AMENDMENT 3.doc

State of South Carolina

Request for Proposal Amendment #3

Solicitation Number:

Date Issued:

Procurement Officer:

Phone:

E-Mail Address:

Mailing Address:

5400023456

September 9, 2022

Faith Williams

803 896-6677 fwilliams@mmo.sc.gov SFAA, Div. of Procurement Services, OSP 1201 Main Street, Suite 600 Columbia SC 29201

DESCRIPTION: CRIME VICTIM COMPENSATION CMS

USING GOVERNMENTAL UNIT: Attorney General's Office (OAG)

SUBMIT YOUR OFFER ON-LINE AT THE FOLLOWING URL: http://www.procurement.sc.gov

SUBMIT OFFER BY (Opening Date/Time): 09/27/2022 11:00 AM EST (See "Deadline For Submission Of Offer" provision)

QUESTIONS MUST BE RECEIVED BY: TIME PASSED Send emails to: fwilliams@mmo.sc.gov (See "Questions From Offerors" provision)

NUMBER OF COPIES TO BE SUBMITTED: SUBMIT ONLINE

Initial here_____ if a redacted copy is NOT necessary

CONFERENCE TYPE: NA

(As appropriate, see "Conferences - Pre-Bid/Proposal" & "Site Visit" provisions)

LOCATION: NA

You must submit a signed copy of this form with Your Offer. By signing, You agree to be bound by the terms of the Solicitation. You agree to hold Your Offer open for a minimum of one hundred eighty (180) calendar days after the Opening Date. (See "Signing Your Offer" provision.)

NAME OF OFFEROR

(full legal name of business submitting the offer) Any award issued will be issued to, and the contract will be formed with, the entity identified as the Offeror. The entity named as the offeror must be a single and distinct legal entity. Do not use the name of a branch office or a division of a larger entity if the branch or division is not a separate legal entity, i.e., a separate corporation, partnership, sole proprietorship, etc.

AUTHORIZED SIGNATURE

(Person must be authorized to submit binding offer to contract on behalf of Offeror.)

DATE SIGNED

TITLE

(business title of person signing above)

STATE VENDOR NO.

(Register to Obtain S.C. Vendor No. at www.procurement.sc.gov

PRINTED NAME

(printed name of person signing above)

STATE OF INCORPORATION

(If you are a corporation, identify the state of incorporation.)

OFFEROR'S TYPE OF ENTITY: (Check one) (See "Signing Your Offer" provision.)

___ Sole Proprietorship ___ Partnership ___ Other_____________________________ ___ Corporate entity (not tax-exempt) ___ Corporation (tax-exempt) ___ Government entity (federal, state, or local)

COVER PAGE - ON-LINE ONLY (MAR. 2015)

SAP

AMENDMENTS TO SOLICITATION (JANUARY 2006) (a) The Solicitation may be amended at any time prior to opening. All actual and prospective Offerors should monitor the following web site for the issuance of Amendments: www.procurement.sc.gov . (b) Offerors shall acknowledge receipt of any amendment to this solicitation (1) by signing and returning the amendment, (2) by identifying the amendment number and date in the space provided for this purpose on Page Two, (3) by letter, or (4) by submitting a bid that indicates in some way that the bidder received the amendment. (c) If this solicitation is amended, then all terms and conditions which are not modified remain unchanged.

THE SOLICITATION IS AMENDED AS PROVIDED HEREIN. INFORMATION OR CHANGES RESULTING FROM QUESTIONS WILL BE SHOWN IN A QUESTION-AND-ANSWER FORMAT. ALL QUESTIONS RECEIVED HAVE BEEN REPRINTED BELOW. THE “STATE’S RESPONSE” SHOULD BE READ WITHOUT REFERENCE TO THE QUESTIONS. THE QUESTIONS ARE INCLUDED SOLELY TO PROVIDE A CROSS-REFERENCE TO THE POTENTIAL OFFEROR THAT SUBMITTED THE QUESTION. QUESTIONS DO NOT FORM A PART OF THE CONTRACT; THE “STATE’S RESPONSE” DOES. ANY RESTATEMENT OF PART OR ALL OF AN EXISTING PROVISION OF THE SOLICITATION IN AN ANSWER DOES NOT MODIFY THE ORIGINAL PROVISION EXCEPT AS FOLLOWS: UNDERLINED TEXT IS ADDED TO THE ORIGINAL PROVISON. STRICKEN TEXT IS DELETED.

