CSP012204_Contract.REV.pdf

Index No.: DDD005

Eff. Date: 07/01/25

STATE OF OHIO

DEPARTMENT OF ADMINISTRATIVE SERVICES

GENERAL SERVICES DIVISION

OFFICE OF PROCUREMENT SERVICES

4200 SURFACE ROAD, COLUMBUS, OH 43228-1395

MANDATORY USE CONTRACT FOR: WAIVER REIMBURSEMENT SYSTEM MODERNIZATION

CONTRACT NUMBER: CSP012204 EFFECTIVE DATES: 12/27/22 TO 06/30/24

* Renewal through 06/30/26

The Department of Administrative Services has accepted Proposals submitted in response to Request for Proposal (RFP) No.

SRC0000003940 that opened on 08/31/22. The evaluation of the Proposal responses has been completed. The Offeror listed herein has been determined to be the highest ranking Offeror and has been awarded a Contract for the services listed. The respective Proposal response including, Contract Terms & Conditions, any Proposal amendment, special Contract Terms & Conditions, specifications, pricing schedules and any attachments incorporated by reference and accepted by DAS become a part of this Services Contract.

This Requirements Contract is effective beginning and ending on the dates noted above unless, prior to the expiration date, the Contract is renewed, terminated, or cancelled in accordance with the Contract Terms and Conditions.

This Requirements Contract is available to the Ohio Department of Developmental Disabilities as applicable.

The agency is eligible to make purchases of the contracted services in any amount and at any time as determined by the agency. The State makes no representation or guarantee that department will purchase the volume of services as advertised in the Request for Proposal.

This Requirements Contract and any Amendments thereto are available from the DAS Web site at the following address:

https://procure.ohio.gov/

*Indicates a twelve (12) month renewal effective July 1, 2025 through June 30, 2026

Index No. DDD005 Eff. Date: 12/27/22

MUTUALLY AGREED TO CLARIFICATIONS/MODIFICATIONS TO RFP/CONTRACT TERMS AND CONDITIONS

The State of Ohio and Deloitte Consulting, LLC have mutually agreed upon the Terms and Conditions delineated in document entitled, CSP012204 Mutually Agreed Upon Clarifications and Modifications to Terms and Conditions, dated October 30, 2022.

The provisions of this document are incorporated into and made a part of the Contract. In the event of any inconsistency between the following modifications and/or clarifications to the General Terms and Conditions and any other provision of the RFP or the Contract, the following provisions delineated in document entitled, CSP012204 Mutually Agreed Upon Clarifications and Modifications to Terms and Conditions, dated October 30, 2022 shall be controlling.

Eff. Date: 01/21/25

*Page 3

The State of Ohio and Deloitte Consulting, LLC have mutually agreed upon the following services to be provided set forth herein (the “Services”) to assist the with the Project (as defined below). This subproject is in relation to and in support of accomplishing the following deliverables under the existing contract:

• Review of Existing Tools and Scoring Methodologies;

• Development of Process for Establishing Budgets; and,

• Front and back ends of the Various Billing Processes Identified.

Task Overview – DODD Ohio Individual Service Plan (OhioISP) Bot:

Deloitte will design, develop, test and implement a Robotic Process Automation “Bot” solution that will populate content from the Assessment Center into the OhioISP for related topics. The Bot is expected to complete the following high-level activities:

• Access Assessment Center: The Bot will access the Assessment Center with admin credentials and identify completed assessments and the corresponding identifier for the person served;

• Access OhioISP: The Bot will sign into OhioISP with admin credentials and locate the OhioISP for the person served;

• Find Related OhioISP Section: Using a mapping between the Assessment Center and the OhioISP questions, the Bot will copy data from the Assessment Center specific to each person and find the relevant corresponding question of the OhioISP for each person served; and,

• Populate OhioISP with Assessment Center Data: The Bot will populate the corresponding question in the OhioISP with the data from the Assessment Center. It will log an entry to reflect that the Bot has populated data into the person’s OhioISP.

