Comprehensive Child Welfare Information System (CCWIS) RFP 1

State of Minnesota

The Minnesota Department of Information Technology

Services (MNIT) partnering with the Department of Children, Youth, and Families (DCYF)

REQUEST FOR PROPOSAL

Comprehensive Child Welfare Information System (CCWIS)

SWIFT Event 2000018525

Date Posted: July 27, 2026

• Responses must be received not later than 2:00 PM Central Time, September 24, 2026

• Late responses will not be considered

• As of July 1, 2025, certain terms are unenforceable in state contracts. See Session Laws, 2025 Regular

Session, Chapter 39, Article 2, Sec. 45.

SPECIAL NOTICE: This is a request for proposal. It does not obligate the State of Minnesota to award a contract or complete the proposed program, and the State reserves the right to cancel this solicitation if it is considered in its best interest.

https://www.revisor.mn.gov/laws/2025/0/Session+Law/Chapter/39/

Comprehensive Child Welfare Information System (CCWIS) RFP 2

This Solicitation requires proposals to be submitted through the SWIFT Supplier Portal.

Please note the security changes below that may impact responders from submitting a timely response.

SWIFT SUPPLIER PORTAL SECURITY CHANGES

There are new security measures that the Minnesota Management and Budget implemented on October 16, 2022. It is a new multi-factor authentication (MFA) to enhance the security of the State of Minnesota Supplier Portal. MFA is an authentication method that requires bidders and suppliers provide two verification factors to log into the SWIFT Supplier Portal. The goal of MFA is to create a layered defense that makes it more difficult for unauthorized system access to occur.

For information about these changes, please refer to the SWIFT Supplier Portal Multi- Factor Authentication FAQ document.

If you have not done so already, please make sure to log into the SWIFT Supplier Portal as soon as possible to get this authentication set up early so there are no issues when submitting a response to an RFP.

You are strongly encouraged to set your MFA during business hours from 8:00 A.M. to 4:00 P.M., Central Time, Monday through Friday. You may experience delay setting your MFA after hours.

https://guest.supplier.systems.state.mn.us/psc/fmssupap/SUPPLIER/ERP/c/NUI_FRAMEWORK.PT_LANDINGPAGE.GBL?& https://mn.gov/mmb-stat/documents/swift/training/trainingguides/swift-sup-portal-mfa.pdf https://mn.gov/mmb-stat/documents/swift/training/trainingguides/swift-sup-portal-mfa.pdf

Comprehensive Child Welfare Information System (CCWIS) RFP 3

TABLE OF CONTENTS

RFP Attachments List

Solicitation Attachments

Sample Contract

SECTION 1 – INSTRUCTIONS TO RESPONDERS

SECTION 2 – SUMMARY OF SCOPE

Background

Project Overview and Guiding Principles

Desired Program Outcomes

CCWIS Project Scope and Deliverables

Optional Phase 2

SECTION 3 – PROPOSAL INSTRUCTIONS AND ADDITIONAL INFORMATION

Anticipated Contract Term

Question and Answer Instructions

Additional Tasks or Activities

State Partner

SECTION 4 – PROPOSAL CONTENT

Background and Experience

Functional Requirements Traceability Matrix (RTM)

Non-Functional Requirements Traceability Matrix (RTM)

DDI Project Management Services Requirements Traceability Matrix (RTM)

Testing, Training, and Maintenance and Operations Requirements Traceability Matrix (RTM)

Testing, Training, & Support

Solution Overview & Components Sought

Accessibility of Services or Products

Cost Details

Comprehensive Child Welfare Information System (CCWIS) RFP 4

Sample Transaction Documents

License Agreements, Maintenance Agreements, or Other Terms and Conditions

SECTION 5 – RESPONSE CHECKLIST

SECTION 6 – EVALUATION PROCEDURE AND CRITERIA

Tier 1 Written Proposal Evaluation

Tier 2 Interviews and Demonstration

Tier 3 Invitation to Negotiate

SECTION 7 – UNENFORCEABLE TERMS AND SOLICITATION TERMS

Unenforceable Terms

Solicitation Terms

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RFP Attachments List

Solicitation Attachments

• Attachment A: Responder Declarations

• Attachment B: Exceptions to State's Terms and Conditions

• Attachment C: Cost Detail

• Attachment D: Workforce and Equal Pay Declaration Page

• Attachment E: Minnesota’s Child Welfare Ecosystem

• Attachment F: Technology Lansdscape

• Attachment G: Functional Requirements Traceability Matrix (RTM)

• Attachment H: Non-Functional Requirements Traceability Matrix (RTM)

• Attachment I: DDI Project Management Services Requirements Traceability Matrix (RTM)

• Attachment J: Testing, Training, and Maintenance and Operations Requirements Traceability Matrix

(RTM)

• Attachment K: Project Management and Implementation Methodology

• Attachment L: Testing, Training, & Support

• Attachment M: Solution Overview & Components Sought

• Attachment N: Accessibility Narrative

• Attachment O: Responsibility Assignment Matrix for CCWIS Vendors

Sample Contract

• Exhibit A: Contract Terms

• Exhibit B: Insurance Requirements

• Exhibit C: Specifications, Duties, and Scope of Work

• Exhibit D: Pricing

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SECTION 1 – INSTRUCTIONS TO RESPONDERS

Steps for Completing Your Response

Follow the steps below to complete your response to this Solicitation:

Step 1: Read the solicitation documents and ask questions, if any Step 2: Write your response Step 3: Submit your response

Incomplete Submittals

A response must be submitted along with any required additional documents. Incomplete responses that materially deviate from the required format and content may be rejected.

