9053_AttB_Technical Proposal Response Template.docx

RFP #S-91400-00016584, HMIS Solution RFP – Attachment B RFP #S-91400-00016584, HMIS Solution RFP

RFP ATTACHMENT B

TECHNICAL PROPOSAL RESPONSE TEMPLATE

Oregon Housing and Community Services Department Homeless MANAGEMENT INFORMATION SYSTEM (HMIS) Solution

Refer to Section 4.10 for Evaluation Criteria

TABLE OF CONTENTS

IMPLEMENTATION APPROACH

THE PROPOSED TEAM

Key Persons Proposer shall describe the Key Persons that Proposer intends to assign to the Project (including subcontractor staff, if applicable), and their resumes. The required resume must demonstrate each individual’s qualifications in the context of the academic and professional certifications and credentials, as well as subject matter experience and expertise needed to conduct the work described within this RFP. At minimum, the following roles must be proposed Key Persons:

a) Program Executive;

b) Training Lead;

c) Service Manager;

d) Project Manager;

i. Note: This individual must be a PMI-certified Project Management Professional.

e) Solution Architect; and

i. Note: This individual should also demonstrate experience with all data migration activities required by the Scope of Work.

f) Testing Lead.

For each Key Person:

a) Identify their role in the Project.

b) Brief description as to why they are best or well-suited to perform their particular role.

c) Describe their expertise and provide their level of related experience.

d) Specifically and clearly identify if a Key Person is not an employee of Proposer (e.g., “Key Person Name (subcontractor name)”).

Internal Personnel Review Process Identify and describe the timing of notification to the Agency when a change in personnel for the Project occurs and the plan for replacing those Key Persons. Also describe how Proposer will ensure all personnel (including subcontractors) will perform all contracted Services within the United States.

Use of Subcontractors List all first-tier subcontractors Proposer intends to engage for this Project. For each subcontractor, describe:

a) their role and level of responsibility;

b) their expertise and level of experience; and

c) why they were selected to perform work on this Project.

Specifically, and clearly state if a subcontractor is solely responsible, or entirely relied-upon by Proposer, for completing a substantial portion of the scope of work.

PROJECT MANAGEMENT

Describe the approach to project management that the Proposer typically uses, and how it would apply to the Project. The description should include the project management tools that would be used and any subcontracting opportunities the Proposer believes would take place.

Change Management Describe how the Proposer will work with Agency to manage changes (to Proposer systems, to the Solution being proposed, and to the Services to be provided) and how the Proposer will manage such changes in relation to the Project.

Include examples or templates of change management plans, communications materials, and other relevant change management deliverables in the description.

Explain how this approach supports user adoption and long‑term successful use of the Solution.

Proposed Schedule Proposer shall provide a proposed Project Schedule and Implementation Timeline showing all major phases, milestones, tasks, deliverables, and dependencies from Contract execution through Solution Go-Live. The Implementation Timeline shall identify the proposed Go-Live Date, which is desired to be no later than September 2, 2027. The proposed Go-Live Date shall account for continuity of HMIS operations.

The Implementation Timeline shall include, at a minimum: Project Initiation and Planning; Solution Design; Configuration and Customization; Data Migration (including mock migration runs); User Acceptance Testing; Training (including train-the-trainer sessions); Go-Live Cutover; and the Post Go-Live Stabilization Period.

Key Measures of Success For each Project objective, describe how Proposer intends to balance Project needs and outcomes to ensure success. For each key measure of success, explain the metrics that Proposer will employ to measure the success of the Project.

DOCUMENTATION

Describe Proposer’s approach to providing and maintaining User Documentation (such as user manuals); and detailed technical and functional documentation, including system configuration and security control requirements. Include how Proposer will ensure documentation remains updated during the implementation phase and M&O Period.

Include a list of documents Proposer intends to provide.

HOSTING

Summarize the hosting arrangement for the Solution and describe the hosting services offered (if applicable). Include a description of the backup and restore process and technologies intended to be used in conjunction with the Solution.

IMPLEMENTATION SERVICES

Configuration Describe the configuration services that would be provided. Include a discussion as to how the Proposer will discover and implement business rules. How can they be changed once implemented?

Data Conversion and Migration Describe the data conversion process the Proposer will use for this Project, including methods used to ensure data quality and integrity. Specifically identify if Proposer’s approach will entail Agency to enter the same data into two different systems during the conversion and migration period. If it doesn’t, explain why and how.

