25-RFI-001-CM Addendum 2 QA FINAL.pdf

Ron DeSantis GOVERNOR

J. Alex Kelly SECRETARY

Caldwell Building | 107 E. Madison Street Tallahassee, FL 32399

850.245.7105 | www.FloridaJobs.org | Twitter: @FLACommerce

An equal opportunity employer/program. Auxiliary aids and service are available upon request to individuals with disabilities. All voice telephone numbers on this document may be reached by persons using TTY/TTD equipment via the Florida

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FLORIDA DEPARTMENT OF COMMERCE

ADDENDUM NO. 2

SOLICITATION NUMBER: 25-RFI-001-CM

SOLICITATION TITLE: Reemployment Assistance Fraud Case Management System

RESPONSE OPENING DATE: 12/27/2024 @ 3:00 PM, EST

ADDENDUM NUMBER: 2

ADDENDUM PURPOSE: Questions and Answers

ADDENDUM DATE: 12/16/2024

The Department hereby amends RFI No. 25-RFI-001-CM as noted within this Addendum. For revisions, underlines represents additions and strikethroughs represent deletions. All revisions are highlighted.

In the event of a conflict between previously posted information and the information contained herein, the information herein shall control. The information in this addendum is hereby made part of this solicitation. All other terms and conditions of the solicitation remain in effect.

The enclosed information has been provided for consideration in the preparation of your response to the above-mentioned solicitation.

This Addendum also includes the following change:

Change No. 1:

Answers to questions submitted in accordance with the Calendar of Events.

The Department of Commerce’s (“Commerce”) responses to timely submitted questions are provided below:

Question Number

Question Answers

1 What type of information is desired in the centralized dashboard?

See question 57.

2 Is the functionality desired here to export data in a format like .CSV or Excel to be uploaded into another system?

Yes

3 Is the functionality to import data in a .CSV or Excel format into the system being procured?

Yes

4 Could you provide more information on the comprehensive reporting tools?

See question 57

5 What existing systems will be integrated with? ReConnect (PEGA) http://www.floridajobs.org/ http://www.twitter/

12/16/2024

6 Will historic case data need to be migrated into the new

CMS?

Yes.

7 Please provide additional information on what will be required to help create the physical binder.

See question 18.

8 Does Commerce require CJIS compliance or integration and cross-matching with the CJIS database?

System should be CJIS compliant and may require cross matching with other CJIS systems

9 The case management requirements are well understood. However, we would like clarification on whether the overall requirements that Commerce aims to address include any additional fraud detection solutions on the front end or formal adjudication solutions on the back end, such as the issuance of determination notices.

Commerce will use existing fraud detection systems, but it may require combining multiple sources including IDH, FIRRE, and responses from employers or other tips.

10 How many specific teams would benefit from a fraud management system? Are specific fraud cases assigned to these teams?

Fraud cases are assigned to 12 investigators, and cases are referred for criminal prosecution.

11 What types of reports are you needing, or is this objective more for the record keeping of the fraud case being investigated?

Basic management reports are needed showing the number of cases, age, status, and types of cases.

12 Are you also looking for fraud detection capabilities or rather to automate the existing fraud detection sources you have today and have those automatically created in the fraud management solution?

See question 9.

13 Can you describe what you do today that is manual?

What key steps, if eliminated, would have the most impact for staff?

All aspects of our case management process are manual, including entering data sources, findings, and case details.

This is done in a SharePoint-based system, which lacks automation.

Eliminating manual data entry and implementing automated integration, streamlined documentation, and workflow automation would greatly enhance efficiency and accuracy.

14 Was there more information not included at the end of this objective?

No

15 Background – How many and what specific fraud detection tools do you use today?

If staff are using multiple system to track specific fraud is your intent to eliminate those tracking solutions and move all items to this centralized fraud management solution?

For fraud detection, we use the FIRRE application and IDH as Identity Theft prevention. See question 9

No, our goal is to have a true Fraud Case Management System.

16 Are there any specific technical requirements or preferences? Things like cloud hosting or security which should be considered. Does the agency or state have any technical requirements for this RFI?

Azure cloud if the solution resides in our environment. ReConnect is in government cloud largely due to data compliance requirements.

