Att F - Technical Proposal 1.docx

Technical proposal

RFP 26-86873

Technical Proposal Questions CMHW Case Management System (Tobi)

Please enter answers in the provided text boxes and provide answers to all questions.

Overview

1. Describe your experience with federal or state service contracts. Provide at least two examples including contract scope, duration, and measurable outcomes.

2. Describe your experience with Dynamics 365 and Microsoft Power Apps systems.

3. Describe your experience with Microsoft Dataverse databases. Clarify whether experience is limited to configuration or includes data architecture, governance, and migration activities.”

4. Describe your experience with high traffic, daily use systems.

5. Describe your experience with data collection implementation.

6. The Contractor’s solution must support the State’s standard API and file transfer methods to facilitate secure data transmission. The State’s standardized data transmission technologies are the MuleSoft API Management and GoAnywhere Managed File Transfer (MFT) services. See https://www.in.gov/iot/policies-procedures-and-standards/applications-standards/. Elaborate on how your company’s solution will accommodate the utilization of the identified technologies. If the proposed solution does not support these technologies, explain in detail why and outline the proposed alternative.

7. Describe your current security protocols for database systems. How would you ensure security measures are in place in the current system? Include encryption standards, vulnerability management cadence, access control model, and audit logging practices.

8. Can the proposed product or solution integrate with Access Indiana (https://www.in.gov/inwp/applications/authentication/)?

Outline any issues your solution may encounter with utilizing Access Indiana.

Provide recommendations/possibilities for implementing (or not implementing) Access Indiana for the various areas of the solution with explanations for each.

If the proposed solution cannot currently accommodate Access Indiana, what actions and accompanying timelines would need to be completed for utilization?

9. Describe any experience or knowledge you may have with electronic medical records systems. Identify relevant regulations (HIPAA, 42 CFR Part 2, etc.) you have complied with.

10. Describe any experience or knowledge you may have with Medicaid or other payment systems.

11. The applications, specifically Tobi, are complex, long-standing, specifically designed applications to serve the needs of the CMHW program. Describe, in detail, how you would begin to learn about an unfamiliar system that has over a decade of infrastructure behind it.

12. Describe any new advances or up and coming technology in database management that could potentially be used to streamline processes or improve system functionality. What innovative ideas could you propose? Include examples of measurable operational or performance improvements your innovations produced on prior engagements.

13. Artificial Intelligence (AI) Use Disclosure The State seeks to understand the use of artificial intelligence tools in the preparation of vendor submissions. Respondents must disclose whether AI technologies were used in developing any portion of their proposal.

AI Utilization Statement State whether any AI tools or systems were used in drafting, reviewing, or generating any part of this proposal.

Description of Use If AI was used, provide the following details:

Identify which sections, questions, or deliverables within the proposal were created, reviewed, or influenced by AI tools.

Describe the purpose for using AI (e.g., drafting assistance, grammar review, data analysis, summarization).

Explain the extent of human review and validation applied to AI‑generated content to ensure accuracy, completeness, and compliance with solicitation requirements.

AI Tools and Data Sources List the AI tools or platforms used (e.g., generative text tools, code assistants, data‑analysis models).

Describe any datasets, proprietary information, or third‑party content provided to the AI tools during proposal development.

14. Describe the current structure of your organization. Provide the titles and number of staff who will be assigned to this project. If applicable, please provide an organizational chart.

15. Outline equipment needs (if any), including, but not limited to the quantity, specifications, etc.

16. Complete attachment N (Resource Usage Matrix) to provide the number of hours the Respondent expects to commit to the project and the number of hours estimated for the State resources. These amounts should be based on the functionality the State desires, included in this RFP. Any assumptions related to the number of the Respondent Project Team and the State Team staff, roles of staff, and duration of involvement used in the development of the resource hour estimates should be outlined in the below response area.

17. Provide an overall project organizational chart that includes roles / responsibilities on your team as well as expected roles / responsibilities at the State to help ensure project success. This should mirror the roles outlined in the Resource Usage – Template.

18. Describe your company’s recommended governance structure based on the organizational chart and roles / responsibilities for the governance groups.

19. Describe your current organizational process. How do you manage and prioritize multiple projects?

20. Describe the strategies you use to provide clear and consistent communication to the contract owner on projects. Provide examples of any tools or reports utilized.

21. What level of stability can the State expect for recurring costs? What would cause recurring costs to change over time?

22. Provide a listing and associated timing of recurring costs the State can expect related to this RFP.

Project Management and Delivery

1. Provide a document to describe your company’s project management approach and methodology for this project. This should be a high-level document that pulls everything together.

2. How will your company define, review, confirm, validate, elaborate, and understand the State’s requirements? Include examples of requirements documents generated for similar projects. Identify and describe the tool(s) used to capture, track, and manage requirements throughout the project.