STEP 1 – READ THE SOLICITATION DOCUMENT & ASK QUESTIONS, IF ANY

How to Ask Questions

The contact for questions is:

IT Procurement MN Dept of Information Technology Services it.procurement@state.mn.us

Questions should be emailed to the contact by August 14, 2026.

Other personnel are not authorized to answer questions regarding this Solicitation.

STEP 2 – WRITE YOUR RESPONSE

The Response Content section is in this link to Section 4. Prepare a written response and supply all requested content. Responses should address the requested information and documents detailed in Section 4. DO NOT INCLUDE Non-Public/Trade Secret data (as defined in this link to Minn. Stat. § 13.37).

Review, sign, and include the Responder Declarations with your response.

STEP 3 –SUBMIT YOUR RESPONSE

Where to Send Your Response

All responses to this solicitation (termed an “Event” within SWIFT) must be submitted through SWIFT using the Supplier portal (https://mn.gov/supplier). Training and documentation on how to submit your response is available through the Supplier portal link above. Fax, e-mail, and printed responses will not be accepted or considered. All costs incurred in responding to this solicitation will be borne by the responder.

Late responses will not be considered. Responses received after End Date above will not be considered, even if errors or delays were caused by issues outside of responders’ control. If you need assistance, please contact the SWIFT Vendor Assistance Helpline at 651-201-8100, Option 1, and then Option 1.

By submitting a response, your company is making a binding legal offer for the period of time set forth below in Section 7, Conditions of Offer.

https://www.revisor.mn.gov/statutes/cite/13.37 https://mn.gov/supplier

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SECTION 2 – SUMMARY OF SCOPE

The Minnesota Departments of Information Technology Services (MNIT) and Children, Youth, and Families (DCYF), collectively (State or Minnesota), are procuring a Design, Development, and Implementation (DDI) vendor to deliver a Comprehensive Child Welfare Information System (CCWIS) which replaces the child welfare components of the Social Services Information System (SSIS). The successful Responder will design, configure, integrate, test, implement, and transition the solution to operations. The solution should reduce administrative burden, improve data quality, provide exchanges with partner systems, and respect Tribal sovereignty and local practice variation. Specifically, the State seeks a qualified vendor to provide:

• Configurable CCWIS solution that supports Minnesota’s state supervised, locally administered model, including county and Tribal practice variations, in alignment with the Whole Family Approach framework.

• Flexible workflow configuration to accommodate local jurisdiction practice models and evolving policy requirements.

• Modern, mobile responsive user experience that supports field-based work across devices and locations.

• Secure, role-based access and appropriate self-service portals.

• Bidirectional data exchanges with State and local systems.

• Strong data quality, validation, and reporting capabilities to support State oversight and federal compliance.

• Scalable cloud-based architecture designed for high availability, performance, and accessibility.

Background In 2016, the federal Children’s Bureau established the CCWIS rule, as codified in 45 CFR 1355.52, to encourage the use of modern technologies and innovative practices in child welfare information systems. The rule is intended to improve services for children and families, enhance data quality, and support efficient bi-directional data exchanges. It provides Social Security Act Title IV-E agencies with flexibility to determine system size, scope, and functionality; allows agencies to obtain and manage required data from external systems; emphasizes data quality and bi-directional exchanges; and promotes efficient, modular system designs based on common standards.

Minnesota’s initial declaration to the Children’s Bureau in 2018 was to transition SSIS to meet CCWIS requirements. Through the State’s ambitious development efforts, the child welfare components of SSIS support child welfare work across all 87 counties and three American Indian Child Welfare Initiative Tribes (AICWIT), as well as state‑level staff in multiple agencies. In addition to supporting child welfare, SSIS is also utilized by other social services domains, including adult protection, behavioral health, and developmental disabilities. Currently, between county, tribal and State agencies, there are more than 6,500 users supporting the child welfare program areas. Additionally, there are more than 4,000 SSIS users across additional service domains.