CHANGES TO THE SOLICITATION: EXTEND DATES - ANSWER VENDOR QUESTIONS

The following dates have been extended from previous dates to dates highlighted below:

SUBMIT OFFER BY (Opening Date/Time): 9/22/2022 to 09/27/2022 11:00 AM EST (See "Deadline For Submission Of Offer" provision)

Award will be posted change to 01/24/2023.

ANSWER QUESTIONS

1. How many compensation and SA claims need to be migrated?

All the claims in IQ need to be migrated, including claims in the database since July 2015.

Compensation Program claims: 163,251

Sexual Assault Program claims: 33,620

Invoices (for both Compensation and Sexual Assault claims): 286,389

2. How many compensation and SA claims were received in 2019, 2020, and 2021?

3. How many compensation and SA claims were processed in 2019, 2020, and 2021?

4. Would you consider an offer where customization to complete requirements, configuration, and implementation requires iteration of phases across two years?

We would want this project completed in less than two years; however, we are open to discussing a phased approach with SCAG able to prioritize the phases.

5. Is there a maximum budget cap?

Yes, $1.5 – $1.6 million

6. Page 17 “Compartmentalization - The system and its reports will need to be customizable to the workflow and needs of each of these four areas” – what are the four areas?

Overview of each department under the Compensation Program (beginning with the victim compensation application and ending with payments) Victim Support ( Eligibility Services ( Compensation Recovery ( Processing Services (including Finance Services – SCEIS)

Compensation Recovery

Eligible claims are reviewed and monitored for potential compensation savings and/or recovery. Presiding court officials, applicants and their representing attorneys are contacted to enhance recovery efforts.

Obtain Health Insurance information. Obtain proper medical and lost wage document(s). Contact Providers/Victims, Payment/Reimbursement process.

All payments are processed through SCEIS (South Carolina Enterprise Information System): DCVC's system must have two-way communication with SCEIS. Send bills, receive info about whether a bill is accepted or rejected. Add info to appropriate DCVC record if accepted. Make analysts aware of rejections.

7. Page 18 – Subsequent to above possible historical paper documents, will you be digitizing them yourselves or do you want the vendor to include digitization of these documents in their proposal?

SCAG wants the vendor to include digitization of documents in the proposal.

8. Page 18 – Will there be any paper documents submitted day-forward that will need to be digitized?

Yes, those documents will be scanned or uploaded by DCVC’s staff.

9. Page 18 – Can claims be filed by paper once the new system has been implemented? If so, how can the claims be filed? For example, in person, mail, or by phone.

Yes, claims can be filed by paper once the new system has been implemented. The claims can be submitted (filed) by mail, fax, or email. However, this process should be completed with a feature that allows for bulk scanning.

10. Page 18 – The requirements state “Migrate the data from the present system” – How is the data currently stored (e.g., SQL Server?), and do you have a data schema to provide?

The data is stored in an Oracle database and a data schema is available.

11. Page 19 – Can you please describe the desired Automated Refund Processing process?

Refunds will be entered in the related claim when a victim, claimant, or provider refunds money back to DCVC. Users must be able to select a previous payment to refund and certain data from that payment should automatically populate in the refund (e.g. GL code, fund, functional area, grant, vendor name, SCEIS vendor number, original payment amount, etc.). Users must be able to edit data populated in the refund and enter data in additional fields (e.g. refund reason, refund amount, refund date, etc.). Users must also be able to enter a refund in a claim without selecting a previous payment. In such a case, users will manually enter data into the typically pre-populated fields.