17 Could you please explain the workflow/expectations for automated fraud detection in relation to your statement: "To automate fraud detection and reduce manual processes where possible"?

See question 13 and question 9.

18 Could you please clarify what you mean by “creating physical binders”?

The system should have the capability to generate organized, comprehensive, digital case files that can be easily complied, formatted, and exported as PDFs or other shareable formats. These “binders” would include all relevant case information, such as evidence, reports, and supporting documents, formatted for review and ready for distribution to state attorneys or other stakeholders.

19 Could you please specify which existing systems need to be integrated with the new Fraud CMS?

We currently receive referrals from the PEGA system and would like this integrated into the new Fraud Case Management System. Additionally, we need a feature that allows internal staff to securely and efficiently report suspected fraud directly within the system.. This would also include FIRRE and IDH.

20 Do you have any budget related information for this solution?

See question 30.

21 Please elaborate on the type(s) of existing systems that require integrations with the proposed Fraud solution, and list any integration expectations (data warehousing, application integration, orchestration)?

See question 19.

22 Integration Requirements o Could you provide details on the existing systems that the proposed solution should integrate with, including specific APIs or data formats used?

o Is there a preference for cloud-based vs. on-premises integration solutions?

See question 19.

23 Fraud Detection Automation o Are there particular fraud detection methodologies or algorithms that should be incorporated into the system?

o What types of fraud cases are prioritized, and what are their common characteristics?

No. Identity theft and Reemployment Assistance Fraud are priority. A few common characteristics would be multi-state hits, multiple addresses, change of bank of account, and payment options.

24 Case Management Workflow o Could you elaborate on the expected workflows for case management, including any escalation or review processes?

o Are there specific performance metrics to track for case management efficiency?

The expected workflows should include case Initiation, investigation tracking, subpoena and judicial action management, relationship mapping, escalation process, and audit trail.

Yes. Specific performance metrics include case processing time, case backlog, referral conversion rate, accuracy rate, staff productivity, and fraud recovery rate.

25 Security and Compliance o Are there particular state or federal compliance frameworks, beyond those mentioned, that the system must adhere to (e.g., NIST, GDPR)?

o What level of audit trail granularity is required for the system?

The system requires a high level of audit trail granularity to include user activity logs, case history, document management, approval and escalation logs, and access controls. System would have to comply with NIST and 60GG-2 standard

26 User Interface and Accessibility o Is there a need for multilingual support in the user interface?

o Should the system comply with accessibility standards such as WCAG?

No.

Yes.

27 Data Integration and Reporting o What are the expectations regarding data migration from the current systems to the new solution?

o Are there sample reports or key analytics expected from the system?

We expect the new system to seamlessly migrate all historical and active case data from our current SharePoint system.

We expect the system to provide customizable reports and analytics, including case status reports, performance metrics, fraud trends, subpoena and judicial actions, recovery reports, and referral insights.

28 Submission and Evaluation Process o Are there specific evaluation criteria or weightings that will guide your review of responses?

Yes. Easy to use and displays real time information about cases created, worked, and inventory.

29 If this RFI greenlights a solicitation, what is the estimated timeframe for procurement?

Shortly after receiving the responses to the RFI.

30 What is the anticipated contract value? TBD – less than $500,000.

31 What is the maximum overall length in pages for the document?

150 pages.

32 Are you looking for a single system or could it be a collection of systems?

Preference would be a single system.

33 Is the entirety of the solutions going to be under FL Commerce jurisdiction?

Are there any mayor data/process dependencies with other agencies or external institutions?

Yes. We do have interfaces with NASWA, USDOL OIG, and State attorneys

34 The RFI mentions automating fraud detection. Are there fraud detection measures currently in place? If so, does this RFI aim to supplement or replace those fraud detection measures?

Yes. We currently have fraud detection measures in place, such as the FIRRE application and IDH. The RFI aims to supplement these measures, not replace them. The case management system will work in conjunction with our existing tools, providing a platform to track and manage our investigation methods more effectively.

35 The RFI mentions creating a physical binder for case prosecution. Does this physical binder need to be in a specific format and template?

See question 18.

36 The RFI mentions the solution should be able to prioritize cases based on risk levels. Would the solution for this response be creating its own prioritization or would that come from another fraud mitigation system?

We would provide the prioritization criteria or risk levels, and the new CMS would use this information to organize and prioritize cases accordingly.