As the State continued aligning SSIS to meet CCWIS requirements, the system’s architectural complexity, limited scalability, and increased maintenance burden was recognized to be a limiting factor. In 2023, the State of Minnesota established DCYF to bring together programs supporting children, youth, and families previously administered across four separate state agencies. Beginning in July 2024, programs formerly overseen by the Departments of Human Services (DHS), Education (MDE), Health MDH), and Public Safety (DPS) began transitioning into DCYF, with the transition completed in July 2025.

https://www.ecfr.gov/current/title-45/subtitle-B/chapter-XIII/subchapter-G/part-1355/section-1355.52

Comprehensive Child Welfare Information System (CCWIS) RFP 8

Following the establishment of DCYF, MNIT aligned information technology resources to support the new department. MNIT-DCYF was created to provide dedicated technology support for DCYF systems, including project and portfolio management for interdependent applications. In addition, MNIT established Human and Social Digital Services (MNIT HSDS) to support technology systems serving counties, families, and individuals statewide. This organization brings together expertise in application development, engineering, and enterprise architecture, strengthening support for both shared and agency‑specific systems while reducing operational risk.

With DCYF fully established, the State reassessed its approach to meeting CCWIS requirements within the context of SSIS. This reassessment included focus groups, listening sessions, and evaluation of the technology supporting Minnesota’s child welfare service delivery model. Based on these insights, the Commissioners of MNIT and DCYF jointly recommended acquiring a CCWIS‑compliant solution. In June 2025, the Minnesota Legislature directed the department to “acquire, implement, and configure a data-driven comprehensive child welfare information system that complies with federal and state laws and regulations,” beginning with the child welfare components of SSIS.

SSIS remains central to daily operations but reflects its age and organic growth over time. The system is modularized by functionality rather than by clean program boundaries, includes extensive fiscal processes and interfaces, and supports a distributed workforce with diverse roles and practice models. These characteristics, combined with evolving federal expectations, underscore the need for a configurable platform that supports variation in practice within local jurisdictions, while it enables statewide standards, enables data exchanges with partner systems, and elevates user experience, accessibility, and data quality and enhanced data reporting.

This procurement advances Minnesota’s statutory direction by moving from incremental legacy enhancements toward a modern, configurable CCWIS that aligns with federal expectations, supports Statewide practice standardization, and allows for local jurisdiction variation in service delivery when necessary. MNIT and DCYF have jointly committed to procuring a CCWIS solution that supports DCYF’s mission and positions the State for a controlled, sustainable transition from SSIS to a modern CCWIS.

Minnesota Child Welfare Practice Ecosystem ground

Minnesota delivers child welfare practice under a state supervised, locally administered model. DCYF is the state supervisory department, responsible for policy, standards, funding parameters, and oversight; where Counties and Tribal Nations (local jurisdictions) deliver intake, investigation/assessment, ongoing case management, placement, permanency, and prevention. The scale and model of service delivery is foundational to how CCWIS should be configured, governed, and supported. Further data regarding Minnesota child welfare can be found on the statewide dashboard.

Clearly stated in Minnesota’s Child Welfare Framework for Competent Practice, “As Minnesota’s child welfare practices evolve, there is continued belief that better results are achieved when children, parents, families, communities, and tribes are engaged as partners with the child welfare system in securing the safety, permanency, and well-being of their children. While it is recognized that most parents want to keep their children safe, sometimes circumstances or conditions interfere with their ability to do so. When this occurs, families are best served by interventions that:

• Address immediate safety concerns and ongoing risks of child maltreatment

Comprehensive Child Welfare Information System (CCWIS) RFP 9

• Engage their protective capacities

• Recognize and employ family strengths

• Maintain community and cultural connections”

Minnesota’s practice model also incorporates Minnesota specific legislative requirements, including the Minnesota Indian Family Preservation Act (MIFPA), Northstar Care for Children, and Minnesota African American and Family Preservation and Child Welfare Disproportionality Act (MAAFPACWDA). To support the State’s practice model and guide decision making, various practice tools are being implemented including the statewide rollout of Structured Decision Making tool, along with locally administered tools, such as Signs of Safety.

Minnesota specific statutory and practice considerations are documented in greater detail in Attachment E:

Minnesota’s Child Welfare Ecosystem.

Within Minnesota’s child welfare workforce, responsibility for the delivery of services is dispersed amongst state agencies, counties, county consortiums, Tribal Nations, and county-contracted agencies. Differentiating factors across the workforce include:

• Larger agencies may have highly specialized roles, while smaller agencies often rely on generalist workers who support families across multiple program areas and stages of involvement.

• Counties may also participate in multi-county collaboratives or consortiums to share staff, infrastructure, or specialized services.

• Tribal Nations may engage directly with the State provided child welfare system or utilize a standalone system which feeds information to the State provided child welfare system.

• Local jurisdictions may utilize standalone solutions to support day-to-day responsibilities to supplement the work completed within the State provided child welfare system.

These variations influence workflow, documentation needs, reporting practices, and how staff interact with information systems. Support and oversight for child welfare practice in Minnesota is further provided by interested groups and committees, including the Minnesota Association of County Social Services Administrators (MACSSA), the Children’s Justice Initiative, and the Governor’s Children’s Cabinet. The relationship between agencies supervising and delivering services, and a full list of interested parties to the child welfare ecosystem are included in greater detail in Attachment E: Minnesota’s Child Welfare Ecosystem.

Overview of MN Child Welfare Practice Impacts on CCWIS •Provide local jurisdiction flexibility within statewide standards while promoting statewide practice standards, the solution should accommodate local jurisdiction variation including but not limited to roles, workflows, and practice models without fragmenting State data or policy enforcement.