The system must alert a designated user in the Processing Services Department when any refund is completed. Additional rules should apply to specified claim and financial statuses (e.g. refunds posted to claims maxed out at the $15K limit or refunds posted with certain grants should trigger special alerts to users).

12. Page 19 – Can you please describe how the custom dictionary will be used?

This will work in conjunction with the automated spell check and grammar check feature. If the system highlights a word typed by the user, the user should have the capability to right click on the word and “add to dictionary” option. That word will be instantly added to the internal word dictionary.

13. Page 19 – The requirements state to have the ability to communicate with victims, claimants, and providers through online portal using emails, texts, and account notifications that do not reveal DCVC user identity. For the texts, is integration with a 3rd party acceptable (e.g., Twilio)?

Integration with a 3rd party can be considered.

14. Page 19 – Can you explain the process of the ability to flag attachments for future reference?

It is possible for one claim to have many attachments/documents. This feature would allow users to specify which attachments/documents they or other users need to return to later (rather than having to search through them every time). Users should also be able to attach a note to attachment(s)/document(s) as a reminder of a pending task and create an alert that is linked to a specific attachment(s)/document(s).

15. Page 19 – Regarding the Spanish Language, does this need to be available on the external portal only? Or, does this include the internal site as well? In addition, do all form letters/mailers need to be available in multiple languages?

Yes, this includes the internal site as well. Yes, both English and Spanish

16. Page 23 – eSignature functionality is already embedded within our proposed solutions. Will this be acceptable in place of the DocuSign integration requirement?

eSignature functionality will be acceptable.

17. Page 23 – In order properly size the server storage requirements, and with respect to the requirement for an unlimited number of documents to be uploaded with no limit on storage, can you provide historical volumes on all related documents?

There are approximately 322K attachments in IQ (not including emails). The following table details the number of non-email attachments added per year starting in 2015:

18. Page 31 – Can you explain the process for Ability to perform basic accounting to track multiple budgets?

The system must be able to set and track budgets for multiple funding sources. The system must be able to perform calculations like summing, percentages, and prorating.

19. Page 35 – License to Contractor Owned Software, #1 states that these terms are in relation to if the Contractor providing notice of bankruptcy. Can you please confirm that #s 2 and 3 are also in relation to, and triggered by, the Contractor providing notice of bankruptcy?

Yes, #2 and #3 are also in relation to, and triggered by, notice of bankruptcy.

20. Page 70 – Appendix 5, Should we submit our EULA with our response, or is this required only after a notice of award?

EULA is only required after the vendor is selected.

21. p. 15 - For the demonstration, do you have an anticipated date range for the demonstrations? Will this be done through a Zoom meeting or do you prefer it to be on-site?

We do not have an anticipated date range at this time. The demonstration can be done virtually, through Zoom or Microsoft Teams.

22. p. 20 - In reference to the Document Management System (DMS), is this a separate system from the Compensation database software you currently use?

The DMS specified in the solicitation is not a separate system. However, DCVC currently uses a separate DMS from which users select documents to upload to the current claims management system.

23. If it is, do you have any information on the software you use for this?

At the time of implementation, DCVC will use OnBase as the separate DMS.

24. p. 21 – For the requirement, “System must only allow users (advocates) to access information of victims in the advocate’s jurisdiction/county – based on roles and permissions”, could you extrapolate on the meaning of “jurisdiction”?

South Carolina has 46 counties and 16 judicial circuits. Each victim advocate works in a specific judicial circuit. Advocates will be allowed information linked to the crime committed against victims in their judicial circuit. For instance, victim advocate from the first judicial circuit would be allowed access to information for crimes committed in Calhoun, Orangeburg, and Dorchester counties. An exception to this rule would be related to advocates with the Federal Bureau of Investigation, State Law Enforcement Division, and SC Highway Patrol. These three law enforcement entities manage the entire state of SC.

