Addendum 2 Case Management Workflow Application.pdf

Addendum#2 / #19-0099 Case Management and Workflow Application

Please be advised of the following changes to the above-mentioned solicitation:

I. The Bid Opening is scheduled for the date and time as published in BidBuy. If interested in participating, participants may join via WebEx:

LINK:

https://illinois2.webex.com/illinois2/j.php?MTID=m5e2290b74f131d3bc821cea509263fbe

Meeting Number (access code): 177 860 4452

Meeting Password: HzJcUYMy245

II. Questions and Answers:

The following are questions received from Vendors and responses from the Illinois Tollway pursuant to the question and answer portion of the above-mentioned solicitation. The Illinois Tollway has provided its answers accordingly.

1. Question: We have a Named User licensing structure. We define Named Users as "staff with access to the back-office Software regardless of whether such access is concurrent or consecutive." Based on this definition, how many Named Users does the agency anticipate having on its new system? Section D.1.1 indicates that there are currently 5 personnel that work on cases with an authorized count of 8, should vendors assume that the user count for access to the system would be 8?

Answer: Currently the Tollway has five (5) personnel that would require access. Vendors should assume that the user count for access to the system would be eight (8).

ADDENDUM #2

RFP

Contract #19-0099/Case Management and Workflow Application

Bid Buy Reference # 20-557THA-INSPE-B-13378

Proposal Opening Date: As published in Bid Buy https://illinois2.webex.com/illinois2/j.php?MTID=m5e2290b74f131d3bc821cea509263fbe

2. Question: Requirement SR2 mentions a need for certain third-party data-exchange interfaces. Please provide an inventory of these required system interfaces and the purpose of each. Also, please note if each interface will be one-way or two-way.

Answer: Listed below are the third-party applications and their purpose. Each interface shall be one-way.

1) KRONOS: timekeeping

2) Velocity: building access

3) e-Builder: Contract Management

4) Teammate: Internal Audit

5) SAP ERP: Procurement, Payment

6) Formstack.com: used for online complaint submission.

3. Question: After the new system is implemented, what growth and need for enhancements does the agency anticipate with respect to the number of users, programs, and/or processes?

Answer: It is anticipated that users may increase by 2 to 4 personnel within the next two years. Enhancements are not projected assuming that the application meets the requirements set forth in the solicitation. The proposed application should include 10 licenses and a price for these individual licenses. Please note this price in Pricing Schedule as parts of Options.

4. Question: Can you elaborate on the agency's preferences regarding hosting with the vendor?

Answer: The Tollway prefers a cloud-based solution, however, the requirements set forth in the RFP must be met, especially those related to security. The Tollway will consider on-premises solutions as well.

5. Question: What is the budget for this project? If all cost proposals come in above a certain amount, would this RFP be cancelled? What is that amount? Did the legislature allocate any funds specifically for this project? If so, what is the amount allocated, and when does it need to be used?

Answer: As stated in the opening paragraph on page 1 of the RFP, “Tollway funds are not appropriated by the Illinois General Assembly. “ Additionally, as listed in Section A.19 of the RFP, “The State is not obligated to award a contract pursuant to this solicitation. If the State issues an award, the award will be made to the responsive and responsible offeror whose offer best meets the specified criteria unless otherwise permitted by the Illinois Procurement Code and Illinois Administrative Code. However, if the State does not consider the price to be fair and reasonable and negotiations fail to meet an acceptable price, then the State reserves the right to cancel the award and take appropriate action to meet the needs of the State. The State will determine whether the price is fair and reasonable by considering the offer, including the offeror's qualifications, the offeror's reputation, all prices submitted, other known prices, the project budget and other relevant factors.”

6. Question: The bid page contains the following statement: “The work to be done under this contract shall be started on or about September 2, 2021. All work under this contract shall be completed by December 17, 2021.” Is there any flexibility on this anticipated go-live date or is this a mandatory requirement?

