Date Printed: Apr 10, 2026 Page: 1 FORM ID: WV-PRC-CRFP-002 2020\05

Department of Administration Purchasing Division 2019 Washington Street East Post Office Box 50130 Charleston, WV 25305-0130

State of West Virginia Centralized Request for Proposals

Info Technology

Proc Folder: 1947585 Reason for Modification:

Doc Description: MAINTENANCE/OPERATIONS SERVICES FOR WV PATH

Proc Type: Central Master Agreement

Date Issued Solicitation Closes Solicitation No Version

2026-04-10 2026-06-16 13:30 CRFP 0511 HHR2600000001 1

BID RECEIVING LOCATION

BID CLERK

DEPARTMENT OF ADMINISTRATION

PURCHASING DIVISION

2019 WASHINGTON ST E

CHARLESTON WV 25305

US

VENDOR

Vendor Customer Code:

Vendor Name :

Address :

Street :

City :

State : Country : Zip :

Principal Contact :

Vendor Contact Phone: Extension:

FOR INFORMATION CONTACT THE BUYER

Crystal G Hustead

(304) 558-2402 crystal.g.hustead@wv.gov

Vendor Signature X FEIN# DATE All offers subject to all terms and conditions contained in this solicitation

Date Printed: Apr 10, 2026 Page: 2 FORM ID: WV-PRC-CRFP-002 2020\05

ADDITIONAL INFORMATION

***ONLINE RESPONSES ARE PROHIBITED FOR THIS SOLICITATION***

THE STATE OF WEST VIRGINIA PURCHASING DIVISION FOR THE AGENCY, WEST VIRGINIA DEPARTMENT OF HUMAN SERVICES (DOHS), IS SOLICITING PROPOSALS TO ESTABLISH AN OPEN-END CONTRACT FOR MAINTENANCE AND OPERATIONS (M&O) SERVICES FOR THE WEST VIRGINIA (WV) INTEGRATED ELIGIBILITY SYSTEM (IES), ALSO KNOWN

AS PEOPLE'S ACCESS TO HELP (WV PATH) SYSTEM PER THE ATTACHED DOCUMENTS.

***QUESTIONS REGARDING THE SOLICITATION MUST BE SUBMITTED IN WRITING TO CRYSTAL.G.HUSTEAD@WV.GOV PRIOR TO THE QUESTION PERIOD DEADLINE CONTAINED IN THE INSTRUCTIONS TO VENDORS SUBMITTING BIDS***

INVOICE TO SHIP TO

HEALTH AND HUMAN RESOURCES

MANAGEMENT INFORMATION SERVICE

ONE DAVIS SQUARE, RM 211

CHARLESTON WV 25301

US

HEALTH AND HUMAN RESOURCES

MANAGEMENT INFORMATION SERVICE

321 CAPITOL ST, STE 200

CHARLESTON WV 25301

US

Line Comm Ln Desc Qty Unit of Measure Unit Price Total Price 1 Maintenance or support fees

Comm Code Manufacturer Specification Model # 81112201

Extended Description:

Maintenance or support fees

SCHEDULE OF EVENTS

Line Event Event Date

1 VENDOR QUESTION DEADLINE 2026-04-24

REQUEST FOR PROPOSAL

CRFP 0511 HHR2600000001-Maintenance/Operations for WV PATH

TABLE OF CONTENTS

1. Table of Contents

2. Section 1: General Information and Instructions

3. Section 2: Instructions to Vendors Submitting Bids

4. Section 3: General Terms and Conditions

5. Section 4: Project Specification

6. Section 5: Vendor Proposal

7. Section 6: Evaluation and Award

8. Certification and Signature Page

9. Attachment A: Vendor Response Sheet

10. Attachment B: Cost Sheet

11. Attachment C: Provisions Required for Federally Funded Procurements

SECTION 1: GENERAL INFORMATION

1.1. Introduction:

The West Virginia (hereinafter referred to as the “State”) Department of Administration, Purchasing Division (hereinafter referred to as the “Purchasing Division”) is issuing this solicitation as a request for proposal (“RFP”), as authorized by W. Va. Code §5A-3-10b, for the Department of Human

Services (DoHS) (hereinafter referred to as the “Agency”) to provide Maintenance and Operations

(M&O) services for the West Virginia (WV) Integrated Eligibility System (IES), also known as People's

Access to Help (WV PATH) system. This includes the Comprehensive Child Welfare Information System

(CCWIS) program. WV PATH provides integrated eligibility and case management for federal and state assistance programs and includes multiple portals and modules that support key services like benefit applications, eligibility assessments, case tracking, and provider management. Maintenance & Operations activities, implementation of deferred and/or new requirements, and Optional Services are included in this

RFP. The Agency reserves the right to execute the activities identified as optional on an activity-specific basis.

The RFP is a procurement method in which vendors submit proposals in response to the request for proposal published by the Purchasing Division. It requires an award to the highest-scoring Vendor, rather than the lowest-cost Vendor, based upon a technical evaluation of the Vendor’s technical proposal and a cost evaluation. This is referred to as a best-value procurement. The State intends to award a fixed price contract that spans a period of no more than ten years. Through their proposals, vendors offer a solution to the objectives, problem, or need specified in the RFP, and define how they intend to meet (or exceed) the RFP requirements.

In addition to ensuring successful continued operations of PATH, the Agency seeks a Vendor capable of supporting the State’s strategic priorities for the PATH environment. These priorities include eliminating reliance on the State’s mainframe infrastructure, achieving full compliance with

Comprehensive Child Welfare Information System (CCWIS) federal requirements, and delivering Child

Support (CS) system modernization and certification in accordance with Title IV-D expectations. The

Vendor’s proposed approach should demonstrate a clear understanding of these priorities and provide a feasible plan to achieve them within the expected timeframes.

