractor or subcontractor) from his/her assignment to this project if, in the opinion of DHSS, such employee is uncooperative, inept, incompetent or otherwise unacceptable. If the vendor must make a staff substitution for whatever reason, a staff person with equivalent qualifications and experience will be proposed to the State as soon as possible. The State Project Director(s) must approve this substitution before their term on the project begins. In the event that a staff position becomes temporarily or permanently vacant for any reason, including the contractor’s choice to reassign a staff member, DHSS may reduce payments to the Contractor in the amount equal to the vacated positions pay rate for the time period the position is vacant. DHSS may choose to waive its right to reduce payments if the State Project Directors approve a proposed replacement staff member who can assume the vacated position immediately upon its vacancy. 7.5 DTI Requirements With respect to work provided to or conducted for the state by a contractor, the contractor shall be responsible for the professional quality, technical accuracy, timely completion, and coordination of all services furnished to the state. The contractor shall follow practices consistent with generally accepted professional and technical standards. The contractor shall be responsible for ensuring that all services, products and deliverables furnished to the state are coordinated via DHSS with DTI and are consistent with practices utilized by, or standards promulgated by DTI and DHSS. If any service, product or deliverable furnished by a contractor(s) does not conform to these standards or general practices, the contractor shall, at its expense and option either (1) replace it with a conforming equivalent or (2) modify it to conform to these standards or practices. DTI is responsible for safeguarding the confidentiality and integrity of data in State computer files regardless of the source of those data or medium on which they are stored; e.g., electronic data, computer output microfilm (COM), tape, or disk. All data generated from the original source data, shall be the property of the State of Delaware. The control of the disclosure of those data shall be retained by the State of Delaware and the Department of Technology and Information. Computer, network, and information security is of paramount concern for the State of Delaware and the Department of Technology and Information. The State wants to ensure that computer/network hardware and software do not compromise the security of its IT infrastructure. The SANS Institute and the FBI have released a document describing the Top 20 Internet Security Threats. The document is available at the link provided in Appendix D. Contractor must certify that any systems or software provided by the contractor are free of the vulnerabilities listed in that document. The contractor agrees that it shall indemnify and hold the State of Delaware and all its agencies harmless from and against any and all claims for injury, loss of life, or damage to or loss of use of property caused or alleged to be caused, by acts or omissions of the contractor, its employees, and invitees on or about the premises and which arise out of the contractor’s performance, or failure to perform, as specified in the Agreement. It shall be the duty of the contractor to assure that all products of its effort do not cause, directly or indirectly, any unauthorized acquisition of data that compromises the security, confidentiality, or integrity of information maintained by the State of Delaware. Contractor’s agreement shall not limit or modify liability for information security breaches, and contractor shall indemnify and hold harmless the State, its agents and employees, from any and all liability, suits, actions or claims, together with all reasonable costs and expenses (including attorneys' fees) arising out of such breaches. In addition to all rights and remedies available to it in law or in equity, the State shall subtract from any payment made to contractor all damages, costs and expenses caused by such information security breaches which have not been previously paid to Vendor. 7.6 Funding This contract is dependent upon the appropriation of the necessary funding. DHSS reserves the right to reject or accept any bid or portion thereof, as may be necessary to meet its funding limitations and processing constraints. 7.7 Confidentiality The contractor shall safeguard any client information and other confidential information that may be obtained during the course of the project and will not use the information for any purpose other than the Contract may require. 7.8 Method of Payment: The agencies or school districts involved will authorize and process for payment each invoice within thirty (30) days after the date of receipt. The contractor or vendor must accept full payment by procurement (credit) card and or conventional check and/or other electronic means at the State’s option, without imposing any additional fees, costs or conditions. 7.9 Contract Transition In the event the Department awards the contract to another Contractor, through contract expiration or termination of this contract, the Contractor will develop a plan to facilitate a smooth transition of contracted functions either back to the Department or to another Contractor designated by the State. This close out plan must be approved by the Department. 7.10 Tardiness Sanction All bidders who wish to bid on this proposal must be present on time at the mandatory pre bid meeting. No proposals will be accepted from bidders who either did not attend the Mandatory Pre-Bid Meeting or who are MORE than 15 minutes late. 8 Appendices Appendices referenced in this RFP are included in this section. The following are included for the bidder’s use in submitting a proposal. A. General Terms and Conditions B. Certification and Statement of Compliance C. Standard Departmental Contract D. Website Links E. Key Position Resume F. Project Cost Forms G. Mandatory (Pass/Fail) Submission Requirements Checklist H. State of Delaware Contracts Disclosure I. Crosswalk of RFP Section 4 J. Bidders Signature Form K. Office of Minority and Women Business Enterprise Self-Certification Tracking Form L. Bidder Project Experience M. DSS Staffing and Caseload Breakdown N. Acronyms The following Appendices must be completed by all bidders and included as part of the specified proposal: * Technical Proposal - Appendices B, E, G, H, I, J, K(optional), L * Business Proposal – Appendix F Appendix General Terms and Conditions Appendix A General Terms and Conditions The following provisions are applicable to all DHSS RFP’s 1) Proposal Becomes State Property All proposals become the property of the State of Delaware and will not be returned to contractors. 2) RFP and Final Contract The contents of this RFP will be incorporated into the final contract and will become binding upon the successful bidder. If bidders are unwilling to comply with certain RFP requirements, terms and conditions, objections must be clearly stated in the proposal and will be subject to negotiation at the discretion of the Department. 3) Proposal and Final Contract The bidder's proposal will be incorporated into the final contract and be considered binding upon the successful bidder. 4) Amendments to Proposals Amendments to proposals will not be accepted after the submission deadline. DHSS reserves the right to request clarification and/or further technical information from any contractor submitting a proposal at any time. 5) Cost of Proposal Preparation All costs of proposal preparation will be borne by the bidder. 