•The Minnesota Whole Family Approach recognizes safety and well-being for children are tied to caregiver stability and cross‑program supports. CCWIS should make it practical to understand and coordinate services across programs that affect families.

• Practice model flexibility allows agencies to utilize practice tools such as Structured Decision Making, Family Group Decision Making, Motivational Interviewing, and Signs of Safety, with variability across the state. CCWIS should allow for configurable assessments, decision points, and documentation patterns that support the continued use of these practice tools.

Comprehensive Child Welfare Information System (CCWIS) RFP 10

• Tribal partnership and data sovereignty should support through Tribal workflows and protections, including configurable access and data sharing aligned with Tribal law, culture, and agreements.

• Interested Party diversity allowing families, providers, legal partners, county and Tribal staff, State program areas, training and research partners, oversight bodies, and the public each have different access needs and modes of interaction. CCWIS should support role‑based access and appropriate self‑service while protecting privacy.

• Workforce enablement since the workforce is geographically distributed and often mobile. Training and support should leverage the Minnesota Child Welfare Training Academy infrastructure and an established mentor network that can be extended to CCWIS adoption.

Minnesota Technology Landscape SSIS is a statewide system that supports casework, fiscal operations, licensing, investigations, reporting, and program interfaces. Over time, the system evolved into a modular structure organized by functional components rather than clear program‑based modules. The overall environment includes extensive fiscal processes, identity services, integration with mainframe and enterprise systems, and connections to county financial and document management systems.

SSIS is currently supported by a business unit within DCYF which includes help desk, mentor program coordination, training and eLearning development, and a team of subject matter experts who participate in the software development lifecycle and support other projects and functions. SSIS is also supported internally within MNIT HSDS by a team of business analysts, developers, quality assurance analysts, and database administrators, along with MNIT enterprise services. These teams currently operate in a hybrid-agile framework and release functionality quarterly.

Further, SSIS currently supports data exchanges with various state and local solutions and supports complex fiscal and administrative functionality unique to Minnesota. A full description of SSIS functionality and architecture, and supporting shared technology, is included in Attachment F: Technology Landscape. These realities shape migration scope, integration strategy, and operational transition planning for CCWIS.

Overview of MN Technology Landscape on CCWIS Attachment F: Technology Landscape contains the current components, interface tables, diagrams, platform status, and operations context that responders should use when proposing data migration, integration, testing, and sustainment assumptions.

Conversion and Migration Data structure, historical records, and reporting dependencies require careful conversion, reconciliation, and coordinated planning that protects program operations, fiscal claiming, and statutory reporting. Joint planning for CCWIS should drive conversion and migration activities, as SSIS will remain an operational system for non-child welfare programs until a future modernization phase.

Interfaces and exchanges SSIS exchanges data with State and local systems, including Medicaid claiming, eligibility, licensing, reporting, and statewide identity services. CCWIS should provide bi‑directional exchanges and an interface catalog and testing cadence for partner systems.

Comprehensive Child Welfare Information System (CCWIS) RFP 11

Fiscal complexity Title IV‑E, Northstar Care, targeted case management, and county financial operations place unique demands on data quality, reconciliation, timing, and documentation. CCWIS design and conversion should preserve fiscal accuracy and auditability.

Training and support transition SSIS training and mentor structures are active today and will be leveraged for CCWIS adoption and sustainment.

Project Overview and Guiding Principles Drivers of Change Although SSIS enhancements have been made over the years, caseworkers still encounter significant challenges.

In 2024, DHS conducted a comprehensive, field‑by‑field review of the system from the point of view of a child protection social worker. This study was made up of 12 listening sessions with over 150 end users from county and Tribal social service agencies and with over 50 DHS policy staff. The themes captured consistent issues in SSIS raised by participants regarding usability, workflow efficiency, and system limitations that hinder effective casework and add administrative burden. Though correlated to SSIS, the State has coalesced these issues into themes for the Responder to keep front of mind throughout DDI activities, including:

• Performance and stability of the application is unreliable due to slow screen loading, unexpected system outages, and dropped user sessions are common. Critical case information cannot be entered or accessed during outages; unsaved work is lost, worker data-entry backlog increases.

• There are limited web or mobile capabilities for social work and case management are inherently mobile activities. It is critical to enable casework

• The system has limited interaction with other systems serving the same people for example, counties have expressed a need for a statewide child welfare data system which can interface with the Courts and other partners. Limited functionality exists to share across counties and Tribes securely.

• The system lacks modern features that users expect and are accustomed to functionality such as auto save, address verification and autofill, customizable reports, electronic signatures, and voice-to-text.

• The system should become ADA accessible as required by federal law, a modernized system should also be designed for audiences with visual, hearing, cognitive, speech, mobility, and neural disabilities.

• The system is not customizable to accommodate the unique needs of Tribal social services and Tribes have been advocating for data sovereignty and customized technology.

• There are many bugs and workarounds that add to burden causing workers to frequently make notes in other applications, then paste them into SSIS to ensure they do not lose their work.