SECTION 2: INSTRUCTIONS TO VENDORS SUBMITTING BIDS

*** Vendor responses should be limited to no more than four hundred and fifty (450) pages. ***

Instructions begin on the next page.

Revised 10/17/2024 Request for Proposal

INSTRUCTIONS TO VENDORS SUBMITTING BIDS

1. REVIEW DOCUMENTS THOROUGHLY: The attached documents contain a solicitation for bids. Please read these instructions and all documents attached in their entirety.

These instructions provide critical information about requirements that if overlooked could lead to disqualification of a Vendor’s bid. All bids must be submitted in accordance with the provisions contained in these instructions and the Solicitation. Failure to do so may result in disqualification of Vendor’s bid.

2. MANDATORY TERMS: The Solicitation may contain mandatory provisions identified by the use of the words “must,” “will,” and “shall.” Failure to comply with a mandatory term in the Solicitation will result in bid disqualification.

3. PRE-BID MEETING: The item identified below shall apply to this Solicitation.

A pre-bid meeting will not be held prior to bid opening

A MANDATORY PRE-BID meeting will be held at the following place and time:

All Vendors submitting a bid must attend the mandatory pre-bid meeting. Failure to attend the mandatory pre-bid meeting shall result in disqualification of the Vendor’s bid. No one individual is permitted to represent more than one vendor at the pre-bid meeting. Any individual that does attempt to represent two or more vendors will be required to select one vendor to which the individual’s attendance will be attributed. The vendors not selected will be deemed to have not attended the pre-bid meeting unless another individual attended on their behalf.

An attendance sheet provided at the pre-bid meeting shall serve as the official document verifying attendance. Any person attending the pre-bid meeting on behalf of a Vendor must list on the attendance sheet his or her name and the name of the Vendor he or she is representing. It is the Vendor’s responsibility to locate the attendance sheet and provide the required information. Failure to complete the attendance sheet as required may result in disqualification of Vendor’s bid.

***No pre-bid meeting will be held

Vendors who arrive after the starting time but prior to the end of the pre-bid will be permitted to sign in but are charged with knowing all matters discussed at the pre-bid.

Any discussions or answers to questions at the pre-bid meeting are preliminary in nature and are non-binding. Official and binding answers to questions will be published in a written addendum to the Solicitation prior to bid opening.

4. VENDOR QUESTION DEADLINE: Vendors may submit questions relating to this Solicitation to the Purchasing Division. Questions must be submitted in writing. All questions must be submitted on or before the date listed below and to the address listed below to be considered. A written response will be published in a Solicitation addendum if a response is possible and appropriate. Non-written discussions, conversations, or questions and answers regarding this Solicitation are preliminary in nature and are non-binding.

Submitted emails should have the solicitation number in the subject line. Question

Submission Deadline:

Submit Questions to:

2019 Washington Street, East Charleston, WV 25305 Fax: (304) 558-3970 Email:

5. VERBAL COMMUNICATION: Any verbal communication between the Vendor and any State personnel is not binding, including verbal communication at the mandatory pre-bid conference. Only information issued in writing and added to the Solicitation by an official written addendum by the Purchasing Division is binding.

6. BID SUBMISSION: All bids must be submitted on or before the date and time of the bid opening listed in section 7 below. Vendors can submit bids electronically through wvOASIS, in paper form delivered to the Purchasing Division at the address listed below either in person or by courier, or in facsimile form by faxing to the Purchasing Division at the number listed below. Notwithstanding the foregoing, the Purchasing Division may prohibit the submission of bids electronically through wvOASIS at its sole discretion. Such a prohibition will be contained and communicated in the wvOASIS system resulting in the Vendor’s inability to submit bids through wvOASIS. The Purchasing Division will not accept bids or modification of bids via email.

April 24, 2026 at 10:00 AM ET

Crystal Hustead crystal.g.hustead@wv.gov

Bids submitted in paper, facsimile, or via wvOASIS must contain a signature. Failure to submit a bid in any form without a signature will result in rejection of your bid.

A bid submitted in paper or facsimile form should contain the information listed below on the face of the submission envelope or fax cover sheet. Otherwise, the bid may be rejected by the Purchasing Division.

VENDOR NAME:

BUYER:

SOLICITATION NO.:

BID OPENING DATE:

BID OPENING TIME:

FAX NUMBER:

Any bid received by the Purchasing Division staff is considered to be in the possession of the Purchasing Division and will not be returned for any reason.

Bid Delivery Address and Fax Number:

Department of Administration, Purchasing Division 2019 Washington Street East Charleston, WV 25305-0130 Fax: 304-558-3970

For Request for Proposal (“RFP”) Responses Only: Submission of a response to a Request for Proposal is not permitted in wvOASIS. In the event that Vendor is responding to a request for proposal, the Vendor shall submit one original technical and one original cost proposal prior to the bid opening date and time identified in Section 7 below, plus convenience copies of each to the Purchasing Division at the address shown below. Additionally, the Vendor should clearly identify and segregate the cost proposal from the technical proposal in a separately sealed envelope.

7. BID OPENING: Bids submitted in response to this Solicitation will be opened at the location identified below on the date and time listed below. Delivery of a bid after the bid opening date and time will result in bid disqualification. For purposes of this Solicitation, a bid is considered delivered when confirmation of delivery is provided by wvOASIS (in the case of electronic submission) or when the bid is time stamped by the official Purchasing Division time clock (in the case of hand delivery or via delivery by mail).

