Enterprise Project Management Tool DQ UHAA 2019000643.pdf

HCPF Solicitation #:

DQ UHAA 2019000643

Enterprise Project Management Tool

DQ # 2019000643 Page 1 of 18

Table of Contents

SECTION 1.0 OVERVIEW

1.1. INTRODUCTION

1.2. DEPARTMENT BACKGROUND

1.3. PROJECT BACKGROUND

SECTION 2.0 TERMINOLOGY

2.1. ACRONYMS, ABBREVIATIONS AND OTHER TERMINOLOGY

SECTION 3.0 CONTRACT

3.1. ANTICIPATED CONTRACT TERM

3.2. CONTRACT TERMS AND CONDITIONS

SECTION 4.0 STATEMENT OF WORK

4.1. GENERAL REQUIREMENTS

4.2. PROJECT DETAILS

SECTION 5.0 COMPENSATION AND INVOICING

5.1. COMPENSATION

5.2. INVOICING

SECTION 6.0 ADMINISTRATIVE INFORMATION

6.1. SOLICITATION PUBLICATION AND COMMUNICATIONS

6.2. SOLE POINT OF CONTACT

6.3. SCHEDULE OF ACTIVITIES

6.4. REGISTRATION IN CORE

SECTION 7.0 GENERAL CONSIDERATIONS

7.1. DISCLAIMER ON INFORMATION IN SOLICITATION

7.2. SOLICITATION CANCELLATION

7.3. PROPOSAL AND PRE-CONTRACT COSTS

7.4. RESPONDER REGISTRATION IN COLORADO

7.5. RESPONDER IDENTIFICATION

7.6. TAXES

7.7. DEBARMENT AND SUSPENSION

SECTION 8.0 SUBMITTAL REQUIREMENTS

8.1. GENERAL REQUIREMENTS

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8.2. QUOTATION RESPONSE REQUIREMENTS

SECTION 9.0 EVALUATION METHODOLOGY

9.1. SELECTION

APPENDIX A – PRICING WORKSHEET (ATTACHED TO DQ)

APPENDIX B – W-9 (ATTACHED TO DQ)

APPENDIX C – HIPAA BAA (ATTACHED TO DQ)

APPENDIX D – TERMS AND CONDITIONS (ATTACHED TO DQ)

SECTION 1.0 OVERVIEW

1.1. INTRODUCTION

1.1.1. The Colorado Department of Health Care Policy and Financing (the “Department”) is soliciting competitive, responsive proposals from experienced and financially sound organizations to provide an enterprise project management system that enables effective project management by creating a central repository of projects, project document creation, project tracking utilizing work breakdown structures, reporting, and prioritization. Additionally, the Department requires a tool/system that will prioritize system change requests with vendors with a scoring model, tracking, and reporting.

The Department also requires the system to provide electronic timesheet functionality for staff to track their time spent on projects to ensure adherence to federal reporting requirements.

1.1.2. General solicitation information, timelines, and proposal submission requirements are available in Section 6.0, Administrative Information, and Section 8.0, Submittal Requirements.

1.2. DEPARTMENT BACKGROUND

1.2.1. The Department serves as the Medicaid Single State Agency as defined by Code of

Federal Regulations (C.F.R.) Title 45 Section 205.100 (45 C.F.R. §205.100). The Department develops and implements policy and financing for Medicaid and the Children's Health Insurance Program, called Child Health Plan Plus (CHP+) in Colorado, as well as a variety of other publicly funded health care programs for Coloradans who qualify. For more information about the Department, visit www.Colorado.gov/HCPF.

1.2.2. The Department is a Covered Entity under the Health Insurance Portability and Accountability Act of 1996 (HIPAA) (United States Code Title 42 Sections 1320d through 1320d-8 (42 U.S.C. §1320d – 1320d-8)) and its implementing regulations.

1.2.3. The Department operates the Colorado Medicaid Program, known as Health First Colorado, in accordance with the Colorado Medical Assistance Act (Section 25.5-4- 104, et seq., C.R.S.) and Title XIX of the Social Security Act. Colorado Medicaid is annually funded from appropriations authorized by the Colorado General Assembly and matched by federal funds.

1.3. PROJECT BACKGROUND

http://www.colorado.gov/HCPF

DQ # 2019000643 Page 3 of 18

1.3.1. The Department seeks to acquire a systems tool to aid in the management of its vendors and projects. The Department requires one tool that will perform all of the following:

1.3.1.1. Acts as a central repository for Department projects.

1.3.1.2. Provides project management tools to all the Department’s project managers to perform more efficiently.

1.3.1.3. Creates executive-level dashboard and Industry Standard reporting to monitor projects status.

1.3.1.4. Provides a change level of effort, priority, and matrix scoring for a steering committee which will allow the most important projects to be implemented in the most efficient manner.

1.3.1.5. Provides a timesheet tool that will allow Department staff to track time spent on individual projects that must be tracked by hours for federal reporting requirements.