6) Investigation of Contractor's Qualifications The State of Delaware may make such investigation as it deems necessary to determine ability of potential contractors to furnish required services, and contractors shall furnish the State with data requested for this purpose. The State reserves the right to reject any offer if evidence submitted or investigation of such contractor fails to satisfy the State that the contractor is properly qualified to deliver services. Bidder shall list all contracts awarded to it or its predecessor firm(s) by the State of Delaware during the last three years, by State Department, Division, Contact Person (with address/phone number), period of performance and amount. The Evaluation/Selection Review Committee will consider these as additional references and may contact these sources. Information regarding bidder performance gathered from these sources may be included in the Committee's deliberations and may be factored into the final scoring of the bid. Failure to list any contract as required by this paragraph may be grounds for immediate rejection of the bid. 7) Certifications, Representations, Acknowledgments Using Appendix B, bidding contractors must certify that: * They are a regular dealer in the services being procured. * They have the ability to fulfill all requirements specified for development with this RFP. * They have independently determined their prices. * They are accurately representing their type of business and affiliations. * They have acknowledged any contingency fees paid to obtain award of this contract. * They have included in their quotation all costs necessary for or incidental to their total performance under the contract. * They will secure a Delaware Business License. * They will secure the appropriate type and amounts of insurance coverage required by the State. Proof of such coverage will be a requirement of the contract. 8) Ownership Rights The State will retain ownership rights to all materials including software, designs, drawings, specifications, notes, electronically or magnetically recorded material, and other work in whatever form, developed during the performance of this contract. A fundamental obligation herein imposed on the Contractor is the assignment by the Contractor to DHSS of all ownership rights in the completed project. This obligation on the part of the Contractor to assign all ownership rights is not subject to limitation in any respect, whether by characterization of any part of the deliverables as proprietary or by failure to claim for the cost thereof. The provisions of this article shall be incorporated into any subcontract. 9) Federal/State Access Rights Appropriate Federal and/or State representatives will have access to work in progress and to pertinent cost records of the contractor and its subcontractors at such intervals as any representative shall deem necessary. 10) Reserved Rights of the Department of Health & Social Services The Department reserves the right to: * Reject any and all proposals received in response to this RFP * Select for contract or for negotiations a proposal other than that with the lowest cost * Waive or modify any information, irregularities or inconsistencies in proposals received; * Negotiate as to any aspect of the proposal with any proposer and negotiate with more than one proposer at the same time; * If negotiations fail to result in an agreement within two weeks, terminate negotiations and select the next most responsive proposer, prepare and release a new RFP, or take such other action as the Department may deem appropriate. 11) Standard for Subcontractors The contract with the prime contractor will bind subcontractors to the prime contractor by the terms, specifications and standards of this statement of work and any subsequent proposals and contracts. All such terms, specifications, and standards shall preserve and protect the rights of the State with respect to the services to be performed by the subcontractor, so that the subcontractor will not prejudice such rights. The use of subcontractors on this project must have the prior approval of the State. 12) Irrevocable License The State of Delaware reserves a royalty-free, exclusive, and irrevocable license to reproduce, publish, or otherwise use the copyright of any deliverables developed under the resulting contract. 13) Non-Discrimination The selected provider will be required to sign a contract containing a clause that prohibits the provider from discriminating against employees on the basis of their race, color, sex, religion, age and national origin. 14) Right to a Debriefing To request a debriefing on a bidder selection, the bidder must submit a letter requesting a debriefing to the Procurement Administrator, DHSS, within ten days of the announced selection. In the letter, the bidder must specifically state the reason(s) for the debriefing. Debriefing requests must be based on pertinent issues relating to the selection process. Debriefing requests based on specifications in the RFP will not be accepted. All debriefing requests will be evaluated in accordance with these conditions. Debriefing requests that meet these conditions will be reviewed and respectively answered by the Procurement Administrator and/or Debriefing Committee. 15) Hiring Provision Staff contracted to provide the services requested in this RFP are not precluded from seeking employment with the State of Delaware. The contractor firm selected as a result of this RFP shall not prohibit their employees or subcontractor staff from seeking employment with the State of Delaware. 16) Anti Lobbying The selected contractor must certify that no Federal funds will be used to lobby or influence a Federal officer or a Member of Congress and that the contractor will file required Federal lobbying reports. 17) Anti Kick-back The selected contractor will be expected to comply with other federal statutes including the Copeland "Anti-Kickback Act" (18 U.S.C.874), Section 306 of the Clean Air Act, Section 508 of the Clean Water Act , and the Debarment Act. 18) Delaware Contract Language Appendix C contains a copy of the standard Departmental contract, which will be used for the agreement between the State and the wining bidder. The State will not entertain any modifications to the language of this document. By submitting a proposal to this RFP, the bidder agrees to be bound by the terms and conditions in that contract document. 19) Project Cost The Department reserves the right to award this project to a bidder other than the one with the lowest cost or to decide not to fund this project at all. Cost will be balanced against the score received by each bidder in the rating process. The State of Delaware reserves the right to reject, as technically unqualified, proposals that are unrealistically low if, in judgment of the Selection Committee, a lack of sufficient budgeted resources would jeopardize the successful completion of the project. 20) Public Record The Department will not divulge specific content of proposals to the extent that the contractor identifies contents as privileged or confidential. Any information not so designated will be considered public information. 