Bid Opening Date and Time:

Bid Opening Location:

Department of Administration, Purchasing Division 2019 Washington Street East Charleston, WV 25305-0130

Crystal Hustead

CRFP HHR2600000001

June 16, 2026

1:30 PM ET

304-558-3970

June 16, 2026 at 1:30 PM ET

8. ADDENDUM ACKNOWLEDGEMENT: Changes or revisions to this Solicitation will be made by an official written addendum issued by the Purchasing Division. Vendor should acknowledge receipt of all addenda issued with this Solicitation by completing an Addendum Acknowledgement Form. Failure to acknowledge addenda may result in bid disqualification.

The addendum acknowledgement should be submitted with the bid to expedite document processing.

9. BID FORMATTING: Vendor should type or electronically enter the information onto its bid to prevent errors in the evaluation. Failure to type or electronically enter the information may result in bid disqualification.

10. ALTERNATE MODEL OR BRAND: Unless the box below is checked, any model, brand, or specification listed in this Solicitation establishes the acceptable level of quality only and is not intended to reflect a preference for, or in any way favor, a particular brand or vendor. Vendors may bid alternates to a listed model or brand provided that the alternate is at least equal to the model or brand and complies with the required specifications. The equality of any alternate being bid shall be determined by the State at its sole discretion. Any Vendor bidding an alternate model or brand shall clearly identify the alternate items in its bid and should include manufacturer’s specifications, industry literature, and/or any other relevant documentation demonstrating the equality of the alternate items. Failure to provide information for alternate items may be grounds for rejection of a Vendor’s bid.

This Solicitation is based upon a standardized commodity established under W. Va. Code § 5A-3-61. Vendors are expected to bid the standardized commodity identified. Failure to bid the standardized commodity will result in your firm’s bid being rejected.

11. COMMUNICATION LIMITATIONS: In accordance with West Virginia Code of State Rules §148-1-6.6.2, communication with the State of West Virginia or any of its employees regarding this Solicitation during the solicitation, bid, evaluation or award periods, except through the Purchasing Division, is strictly prohibited without prior Purchasing Division approval. Purchasing Division approval for such communication is implied for all agency delegated and exempt purchases.

12. REGISTRATION: Prior to Contract award, the apparent successful Vendor must be properly registered with the West Virginia Purchasing Division and must have paid the $125 fee, if applicable.

13. UNIT PRICE: Unit prices shall prevail in cases of a discrepancy in the Vendor’s bid.

14. PREFERENCE: Vendor Preference may be requested in purchases of motor vehicles or construction and maintenance equipment and machinery used in highway and other infrastructure projects. Any request for preference must be submitted in writing with the bid, must specifically identify the preference requested with reference to the applicable subsection of West Virginia Code § 5A-3-37, and must include with the bid any information necessary to evaluate and confirm the applicability of the requested preference. A request form to help facilitate the request can be found at: www.state.wv.us/admin/purchase/vrc/Venpref.pdf.

15A. RECIPROCAL PREFERENCE: The State of West Virginia applies a reciprocal preference to all solicitations for commodities and printing in accordance with W. Va. Code § 5A-3-37(b). In effect, non-resident vendors receiving a preference in their home states, will see that same preference granted to West Virginia resident vendors bidding against them in West Virginia. Any request for reciprocal preference must include with the bid any information necessary to evaluate and confirm the applicability of the preference. A request form to help facilitate the request can be found at:

www.state.wv.us/admin/purchase/vrc/Venpref.pdf.

15. SMALL, WOMEN-OWNED, OR MINORITY-OWNED BUSINESSES:

For any solicitations publicly advertised for bid, in accordance with West Virginia Code §5A- 3-37 and W. Va. CSR § 148-22-9, any non-resident vendor certified as a small, women-owned, or minority-owned business under W. Va. CSR § 148-22-9 shall be provided the same preference made available to any resident vendor. Any non-resident small, women-owned, or minority- owned business must identify itself as such in writing, must submit that writing to the Purchasing Division with its bid, and must be properly certified under W. Va. CSR § 148- 22-9 prior to contract award to receive the preferences made available to resident vendors.

16. WAIVER OF MINOR IRREGULARITIES: The Director reserves the right to waive minor irregularities in bids or specifications in accordance with West Virginia Code of State Rules § 148-1-4.7.

17. ELECTRONIC FILE ACCESS RESTRICTIONS: Vendor must ensure that its submission in wvOASIS can be accessed and viewed by the Purchasing Division staff immediately upon bid opening. The Purchasing Division will consider any file that cannot be immediately accessed and viewed at the time of the bid opening (such as, encrypted files, password protected files, or incompatible files) to be blank or incomplete as context requires and are therefore unacceptable. A vendor will not be permitted to unencrypt files, remove password protections, or resubmit documents after bid opening to make a file viewable if those documents are required with the bid. A Vendor may be required to provide document passwords or remove access restrictions to allow the Purchasing Division to print or electronically save documents provided that those documents are viewable by the Purchasing Division prior to obtaining the password or removing the access restriction.

18. NON-RESPONSIBLE: The Purchasing Division Director reserves the right to reject the bid of any vendor as Non-Responsible in accordance with W. Va. Code of State Rules § 148- 1- 5.3, when the Director determines that the vendor submitting the bid does not have the capability to fully perform or lacks the integrity and reliability to assure good-faith performance.”

19. ACCEPTANCE/REJECTION: The State may accept or reject any bid in whole, or in part in accordance with W. Va. Code of State Rules § 148-1-4.6. and § 148-1-6.3.”