Answer: The Tollway has flexibility with the start and completion dates. The Illinois Tollway expects that the project to be completed with high standards and in a timely fashion within a three to four month time frame.

7. Question: The RFP indicates that a performance bond of 100% of the contract value may be required. Can the Tollway please confirm if this is a mandatory requirement?

Answer: Per section A.11, a performance bond is required for 100% of the contract value. The bond must be from a surety licensed to do business in Illinois. An irrevocable letter of credit is an acceptable substitute. The form of security must be acceptable to the State.

8. Question: When is the red-lining being performed? Is it done on the forms created from the various swim lanes?

Answer: The editing (red-lining) is performed in all narrative documents – intakes, investigative reports, case action reports, referrals, summary reports of investigation management advisory reports until they become final. The Tollway would prefer editing (red-lining) on the Microsoft Word documents created in the various swim lanes. The Tollway wants the documents to be protected when the document is approved/signed.

9. Question: What if an Offeror cannot meet some of these accessibility standards noted in section A.27. -ILLINOIS TECHNOLOGY ACCESSIBILITY ACT STANDARDS?

Answer: The Tollway will review each Offer and will evaluate each one as detailed in Section B.4.1.2. of the RFP.

10. Question: Does the Illinois Tollway anticipate integrating with any 3rd party solutions that may not be addressed in the RFP documentation? (e.g. Single Sign On, HR Active Directory, etc.)

Answer: No.

11. Question: What is the amount of current day templated agreements /forms/ attestations (items to be generated and pre-populated in the new system)?

Answer: Approximately ten (10) templates (they have been provided with the RFP).

This can be found in Reference Appendix 1.

12. Question: Is it acceptable to have native integrations with 3rd party eSign platforms such as DocuSign and AdobeSign to assist with the workflow for signature? If a 3rd party eSign integration is acceptable, is the Illinois Tollway currently using a provider?

Answer: Yes, it is acceptable to have native integrations with 3rd party eSign platforms such as DocuSign and AdobeSign to assist with the workflow for signature. The Illinois Tollway is currently utilizing AdobeSign.

13. Question: The Application must link or import current industry standard digital video, audio and image files to a case file, where the link resides within the Application server.

On average, what is the typical size of a standard digital video file (if stored in the vendors product)?

Answer: Every case is different, digital files can include audio recordings, video recordings, Webex, security camera footage, and hi-definition photos. The Illinois Tollway requires the dynamic ability to up-size as needs arise. Average size is approximately 250MB.

14. Question: Will there be any integrations to an external reporting tool that the Illinois Tollway may be using today? Or is the current reporting conducted manually today?

Answer: It is not anticipated having integration with an external reporting tool. Current reporting is largely performed manually.

15. Question: How many outside counsel providers do you use?

Answer: This varies from year to year. The vendor must accommodate a minimum number of 100 outside counsel providers.

16. Question: What is your estimated annual spend for your outside counsel providers? Do you have a current solution in place for this today?

Answer: The annual spend for our outside counsel providers is not necessary to this RFP. No, there is not a current solution in place today.

17. Question: Regarding a legacy data migration from the current state, are you able to offer more information as applicable on the level of effort if a migration to the new vendor is anticipated? Will you be providing resources to extract and clean all data to be migrated?

Answer: The Tollway has some administrative support with limited ability to perform basic tasks.

18. Question: How many repositories total will we be migrating data from?

Answer: There are two (2) repositories with data, depending on the resulting contract, the Tollway may be migrating data from one or both:

1. Network share with files (this data is most important to migrate);

2. Remedy-based database.

19. Question: How many years’ worth of data is being migrated?

Answer: Five (5) years of data will be migrated.

20. Question: How many matters/cases is anticipated to be migrated?

Answer: Approximately 1,000 matters/cases are anticipated to be migrated.