1.3.2. The Department seeks to acquire a vendor tool/system project management team that will install the solution and provide training and support.

SECTION 2.0 TERMINOLOGY

2.1. ACRONYMS, ABBREVIATIONS AND OTHER TERMINOLOGY

2.1.1. Acronyms and abbreviations are defined at their first occurrence in this Documented

Quote (DQ). The following list is provided to assist the reader in understanding specific terminology used throughout this document.

2.1.1.1. Business Day - Any day in which the State is open and conducting business, but shall not include Saturday, Sunday, or any day which the State observes one of the holidays listed in C.R.S. §24-11-101(1).

2.1.1.2. Business Interruption - Any event that disrupts Contractor’s ability to complete the Work for a period of time, and may include, but is not limited to a Disaster, power outage, strike, loss of necessary personnel or computer virus.

2.1.1.3. Centers for Medicare and Medicaid Services (CMS) - The federal agency responsible for oversight of all state Medicaid programs.

2.1.1.4. Code of Federal Regulations (CFR) – The codification of the general and permanent rules and regulations published in the Federal Register by the executive departments and agencies of the federal government of the United States.

2.1.1.5. Contract - The agreement that is entered into as a result of this solicitation.

2.1.1.6. Contractor - The individual or entity selected as a result of this solicitation to complete the Work contained in the Contract.

2.1.1.7. Deliverable - any tangible or intangible object produced by Contractor as a result of the work that is intended to be delivered to the State, regardless of whether the object is specifically described or called out as a “Deliverable” or not.

2.1.1.8. Department - The Colorado Department of Health Care Policy and Financing, a department of the government of the State of Colorado.

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2.1.1.9. Effective Date - The date on which the Contract resulting from this solicitation is approved by the Colorado State Controller or designee.

2.1.1.10. Member – Any individual enrolled in the Accountable Care Collaborative.

2.1.1.11. Responder - Any individual or entity that submits a quotation response, or intends to submit a quotation response, in response to this solicitation.

2.1.1.12. Work - The tasks and activities Contractor is required to perform to fulfill its obligations under the Contract, including the performance of any services and delivery of any goods.

2.1.1.13. Work Breakdown Structure – PMP standard term of art for project tracking.

SECTION 3.0 CONTRACT

3.1. ANTICIPATED CONTRACT TERM

3.1.1. The initial Contract term is anticipated to begin once this DQ has been awarded and end on August 31, 2019. Two Purchase orders will be issued for this PO, Phase one, and Phase two, as it spans two fiscal years. Phase two will be subject to funding approval for state fiscal year 2020.

3.1.2. The total duration of the Contract, from the Effective Date until termination, and including the Department’s exercise of any Change Order options, is not anticipated to exceed one (1) year. The Department may extend the Contract beyond the anticipated term in this subsection, in accordance with the Colorado Procurement Code and its implementing rules, in the event that the Department determines the extension is necessary to align the Contract with other Department contracts, to address State or Federal programmatic or policy changes related to the Contract or to provide sufficient time to transition the Work.

3.2. CONTRACT TERMS AND CONDITIONS

3.2.1. The Contract will be in the form of a Purchase Order, as described in Colorado Fiscal

Rules 3-1 and 3-2. By submitting a response to this DQ, Responder agrees to the State of Colorado’s Purchase Order Terms and Conditions, attached as appendix E.

3.2.2. If a Responder is awarded a Contract under this DQ and the Responder’s forms (or parts of forms) are included in the Responder’s quotation response and included as attachments or exhibits to the Contract, the vendor agrees that, where there are contradictions or inconsistencies, the terms of the Contract shall always supersede, manage, and control those of any such attachment or exhibit.

3.2.3. If a Responder is awarded a Contract under this DQ, the contents of the Responder’s quotation response, including persons specified by name to implement the project, of the vendor may be included as contractual obligations of the Contract. Failure of the selected vendor to accept these obligations in a Contract may result in cancellation of the award and the award of another vendor.

SECTION 4.0 STATEMENT OF WORK

4.1. GENERAL REQUIREMENTS

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4.1.1. Contractor shall perform all work in accordance with all applicable Federal and State statutes, regulations and rules, as now and hereafter amended, and the requirements described within this Statement of Work and the Purchase Order.

4.1.2. Contractor shall work closely and collaboratively with the Department, discuss suggestions or issues as they occur, and incorporate suggestions or guidance from the Department while performing the work described within this Statement of Work and the Purchase Order.

4.1.3. Contractor shall coordinate and prioritize all work to ensure that all Deliverables and deadlines are met.

4.1.4. Contractor shall employ an internal quality control process to ensure that all Deliverables are complete, accurate, easy to understand, and of high quality.

Contractor shall provide Deliverables that, at a minimum, are responsive to the specific requirements, organized into a logical order, contain no spelling or grammatical errors, formatted uniformly, and contain accurate information and correct calculations.