20. WITH THE BID REQUIREMENTS: In instances where these specifications require documentation or other information with the bid, and a vendor fails to provide it with the bid, the Director of the Purchasing Division reserves the right to request those items after bid opening and prior to contract award pursuant to the authority to waive minor irregularities in bids or specifications under W. Va. CSR § 148-1-4.7. This authority does not apply to instances where state law mandates receipt with the bid.

21. EMAIL NOTIFICATION OF AWARD: The Purchasing Division will attempt to provide bidders with e-mail notification of contract award when a solicitation that the bidder participated in has been awarded. For notification purposes, bidders must provide the Purchasing Division with a valid email address in the bid response. Bidders may also monitor wvOASIS or the Purchasing Division’s website to determine when a contract has been awarded.

22. EXCEPTIONS AND CLARIFICATIONS: The Solicitation contains the specifications that shall form the basis of a contractual agreement. Vendor shall clearly mark any exceptions, clarifications, or other proposed modifications in its bid. Exceptions to, clarifications of, or modifications of a requirement or term and condition of the Solicitation may result in bid disqualification.

SECTION 3: GENERAL TERMS AND CONDITIONS

Terms and conditions begin on the next page.

GENERAL TERMS AND CONDITIONS:

1. CONTRACTUAL AGREEMENT:

2. DEFINITIONS:

2.1. “Agency” “Agencies”

2.2. “Bid” “Proposal”

2.3. “Contract”

2.4. “Director”

2.5. “Purchasing Division”

2.6. “Award Document”

2.7. “Solicitation”

2.8. “State”

2.9. “Vendor” “Vendors”

Request for Proposal

3. CONTRACT TERM; RENEWAL; EXTENSION:

Term Contract

Initial Contract Term:

Renewal Term:

Alternate Renewal Term

Delivery Order Limitations:

Fixed Period Contract:

four (4) years six (6)

Fixed Period Contract with Renewals:

One-Time Purchase:

Construction/Project Oversight:

Other:

4. AUTHORITY TO PROCEED:

5. QUANTITIES:

Open End Contract:

Service:

Combined Service and Goods:

One-Time Purchase:

Construction:

6. EMERGENCY PURCHASES:

7. REQUIRED DOCUMENTS:

LICENSE(S) / CERTIFICATIONS / PERMITS:

Project Management Professional Certificates

Certified Information Systems Security Professional (CISSP) or Certified Information Systems Auditor (CISA) Certification

8. INSURANCE:

Commercial General Liability Insurance

Automobile Liability Insurance

Professional/Malpractice/Errors and Omission Insurance

Commercial Crime and Third Party Fidelity Insurance

Cyber Liability Insurance

Builders Risk Insurance

Pollution Insurance

Aircraft Liability

Request for Proposal

$1,000,000

$1,000,000

9. WORKERS’ COMPENSATION INSURANCE:

10. VENUE:

11. LIQUIDATED DAMAGES:

12. ACCEPTANCE:

13. PRICING:

14. PAYMENT IN ARREARS:

15. PAYMENT METHODS:

16. TAXES:

17. ADDITIONAL FEES:

18. FUNDING:

19. CANCELLATION:

20. TIME:

21. APPLICABLE LAW:

22. COMPLIANCE WITH LAWS:

SUBCONTRACTOR COMPLIANCE:

23. ARBITRATION:

24. MODIFICATIONS:

25. WAIVER:

26. SUBSEQUENT FORMS:

27. ASSIGNMENT:

28. WARRANTY:

29. STATE EMPLOYEES:

30. PRIVACY, SECURITY, AND CONFIDENTIALITY:

31. YOUR SUBMISSION IS A PUBLIC DOCUMENT:

32. LICENSING:

SUBCONTRACTOR COMPLIANCE:

33. ANTITRUST:

34. VENDOR NON-CONFLICT:

35. VENDOR RELATIONSHIP:

36. INDEMNIFICATION:

37. NO DEBT CERTIFICATION:

38. CONFLICT OF INTEREST:

39. REPORTS:

40. BACKGROUND CHECK:

41. PREFERENCE FOR USE OF DOMESTIC STEEL PRODUCTS:

42. PREFERENCE FOR USE OF DOMESTIC ALUMINUM, GLASS, AND STEEL:

43. INTERESTED PARTY SUPPLEMENTAL DISCLOSURE:

44. PROHIBITION AGAINST USED OR REFURBISHED:

45. VOID CONTRACT CLAUSES:

46. ISRAEL BOYCOTT:

DESIGNATED CONTACT:

CERTIFICATION AND SIGNATURE:

wv

By signing below, I further certify that I understand this Contract is subject to the provisions of West Virginia Code § 5A-3-62, which automatically voids certain contract clauses that violate State law; and that pursuant to W. Va. Code 5A-3-63, the entity entering into this contract is prohibited from engaging in a boycott against Israel.

(Check the box next to each addendum received)

CRFP HHR2600000001

SECTION 4: PROJECT SPECIFICATIONS

4.1. Background and Current Operating Environment: WV PATH consists of several integrated modules and portals, including:

● Client Portal: Public access for benefits applications, status checks, and documentation submissions.

● Family Assistance (FA) Worker Module: Manages federal and state public assistance programs including, but not limited to, Temporary Assistance for Needy Families (TANF), Supplemental Nutrition Assistance Program (SNAP), Medicaid and Children’s Health

Insurance Program (CHIP).

● Child Care (CC) and Child Welfare (CW) Worker Modules: Provides tools for eligibility determination, service planning, and provider management.

o The CW module serves as the State’s CCWIS and is currently operating under a

Development and Operations (DevOps) status as designated by the Administration for

Children and Families (ACF) Children’s Bureau.