3. Provide an example of a high-level project schedule for this project. This should include your company’s tasks, sub-contractor owned tasks (if applicable), and State-owned tasks in an integrated fashion. Include key tasks as part of development, testing, training, data conversion, other key areas of the project.

4. Describe your company’s method of creating the schedule and the method and frequency of maintaining the schedule throughout the project. Identify and describe the tool(s) your company uses to create and manage the schedule. Describe methods your company uses to measure schedule performance and how will you know when to escalate schedule risk?

5. Describe your company’s communication strategy for this project. Provide an example of the communication plan for this project to include roles responsibilities, communication types, methods of delivery, audiences to receive, timing, etc. How will your company monitor and confirm communications are working and adjust as needed?

6. Describe your company’s scope management strategy / processes to include capturing, costing, prioritizing, and approving potential scope changes.

Training

1. Describe your experience with implementing in-person training to individuals and groups of users who have little to no technical acumen.

2. Describe your experience with building and creating training information videos, PowerPoint or other virtual tools for end users. Provide examples of any relevant materials.

3. Describe how you could provide ad hoc or informal training or support to end users.

Release Management, SLAs & Support

1. Describe your company’s overall release management strategy and processes.

2. How frequently are new versions / patches released? Is there a regular release schedule?

3. Will release notes be available and how far in advance before the release will release notes be disseminated? Provide an example of release notes that State can expect.

4. What authority will the State have to stop production release if testing reveals an issue that the State deems critical?

5. How are updates to testing materials integrated into the release management process?

6. Provide details and describe service levels for incident response. Include how incidents will be handled and communicated to the State.

Help Desk Support

1. Describe your experience with managing a help desk that supports end-users.

2. Describe the workflow you have from obtaining a concern from an end user to satisfying their concern. How do you triage and manage requests?

3. Describe how helpdesk trends are tracked and how issues are communicated to contract owners.

4. Describe how you would respond to a concern if the issue is found to involve other system partners.

Testing and Quality Assurance

1. Provide a test plan / strategy document that among other things describes the overall testing process and the types of testing that may be in scope before application functionality is implemented.

2. Describe and provide process flow of the defect management process.

3. Where will test cases/scripts be captured and maintained.

4. Provide an example of a Requirements Traceability Matrix used on a similar project.

5. Identify and describe any automated testing tools that will be used..

6. What roles / responsibilities do you see for your company and for the State in testing the application?

7. Identify and describe the testing environment(s) that your company recommends as part of the project and why.

9. What communication avenue will be available to the State if defects are found in testing?

10. Will your company use tools to track / manage defects?

11. What role will migrated data play in the testing process?

Data Migration

1. Describe your company’s overall data migration strategy, plan, and methodology. Include data extraction, cleansing, mapping, and conversion, and testing.

2. What roles / responsibilities will your company and the State play in data cleansing, mapping, and conversion?

3. Identify when data migration will start, and finish related to the overall project timeline and describe why.

4. Describe all aspects of data testing that will be used to confirm in-scope data has been completely and accurately migrated.

5. Provide examples of the error report(s) your company will provide as part of data conversion.

6. What automation will be used as part of the data conversion and potentially data cleansing / correction?

7. What specific experience does your company have when it comes to converting large quantities of data in different formats and locations?

8. What are the key risks / issues that your company has faced with previous data conversions and what mitigation and contingencies did you identify and put in place?

9. Does your company recommend a unique, stand-alone environment for data conversion activities? Why or why not?

10. How will the State know if data migration progress is on track? How will progress be tracked and reported?

Security and Continuity Review the State’s Information Security Framework (https://www.in.gov/iot/iot-vendor-engagement/) and either confirm that your company conforms to the policy or provide an explanation to the areas for which your company does not conform. Please be advised that Respondents will be required to sign a Non-Disclosure Agreement (NDA) to access the IOT Information Security Framework.

1. Does your Company have a formal disaster recovery plan and/or business continuity plan(s)? Please provide a yes/no response. If no, please provide an explanation of any alternative solution your company has to offer. If yes, please note and include as an attachment.

Software Enhancements

1. Describe your experience with implementing software enhancements to existing platforms which you did not originally create. Provide any relevant examples.

2. Provide an example of your current workflow of an enhancement, from inception to implementation.

3. Describe your current structure that would support software enhancements.

4. Describe your approach to partnering with the State to identify business process changes that enable out of the box or configuration solutions and reduce the need for custom code.

5. Provide examples of where your company has challenged a client to adopt configuration or process change instead of customization. For each example describe the original requirement, the configuration or process alternative proposed, the rationale, the outcome, and measurable benefits realized.

6. Confirm whether your company will consider approved and implemented customizations for incorporation into your core product. Describe your process, criteria, and timeline for evaluating and incorporating customizations into future releases. Provide one example where a delivered customization was later incorporated into the core product and describe the timeline and governance steps.

7. Describe your current collaborative process with any current partnerships you are engaged in. Provide examples.