Deloitte will execute the design, development and implementation (DDI) of the OhioISP Bot in five tasks over the course of a 14-week implementation. Deloitte’s DDI tasks include:

• Task 1: Kickoff and Discovery;

• Task 2: Design;

• Task 3: Development & Testing;

• Task 4: User Acceptance Testing; and,

• Task 5: Implementation (Deployment).

Once DDI tasks 1 – 5 are complete for the OhioISP Bot, Deloitte will support DODD with Task 6: Maintenance and Operations Bot through SFY 25.

Throughout the engagement, Deloitte will offer Program Management (PM) support to help facilitate strategic planning sessions and briefings with key stakeholders. Once the implementation tasks are complete, Deloitte will transition to Task 6:

Monitoring and Operations activities. The following is an overview of our scope of services for DDI tasks, and M&O:

Task Area 1: Kickoff and Discovery

During Kickoff and Discovery, Deloitte works with DODD to identify key stakeholders who will form DODD’s RPA Working group for the OhioISP Bot implementation. Deloitte will also coordinate with DODD leadership to finalize a Deloitte-drafted project plan that includes key project tasks, activities and key meetings. The plan will be finalized and approved by DODD and tracked on a weekly basis, allowing for reporting on the implementation progress as well as clear definition of responsibilities for all parties involved. The project plan will be reviewed weekly, in concert with our weekly status reports, for any refinements and updates gathered over the course of the project.

Associated Work Products

• Project Plan

Task Area 2: Design

In design, Deloitte will conduct working sessions with DODD stakeholders and functional process SMEs to discuss the details of the OhioISP Bot process. These details will define the process design documents (PDD), which will guide our build and test phases. The PDD will:

• Define the RPA scope of the OhioISP Bot process;

• Describe the automated processes step-by-step, to include detailed process diagrams, technical systems, triggers, inputs, and outputs; and,

• Provide detailed keystroke mappings of the future-state automated process and request formal acceptance of the design and sign-off from DODD.

*Indicates page insertion

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Initially, Deloitte conducts a review of existing process documentation and “shadows” DODD workers and process owners.

During these shadowing sessions, the team records the keystrokes necessary to execute the process end-to-end (e.g., screen recording of the end user) to capture the systems and applications within the process. Deloitte clarifies each process step’s decision tree, translates the decisions made into rulesets, and documents the system access(es) required to complete the process.

Associated Work Products

• Process Design Document (PDD)

Task Area 3: Development

Once the PDD is approved by DODD leadership, Deloitte developers will begin to build the OhioISP Bot guided by our Agile methodology for development. This methodology focuses on designing and developing the Bot in iterative sprints to allow DODD stakeholders to remain involved throughout the development lifecycle. Our Agile development approach includes demos and working sessions and allows individuals on DODD’s RPA Working Group to have a first-hand view of our delivery.

The development lifecycle also includes internal unit testing and volume testing where various components of the Bot’s functionality are tested to ensure they are operating as designed. Volume testing allows Deloitte developers to “stress test” the Bot before transitioning into user acceptance testing.

Associated Work Products

• Demo(s); and,

• Testing Documentation.

Task Area 4: User Acceptance Testing

As part of User Acceptance Testing (UAT), Deloitte will prepare a Test Plan that includes the details of activities conducted through the testing cycle, including test schedule, test coordination, test execution, test environments, test tools, and ownership. Deloitte will also prepare test scripts to run the Bot through various functional and technical scenarios, including automated scripts that DODD will validate to confirm that the Bot is operating as designed and per DODD’s expectations.

Associated Work Products

• Test Plan;

• Test Script; and,

• Final Test Results.

Task Area 5: Deployment

Once all testing activities are complete, with results validated by DODD stakeholders, the Bot will be initiated with a limited production run (LPR), beginning with only a few cases and, after approval of DODD, escalating to full-scale production. LPRs during the first week in production allow Deloitte developers to intently watch the performance of the Bot, make necessary adjustments, and validate operation as designed. LPRs are designed to support the long-term success and durability of the automation and facilitate control of the automation.