21) Minority/Women/Disadvantaged Business Certification If the proposer wishes to have M/W/D business enterprise status taken into consideration, they should summit proof of such certification with their bid response. If the proposer wishes to have M/W/D business enterprise status taken into consideration, they should summit proof of such certification with their bid response. Further information, guidelines and forms for such certifications can be found at: http://omwbe.delaware.gov. Appendix B. Certification and Statement of Compliance DELAWARE HEALTH AND SOCIAL SERVICES REQUEST FOR PROPOSAL CERTIFICATION SHEET As the official representative for the bidder, I certify on behalf of the agency that: a. They are a regular dealer in the services being procured. b. They have the ability to fulfill all requirements specified for development within this RFP. c. They have independently determined their prices. d. They are accurately representing their type of business and affiliations. e. They will secure a Delaware Business License. f. They have acknowledged that no contingency fees have been paid to obtain award of this contract. g. The Prices in this offer have been arrived at independently, without consultation, communication, or agreement, for the purpose of restricting competition, as to any matter relating to such prices with any other contractor or with any competitor; h. Unless otherwise required by Law, the prices which have been quoted in this offer have not been knowingly disclosed by the contractor and prior to the award in the case of a negotiated procurement, directly or indirectly to any other contractor or to any competitor; and i. No attempt has been made or will be made by the contractor in part to other persons or firm to submit or not to submit an offer for the purpose of restricting competition. j. They have not employed or retained any company or person (other than a full-time bona fide employee working solely for the contractor) to solicit or secure this contract, and they have not paid or agreed to pay any company or person (other than a full-time bona fide employee working solely for the contractor) any fee, commission percentage or brokerage fee contingent upon or resulting from the award of this contract. k. They (check one) operate ___an individual; _____a Partnership ____a non-profit (501 C-3) organization; _____a not-for-profit organization; or _____for Profit Corporation, incorporated under the laws of the State of____________. l. The referenced bidder has neither directly or indirectly entered into any agreement, participated in any collusion or otherwise taken any action in restraint of free competitive bidding in connection with this bid submitted this date to Delaware Health and Social Services m. The referenced bidder agrees that the signed delivery of this bid represents the bidder’s acceptance of the terms and conditions of this invitation to bid including all specifications and special provisions. n. They (check one): _______are; _____are not owned or controlled by a parent company. If owned or controlled by a parent company, enter name and address of parent company: __________________________________________ __________________________________________ __________________________________________ __________________________________________ Violations and Penalties: Each contract entered into by an agency for professional services shall contain a prohibition against contingency fees as follows: 1. The firm offering professional services swears that it has not employed or retained any company or person working primarily for the firm offering professional services, to solicit or secure this agreement by improperly influencing the agency or any of its employees in the professional service procurement process. 2. The firm offering the professional services has not paid or agreed to pay any person, company, corporation, individual or firm other than a bona fide employee working primarily for the firm offering professional services, any fee, commission, percentage, gift, or any other consideration contingent upon or resulting from the award or making of this agreement; and 3. For the violation of this provision, the agency shall have the right to terminate the agreement without liability and at its discretion, to deduct from the contract price, or otherwise recover the full amount of such fee, commission, percentage, gift or consideration. The following conditions are understood and agreed to: a. No charges, other than those specified in the cost proposal, are to be levied upon the State as a result of a contract. b. The State will have exclusive ownership of all products of this contract unless mutually agreed to in writing at the time a binding contract is executed. Date Signature & Title of Official Representative Type Name of Official Representative PROCUREMENT STATEMENT OF COMPLIANCE As the official representative for the contractor, I Certify that on behalf of the agency that _________________________ (Company name) will comply with all Federal and State of Delaware laws, rules, and regulations, pertaining to equal employment opportunity and affirmative action laws. In addition, compliance will be assured in regard to Federal and State of Delaware laws and Regulations relating to confidentiality and individual and family privacy in the collection and reporting of data. Authorized Signature: _____________________________________________ Title: ____________________________________________________________ Date: ______________________________________________________________ Appendix C. Standard Departmental Contract CONTRACT A) Introduction 1. This contract is entered into between the Delaware Department of Health and Social Services (the Department), Division of ______________ (Division) and _______________________ (the Contractor). 2. The Contract shall commence on __________________ and terminate on _____________ unless specifically extended by an amendment, signed by all parties to the Contract. Time is of the essence. (Effective contract start date is subject to the provisions of Paragraph C 1 of this Agreement.) B) Administrative Requirements 1. Contractor recognizes that it is operating as an independent Contractor and that it is liable for any and all losses, penalties, damages, expenses, attorney's fees, judgments, and/or settlements incurred by reason of injury to or death of any and all persons, or injury to any and all property, of any nature, arising out of the Contractor's negligent performance under this Contract, and particularly without limiting the foregoing, caused by, resulting from, or arising out of any act of omission on the part of the Contractor in their negligent performance under this Contract. 2. The Contractor shall maintain such insurance as will protect against claims under Worker’s Compensation Act and from any other claims for damages for personal injury, including death, which may arise from operations under this Contract. The Contractor is an independent contractor and is not an employee of the State. 3. During the term of this Contract, the Contractor shall, at its own expense, carry insurance with minimum coverage limits as follows: a) Comprehensive General Liability $1,000,000 and b) Medical/Professional Liability $1,000,000/ $3,000,000 or c) Misc. Errors and Omissions $1,000,000/$3,000,000 or d) Product Liability $1,000,000/$3,000,000 All contractors must carry (a) and at least one of (b), (c), or (d), depending on the type of service or product being delivered. If the contractual service requires the transportation of Departmental clients or staff, the contractor shall, in addition to the above coverage, secure at its own expense the following coverage: e) Automotive Liability (Bodily Injury) $100,000/$300,000 f) Automotive Property Damage (to others) $ 25,000 4. Not withstanding the information contained above, the Contractor shall indemnify and hold harmless the State of Delaware, the Department and the Division from contingent liability to others for damages because of bodily injury, including death, that may result from the Contractor’s negligent performance under this Contract, and any other liability for damages for which the Contractor is required to indemnify the State, the Department and the Division under any provision of this Contract. 