● Child Support (CS) Worker Module: The State’s Title IV-D system to locate parents, establish paternity and child support, modify and/or enforce court-issued support orders, and collect and distribute support payments.

● Administrative and Common Landing Portals (CLP): Centralized management, single sign-on for all users, and scheduling capabilities.

● Flexi Financial Management System: Integration services on MuleSoft were developed to send payments to Flexi so that Flexi can record and consolidate the data and send the required

General Accounting Expenditure Off System Miscellaneous (GAXOM) files to Our

Advanced Solution with Integrated Systems (OASIS). Specifically, Flexi:

o Receives Integrated Eligibility (IE) payment data pertaining to various IE programs such as CC, Emergency Assistance (EA), Low Income Energy Assistance Program

(LIEAP), Burial Assistance (BUR), and other special payments.

o Receives and sends the CW payment data to Flexi pertaining to Child Welfare programs.

o Records the cash receipts of the collected and allocated amount and establishes obligor, obligation details in its account receivable module to support the CS program.

● Master Data Management (MDM): Serves as the single source of truth for data integrity and accuracy across modules.

● COGNOS Reporting: Reporting generation for administrative and client-related processes.

● CINCOM Document Generation & Adobe Document Management: Document generation for administrative and client-related processes.

For additional information about the PATH solution, including any additional components, see

DOC002 Report Inventories, DOC003 Interface Inventories, DOC004 Forms/Correspondence

Inventories, and DOC005 Design Documentation, provided in the Procurement Library.

Optional services the State may incorporate into the resulting scope of work (SOW) include but are not limited to: Implementation of relevant specifications located in Appendix VIII, Table 14 Optional

Specifications. Implementation of these specifications will be done in accordance with the Change

Management Plan and will be managed according to RFP Section 4.2.2.45. Modification and

Enhancements Hours Pool.

The high-level technical architecture of PATH is as follows (and detailed further in DOC005 Design

Documentation):

Figure 1: PATH Solution Overview

The current estimated active user accounts of each primary PATH module are as follows:

● Client Portal: 2,209 accounts

● Family Assistance Worker Module: 1,635 accounts

● Child Care Worker Module: 258 accounts

● Child Welfare Worker Module: 1,917 accounts

● Child Support Worker Module: 845 accounts

● Administrative Portal: 50 accounts

● Flexi Financial Management System: 112 accounts

Key challenges faced by WV PATH include:

● System Complexity and Interdependencies: PATH’s multiple modules and integration points with other systems require meticulous coordination and skilled resources for troubleshooting and updates.

● Timely Support for Operational Deadlines: Federal and state programs mandate strict deadlines for updates, processing, and reporting; efficient M&O support is essential to meet these requirements.

● Data Integrity and Security: Ensuring data consistency across all modules while maintaining compliance with data security standards.

● User Support and Training Needs: Regular user training is required to support DoHS staff in using PATH effectively and addressing frequent changes to eligibility requirements and workflows.

The Agency’s vision for PATH includes three near-term strategic priorities: completing the retirement of legacy mainframes, achieving full CCWIS compliance for Child Welfare, and securing federal certification for the Child Support (CS) system. These objectives form the foundation of this RFP and will drive the modernization, compliance, and operational expectations for the awarded Vendor. The Agency envisions a more agile, resilient PATH environment that addresses evolving operational needs. The chosen Vendor should provide:

● Enhanced System Reliability: Streamlined M&O processes to improve system uptime and reduce downtime during updates.

● Scalability for Future Enhancements: Capacity to integrate additional modules and functionalities to support new programs or regulatory requirements.

● Improved Data Management and Reporting: Enhanced data governance, reporting accuracy, and expanded reporting capabilities to meet Agency needs and regulatory obligations.

● Focus on End-User Experience: Proactive system enhancements that streamline workflows for both the Agency staff and public users, including improved accessibility and usability features.

The Agency seeks a Vendor that can drive continuous improvement for PATH, proactively identifying and resolving issues, maintaining high standards for system performance, and adapting the system to meet future program and policy changes.

4.2. Project Goals and Mandatory Requirements: The Agency is seeking a qualified Vendor to provide comprehensive M&O services for the WV PATH system, an integrated eligibility and case management platform that supports critical public assistance programs. The Vendor will be responsible for ensuring high system availability, data integrity, and seamless user experience across

PATH’s multiple modules and portals. This includes addressing ongoing technical support needs, implementing necessary system updates, and troubleshooting complex issues. Additionally, the

Vendor will support the Agency in meeting regulatory deadlines, safeguarding data security, and optimizing system performance. Vendor should describe its approach and methodology to providing the service or solving the problem described by meeting each of the goals/objectives identified below. Vendor’s response should include any information about how the proposed approach is superior to other possible approaches.

4.2.1. Goals and Objectives – The project goals and objectives are listed below.

4.2.1.1. Goal 1: Seamless Transition of Operations: To ensure a smooth and efficient transition of all WV PATH services from the current Vendor to the awarded Vendor, minimizing disruption to operations, maintaining system integrity, and preserving institutional knowledge throughout the process.

Objective: Transition Planning and Governance

● In collaboration with the current project team, develop a comprehensive

Transition Plan as described in RFP Appendix III, Table 8: Deliverable and

Milestone Dictionary within five (5) business days of the project kickoff, outlining all phases, milestones, roles, responsibilities, and timelines.

● Hold a Project Transition Kickoff meeting within ten (10) business days of the project kickoff, reviewing all phases, milestones, roles, responsibilities, and timelines.

● Establish a transition governance structure, including joint oversight committees with representatives from the State, the current Vendor, and the awarded Vendor.