For example, on the first day of production, DODD could run transactions that represent the “happy path” or exception-free handling of a process. On the second day, DODD could run a larger set of transactions, to include ones that are not “happy path,” to see how the Bot handles exceptions. Typically, by the end of the week, Deloitte can transition the Bot to running freely, paying close attention to execution results.

During deployment, Deloitte will also develop a training plan and facilitate accompanying trainings to allow end users to understand how the OhioISP Bot will function, and revised expectations for staff.

Associated Work Products

• Limited Production Run results; and,

• Training Plan.

Task Area 6: Maintenance and Operations

Once DDI tasks 1 – 5 are complete for the OhioISP Bot, Deloitte will support DODD with maintenance and operations Bot through SFY 25. During this M&O period, Deloitte will continuously monitor the Bot to ensure it is running appropriately in the production environment. Monitoring activities will consist of checks of the Bot’s functionality and logs. M&O services also include weekly reports of the Bot’s performance, and updates on impact indicators. Deloitte will be available for break/fix and maintenance support of the software (e.g., updates, software patches, general scheduling and questions about the software).

If enhancements or large-scale changes are required to provide functionality outside of the scope of the initial Bot implementation, we will work in good faith to facilitate a change order to delineate the additional scope and associated costs.

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Work Products

Description Estimated Date Project Plan February 14, 2025 Process Design Document February 28, 2025 Demo March 24, 2025 Testing Documentation April 4, 2025 UAT Documentation (Test Plan, Test Scripts, Test Results) April 23, 2025 Limited Production Run Results (Bot stats) May 2, 2025 Training Plan and Documentation May 16, 2025 Knowledge Transfer Plan June 30, 2025

Project Resources

Implementation: February 3, 2025 – May 16, 2025 Role Responsibility Rate Estimated Hours Total Project Manager Overall Project Oversight $325.92 35 $11,407.20 RPA Manager Delivery Oversight $220.00 48 $10,560.00 RPA Manager Solution Architect $220.00 546 $120,120.00 Development Lead Process/Quality Analyst $198.85 472 $93,857.20 Development Lead Infrastructure Lead $198.85 200 $39,770.00 Development Analyst Developer $150.00 495 $74,250.00

Maintenance and Operations: May 19, 2025 – June 30, 2025 Project Manager Overall Project Oversight $325.92 23 $7,496.16 RPA Manager Delivery Oversight $220.00 6 $1,320.00 Development Lead Process/Quality Analyst $198.85 104 $20,680.40 Development Analyst Developer $150.00 415 $62,250.00

TOTAL: 2,344 $441,710.96

Assumptions:

• Estimates are based on medium complexity automation and on premises set up of RPA licenses.

• All data inputs to the Bot for this process will be digitized and structured, with no handwritten text included.

• Estimates may be reviewed/revisited once the Process Design Document (PDD) is defined/documented (if assumed level of complexity differs from the actuals)

• DODD can provide network access and required systems (Laptops/VMs) prior to start of development.

• PDD is defined and approved prior to the start of development.

• Infrastructure is ready and license procurement is complete prior to start of development.

• DODD can provide licensed software from the appropriate vendor prior to the start of development.

• DODD can provide access to subject matter experts for processes being automated.

• DODD can provide IT and management support as required.

• DODD can set up infrastructure and install software according to project plan timelines and documentation.

• Deloitte will transmit monthly invoices to DODD for work hours incurred. Invoice format will comply with State policies.

• The hours stated in the table above are estimated hours required to perform the scope of work.

• The Services are provided on a time and materials basis based upon actual hours worked at the rates indicated in the table above.

Deloitte Consulting will not provide Services that would incur fees in excess of the total authorized amount without prior written approval from DODD.

• DODD will provide Deloitte Consulting with timely access to its resources and information required to provide the Services.

• It is understood and agreed that all decisions affecting DODD constituents are the sole responsibility of, and made by, DODD. This applies throughout the project including after the Bot is placed into production.