5. The policies required under Paragraph B3 must be written to include Comprehensive General Liability coverage, including Bodily Injury and Property damage insurance to protect against claims arising from the performance of the Contractor and the contractor's subcontractors under this Contract and Medical/Professional Liability coverage when applicable. 6. The Contractor shall provide a Certificate of Insurance as proof that the Contractor has the required insurance. The certificate shall identify the Department and the Division as the “Certificate Holder” and shall be valid for the contract’s period of performance as detailed in Paragraph A 2. 7. The Contractor acknowledges and accepts full responsibility for securing and maintaining all licenses and permits, including the Delaware business license, as applicable and required by law, to engage in business and provide the goods and/or services to be acquired under the terms of this Contract. The Contractor acknowledges and is aware that Delaware law provides for significant penalties associated with the conduct of business without the appropriate license. 8. The Contractor agrees to comply with all State and Federal licensing standards and all other applicable standards as required to provide services under this Contract, to assure the quality of services provided under this Contract. The Contractor shall immediately notify the Department in writing of any change in the status of any accreditations, licenses or certifications in any jurisdiction in which they provide services or conduct business. If this change in status regards the fact that its accreditation, licensure, or certification is suspended, revoked, or otherwise impaired in any jurisdiction, the Contractor understands that such action may be grounds for termination of the Contract. 9. Contractor agrees to comply with all the terms, requirements and provisions of the Civil Rights Act of 1964, the Rehabilitation Act of 1973 and any other federal, state, local or any other anti discriminatory act, law, statute, regulation or policy along with all amendments and revision of these laws, in the performance of this Contract and will not discriminate against any applicant or employee or service recipient because of race, creed, religion, age, sex, color, national or ethnic origin, disability or any other unlawful discriminatory basis or criteria. 10. The Contractor agrees to provide to the Divisional Contract Manager, on an annual basis, if requested, information regarding its client population served under this Contract by race, color, national origin or disability. 11. This Contract may be terminated in whole or part: a) by the Department upon five (5) calendar days written notice for cause or documented unsatisfactory performance, b) by the Department upon fifteen (15) calendar days written notice of the loss of funding or reduction of funding for the stated Contractor services as described in Appendix B, c) by either party without cause upon thirty (30) calendar day’s written notice to the other Party, unless a longer period is specified in Appendix A. In the event of termination, all finished or unfinished documents, data, studies, surveys, drawings, models, maps, photographs, and reports or other material prepared by Contractor under this contract shall, at the option of the Department, become the property of the Department. In the event of termination, the Contractor, upon receiving the termination notice, shall immediately cease work and refrain from purchasing contract related items unless otherwise instructed by the Department. The Contractor shall be entitled to receive reasonable compensation as determined by the Department in its sole discretion for any satisfactory work completed on such documents and other materials that are usable to the Department. Whether such work is satisfactory and usable is determined by the Department in its sole discretion. Should the Contractor cease conducting business, become insolvent, make a general assignment for the benefit of creditors, suffer or permit the appointment of a receiver for its business or assets, or shall avail itself of, or become subject to any proceeding under the Federal Bankruptcy Act or any other statute of any state relating to insolvency or protection of the rights of creditors, then at the option of the Department, this Contract shall terminate and be of no further force and effect. Contractor shall notify the Department immediately of such events. 12. Any notice required or permitted under this Contract shall be effective upon receipt and may be hand delivered with receipt requested or by registered or certified mail with return receipt requested. Either Party may change its address for notices and official formal correspondence upon five (5) days written notice to the other. 13. In the event of amendments to current Federal or State laws which nullify any term(s) or provision(s) of this Contract, the remainder of the Contract will remain unaffected. 14. This Contract shall not be altered, changed, modified or amended except by written consent of all Parties to the Contract. 15. The Contractor shall not enter into any subcontract for any portion of the services covered by this Contract without obtaining prior written approval of the Department. Any such subcontract shall be subject to all the conditions and provisions of this Contract. The approval requirements of this paragraph do not extend to the purchase of articles, supplies, equipment, rentals, leases and other day-to-day operational expenses in support of staff or facilities providing the services covered by this Contract. 16. This entire Contract between the Contractor and the Department is composed of these several pages and the attached: Appendix A - Divisional Requirements Appendix B - Services Description Appendix C - Contract Budget Appendix ……. 17. This Contract shall be interpreted and any disputes resolved according to the Laws of the State of Delaware. Except as may be otherwise provided in this contract, all claims, counterclaims, disputes and other matters in question between the Department and Contractor arising out of or relating to this Contract or the breach thereof will be decided by arbitration if the parties hereto mutually agree, or in a court of competent jurisdiction within the State of Delaware. 18. In the event Contractor is successful in an action under the antitrust laws of the United States and/or the State of Delaware against a vendor, supplier, subcontractor, or other party who provides particular goods or services to the Contractor that impact the budget for this Contract, Contractor agrees to reimburse the State of Delaware, Department of Health and Social Services for the pro-rata portion of the damages awarded that are attributable to the goods or services used by the Contractor to fulfill the requirements of this Contract. In the event Contractor refuses or neglects after reasonable written notice by the Department to bring such antitrust action, Contractor shall be deemed to have assigned such action to the Department. 