• It is difficult to make system changes given the complexity and age of this application means development expertise lies with very few people who have finite capacity to make modifications, leading to longer wait times for application changes.

Guiding Principles

In collaboration with interested parties and partners, DCYF and MNIT have established the following guiding principles for the project and the CCWIS Product.

Comprehensive Child Welfare Information System (CCWIS) RFP 12

CCWIS Guiding Principles

Adaptability – Responsive to Change

The new solution meets current requirements and provides flexibility and adaptability to more easily adhere to/implement future requirements (local, state, or federal). The new solution is highly configurable to easily adapt to changing needs.

Optimal User Experience The new solution creates intuitive, user-friendly UI/UX design using cross-industry best practices and prioritizes user experience. The new solution reduces duplicative data entry wherever possible in the user interface.

Engagement with Interested Parties

The governance model shall ensure meaningful engagement and effective representation of leaders from all impacted entities, including Minnesota State agencies, local jurisdictions, and other interested parties, providing them with an active role in decision-making and shared ownership of outcomes. While all change is disruptive, the State values minimizing disruption for impacted entities where possible.

Reduce Administrative Burden

The new solution reduces administrative burden on the workforce, leveraging data exchanges, existing data mapping/autofill, automation, mobile tools, and artificial intelligence when appropriate.

The new solution does not reduce the level of current automation/operational efficiencies or have a negative impact on current business performance or outcomes for children and families.

Increased Standardization of Processes and Data

The new solution supports more standardization of processes across local and state agencies where possible, decreasing the complexity of functionality and variability in processes. This includes centralizing of data statewide to support better interagency data sharing and statewide analytics, reporting, and data matching.

Leverage existing technology, infrastructure, and expertise

The State prioritizes the use of existing technology platforms, infrastructure investments, and staff expertise wherever feasible, rather than introducing redundant or duplicative solutions.

Fiscal Transparency and Accountability

The State is committed to being a responsible steward of taxpayer funds by ensuring ongoing transparency in the use of public resources and maximizing competition wherever feasible to achieve cost efficiency and value. The new solution enhances fiscal audit capabilities.

Alignment with existing DCYF mission, vision and practice frameworks.

The new solution aligns with Minnesota DCYF Mission and Vision, DCYF Strategic Plan and practice frameworks, including the MN Whole Family Initiative, providing workers with tools to align with best practices and support improved outcomes for children and families.

Increase appropriate access to system and self-service functionality

Implement solutions that provide easy to access and comprehensive portal(s) for families, providers, and other interested parties as appropriate (e.g., ombudspeople). The new solution will leverage role-based security and permissions to ensure all parties have access only to the information required for their needs.

https://dcyf.mn.gov/about-us/mission-and-vision https://dcyf.mn.gov/sites/default/files/2025-08/dpt-strategic-plan-072025.pdf https://dcyf.mn.gov/sites/default/files/2025-08/dpt-strategic-plan-072025.pdf https://mn.gov/dhs/whole-family-systems/ https://mn.gov/dhs/whole-family-systems/

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Vision for CCWIS Minnesota will foster an environment where innovation is encouraged throughout delivery, and proposals should integrate modern delivery practices, emerging technologies, and improved approaches to data management and user experience. Consistent with CCWIS regulations related to modularity, interoperability, data quality, and the reduction of administrative burden, the State, in collaboration with interested parties, has defined the following vision for a modernized solution:

• Configurable Workflows that are flexible and align with practice models without enforcing rigid process constraints.

• Improving access to information which streamlines processes and enables increased time with children and families.

• Supporting accountability to families, federal partners, and the public through collaboration, transparency, compliance, and secure management of confidential data to inform better policy, practice, and equity.

• Technology that emphasizes usability, accessibility, and efficiency and is aligned with the expectations of the next generation of caseworkers.

• A modular solution designed to evolve with changing policy, practice, and technology over time. The solution is adaptable to future needs.

• Support for appropriate data sharing across state owned systems and systems used throughout the continuum of care.

• Responsible and thoughtful application of Artificial Intelligence (AI) to reduce administrative burden, increase efficiency, and enhance decision support while maintaining trust and oversight.

Planning and Governance Shortly after the directive from the Minnesota Legislature, DCYF in partnership with MNIT launched a CCWIS planning and readiness project to gather requirements for the new solution, develop documentation needed for federal approval, and establish governance and staffing to support the CCWIS DDI project.

With support of a planning vendor, DCYF and MNIT hosted focus groups with attendees appointed by local agencies and policy areas to document current system challenges and develop requirements to inform this solicitation. DCYF further established a CCWIS Governance model, which includes a CCWIS Steering Committee with representation from local jurisdictions, DHS, and MNIT. Focus group and Steering Committee members have informed decision making, encapsulated across this solicitation and will continue to be engaged in the upcoming CCWIS DDI project phases.

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Desired Program Outcomes The success of Minnesota’s CCWIS solution will be measured by clear, outcome-focused criteria that demonstrate the solution meets technical, functional, and strategic objectives. The following outcomes describe the results the State intends to achieve through this procurement.