Objective: Knowledge and Data Transfer

● Conduct detailed knowledge transfer sessions to ensure the awarded Vendor gains a thorough understanding of the current system’s architecture, operations, and workflows.

● Facilitate secure and accurate migration of all relevant system data, documentation, and configuration details.

Objective: Operational Continuity

● Ensure uninterrupted service delivery during the transition period, with no adverse impact on eligibility determinations, benefits issuance, or customer support. The State would consider meeting the Service Level Agreements

(SLAs) in Appendix IX: Service Level Agreements (SLAs) to meet the definition of “uninterrupted service delivery.”

● Implement interim processes to address any gaps or delays during the transition.

Objective: Replacement of Current Identity Management System

● PATH users currently access the system using Optum GovID, a secure identity management system that allows users to access multiple PATH modules with a single sign-on.

● The awarded Vendor should coordinate with the current Vendor to implement a replacement identity management system, if necessary, ensuring business continuity and minimal burden to system users during the transition.

● The newly implemented identity management system should meet all relevant federal and state security guidelines, including, but not limited to, those referenced in RFP Sections 4.2.2.11 and 4.2.2.12.

Objective: Resource Coordination and Training

● Coordinate with the current Vendor to align staffing and resource availability to support a seamless handover.

● Collaborate with the current project team to develop and execute a training program for key personnel of the awarded Vendor to ensure proficiency in system functionality and operational procedures.

Objective: Testing and Validation

● Conduct thorough system testing and validation, inclusive of performance testing, prior to assuming full operational control to confirm readiness and identify any issues requiring resolution.

● Validate the awarded Vendor’s capability to support WV PATH functions effectively, including performance against key metrics.

Objective: Transition Metrics and Reporting

● Establish and monitor key performance indicators (KPIs) to assess transition progress and identify issues and risks that could impact transition schedule.

● Provide regular status updates to the State, highlighting achievements, challenges, and mitigation strategies.

Objective: Final Handoff and Post-Transition Support

● Execute a formal handoff from the current Vendor to the awarded Vendor, including signoffs for all deliverables as appropriate.

4.2.1.2. Goal 2: Effective Maintenance and Operations Management: To ensure

WV PATH's long-term success, the selected Vendor must provide efficient, reliable

M&O support across all processes, including requirements gathering, design, testing, and implementation. This will involve meeting all service level expectations, facilitating smooth daily operations, and ensuring sufficient capacity to address change requests (CRs) and enhancements in a timely manner.

Objective: Comprehensive M&O Process Management

● Implement a structured, documented approach to managing all phases of the

M&O process, including requirements analysis, design, testing, and implementation.

● Ensure alignment with the Agency's strategic objectives, policies, and federal and state regulations to maintain operational excellence and compliance.

Objective: Timely and Accurate Requirements Gathering

● Establish a requirements management process that enables the Agency to effectively capture, prioritize, and document both ongoing and new requirements as they emerge.

● Conduct regular stakeholder engagement activities to confirm that all requirements align with evolving program needs, ensuring the Agency has visibility into requirements progression.

Objective: Scalable Testing and Implementation Approach

● Develop a flexible, scalable testing framework that addresses both minor updates and large-scale enhancements with minimal disruption to ongoing operations.

● Ensure rigorous testing and quality control measures to maintain system integrity and reliability before, during, and after implementation.

Objective: Capacity Management for Modifications and Enhancements

● Manage an annual allocation of hours for modifications and enhancements, prioritizing requests to meet the Agency’s highest-impact needs.

● Develop a process for monitoring and reporting on the use of enhancement and modification hours, ensuring sufficient capacity to address critical needs without exceeding the yearly allotment.

● Offer scalable support options or contingency plans for periods where additional Vendor capacity may be required, with a commitment to maintaining service levels.

● The Vendor should review the specifications located in Appendix VIII, Table 14: Optional Specifications and describe its approach to implementing Agency-prioritized Optional Services.

Objective: Proactive Issue Resolution and Continuous Improvement

● Maintain a proactive approach to identify and resolve issues before they impact the Agency operations, incorporating real-time monitoring and analytics.

● Implement a continuous improvement framework that uses feedback from the Agency and end users to inform future M&O process refinements, reduce system downtimes, and streamline workflows.

4.2.1.3. Goal 3: Project Management and Documentation: To ensure WV

PATH's long-term success, the Vendor should establish and maintain a comprehensive project management approach that includes detailed planning, execution, monitoring, and documentation processes to achieve seamless operation of the PATH system.

Objective: Project Management

● Integrated project management is essential for the Agency and establishes comprehensive, practical, and meaningful processes and procedures. The

Agency defines project management as the application of knowledge, skills, tools, and techniques to conduct project activities to meet the project requirements.

● Project Management for the WV PATH Project should be a joint effort between the following parties:

o The State o The West Virginia Project Management Team o The current Vendor o The awarded Vendor

● Together, these parties agree upon in-scope deliverables and deliver services that meet or exceed contract requirements.

● The Vendor should propose the use of an industry-standard project management methodology and describe in detail their plans to apply that methodology to complete all project phases, including integrating with the existing PATH Project Management Team.

● The Vendor should describe the controls, tasks, procedures, and communication mechanisms to be used to manage the tasks identified in this RFP, as well as their approach to practicing project management disciplines.

● The Vendor should state in writing that their methodology and approach was developed as per industry project management methods and that the

Vendor works cooperatively with the PATH Project Team.

● The Vendor should include sample reports, forms, and deliverable formats in a separate section at the back of their proposal. Specific reports, forms, and deliverable samples should include a representation of the standard items associated with the Vendor's project management approach.

● The Vendor should also include in their proposal a template of a Project

Management Plan that describes how they intend to manage the project.