19. Contractor covenants that it presently has no interest and shall not acquire any interests, direct or indirect, that would conflict in any manner or degree with the performance of this Contract. Contractor further covenants that in the performance of this contract, it shall not employ any person having such interest. 20. Contractor covenants that it has not employed or retained any company or person who is working primarily for the Contractor, to solicit or secure this agreement, by improperly influencing the Department or any of its employees in any professional procurement process; and, the Contractor has not paid or agreed to pay any person, company, corporation, individual or firm, other than a bona fide employee working primarily for the Contractor, any fee, commission, percentage, gift or any other consideration contingent upon or resulting from the award or making of this agreement. For the violation of this provision, the Department shall have the right to terminate the agreement without liability and, at its discretion, to deduct from the contract price, or otherwise recover, the full amount of such fee, commission, percentage, gift or consideration. 21. The Department shall have the unrestricted authority to publish, disclose, distribute and otherwise use, in whole or in part, any reports, data, or other materials prepared under this Contract. Contractor shall have no right to copyright any material produced in whole or in part under this Contract. Upon the request of the Department, the Contractor shall execute additional documents as are required to assure the transfer of such copyrights to the Department. If the use of any services or deliverables is prohibited by court action based on a U.S. patent or copyright infringement claim, Contractor shall, at its own expense, buy for the Department the right to continue using the services or deliverables or modify or replace the product with no material loss in use, at the option of the Department. 22. Contractor agrees that no information obtained pursuant to this Contract may be released in any form except in compliance with applicable laws and policies on the confidentiality of information and except as necessary for the proper discharge of the Contractor’s obligations under this Contract. 23. Waiver of any default shall not be deemed to be a waiver of any subsequent default. Waiver or breach of any provision of this Contract shall not be deemed to be a waiver of any other or subsequent breach and shall not be construed to be a modification of the terms of the Contract unless stated to be such in writing, signed by authorized representatives of all parties and attached to the original Contract. 24. If the amount of this contract listed in Paragraph C2 is over $100,000, the Contractor, by their signature in Section E, is representing that the Firm and/or its Principals, along with its subcontractors and assignees under this agreement, are not currently subject to either suspension or debarment from Procurement and Non- Procurement activities by the Federal Government. C) Financial Requirements 1. The rights and obligations of each Party to this Contract are not effective and no Party is bound by the terms of this contract unless, and until, a validly executed Purchase Order is approved by the Secretary of Finance and received by Contractor, if required by the State of Delaware Budget and Accounting Manual, and all policies and procedures of the Department of Finance have been met. The obligations of the Department under this Contract are expressly limited to the amount of any approved Purchase Order. The State will not be liable for expenditures made or services delivered prior to Contractor's receipt of the Purchase Order. 2. Total payments under this Contract shall not exceed $ ______ in accordance with the budget presented in Appendix C. Payment will be made upon receipt of an itemized invoice from the Contractor in accordance with the payment schedule, if any. The contractor or vendor must accept full payment by procurement (credit) card and or conventional check and/or other electronic means at the State’s option, without imposing any additional fees, costs or conditions. Contractor is responsible for costs incurred in excess of the total cost of this Contract and the Department is not responsible for such costs. 3. The Contractor is solely responsible for the payment of all amounts due to all subcontractors and suppliers of goods, materials or services which may have been acquired by or provided to the Contractor in the performance of this contract. The Department is not responsible for the payment of such subcontractors or suppliers. 4. The Contractor shall not assign the Contract or any portion thereof without prior written approval of the Department and subject to such conditions and revisions as the Department may deem necessary. No such approval by the Department of any assignment shall be deemed to provide for the incurrence of any obligations of the Department in addition to the total agreed upon price of the Contract. 5. Contractor shall maintain books, records, documents and other evidence directly pertinent to performance under this Contract in accordance with generally accepted accounting principles and practices. Contractor shall also maintain the financial information and data used by Contractor in the preparation of support of its bid or proposal. Contractor shall retain this information for a period of five (5) years from the date services were rendered by the Contractor. Records involving matters in litigation shall be retained for one (1) year following the termination of such litigation. The Department shall have access to such books, records, documents, and other evidence for the purpose of inspection, auditing, and copying during normal business hours of the Contractor after giving reasonable notice. Contractor will provide facilities for such access and inspection. 6. The Contractor agrees that any submission by or on behalf of the Contractor of any claim for payment by the Department shall constitute certification by the Contractor that the services or items for which payment is claimed were actually rendered by the Contractor or its agents, and that all information submitted in support of the claims is true, accurate, and complete. 7. The cost of any Contract audit disallowances resulting from the examination of the Contractor's financial records will be borne by the Contractor. Reimbursement to the Department for disallowances shall be drawn from the Contractor's own resources and not charged to Contract costs or cost pools indirectly charging Contract costs. 8. When the Department desires any addition or deletion to the deliverables or a change in the services to be provided under this Contract, it shall so notify the Contractor. The Department will develop a Contract Amendment authorizing said change. The Amendment shall state whether the change shall cause an alteration in the price or time required by the Contractor for any aspect of its performance under the Contract. Pricing of changes shall be consistent with those prices or costs established within this Contract. Such amendment shall not be effective until executed by all Parties pursuant to Paragraph B 14. D) Miscellaneous Requirements 1. If applicable, the Contractor agrees to adhere to the requirements of DHSS Policy Memorandum # 46, (PM # 46, effective 5/23/97), and divisional procedures regarding the reporting and investigation of suspected abuse, neglect, mistreatment, misappropriation of property and significant injury of residents/clients receiving services. The policy and procedures are included as Appendix _____ to this Contract. It is understood that adherence to this policy includes the development of appropriate procedures to implement the policy and ensuring staff receive appropriate training on the policy requirements. The Contractor’s procedures must include the position(s) responsible for the PM46 process in the provider agency. Documentation of staff training on PM46 must be maintained by the Contractor. 