Category Success Criteria

Compliance & Alignment • Meets all federal CCWIS requirements (45 CFR §1355)

• Satisfies Minnesota legislative (2024 Ch. 115) mandates

(2025 Ch. 6)

• Supports Tribal system integration while respecting data sovereignty Functionality & User Experience • Intuitive, accessible, mobile-friendly interface

• Offline capability for fieldwork

• Reduces duplicate data entry and administrative burden

Data Quality & Reporting • Robust data governance and integrity controls

• Supports federal/state reporting

• Real-time analytics and dashboards

Interoperability • Bi-directional data exchanges with state systems and local agency systems

• API-first architecture and open standards Performance & Reliability • 99.9% uptime for core modules

• Secure, stable, and scalable infrastructure

• WCAG 2.1 AA accessibility compliance

Interested Party Engagement • Active input from counties and Tribal Nations, including frontline workers

• Structured change management and training for adoption Vendor Accountability • Proven success in the modernization of child welfare systems

• Measurable contract milestones and performance metrics

Outcome Measurement • Tracks improvements in caseworker efficiency, payment timeliness, and audit compliance

• Measures adoption rates, user satisfaction, and backlog reduction https://www.ecfr.gov/current/title-45/subtitle-B/chapter-XIII/subchapter-G/part-1355/section-1355.52 https://www.revisor.mn.gov/laws/2024/0/Session+Law/Chapter/115/ https://www.revisor.mn.gov/laws/2025/1/Session+Law/Chapter/6/ https://www.revisor.mn.gov/laws/2025/1/Session+Law/Chapter/6/

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CCWIS Project Scope and Deliverables This section describes the scope of the procurement at a high level, defining the solution and services the State intends to acquire and the context in which they will be delivered. It establishes the functional and operational boundaries of the work, clarifies key assumptions, and provides a common understanding of the scale and complexity of the effort prior to the detailed requirements and proposal instructions presented later in this solicitation.

Scope of Solution The solution will support end-to-end child welfare functions and reporting within a single statewide platform that operationalizes Minnesota’s statewide standards, while remaining configurable to the needs of local jurisdictions when needed, and aligned to Minnesota’s practice framework and Whole Family Approach. At a minimum, the solution should enable intake, investigation/assessment, ongoing case management, placement and permanency, provider and licensing information, Indian Child Welfare Act (ICWA), Minnesota Indian Family Preservation Act (MIFPA), and Minnesota African America Family Preservation and Child Welfare Disproportionality Act (MAAFPCWDA) requirements, prevention services, fiscal processes required for program compliance, and State and federal reporting. The solution should implement secure, role-based access and provide appropriate portals to support prevention services for families, care providers, and individuals who report suspected abuse or neglect.

The solution should include bi-directional exchanges with State, local and partner systems to reduce duplicate entry and support timely decisions, consistent with Minnesota’s expectation that exchanges be designed for long-term sustainability and auditability. The solution should offer modern, accessible, and mobile ready user experience that supports field work and improves usability for the distributed workforce.

Scope of Services The successful Responder will be responsible for end‑to‑end delivery services, including solution design and configuration, system integration and interface development, data conversion, and comprehensive testing. The Responder will also provide train‑the‑trainer support aligned with regional implementation, cutover planning and execution, sustainability support, warranty stabilization, and knowledge transfer. Responders are expected to demonstrate collaboration in a multi-vendor environment, as the state intends to solicit services to support the project.

Responders are expected to align their team structure, delivery approach, plans, and artifacts to the State’s hybrid-agile delivery model and clearly describe how staff will actively participate throughout all phases of implementation. Attachment K: Project Management and Implementation Methodology details the required project management and implementation methodology, including the proposed schedule, roles, and staffing expectations. Attachment L: Testing, Training, & Support describes requirements related to testing, training, operational support, and service level performance that Responders should address in their proposals.

Solution and Operational Deliverables The successful Responder is responsible for delivering a coordinated and integrated set of solution and operational artifacts required to configure, implement, and transition to a statewide CCWIS solution. In fulfilling this responsibility, the State invites the Responder to collaborate with qualified subcontractors, as appropriate, to leverage complementary innovation in delivering the strongest overall solution, while maintaining clear, single‑point accountability for performance, integration, and delivery. These deliverables support effective program governance, traceability, federal alignment, and a controlled transition to a modern, configurable CCWIS that reflects Minnesota’s child welfare practice, policy, and technology landscape.

https://www.bia.gov/bia/ois/dhs/icwa https://www.revisor.mn.gov/statutes/cite/260.751 https://www.revisor.mn.gov/statutes/cite/260.61 https://www.dhs.state.mn.us/main/idcplg?IdcService=GET_DYNAMIC_CONVERSION&dID=150347

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At a high-level solution and operational deliverables are organized across the lifecycle of CCWIS implementation and transition to operations and include the following categories:

Program management and implementation methodology Delivery of project management and artifacts that establish implementation approach, sequencing, controls, and reporting, including plans, schedules, status reporting, and risk and issue management aligned to the State’s hybrid agile delivery model.