The Project Management Plan should be updated and submitted after project initiation, according to a schedule approved by the Agency. The

Project Management Plan should include, but not be limited to the following:

o Deliverables Dictionary o Stakeholder Management Plan o Staffing Management Plan as described in RFP Appendix III, Table

8: Deliverable and Milestone Dictionary o Facility Management Plan as described in RFP Appendix III, Table

8: Deliverable and Milestone Dictionary o Documentation Management Plan as described in RFP Appendix III, Table 8: Deliverable and Milestone Dictionary o Training Management Plan as described in RFP Appendix III, Table

8: Deliverable and Milestone Dictionary o Testing Management Plan as described in RFP Appendix III, Table

8: Deliverable and Milestone Dictionary o Additional Project management sub-plans to include:

▪ Communications Management Plan as described RFP

Appendix III, Table 8: Deliverable and Milestone Dictionary

▪ Risk and Issue Management Plan as described in RFP

Appendix III, Table 8: Deliverable and Milestone Dictionary

▪ Change Management Plan as described in RFP Appendix III, Table 8: Deliverable and Milestone Dictionary

▪ Security, Privacy, and Confidentiality Management Plan as described in RFP Appendix III, Table 8: Deliverable and

Milestone Dictionary

▪ Configuration Management Plan as described in RFP

Appendix III, Table 8: Deliverable and Milestone Dictionary

▪ Disaster Recovery and Business Continuity Plan as described in RFP Appendix III, Table 8: Deliverable and Milestone

Dictionary

▪ Data Quality and Governance Plan as described in RFP

Appendix III, Table 8: Deliverable and Milestone Dictionary

▪ System Back-Up and Record Retention Plan as described in

RFP Appendix III, Table 8: Deliverable and Milestone

Dictionary o Turnover and Closeout Management Plan

▪ Transition Plan as described in RFP Appendix III, Table 8:

Deliverable and Milestone Dictionary o Weekly Status Report Template as described in RFP Appendix III, Table 8: Deliverable and Milestone Dictionary o Monthly Status Report Template as described in RFP Appendix III, Table 8: Deliverable and Milestone Dictionary

Objective: Documentation

● The Vendor should transition and maintain all relevant project deliverables as described in Appendix III, Table 8: Deliverable and Milestone

Dictionary.

● Establish and adhere to clear documentation standards for all M&O activities, including requirements gathering, system design, testing, and implementation phases.

● Ensure all documentation is version-controlled, accessible, and formatted according to agreed-upon specifications.

4.2.1.4. Goal 4: Modernization and Scalability: The Agency seeks to phase out legacy mainframes by transitioning to a more scalable and modern infrastructure.

This initiative will address challenges related to outdated technology and high maintenance costs, while enhancing system responsiveness and reducing operational delays.

Objective: Hosted and Modernized Solution

● Implement a cloud-based or enterprise-hosted solution to support scalability, faster updates, and reduced reliance on mainframe technology.

● Incorporate a layered system architecture to enhance security, performance, and availability, with disaster recovery capabilities.

● Plan to migrate the PATH CS and PATH FA modules from legacy mainframes and data centers to the Vendor’s hosted and modernized solution. This should include any shared services as notated in Figure 1 (i.e.

MDM and Address Verification) and provide specific, detailed security controls (beyond general encryption) for protecting "in-flight" data during the migration phase from z/OS and DB2 legacy mainframe environments to

AWS

● The Agency’s expectation is PATH will no longer be reliant on legacy mainframes and/or state-owned data centers with a timeline to be defined between the Agency and the awarded Vendor.

● The Vendor should propose a high-level timeline with tasks, resource needs, milestones, and status reporting to accomplish this objective.

● Additional relevant details about PATH CS/FAs reliance on legacy mainframes and data centers can be found in DOC003 Interface Inventory, DOC005 Design Documentation, DOC0024 License Inventory, and

DOC0028 Server Inventory. Additional relevant details include:

o PATH CS: This module z16 is running z/OS Version 3 Release 1.

(5655-ZOS). The database management for storing all production, acceptance, and training data is DB2 Version 13 FL506 (5675-

DB2). Control-M Release v 9.0.21 is used for scheduling batch jobs.

Advanced Function Presentation (AFP), also known as Print

Services Facility Version 4, Release 5, is the print product used for batch printing. (5655-M32). ViewDirect, Mobius-z/OS VERSION

10.1.7 is used for report distribution. V6.70 is in the installation process. Computer Associate's PLATINUM Tools are used by all technical staff. PRF Advance Report Facility V16. Customer

Information Control System (CICS) Monitor Version 5.6 and DB2

Monitor Version 5.0, IBM Z OMEGAMON Monitor for z/OS v5.6.0, IBM OMEGAMON for Db2 for Performance Expert on z/OS v 5.5.1, IBM Z OMEGAMON for CICS v5.6.0 are used for monitoring the system's performance. The PATH CS Database is

DB2, and the Programming Language is Software AG's Natural

Version 4.2.5. Installation to Natural Version R8.2.5 is in progress.