2. The Contractor, including its parent company and its subsidiaries, and any subcontractor, including its parent company and subsidiaries, agree to comply with the provisions of 29 Del. Code, Chapter 58: “Laws Regulating the Conduct of Officers and Employees of the State,” and in particular with Section 5805 (d): “Post Employment Restrictions.” 3. When required by Law, Contractor shall conduct child abuse and adult abuse registry checks and obtain service letters in accordance with 19 Del. Code Section 708; and 11 Del. Code, Sections 8563 and 8564. Contractor shall not employ individuals with adverse registry findings in the performance of this contract. E) Authorized Signatures: For the Contractor: For the Department: ________________ __________________ Name Vincent P. Meconi Secretary ________________ _________________ Title Date ________________ For the Division: Date __________________ Director __________________ Date Appendix D. Website Links * State of Delaware Web Standards http://www.state.de.us/sos/gic/information/webstandards.shtml * DTI Executive Sponsor Reporting Standards and Change Management Standards http://dti.delaware.gov/majorproj/majorproj.shtml. * Top 20 Internet Security Threats developed by the SANS Institute and the FBI http://www.sans.org/top20/ Appendix E. Key Position Resume Key Position Resume Name: Proposed Project Position: Number of years experience in the proposed position: Number of years experience in this field of work: Detail Training/Education (Repeat the format below for as many degrees/certificates as are relevant to this proposal. Dates between training/education may overlap.) Degree/Certificate Dates of Training/Education Detail Experience (Repeat the format below for as many jobs/projects as are relevant to this proposal. Dates between jobs/projects may overlap.) Job/Project: Position: From Date: To Date: Description of the tasks this person performed in this job/project. Detail any state or government planning projects and specify the role of the person on each project Appendix F. Project Cost Forms F1. Project Costs by Deliverables & Milestones Document Imaging System Deliverable & Milestone Project Cost Schedule Phase Project Deliverables & Milestones (M1-5) Deliverable Cost Phase Cost 10% Holdback Vendor Payment Projected Date Due Actual Date Phase 1 Deliverable 1: Detailed Project Plan $xx,xxx.xx Deliverable 2: Deliverable Document Templates $xx,xxx.xx Deliverable 3: Communication Plan $xx,xxx.xx State Approval of Phase 1 (M1) $0.00 $0.00 $0.00 Phase 2 Deliverable 4: Requirements Specification Documents $xx,xxx.xx Deliverable 5: Operational Plan $xx,xxx.xx Deliverable 6: Security Plan $xx,xxx.xx State Approval of Phase 2 (M2) $0.00 $0.00 $0.00 Phase 3 Deliverable 7: Design Specifications Documents $xx,xxx.xx Deliverable 8: Test Plan $xx,xxx.xx Deliverable 9: Training Plan $xx,xxx.xx Deliverable 10: Conversion Plan $xx,xxx.xx Deliverable 11: Implementation Plan $xx,xxx.xx Deliverable 12: Disaster Recovery Plan $xx,xxx.xx State Approval of Phase 3 (M3) $0.00 $0.00 $0.00 Phase 4 Deliverable 13: System Test Results $xx,xxx.xx Deliverable 14: User Acceptance Results $xx,xxx.xx Deliverable 15: Maintenance Support Plan $xx,xxx.xx State Approval of Phase 4 (M4) $0.00 $0.00 $0.00 Phase 5 Deliverable 16: Acceptance in Production of all Delivered Modules Deliverable 17: Warranty Period State Approval of Phase 5 (M5) n/a n/a $xx,xxx.xx Total Project Cost $0.00 $0.00 The Total Cost shown in Schedule F1 must include all costs (except out year costs) that the selected vendor will be paid by DHSS. If specialized hardware or software will be provided by the vendor, it must be included as a deliverable in the above schedule. The modules listed above are those described in the RFP. If a vendor’s proposed solution provides the same functionality as descried in the RFP, but organizes this functionality in a different combination of modules, the vendor should show its own organization of modules in the above schedule and in Schedules F3 and F4. Vendors must complete the Projected Date column for each milestone and the dates must correspond to the dates provided in the Microsoft Project plan. Milestone Cost Breakdown * M1 = Total Cost for Phase 1 deliverables – 10% holdback * M2 = Total Cost for Phase 2 deliverables – 10% holdback * M3 = Total Cost for Phase 3 deliverables – 10% holdback * M4 = Total Cost for Phase 4 deliverables – 10% holdback * M5 = M1 + M2 + M3 + M4 holdbacks Costs for each task/deliverable listed must be specified along with the total cost of all tasks/deliverables in each specified phase. Please check all figures for accuracy. Contractor may invoice for milestone payments upon formal approval by the Division and IRM. F2. Schedule of Rates for Project Staff Vendor is to list the fully loaded hourly rate for each person bid. These rates will be binding and will be used to estimate costs in the event of a change in project scope. A fully loaded hourly rate is an hourly rate that encompasses all costs to the vendor for providing additional services to the state as necessitated by for additional tasks not covered under the scope of this contract. Costs included in this rate would be salary, overhead, lodging, travel, supplies, incidentals, etc. This rate would be used to apply against the hours estimated for each additional task proposed such that Task Hours * Rate = Task Cost. Job Title Name Fully Loaded Hourly Rate F3 Software Licensing Schedule Module Name Number of Licenses Percent Customization Deliverable #: Deliverable #: Deliverable #: F4. Out year Software Support, Maintenance & ASP Cost Schedules Out year costs are to be listed in the following schedules for each module. Support, maintenance and ASP costs are capped at a 2% inflation rate per year. Out year costs will be taken into effect in determining the Appropriateness of Solution Score. Year 1 is defined as the first 12 months after the expiration of the 90 day warranty period. Support Costs Module Name Year 1 Year 2 Year 3 Year 4 Year 5 Deliverable #: Deliverable #: Deliverable #: Total ASP Costs (if applicable) Module Name Year 1 Year 2 Year 3 Year 4 Year 5 Deliverable #: Deliverable #: Deliverable #: Total Maintenance Costs Estimate of the number of hours required to apply the DHSS customization features to new releases ____________ Year 1 single fully loaded hourly rate which will apply to this work, as well as to future customization ____________ F5. State Purchased Third Party Software Schedule List all third party software that the State is responsible for purchasing for use after implementation. This includes State developer licenses as well as user licenses. The State is not responsible for purchasing vendor developer licenses. Only new software or additional licenses for existing software being proposed for this project will be listed here. If the proposed software solution comprises