37 The RFI requires the ability to integrate with existing systems. Can you elaborate on which systems the vendor would have to integrate with and which types of interfaces are available for integration (e.g. API, SFTP, etc.)?

See question 19. FIRRE , PEGA and Naswa ( IDH ) are other sources for identifying fraud

38 The RFI identifies that the vendor’s solution must be compliant with state and federal data security standards. Are there any specific state or federal information security standards or principles that are required for the solution?

See question 25

39 The RFI requires the ability to share data across Agencies. Which Agencies currently share data with Commerce and which additional Agencies, if any, are contemplated for future data sharing? Is Commerce both sending and receiving data from other Agencies?

See question 33.

40 The RFI requires secure storage and management of documents. Approximately how many documents are uploaded per case?

The new CMS should have the capability to handle documents uploads ranging from a minimum of 20 pages up to 500 pages per case, depending on the severity of the investigation.

See Question 44 for storage requirements

41 Please identify all products which require integration with the solution and if they are Cloud or On-Prem based tools.

Will this be a one-way or bi-directional data exchange?

If one-way, which direction will data be transferred?

If the objects to sync are documents:

Do documents have multiple versions that should all be maintained? Should document metadata be synchronized?

If the objects to sync are record data (IE Users or Financial data) how many different fields of data does each record type have to synchronize?

Reconnect, IDH, FIIRRE, and Pega- one way transferred to the solution.

Documents do not have multiple versions to be maintained.

Synchronization unknown at this time.

Would you prefer the synchronization process be automated or would users be creating the rules for which data to synchronize?

42 a. Is there a need to convert any legacy data to the proposed solution? If so, please name the existing tools and if they are Cloud or OnPrem?

b. How many files/documents/records total in the repository?

c. Of those, how many files/documents/ records will be migrated?

d. If the objects to sync are documents:

- Do documents have multiple versions that should all be maintained? Should document metadata be synchronized?

e. How many Cases, Workspaces, records, contracts, or other non-file objects are in the repository? List object type and count. Of those, how many will be migrated?

f. What filter criteria will be applied to identify/scope the files/records to be migrated?

g. Are there security/permissions requirements for the documents/objects being migrated?

h. Will documents or metadata require conversion of any kind as part of the migration? (IE value NY convert to New York)

i. Briefly explain how the source system is structured. For example, if the source is SharePoint, what constitutes a site, document library, folder, etc.

j. Describe any other known deployment customizations.

k. If objects are not currently in a Microsoft SQL format, do you have resources who can convert the data to the requested format, or would you require the vendor to do the conversion and re-engineering of the data?

A. Yes. Microsoft Cloud power apps, sharepoint, power automate, and alteryx for data extracting, transformation, loading.

b. 5,000+ files/ documents and 5000+ records.

c. All.

d. All. Only need final versions migrated. Would need more clarity to provide answer regarding synchronization.

e. Cases-1000+, Records-5000+. All would be migrated.

f. None as all will be migrated.

g. Yes.

h. Not foreseen.

k. Need more clarity to properly answer. However, our current system is maintained on SharePoint.

j. NA

k. Yes, we have internal resources that can prepare the data in SQL format.

43 Please confirm the total number of internal users for the proposed solution will be 20 and provide a breakdown by group/department/unit of total number of users and roles. Please identify any applicable IT staff that will require access to the proposed solution.

Fraud Investigations Unit Users-12, 5 IT staff, and 6 OIG employees . We also need the system to have a way for all internal users to report Fraud.

44 How much vendor hosted storage is envisioned for a cloud-based solution?

We have about 15,666 GB of documents/data and anticipate 10% annual growth.

45 Is there an interest in AI assisted functionality with the proposed solution?

We are open to AI-assisted functionality in the proposed solution, provided it aligns with our operational needs and ensure data security and compliance.

46 Will the State allow for a minimum of two (2) weeks between issuance of answers to the Q&A period and the solicitation due date?

Commerce is trying to accelerate this procurement to have a system this fiscal year

47 Do you have an anticipated budget for this project? If so, will you share the budget amount?

See question 30.

48 Please provide the number of internal users (agency employees and other reviewers) who will need access to the system.

See question 43.