Db2 tools consist of IBM DB2 Administration Tool for z/OS v13.1.0, IBM DB2 Automation Tool for z/OS v4.3.0, IBM DB2 Log

Analysis Tool v3.5.0, IBM DB2 Object Comparison Tool for z/OS v12.1, IBM DB2 Query Monitor for z/OS v3.4.0., IBM DB2

Recovery Expert for z/OS v3.2.0, IBM DB2 SQL Performance

Analyzer for z/OS v5.1.0, IBM DB2 Table Editor v4.5.0, IBM DB2

Data Access Common Collector for z/OS v1.1.0, IBM DB2 Query

Management Facility for z/OS v13.1.0 o PATH FA: The PATH FA module primarily resides on an IBM

BladeCenter z14 ZR1 model 3907 K03 Enterprise Server mainframe. It uses DB2 as the database platform and includes approximately 1,790 Common Business Oriented Language

COBOL OS 390 and Virtual Machine source programs. These consist of 646 CICS programs, 978 batch programs, and 166 subroutines. Module data is stored in and accessed from more than

460 database tables. PATH FA supports over 27 interfaces and data exchanges with various Federal and State agencies, as documented in DOC003 Interface Inventory. These interfaces support eligibility related data intake, outbound reporting, and downstream processing activities. The PATH FA agent portal front end screens are deployed in the West Virginia data center. This presentation layer provides user access for eligibility workers and interfaces with backend services to support eligibility determination and case processing functions. In addition, the PATH FA module leverages a business rules engine, Corticon, which is also hosted in the State data center.

Eligibility business rules are authored, maintained, and executed within this rules engine environment based on Federal and State policy. The mainframe-based COBOL programs consume the results of these eligibility determinations and support downstream processing such as batch orchestration, data transformation, and notice generation. The mainframe does not function as the eligibility rules engine.

Objective: Proven and Innovative Approach

● Leverage Vendor solutions that have demonstrated successful deployment in other states, ensuring reliability and stability.

● Promote a solution that utilizes leading technology and proven best practices for eligibility management, document generation, workflow automation, and case management.

4.2.1.5. Goal 5: Process Automation and Operational Efficiency: The WV

PATH system will introduce advanced automation to replace manual processes, freeing up resources and reducing administrative burdens on the Agency staff.

Automation will improve timeliness and accuracy in case handling, eligibility determinations, and client interactions.

Objective: Business Process Automation

● Implement rule-based automation to streamline eligibility and enrollment processes, reducing manual data entry, data reentry, and case handling time.

● Enable comprehensive self-service options for clients and providers to promote autonomy and ease of access.

Objective: Reporting and Analytics

● Analyze and enhance current reporting for accuracy, ease of use, and need to create advanced reporting and data analytics tools, including ad hoc reporting, to support transparency, accountability, and data-driven decision-making across the Agency programs.

● In addition to enhancing analytics capabilities, the Vendor should address known deficiencies in current system-generated reports, including inaccuracies, misaligned logic derived from legacy systems, and dependence on manual reporting tools. Examples of current issues include reports that must be rerun due to incorrect data, outputs based on outdated business rules, and system reports that cannot be used as-is for operational or compliance purposes resulting in staff reverting to spreadsheet-based tracking and manual reconciliation.

● The Vendor should review and remediate existing reporting frameworks to ensure data accuracy, reliability, and alignment with operational and compliance requirements.

● The Vendor should ensure that all system-generated reports used for federal compliance or performance meet accuracy standards and are fully aligned with reporting logic and data requirements.

4.2.1.6. Goal 6: Continuous Improvement and Adaptability: To ensure the

PATH system remains responsive to changing requirements, West Virginia aims to establish a framework for ongoing system improvement and adaptability. This includes the capacity for iterative updates, policy-driven modifications, and enhancements to user functionality.

Objective: Flexible System Architecture

● Implement an adaptable service-oriented architecture (SOA) that supports regulatory updates and changing business needs with minimal disruption to existing operations.

● Design a framework for continuous quality improvements, leveraging user feedback and emerging best practices.

● Implement a business rules engine to separate business logic from core programming, supporting efficient management, versioning, and deployment of business rules.

Objective: System Integration and Data Sharing

● Facilitate integration with disparate databases for centralized data access and reporting.

● Enable seamless data exchange between PATH modules and other state systems to support decision-making and reporting.

Objective: Modularity and Reusability

● Continue to implement a modular architecture that supports interoperability and reusability of components across programs.

● Enable standardized, role-based access for users, promoting a unified experience across departments and systems.

Objective: Operational Continuity

● To ensure long-term viability of the PATH system, the Vendor should partner with the Agency to assess and resolve system functionality issues that impact operational efficiency across Bureaus. This includes persistent defects such as non-functional or inconsistent system screens, unreliable calculators, and reporting logic that necessitates manual reconciliation.

● The most recent list of unresolved issues will be provided by the State at project initiation. A complete functionality assessment should be undertaken early in the contract to identify and remediate legacy issues carried forward from prior systems and previous vendors.

4.2.2. Mandatory Project Requirements – The following mandatory requirements relate to the goals and objectives and must be met by the Vendor as a part of its submitted proposal. Vendor should describe how it will comply with the mandatory requirements and include any areas where its proposed solution exceeds the mandatory requirement. Failure to comply with mandatory requirements will lead to disqualification, but the approach/methodology the Vendor uses to comply, and areas where the mandatory requirements are exceeded, will be included in technical scores where appropriate. Detailed business, technical, operational, and optional specifications supporting and in addition to these mandatory requirements are provided in Appendix VI, VII, and

VIII. The mandatory project requirements are listed below.

4.2.2.1. Disaster Recovery Facility

The Vendor will provide facilities for the recovery of DDI or operations activities in the event of a disaster that disrupts DDI, or operations as described in the

Vendor's Disaster Recovery and Business Continuity Management Plans to be developed by the Vendor and approved by the State. The Vendor will provide resources necessary to:

● Recover critical services in accordance with the Recovery Time Objective and Recovery Point Objectives approved by the State and documented in the Disaster Recovery and Business Continuity Management Plans

● Meet the approved Service Level Agreements listed in RFP Appendix IX:

Service Level Agreements, Table: 15-22

4.2.2.2.