Deployment

a) Describe the specific implementation challenges that are expected by the Proposer on this project and the methods the Proposer would use to prevent, respond to, and resolve them.

b) Describe the Post Go-Live Stabilization Period, including its duration, dedicated staffing structure, severity-based response times, daily issue logging and reporting procedures, and the approach to remediating defects, configuration errors, customization issues, data integrity problems, integration failures, and performance issues at no additional cost to Agency.

c) Describe the Proposer's daily issue logging, status reporting, exit criteria validation, and transition procedures from the Stabilization Period to ongoing Maintenance and Support services.

Testing

a) Describe the types of testing that the Proposer uses on similar projects, the approach/testing strategy behind those choices, and how they would be applied to this Project.

b) Describe the Proposer's testing environment(s), including how the Proposer ensures that test data does not impact or commingle with live/production data, and how the Proposer's solution supports the promotion of validated configurations from Test to Production environments.

c) Describe the strategy, approach, and tools that the Proposer would use on the Project for:

· creating test data;

· documenting test results;

· ensuring traceability with requirements; and

· sign-off and approval protocols.

TRAINING

Methodology and Approach Describe Proposer’s approach to developing and delivering each type of user training contemplated in the SOW:

a) Agency Users

b) Solution System Administrators

c) “Train-the-Trainer”

d) Other Agency-identified Partners, such as CoC Leads Training Plan Describe the Proposer's training delivery approach, including whether all training sessions delivered during implementation can be recorded and retained by Agency for unrestricted internal reuse post-implementation. Indicate whether recorded training materials will be made available in standard, downloadable formats and whether Agency may edit, excerpt, or incorporate the recordings into Agency's internal training programs without additional licensing fees. Provide a high-level training plan that addresses the following:

a) The underlying training principles

b) Required resources

c) Format for the training (e.g., in-person or virtual)

d) Additional training resources that may be used Training Assessment Describe how Proposer will assess training for effectiveness.

MAINTENANCE AND SUPPORT

MAINTENANCE AND UPGRADES

For each material system forming part of the Solution, describe its:

a) History (including release cycle and frequency).

b) Product Roadmap.

c) Patch cycle.

d) The end-of-life policies and practices that would apply to each going forward.

e) The extensibility of the Solution

a. If there is a need for the Solution to transform from a federal program administration system to a state-managed system only, describe how Proposer will update and change the system as Agency needs change.

SOLUTION MAINTENANCE

Describe the maintenance services Proposer will provide during the implementation phase of the Project, and during the term of the Project. Specifically address how Proposer will manage legislatively driven Solution changes.

Describe the typical level of effort and resourcing for regular system releases and patches, bug fixes, and defect fixes. Include recent examples of system updates and the amount of time and effort that was required.

TIER 1 SUPPORT TRANSITION PLAN

Describe the process and timing for enabling Agency to assume help desk responsibilities for supporting Agency.

TIER 2 HELP DESK

For the Tier 2 Help Desk support services, describe the following:

a) Help Desk ticket requests process for end users

b) Escalation process

c) Request prioritization process

d) Guaranteed response/acknowledgement times for requests

e) Proposed service level commitments for:

· The Proposer; and

· The Solution

· Remedies for failing to meet service level commitments

MAJOR SOFTWARE VERSION UPGRADES

Describe the typical level of effort and resourcing required for major software version upgrades. Are they relatively minor and similar to regular releases, or are they more similar to a separate implementation project? Include case studies with current clients, if available.

ENHANCEMENTS

Describe how Proposer typically addresses client enhancement requests, and the support Proposer provides during Agency’s requests. Please provide a typical timeline for enhancement requests.

DATA SECURITY

Data Backups

a) Describe the approach for providing backups of the databases and application configurations.

b) Describe the approach for restoration testing of backups.

Data Transfer Describe Proposer’s process for moving data, whether digitally or physically, while maintaining appropriate security protection and data integrity. Specifically describe data transfer between organizations such as the Proposer and proposed subcontractors, and to the Agency (where applicable) during transitions to new systems and technologies.

Encryption Describe capabilities to support encryption of the data and connections within the application and database. Encryption methods must comply with standards listed in the RFP and its attachments.

Data Retention Describe the process for storing and retaining all necessary Agency data for the term of the Contract and federal and state audit requirements of 7 years post-termination of awarded Contract. Describe if system has configurable retention periods for data and saved files.

Level 3 - Restricted

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