South Carolina's 46 counties are divided into 16 judicial circuits. Information on the first six circuits is listed below:

· First Circuit – Calhoun, Orangeburg, Dorchester

· Second Circuit – Aiken, Barnwell, Bamberg

· Third Circuit – Lee, Sumter, Clarendon, Williamsburg

· Fourth Circuit – Dillon, Chesterfield, Darlington, Marlboro

· Fifth Circuit – Kershaw, Richland

· Sixth Circuit – Chester, Fairfield, Lancaster

25. Doesn’t this mean that the advocate users can only see the claims that were submitted by them (i.e. on behalf of the victims)?

No, this means that the advocate users can only see claims assigned to their circuit.

26. p. 23 - Regarding the SCEIS (finance system), does the current software being used already interface with it?

Yes, our current software already interfaces with SCEIS.

27. p. 33 - Could you clarify the meaning of "Transition Services" (i.e. State to Contractor)? Does this mean taking over the current IT Support given to the agency?

SCAG IT will need training to administer the solution, such as documentation and administrator training. SCAG IT will also need follow up support to cover more complex changes and troubleshooting efforts.

28. P. 58 - There are no line items for document imaging hardware (i.e. scanner) costs. Should this cost be included or will the hardware be procured separately?

Scanners will be procured separately.

29. p. 58 - Is there an estimated budget range for this project? Are there any date constraints to have this project completed by?

Refer to questions 4 and 5

30. p. 59 - In reference to migration,

a) For the current compensation software, what database does it use?

Oracle 19

b) Do you know how many tables/records are there?

There are many tables associated with IQ, only the subset of those tables are extracted for the csv data transfer. Approximately 1.3 million records in the relation table, that is individual mail, service Compensation, Sexual Assault Program, and invoice) and event records attached to people records

i. ~445K people records.

ii. ~483K service records.

iii. ~285K mail records.

iv. ~332K attachments including emails

c) Do you know the file size of the database?

210GB

d) Are the file attachments stored on disk or are they stored directly in the database?

Directly in the database

e) Will the current software vendor be accessible for questions?

Yes

f) How many letter templates are used? Are there Spanish versions too? Approximately 100 letter templates. A few templates already have Spanish versions.

31. p. 64 - The "DCVC Compensation Claim Workflow Map & Stages" diagram has a few fuzzy areas. Is this diagram available in a more readable format?

See attachment

32. Regarding the "Business Proposal" referred to on page 15 of the Solicitation (Contents of Offer, paragraph (C)) the same as the "Price Proposal" referred to on page 37 of the Solicitation or is there additional information, separate from the Technical Proposal and Price Proposal that Offerors should include in a section labeled "Business Proposal"? They are the same. You may label as Price Proposal.

33. Regarding Section III Scope of Work, Pg 17. "The current off-the-shelf product was delivered as a replacement for the Progress application." What is the name of the current off-the-shelf product the department is using?

Intranet Quorum [IQ] application supported by Leidos, version 4.2.A

34. Regarding Section 1.1.4, Migration on pg 59:

a. Can we get the data in MS SQL SERVER format, if not what format will it be provided in?

Oracle data pump export

CSV delimited files with attachments extracted.

b. How many data sources or data bases need to be converted?

One

c. How many tables and how many columns need to be converted from each source?

There are many tables associated with IQ, only the subset of those tables are extracted for the csv data transfer. Approximately 1.3 million records in the relation table, that is individual mail, service (Compensation, Sexual Assault Program, and invoice) and event records attached to people records

i. ~445K people records

ii. ~483K service records

iii. ~285K mail records

iv. ~332K attachments including emails

d. How large is the database in terms of storage size for each system?

210GB

e. How large is the database in terms of number of records for each system?

~445K people records.

~483K service records.

~285K mail records.

f. How many years of data will be brought over for each system?