• Deloitte will not persist data outside of the DODD systems.

• The solution will implement logging and error handling to allow for triage and problem resolution. The exact specifications of error handling will be discussed and agreed upon during design sessions.

• The Bot development will be versioned and maintained per DODD standards.

• Assets created within DODD’s UiPath licenses will be owned by DODD and assets are defined as code developed within DODD’s instance of UiPath. Assets created by Deloitte outside of DODD’s instance of UiPath licenses are owned by Deloitte.

• Each field and question in the OhioISP allow data to be appended. All data changes to OhioISP will be appended to existing data.

The exact specifications of data appending will be discussed and agreed upon during design sessions.

• DODD will be required to authorize any data transformation design components.

• Deloitte will dedicate staff time of not less than fifty (50) hours per week to appropriately respond to issues that may arise in M&O.

Deloitte will invoice for this dedicated staff time on a time and materials basis. Deloitte may also invoice for hours worked in excess of the fifty (50) dedicated hours per week that are necessary to appropriately respond to issues.

COST SUMMARY FORM

Waiver Reimbursement System Modernization

CSP012204 / UNSPSC CATEGORY CODE: 80000000

POSITION DESCRIPTION

UOM UNIT

COST

FY23

HOURS

PROPOSED

FY23 NOT-

TO-EXCEED

EXTENDED

COST

FY24

HOURS

PROPOSED

FY24 NOT-

TO-EXCEED

EXTENDED

COST

UNIT

COST

FOR

FY25

FY25 NOT-TO-

EXCEED

EXTENDED

COST

*UNIT

COST

FOR

FY26

*FY26 NOT-

TO-EXCEED

EXTENDED

COST

Certified Actuary (Min.

Requirement)

Hourly $460.75 384 $176,928.00 288 $132,696.00 $483.79 $106,433.80 $498.30 $45,843.60

Project Manager (Min.

Requirement)

Hourly $310.40 1728 $536,371.20 1296 $402,278.40 $325.92 $237,269.76 $335.70 $262,853.10

Additional Position (If needed):

Actuarial Manager

Hourly $300.70 960 $288,672.00 720 $216,504.00 $315.74 $664,001.22 $325.21 $402,609.98

Additional Position (If needed):

Actuarial Lead

Hourly $257.05 960 $246,768.00 0 $0.00 $269.90 $1,014,554.10 $278.00 $505,404.00

Additional Position (If needed):

Actuarial Analyst

Hourly $203.70 1920 $391,104.00 800 $162,960.00 $213.89 $907,321.38 $220.31 $754,341.44

Additional Position (If needed):

Operations Manager

Hourly $291.00 632 $183,912.00 112 $32,592.00 $0.00 $0.00 $0.00 $0.00

Additional Position (If needed):

Operations Lead

Hourly $232.80 1760 $409,728.00 0 $0.00 $0.00 $0.00 $0.00 $0.00

Additional Position (If needed):

Operations Analyst

Hourly $189.15 1600 $302,640.00 0 $0.00 $0.00 $0.00 $0.00 $0.00

Additional Position (If needed):

Policy Advisor

Hourly $339.50 260 $88,270.00 100 $33,950.00 $356.48 $128,332.80 $367.17 $47,732.10

Additional Position (If needed):

Policy Manager

Hourly $310.40 120 $37,248.00 200 $62,080.00 $0.00 $0.00 $0.00 $0.00

Additional Position (If needed):

Policy Lead

Hourly $213.40 480 $102,432.00 800 $170,720.00 $0.00 $0.00 $0.00 $0.00

Additional Position (If needed):

Stakeholder Engagement Lead

Hourly $286.15 1920 $549,408.00 1120 $320,488.00 $300.46 $453,694.60 $309.47 $579,327.84

Additional Position (If needed):

Stakeholder Engagement Analyst

Hourly $160.05 1920 $307,296.00 800 $128,040.00 $168.05 $277,954.70 $173.09 $171,012.92

Additional Position (If needed):