49 Is there a need to have a public facing website or a secure portal for non-agency users or case respondents to access case information? If so, please provide the number of external users (general public, case respondents, etc.) who you anticipate needing access to the system.

Yes. A secure portal for non-agency users, such as USDOL OIG, to access and respond to case information-6 users

50 Do you have a high-level process map that documents your current process?

Yes. It will be included in official procurement.

51 Will this project require data migration from existing systems? If so, please describe how many data sources will need to be considered for data migration.

See question 33.

52 What existing systems does the new solution need to integrate with?

See question 19.

53 Have you seen demonstrations of any case management systems prior to issuing this RFI? If so, will you share which systems?

Yes, PEGA.

54 What is your anticipated timeline for starting this project? For implementation of the new system?

The anticipated start date is January 2025, and with completion by June 30, 2025.

55 Can the Department provide the anticipated number of Fraud Investigators or other users who will access the system? Can the Department provide the number of concurrent users?

We have a total of 11 Fraud Investigators, 2 managers, 5 IT staff, and need a secure portal for USDOL to respond, update, and share information on referred cases-6 staff. The system would need to allow all internal staff (150-300) to report Fraud.

56 Can the Department briefly describe the existing fraud detection platform that will be used to feed hits into the proposed fraud case tracking system?

See question 19.

57 What type of access (Internal and External) is the Department looking to provide in the case management solution with this RFI?

Internal Access: role-based access for staff including investigators, supervisors, and administrator. Ability to view, update, and manage case details, upload documents, and track case progress. Secure logging and tracking of all user actions for audit purposes.

External Access: secure portal for non-agency users to access, update, upload, and respond to case information/requests.

58 What current system(s) is FloridaCommerce using to track cases?

SharePoint.

59 Does FloridaCommerce expect to load all existing data into the new system? If yes, can you please provide an approximate amount of data to be loaded?

Yes. There is approximately 15,660 GB of data to be transferred to new system.

60 What external systems does FloridaCommerce intend to integrate with?

See question 19.

61 Does FloridaCommerce intend for partner agencies to be able to upload data through a portal? If yes, approximately how many partner agencies will need access?

Yes. There is 1 agency, USDOL OIG, and 6 users.

62 Does FloridaCommerce currently have an existing document management system that could be utilized and integrated to the new solution?

No.

63 Does FloridaCommerce require electronic document population/generation as part of this project? If yes, does the agency have an existing document generation tool?

We do expect the new system to include electronic document generation capabilities to streamline workflows.

Currently, Commerce does not have an existing documentation generation tool.

64 Florida states that 2% of claims filed a flagged for fraud review. Does this represent fraud prevention work prior to claims being paid or does this represent cases identified during claims series? What volume of data does Florida have regarding claims filed, overpayments resulting, types of overpayments, period of claims and overpayments...? What years does this data represent?

FIRRE currently flags around 58% of claims filed for reviewand clears over 90% of these clams . There are around 12,000 claimants currenty being tracked per year.

See question 44 for storage requirements

65 Have any studies been completed on the number of actual fraud cases resulting from claims filed?

Yes.

66 Can the State identify other sources of data to be used by area?

See question 33.

67 Can the State identify other sources of data to be used by area?

See question 33.

68 What data sources is Florida using in detecting fraud? See question 15.

69 Is this system replacing anything you already have such as the FIIRE solution and if so, what are the systems and what are their purposes?

See question 9 and question 15

70 Does Florida have hosting preference? Commerce uses Government Cloud Azure.

71 When does the State expect to release an RFP for this work?

See question 54.

72 What is the implementation target date? See question 54.

73 Will data need to be migrated from legacy system to the new system?

It would need to migrate from SharePoint to the new System

74 The State’s suggested response structure does not include an Executive Summary. Will the State accept responses that include an Executive Summary section?

If yes, does the State have a preference on where in the outline this should fall (e.g., after 1. Information Acknowledgement form and before 2. Details)?

Yes. it can be included after the acknowledgement section

75 If the Respondent identifies additional/supplemental information that it believes the State may wish to consider, may the Respondent provide such materials as Appendices at the end of the main response sections?

Yes.

76 As part of the case management solution, is the State expecting to include advance analytics capabilities (rule based and Machine learning based) for early fraud detection and workload prioritization?

See question 9 and question 45