Requirements validation and solution design

Validation of functional and nonfunctional requirements and development of solution design and configuration specifications that translate Minnesota’s statewide standards, policy requirements, and local and Tribal practice variation into an implementable CCWIS solution.

Solution configuration and development Configuration and development of CCWIS components to support child welfare business functions, workflows, data structures, and reporting, including rules, forms, and system behavior consistent with approved design artifacts.

Data conversion and reporting enablement Data migration and conversion planning and execution, reconciliation and validation activities, and development of reporting capabilities required to support State oversight, fiscal integrity, and federal reporting requirements.

Interoperability and data exchanges Design, development, testing, and documentation of bi‑directional data exchanges with State, local, Tribal, and partner systems to support coordination, reduce duplicate entry, and enable timely decision‑making.

Security, privacy, and accessibility implementation Implementation of role‑based access controls, auditability features, data protection measures including Tribal considerations, cloud and security compliance artifacts, and accessibility conformance aligned with State and federal standards.

Testing, quality assurance, and compliance Planning and execution of comprehensive testing and compliance activities, including functional, nonfunctional, interface, data conversion, performance, security, accessibility, audit, and regulatory compliance testing, user acceptance testing, and operational readiness validation with traceability to requirements and governance approvals.

Training, readiness, and transition to operations Development and delivery of training materials and sessions, operational readiness activities, cutover planning and execution, post‑go‑live sustainability support, and warranty stabilization.

Comprehensive Child Welfare Information System (CCWIS) RFP 17

Knowledge transfer and project closeout Delivery of documentation, service catalogs, and knowledge transfer artifacts to support State ownership and sustainment of CCWIS, along with formal project closeout activities.

This summary establishes expectations for the scope and level of effort required to implement and sustain CCWIS in alignment with Minnesota’s statutory direction, practice ecosystem, and technical landscape. Detailed specifications, acceptance criteria, and response instructions are provided in the attachments included with this solicitation. Responders should rely on these materials to understand the intent and scale of the effort and to develop proposals aligned with Minnesota’s policy objectives, practice environment, and technical constraints as described throughout this solicitation.

Optional Phase 2 The State reserves the right to amend the scope of work in a future phase to incorporate subsequent SSIS modernization. Additional enhancements may include, but are not limited to, Additional functionality (fields, screens, or modules) to support adult services programs supervised by DHS, which at a high level include:

• Adult Protection

• Waivered Services

• Adult Developmental Disabilities

• Adult Mental Health

• Chemical Dependency

• Adult Foster Care Licensing

• Additional functionality to support work currently conducted by DHS Inspector General or MDH in SSIS

(e.g. facility investigations).

• Additional functionality to support fiscal functionality across child and adult programs.

• Additional interfaces or data exchanges with state or local systems supporting adult programs or fiscal operations (e.g. the Minnesota Adult Abuse Reporting Center) or changes to existing interfaces to incorporate adult programmatic or fiscal data.

• Any other functionality remaining in SSIS supporting DHS and DCYF supervised programs as needed.

• Assistance in decommissioning the existing Social Services Information System and archiving data as needed.

The State would like to reuse and leverage Phase 1 modules as a part of Phase 2 with little additional customization or configuration.

Comprehensive Child Welfare Information System (CCWIS) RFP 18

SECTION 3 – PROPOSAL INSTRUCTIONS AND ADDITIONAL

INFORMATION

Anticipated Contract Term The initial term of this contract is anticipated to be two years, with the option to extend up to an additional three years in increments determined by the State.

Question and Answer Instructions All questions should be submitted no later than the date and time listed in Section 1, Instructions to Responders.

The State is not obligated to answer questions submitted after the question due date and time.

Only personnel listed above are authorized to discuss this solicitation with responders. Contact regarding this solicitation with any personnel not listed above could result in disqualification. This provision is not intended to prevent responders from seeking guidance from state procurement assistance programs regarding general procurement questions.

If a Responder discovers any significant ambiguity, error, conflict, discrepancy, omission, or other deficiency in the solicitation, please immediately notify the contact person detailed above in writing of such error and request modification or clarification of the document.

Additional Tasks or Activities Responders are encouraged to propose additional tasks, activities, or goods above and beyond the scope of what is requested in this solicitation if they will substantially improve the results of this procurement. Any costs associated with these additional tasks, activities, or goods should be clearly marked and separated from costs associated with the tasks, activities, or goods specifically requested under this solicitation. Because cost is a factor in the evaluation of responses to this solicitation, failure to separate costs for additional tasks, activities, or goods may result in those costs being included in a responder's cost proposal and result in a lower cost score for that proposal.

State Partner

MNIT is engaging with an external partner, CSG Government Solutions, Inc., in its work with the MN Department of Children, Youth, and Families on CCWIS modernization. CSG Government Solutions Inc. is not eligible to respond to this RFP.

Comprehensive Child Welfare Information System (CCWIS) RFP 19

SECTION 4 – PROPOSAL CONTENT

The following elements comprise the response to this RFP. Instructions for response structure and file naming are provided in Section 5 – Response Checklist.