Tech. Assessment Lead

Hourly $198.85 480 $95,448.00 0 $0.00 $0.00 $0.00 $0.00 $0.00

**OhioISP Bot:

Project Manager $335.70 $18,127.80 RPA Manager $226.60 $131,428.00 Development Lead $204.82 $157,711.40 Development Analyst $154.50 $141,831.00

**ICF Rate Development:

Certified Actuary $498.30 $7,225.35 Project Manager $335.70 $13,428.00 Actuarial Manager $325.21 $47,155.45 Actuarial Lead $278.00 $124,266.00 Actuarial Analyst $220.31 $0 No Hrs.

Stakeholder Engagement Lead $309.47 $6,189.40

Total FY23 Not-to-Exceed Cost: $3,716,225.20 Total FY24 Not-to-Exceed Cost: $1,662,308.40 Total Project Not-to-Exceed Cost (FY23 + FY24): $5,378,533.60

Total FY25 Not-to-Exceed Cost: $4,231,273.32 ***Total FY26 Not-to-Exceed Cost:$3,416,487.38

All costs are in U.S. Dollars. The State will not be responsible for any costs not identified. There will be no additional reimbursement for travel or other related expenses.

*Denotes insertion of FY26 Not-to-Exceed Costs per position **Denotes insertion of OISP Bot and ICF Rate Development positions ***Denotes insertion of FY26 Total Not-to-Exceed Cost

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CONTRACTOR INDEX

CONTRACTOR AND TERMS: BID CONTRACT NO.: CSP012204-1

0000005714 TERMS: Due Immediately Deloitte Consulting LLP 30 Rockefeller Plaza New York, NY 10112

REMIT TO:

P.O. Box 844717 Dallas, TX 75284-4717 Deloittepayments@Deloitte.com

Electronic payment/wire transfer and ACH:

Bank of America Account# 385015866174 Swift code: BOFAUS3N

US ACH: 011900571

US WIRE: 026009593

For overnight remittance only:

LBX# 844717

1950 N. Stemmons Freeway Suite 5010 Dallas, TX 75207

CONTRACTOR’S CONTACT:

Smriti (Mia) Pareek, Principal Deloitte Consulting LLP Phone: (609) 558-3939 330 Rush Alley, Suite 800 Fax: (866) 781-8839 Columbus, OH 43215 Email: smpareek@deloitte.com

SUBCONTRACTOR:

Halperin Butera Consulting, LLC Phone: (610) 564-3102 911 Anvil Court E-mail: ahalperin@halperinbutera.com Phoenixville, PA 19460 ATTN: Alissa Halperin

*Indicates repagination mailto:Deloittepayments@Deloitte.com mailto:smpareek@deloitte.com mailto:ahalperin@halperinbutera.com

SUMMARY OF AMENDMENTS

Amendment Number

Effective Date Description

*4 07/01/25

This Amendment is issued, by mutual agreement with the Contractor, to renew the contract for an additional twelve (12) months, from July 1, 2025 through June 30, 2026. This amendment also inserts OISP Bot and ICF Rate Development positions, associated costs for SFY26 and updates the Summary of Amendments page. All other prices, terms and conditions remain unchanged.

3 01/21/25

This Amendment is issued, by mutual agreement with the Contractor, to insert additional services pertaining to DODD Ohio Individual Service Plan (OhioISP) Bot and their associated costs, revise FY25 Not-to-Exceed cost, contract repagination and updates the Summary of Amendments page. All other prices, terms and conditions remain unchanged.

2 07/01/24 This amendment inserts rates and revised costs for SFY25 and updates the Summary of Amendments page. All other prices, terms and conditions remain unchanged.

07/01/24

This Amendment is issued, by mutual agreement with the Contractor, to renew the contract for an additional twelve (12) months, from July 1, 2024 through June 30, 2025. This amendment also inserts costs for SFY25 and adds the Summary of Amendments page. All other prices, terms and conditions remain unchanged.

*Indicates update to the Summary of Amendments page