21. Question: Of these matters/cases, how many are active/open?

Answer: About 20-25 matters/cases are active or open.

22. Question: How many matter/case types do you have?

Answer: The Tollway’s current intake has five (5) case type categories and thirteen (13) case categories. There is also an ability to add a free text to either. Currently there are no case sub-types. The new system must be flexible to add new case types and categories as necessary.

23. Question: How many documents tied to Matters/Cases are you planning to migrate?

Answer: We have approximately 30,000 documents with total size of 167 GB. These include audio and video recordings.

24. Question: How many contact records tied to matters are you planning to migrate?

Answer: On average, each case has two (2) contacts over the last five (5) years; and have averaged approximately two hundred (200) matters per year.

25. Question: Although optional, are you able to provide more information on legacy invoice information that could potentially be migrated into a new solution?

Answer: The Illinois Tollway does not have additional invoice information available

26. Question: What is the total number of named users?

Answer: Currently, there are five (5) users.

27. Question: Regarding requirements in SR2, what systems are anticipated for the requirement “Provide a standard interface for document management software.”

Answer: The Tollway would like information about any Application Programming Interface (API) interface functionality regarding data transmission to and from the case management system.

28. Question: If the proposed system includes full document management, is a document management system interface required?

Answer: No.

29. Question: It is our understanding that current data is stored as PDFs on a file server. Is this data to be converted into the new system? If so, have the forms been through an Optical Character Recognition (OCR) program and contain metadata that can be imported as cases in the new system?

Answer: Yes, this current data shall be converted into the new system. Some have been OCR’d, but the Tollway does not have standard system-wide OCR software. The Tollway is open to suggestions for standard OCR requirements for migration.

30. Question: How much storage is currently used to store data that will be stored with the new system, including all documents, images and video files? Does the agency have any storage estimates for future years relating to this data? This is to estimate server specifications for a hosted solution.

Answer: The Tollway anticipates about 100 GB per year.

31. Question: If the 90-day implementation is not able to be extended, will a soft go-live be acceptable? This would allow the office to use the system, but some custom features may not available until a later date.

Answer: Yes.

32. Question: Is BEP subcontracting 6% of the project a firm requirement that will result in disqualification if not completed?

Answer: Please refer to the following links in regard to the Utilization plan RFP:

Page 1 Contract Goal be Achieved by the Vendor

Page 15 Section A.24

Utilization Plan 21.0 Page 1- Identify how the goal will be met

Page 5 Utilization Plan Part III https://www2.illinois.gov/cpo/general/Pages/SolicitationandContractTemplates.aspx (Utilization 21.0 link) https://www.bidbuy.illinois.gov/bso/external/bidDetail.sdo?docId=20-557THA-INSPE-B- 13378&external=true&parentUrl=close

33. Question: Has the Tollway consulted with any potential vendors (solution demonstrations, RFP assistance, etc.) surrounding this project prior to the release of the

RFP?

https://www2.illinois.gov/cpo/general/Pages/SolicitationandContractTemplates.aspx https://www.bidbuy.illinois.gov/bso/external/bidDetail.sdo?docId=20-557THA-INSPE-B-13378&external=true&parentUrl=close https://www.bidbuy.illinois.gov/bso/external/bidDetail.sdo?docId=20-557THA-INSPE-B-13378&external=true&parentUrl=close

Answer: No.

34. Question: Does the Tollway have a preferred vendor/technology for electronic signatures such as Adobe Sign, DocuSign, etc.?

Answer: AdobeSign is preferred as it is currently in use at the Tollway.

BIDDER MUST ACKNOWLEDGE RECEIPT OF THIS

ADDENDUM IN SECTION B.2 – ILLINOIS TOLLWAY,

ACKNOWLEDGEMENT OF AMENDMENTS.

ALL REVISIONS INSCRIBED HEREIN WILL

BE INCORPORATED INTO THE IFB

SPECIFICATION PER ADDENDUM #2.