multiple separately-costed modules, please list them separately in the following Schedule. Software Description/Name Required Version Number of Licenses Total Estimated State Purchased Third Party Software Cost __________________ The State will purchase the above items from a third party, not the selected vendor. The cost should not be included in Schedule F1. F6. State Purchased Hardware Schedule This is a hardware summary cost schedule. Only new hardware or upgrades to existing hardware being proposed for this project will be listed here. Hardware Description/Name Quantity Total Estimated State Purchased Hardware Cost __________________ The State will purchase the above items from a third party, not the selected vendor. The cost should not be included in Schedule F1. Appendix G. Mandatory (Pass/Fail) Submission Requirements Checklist Mandatory (Pass/Fail) Submission Requirements Checklist Mandatory Submission Requirement RFP Section Compliance Y or N The bid is submitted no later than the closing date and time 6.1.2 The bid is submitted in separate sealed volumes containing the Technical and Business proposals 6.1 The correct number of copies of each proposal is submitted 6.1 Each proposal volume is labeled correctly 6.1 Proposal conditions are valid for 180 days from the deadline date for proposal submission 6.2.1 The proposal contains a single solution in terms of this planning project 6.1.10 Bidder/Proposed Subcontractor has appropriate project experience 6.2.7 Transmittal Letter submitted on official business letterhead and signed by an authorized representative 6.2.1 Proposal CD’s have been scanned and are free from viruses and other malicious software. 6.2.1 Bidder Agrees to Comply with the provisions specified in the General Terms and Conditions Appendix A Technical proposal is submitted with a duly signed and dated copy of the Certification/Statement of Compliance Appendix B Completed Project Cost Forms Appendix F Firm fixed price contract proposed 7.2 Technical proposal is submitted with a completed, duly signed and dated copy of the Submission Requirements Checklist 6.2.2 & Appendix G Completed State of Delaware Contracts Disclosure Appendix H Completed Crosswalk of RFP Section 4 6.2.5 & Appendix I Completed Bidders Signature Form Appendix J Project timeline does not exceed specified project length 7.3 Compliance with HIPAA Regulations & Standards 4.3 & 4.4 Proposal includes required resumes 6.2.6 Project Manager and key project staff will be on site 4.1.1 _________________________________________ Signature of Authorized Representative _________________________________________ Title / Company _______________ Date Appendix H. State of Delaware Contracts Disclosure State of Delaware Contracts Disclosure Vendor/Predecessor Firm Name State Department and Division Contact Name, Address and Phone Number Period of Performance Contract Number Amount Sample Vendor Firm Name DHSS \ DMS Contact Name 1901 N DuPont Highway New Castle, DE 19720 302.999.9999 01/01/2002 – 12/31/2002 PSC-999999 $100,000 Bidder shall list all contracts awarded to it or its predecessor firm(s) by the State of Delaware during the last three (3) years, by State Department, Division, Contact Person (with address/phone number), period of performance, contract number and amount. The Evaluation/Selection Review Committee will consider these additional references and may contact each of these sources. Information regarding bidder performance gathered from these sources may be included in the Committee's deliberations and factored in the final scoring of the bid. Failure to list any contract as required by this paragraph may be grounds for immediate rejection of the bid. List contracts in the format specified. Include those contracts whose period of performance has been within the past three (3) years in addition to those awarded within this timeframe. Contracts with amendments only have to be listed once. If a vendor has had no contracts within this timeframe, enter “No contracts to specify” under Vendor/Predecessor Firm Name in the first row of the table. Appendix I. Crosswalk of RFP Section 4 Crosswalk of RFP Section 4 RFP Section Proposal Section Number Proposal Page Number 4 Contractor Responsibilities/Project Requirements 4.1 Staffing 4.2 Project Management 4.3 Requirement To Comply With HIPAA Regulations and Standards 4.4 Requirement to Comply with State Policies and Standards 4.5 State Architecture Requirements 4.6 Database Design 4.7 Performance 4.8 Degree of Customization 4.9 Backup and Recovery 4.10 Disaster Recovery 4.11 Specific Project Tasks 4.12 Deliverables 4.12.1 Phase 1 Deliverable 1: Detailed Project Workplan Deliverable 2: Deliverable Document Templates Deliverable 3: Communication Plan 4.12.2 Phase 2 Deliverable 4: Requirements Specifications Document Deliverable 5: Operational Plan Deliverable 6: Security Plan 4.12.3 Phase 3 Deliverable 7: Design Specifications Document Deliverable 8: Test Plan Deliverable 9: Training Plan Deliverable 10: Conversion Plan Deliverable 11: Implementation Plan Deliverable 12: Disaster Recovery Plan 4.12.4 Phase 4 Deliverable 13: System Test Results Deliverable 14: User Acceptance Test Results Deliverable 15: Support Plan 4.12.5 Phase 5 Deliverable 16: State Verification of Approval of all prior tasks/deliverables Deliverable 17: State Approval of entire production system 4.13 Project Expectations 4.13.1 Customization/Development 4.13.1.1 Description and Current Environment Overview 4.13.1.2 Users 4.13.1.3 Functionality 4.13.1.4 Security 4.13.1.5 Software 4.13.2 Site Requirements 4.13.3 System Testing 4.13.4 User Acceptance Testing (UAT) 4.13.5 Conversion 4.13.6 Training 4.13.7 Support Services 4.13.8 Maintenance Services 4.13.9 Documentation This is a template for the crosswalk of Section 4 in the RFP. It links the numbered RFP sections to the sections and page numbers of the bidder’s proposal. Bidders are required to fill out this crosswalk completely for each numbered section in Section 4. Appendix J. Bidders Signature Form DELAWARE HEALTH AND SOCIAL SERVICES REQUEST FOR PROPOSAL BIDDERS SIGNATURE FORM NAME OF BIDDER: SIGNATURE OF AUTHORIZED PERSON: TYPE IN NAME OF AUTHORIZED PERSON: TITLE OF AUTHORIZED PERSON: STREET NAME AND NUMBER: CITY, STATE, & ZIP CODE: CONTACT PERSON: TELEPHONE NUMBER: FAX NUMBER: DATE: BIDDER’S FEDERAL EMPLOYERS IDENTIFICATION NUMBER: DELIVERY DAYS/COMPLETION TIME: F.O.B.: TERMS: THE FOLLOWING MUST BE COMPLETED BY THE VENDOR: AS CONSIDERATION FOR THE AWARD AND EXECUTION BY THE DEPARTMENT OF HEALTH AND SOCIAL SERVICES OF THIS CONTRACT, THE (COMPANY NAME) HEREBY GRANTS, CONVEYS, SELLS, ASSIGNS, AND TRANSFERS TO THE STATE OF DELAWARE ALL OF ITS RIGHTS, TITLE AND INTEREST IN AND TO ALL KNOWN OR UNKNOWN CAUSES OF ACTION IT PRESENTLY HAS OR MAY NOW HEREAFTER ACQUIRE UNDER THE ANTITRUST LAWS OF THE UNITED STATES AND THE STATE OF DELAWARE, RELATING THE PARTICULAR GOODS OR SERVICES PURCHASED OR ACQUIRED BY THE DELAWARE HEALTH AND SOCIAL SERVICES DEPARTMENT, PURSUANT TO THIS CONTRACT. Appendix K. Office of Minority and Women Business Enterprise Self-Certification Tracking Form OFFICE OF MINORITY AND WOMEN BUSINESS ENTERPRISE SELF- CERTIFICATION TRACKING FORM IF YOUR FIRM WISHES TO BE CONSIDERED FOR ONE OF THE CLASSIFICATIONS LISTED BELOW, THIS PAGE MUST BE SIGNED, NOTARIZED AND RETURNED WITH YOUR PROPOSAL. COMPANY NAME_____________________________________________________ NAME OF AUTHORIZED REPRESENTATIVE (Please print) ______________________________________________________________________ SIGNATURE___________________________________________________________ COMPANY ADDRESS___________________________________________________ TELEPHONE #_________________________________________________________ FAX #_________________________________________________________________ EMAIL ADDRESS_______________________________________________________ FEDERAL EI# __________________________________________________________ STATE OF DE BUSINESS LIC#____________________________________________ Note: Signature of the authorized representative must be of an individual who legally may enter his/her organization into a formal contract with the State of Delaware, Delaware Health and Social Services. Organization Classifications (Please circle) Women Business Enterprise (WBE) Yes/No Minority Business Enterprise (MBE) Yes/No Please check one---Corporation ______ Partnership_______Individual _______ ________________________________________________________________________ For appropriate certification (WBE), (MBE), (DBE) please apply to Office of Minority and Women Business Enterprise Phone # (302) 739-4206 L. Jay Burks, Executive Director Fax# (302) 739-1965 Certification #____________ Certifying Agency____________ http://www.state.de.us/omwbe SWORN TO AND SUBSCRIBED BEFORE ME THIS ______________DAY OF ___________20________ NOTARY PUBLIC_________________________MY COMMISION EXPIRES ____________________ CITY OF ___________________________COUNTY OF _________________STATE OF__________________ Definitions The following definitions are from the State Office of Minority and Women Business Enterprise. Women Owned Business Enterprise (WBE): At least 51% is owned by women, or in the case of a publicly owned enterprise, a business enterprise in which at least 51% of the voting stock is owned by women; or any business enterprise that is approved or certified as such for purposes of participation in contracts subject to women-owned business enterprise requirements involving federal programs and federal funds. Minority Business Enterprise (MBE): At least 51% is owned by minority group members; or in the case of a publicly owned enterprise, a business enterprise in which at least 51% of the voting stock is owned by minority group members; or any business enterprise that is approved or certified as such for purposes of participation in contracts subjects to minority business enterprises requirements involving federal programs and federal funds. Corporation: An artificial legal entity treated as an individual, having rights and liabilities distinct from those of the persons of its members, and vested with the capacity to transact business, within the limits of the powers granted by law to the entity. Partnership: An agreement under which two or more persons agree to carry on a business, sharing in the profit or losses, but each liable for losses to the extent of his or her personal assets. Individual: Self-explanatory For certification in one of above, the bidder must contract: L. Jay Burks Office of Minority and Women Business Enterprise (302) 739-4206 Fax (302) 739-1965 Appendix L. Bidder Project Experience Bidder Project Experience Client Contact Name Telephone No. Location Street Address/City State/ZIP Location City/State Type of Facility Comparable Project Experience Current Status (WIP/Complete) Original Budget Completed Budget Original Schedule Completed Schedule Comments: Use one page per client. All clients will be used as references and all projects must be completed or work in progress. For projects in progress, state the estimated final budget and schedule dates based on current status. The Contact must be an administrative or managerial customer reference familiar with the bidder’s performance. Appendix M. DSS Staff and Caseload Breakdown DSS Staff and Caseload Breakdown Area 1 teams location caseload average # of sr. workers 321 Claymont 356 4 35 Claymont 312 4 120 NESSC 231 6 130 NESSC 262 5 140 NESSC 340 5 806 NESSC 282 5 Area 2 teams location caseload average # of sr. workers 376 Porter 278 5 110 4th Street 376 5 125 4th Street 307 5 750 4th Street 331 4 802 4th Street 299 5 Area 3 teams location caseload average # of sr. workers 33 Churchmans 305 7 135 Churchmans 364 5 117 DeLaWarr 356 5 Area 4 teams location caseload average # of sr. workers 150 Hudson 293 6 160 Hudson 354 6 730 Hudson 333 6 810 Hudson 337 6 805 Robscott 279 5 530 Robscott 385 5 180 Appo. 366 5 Area 5 teams location caseload average # of sr. workers 312 Carroll's Plaza 341 5 710 Carroll's Plaza 334 5 400 Carroll's Plaza 330 5 630 Carroll's Plaza 321 5 910 Carroll's Plaza 318 5 430 Williams 333 5 460 Williams 335 6 Area 6 teams location caseload average # of sr. workers 800 Laurel 297 4 804 Laurel 314 5 808 Bridgeville 292 5 811 Pyle 349 5 830 Shipley 299 5 Area 7 teams location caseload average # of sr. workers 360 Milford 331 5 399 Milford 335 5 720 Georgetown 312 4 812 Georgetown 336 5 860 Georgetown 312 5 930 Georgetown 323 5 Specialized Customer Service Units teams location caseload average # of workers 30 Lewis 253 7 34 Lewis 26 1 An average case is comprised of 3 individuals, with 15 verification document pages each. An average case contains an average of 150 document pages, which includes verifications and forms. An average case is open for approximately 68 months. Caseload Growth Increase in Caseload by Year Year Total Cases Average Caseload 2001 40,040 189 2002 46407 229 2003 48522 244 2004 56635 286 2005 57818 292 2006 61202 308 2007 63,999 322 Increase in cases by Program from 2001-2007 Program 2001 2007 % of increase TANF 5076 4458 -12% GA 1778 2830 59% FS 14869 30078 102% MA 42688 68339 60% CHIP 3097 4746 53% CC 1212 9370 673% Total 68720 119821 74.4% Percentage of Increase for all Programs from 2001-2007 is 74.4% Appendix N. Acronyms Acronym Acronyms Definition ARMS Audit & Recovery Management Services ASP Application Service Provider ASP/COM Active Server Pages/Component Object Module CD Compact Disc CFR Code of Federal Regulations COTS Commercial Off-the-shelf DCIS Delaware Client Information System DHSS Department of Health and Social Services DMMA Division of Medicaid & Medical Assistance DMS Division of Management Services DMZ DMZ is Demilitarized Zone. The purpose of a DMZ is to add an additional layer of security to an organization's Local Area Network DSD Design Specifications Document DSS Division of Social Services DTI Department of Technology and Information ETL Extraction, Transformation and Loading HIPAA Health Insurance Portability and Accountability Act ICR Intelligent Character Recognition ID Identification IRM Information Resources Management ISU Information Systems Unit IT Information Technology JAD Joint Application Design MCI Master Client Index mpp .mpp - Microsoft Office Project Professional MTS Microsoft Transaction Services OCR Optical Character Recognition PDF .pdf - Adobe Portable Document Format QC Quality Control RDP Remote Desktop Protocol RFP Request for Proposal RSD Requirements Specifications Document SME Subject Matter Experts SL-VPN Secure Socket Layer – Virtual Private Network UAT User Acceptance Testing Table of Contents 97 Document Imaging System RFP Project Overview Document Imaging System RFP DHSS Program and System Overview Document Imaging System RFP State Responsibilities Document Imaging System RFP Proposal Evaluation/Contractor Selection Document Imaging System RFP Proposal Evaluation/Contractor Selection Document Imaging System RFP Bidder Instructions Document Imaging System RFP Terms and Conditions Document Imaging System RFP Appendices