Background and Experience Responder should provide comprehensive information about their services, capabilities, organizational background, management structure, and company history. The response should clearly demonstrate a proven track record in developing, delivering, and supporting CCWIS solutions. Additionally, the Responder should include a high-level overview of the product(s) proposed for configuration and implementation in support of this RFP.

• Organization Information o Company Name o Address o Telephone Number o Company Headquarter Location o Company Website o Contact Name & Role o Contact Telephone Number o Contact E-mail Address

• Company History o Information on the company's services and capabilities, background, and history (including acquisitions, bankruptcies, and reorganizations).

o An outline of the company’s organization structure, including key principles and executive management and oversight.

o Contact(s) information for references for successful implementation to meet the pass/fail listed below.

o Information on their record of installations and engagements of the proposed solution within the past ten years, including information regarding the size and scope of the installations/engagements. Describe similar projects that have been successfully completed and the critical success factors for such projects. Indicate major roadmaps releases for long-term installations. Active and ongoing projects should be included.

• Solution and Vision o Provide an overview of the proposed product(s) including descriptions of the key capabilities included in the product(s) and any relevant features that enhance the overall usability and functionality of the product. Include a full vision for how the responder sees the proposed solution meets the needs of the State.

• Diversity and Inclusion o Describe how Responder’s policies and practices promote diversity, equity, and inclusion in areas such as:

hiring practices, supply chain management, subcontracting, etc.

o Detail the Responder’s demographic breakdown and any other information pertinent to efforts in this area.

Comprehensive Child Welfare Information System (CCWIS) RFP 20

Functional Requirements Traceability Matrix (RTM)

A detailed list of functional requirements, along with space for responder input, is provided in Attachment G:

Functional Requirements Traceability Matrix (RTM). Responders should complete all sections in full, describing how their solution meets each requirement, and include the completed attachment as part of the proposal.

Non-Functional Requirements Traceability Matrix (RTM)

A detailed list of non-functional requirements, along with space for responder input, is provided in Attachment H: Non-Functional Requirements Traceability Matrix (RTM). Responders should complete all sections in full, describing how their solution meets each requirement, and include the completed attachment as part of the proposal.

DDI Project Management Services Requirements Traceability Matrix (RTM) A detailed list of the project management related non-functional requirements, along with space for responder input, is provided in Attachment I: DDI Project Management Services Requirements Traceability Matrix (RTM).

All parts should be completed and included as part of the proposal.

Testing, Training, and Maintenance and Operations Requirements Traceability Matrix (RTM) A detailed list of the maintenance and operational related non-functional requirements, along with space for responder input, is provided in Attachment J: Testing, Training, and Maintenance and Operations Requirements Traceability Matrix (RTM). All parts should be completed and included as part of the proposal.

Project Management and Implementation Methodology

Attachment K: Project Management and Implementation Methodology has four sections which require a response:

o Section 1: Project Management and Implementation Methodology o Section 2: Project Schedule o Section 3: Staffing Plan o Section 4: Sample Project Management Documents

Testing, Training, & Support Attachment L: Testing, Training, & Support has four sections which require a response:

o Section 1: Testing o Section 2: Training o Section 3: Sustainability Support and Warranty o Section 4: SLAs

Comprehensive Child Welfare Information System (CCWIS) RFP 21

Solution Overview & Components Sought

Attachment M: Solution Overview & Components Sought has eight sections which require a response:

o Section 1: Solution Overview and Architectural Principles o Section 2: Core Functional Areas o Section 3: Interoperability and Data Exchanges o Section 4: Document Generation and Records Management o Section 5: Portals and Self‑Service o Section 6: Innovation Expectations o Section 7: Responsible Use of Artificial Intelligence (AI) Features o Section 8: System Administration, Security, and Data Management

Accessibility of Services or Products The Responder should complete, in an accessible format,

• Attachment N: Accessibility Narrative

• VPAT® 2.5 INT (April 24, 2025) for all software, hardware, and websites (as applicable) as proposed in response to the solicitation. Vendors can use the VPAT form from the ITIC VPAT site. Vendors should complete Section 508 and WCAG 2.1A and AA sections. The EN 301 549 section can be left blank or deleted. For systems with multiple interfaces (such as an admin and user interface), report on each interface whether in the same or separate VPATs. These documents are scored according to the solicitation evaluation.

Responders are encouraged to reference the “Vendor VPAT Guidance” in the “Products” tab on the Accessible IT Procurement page (http://mn.gov/mnit/programs/accessibility/it-procurement.jsp) for information and instructions on completing the VPATs. Respondents should also review the related guidance documents on the same site for solicitation reviewers to understand expectations.

The responder is strongly encouraged to provide remarks and explanation that both support compliance and detail any deficiencies, as even if you claim “supports” unless there are remarks and explanations, you may score low.

Cost Details

Complete and submit Attachment C: Cost Detail, attached to this solicitation.

Sample Transaction Documents

Prior to award, a potential successful Responder must…