7.5 years of data: July 2015, 2016, 2017, 2018, 2019, 2020, 2021, 2022…

The data is inclusive of claims created within the existing IQ database and claims transferred from the old Progress database.

g. For every given DMS what types of files are included?

pdf, doc, docx, xps, and a few others

h. For every given document source how may files and of what size range are to be included?

For each document: 1 file stored, 1kb up to 100mb

35. Are all signatures required to be in ink, or can we use digital signatures? For example, on pg 2, Cover Page 1: “You must submit a signed copy of this form with Your Offer.” Does this signature have to be in ink?

Digital signature is acceptable.

36. Would you be able to specify the number of users for the system? And if possible, please summarize a high-level overview of the roles and accessibility each user group might require in the system.

External users: undetermined number of users at this time as external users will include providers, victim advocates, claimants, and victims

· Online Sexual Assault Program: Providers will be able to begin the process for creating individual claims for crime victims of sexual assault. They will also be able to submit documents, communicate with DCVC, and access updates (only for the claims they submitted). Internal DCVC users will access the claims and process them for eligibility and payment.

· Online Compensation Program: Victims/claimants will be able to submit a victim compensation application along with required documentation to begin the process for creating an individual victim compensation claim. They will also be able to submit documents, communicate with DCVC, and access updates (only for the claims they submitted). Providers will be able to submit documents, communicate with DCVC, and access updates (only on claims related to their facility). Victim advocates will be able to submit documents, communicate with DCVC, and access updates for victims in the advocates’ judicial circuit on behalf of the victim.

· Online Access Portal for Victim Advocates: For court/restitution purposes, specially registered victim advocates will be able to access compensation claim payment information for victims in the advocates’ judicial circuit.

Internal users: ~40 total users

· All internal users will create, update, and process Compensation and Sexual Assault Program records (including payments). They will have access to all Compensation and Sexual Assault Program records (including payments). Their ability to send correspondence with record contacts (including but not limited to victims, claimants, victim advocates, and providers) and access reports will be limited by the users’ department. Some users, like managers, will have a higher level of access.

· ~2 non-IT level administrators: Create, update, and archive user accounts/roles, reports, form letters/emails, system codes (e.g., financial codes, denial codes, etc.), budget amounts, allowable claim limits

· ~2 IT level administrators: Including but not limited to assigning non-IT and IT level administrative rights to selected users; creating, updating, and archiving reportable and searchable fields, workflow steps, and routes within the system

37. Is there other data or anything outside of the current RMS that needs to be converted by the selected offeror?

Currently non-digitized forms (including but not limited to the forms listed in Appendix 3 of the solicitation) must be digitized for the online component.

38. What is the current CMS platform and version in usage today?

Intranet Quorum [IQ] application supported by Leidos, version 4.2.A

39. Are there any other specific interfaces–aside from the ones listed–that would be required?

No. The claims management system must interface with South Carolina Enterprise Information System (SCEIS) and have electronic signature capabilities (through embedded functionality or integration with products like DocuSign, eSignature, etc.).

40. What does your check processing workflow currently look like?

The check processing workflow is included in the SCEIS interface. DCVC’s claim management system sends tab-delimited text files, formatted text files, and TIF files to SCEIS with data on invoices DCVC has approved to be paid. SCEIS returns a tab-delimited text file to DCVC’s system with data on previous DCVC invoices that have been paid. This payment data is populated in the invoice records. All files are transmitted between DCVC and SCEIS using a secure FTP. DCVC is not responsible for cutting checks.

41. Approximately how many document templates would be needed?

~25 forms (including but not limited to the forms listed in Appendix 3 of the solicitation) not including form letters/emails

42. Approximately how many claims are in your system as of today?

· Compensation Program claims: 163,251

· Sexual Assault Program claims: 33,620

· Invoice records (for both Compensation and Sexual Assault Program claims): 286,389

END OF AMENDMENT 3