Contractor shall retain all work papers generated for reference through the duration of the project and project acceptance. Contractor shall participate in the review and revision process, until the Department provides written acceptance of the Deliverable.

4.1.5. Contractor shall provide copies of any supporting documentation to the Department upon request of the Department and without charge.

4.1.6. Contractor shall respond to all telephone calls, voicemails and e-mail inquiries from the Department within one Business Day.

4.1.7. Contractor shall enable all Contractor staff to exchange documents and electronic files with the Department staff in formats compatible with the Department’s systems. The Department currently uses Microsoft Office 2016 and/or Microsoft Office 365 for PC.

4.1.8. Each Deliverable shall be reviewed by the Department and shall require formal approval from the Department before acceptance of the Deliverable. Contractor shall allow for at least ten (10) Business Days following receipt, per Deliverable, for the Department to review each Deliverable and document its findings, except as specified herein. Based on the review findings, the Department may grant approval, reject portions of the document, reject the complete document or request that revisions be made. Unless otherwise agreed to by the Department in writing, Contractor shall be required to submit replacement pages or a complete revised version of the Deliverable within five (5) Business Days following receipt of Department comments and requests for revision or clarification. The Department shall have an additional five (5) Business Day review period whenever replacement pages or a complete revised version of a Deliverable is resubmitted.

4.1.9. Change Management Plan

4.1.9.1. Contractor shall provide a Change Management Plan the identifies steps or activities that Contractor shall follow to apply change management tools and strategies to ensure that each Deliverable is timely met without organizational disruption.

4.1.9.2. The Change Management Plan shall, at a minimum:

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4.1.9.2.1. Identify anticipated points of resistance and special tactics based on a readiness assessment.

4.1.9.2.2. Provide change management documentation from previous implementations such as timelines, communications, and strategies to inform, update, and encourage staff feedback and questions.

4.1.9.3. Contractor shall submit the Change Management Plan to the Department for review and approval.

4.1.9.3.1. DELIVERABLE: Change Management Plan

4.1.9.3.2. DUE: Within ten (10) Business Days from Effective Date

4.1.10. Project Management Plan

4.1.10.1. Contractor shall provide a Project Management Plan detailing the key Deliverable dates and milestones described herein, including:

4.1.10.1.1. Production Timesheet.

4.1.10.1.2. Enterprise Project Tool.

4.1.10.1.3. System Change Request Project Management Implementation.

4.1.10.1.4. System Change Management Prioritization.

4.1.10.1.5. Training for each of the Deliverables to multiple Department groups.

4.1.10.2. Contractor shall submit the Project Management Plan to the Department for review and approval.

4.1.10.2.1. DELIVERABLE: Project Management Plan

4.1.10.2.2. DUE: Within ten (10) Business Days from Effective Date

4.1.11. Quality Management Report

4.1.11.1. Contract shall provide a Quality Management Report to the Department that outlines or identifies, at a minimum:

4.1.11.1.1. Status of the Deliverables.

4.1.11.1.2. Any point of resistance or other issue.

4.1.11.1.3. Any areas of success.

4.1.11.1.4. Any other Department requests.

4.1.11.2. The Quality Management Report shall be written, unless the Department approves alternative methods of reporting in writing. Contractor shall submit the Quality Management Report to the Department for review and approval.

4.1.11.3. DELIVERABLE: Quality Management Report

4.1.11.4. DUE: Weekly, by Friday at 5:00 PM Mountain Time

4.2. PROJECT DETAILS

4.2.1. The Contractor shall complete two phases, as outlined in Section 4.2.2 and 4.2.3. The

DQ # 2019000643 Page 7 of 18

Contractor shall complete Phase One by June 30, 2019. The Contractor shall complete Phase Two by August 31, 2019, or as agreed to by both parties in writing.

4.2.2. PHASE ONE: Effective Date to June 30, 2019

4.2.2.1. Timesheet Tool

4.2.2.1.1. Contractor shall develop and implement an electronic Timesheet Tool.

4.2.2.1.1.1. The Timesheet Tool shall contain features that allow Department staff the ability to track their time spent, by hours, on projects to ensure adherence to federal reporting requirements.

4.2.2.1.1.2. The Timesheet Tool shall allow the ability to export timesheet reports in a format determined by the Department.

4.2.2.1.2. Contractor shall install and implement the Timesheet Tool. The Department will review the Timesheet Tool implementation for errors and customization requests. The Department will approve the Timesheet Tool implementation upon the satisfactory completion of the items in Section 4.2.2.1.

4.2.2.1.3. DELIVERABLE: Timesheet Tool

4.2.2.1.4. DUE: By May 19, 2019

4.2.2.2. Timesheet Training

4.2.2.2.1. Contractor shall provide timesheet training to no more than two hundred (200)

Department staff. For each training, Contractor shall perform all of the following:

4.2.2.2.1.1. Provide an overview of timesheet functionality, including:

4.2.2.2.1.1.1. Timesheet entry.

4.2.2.2.1.1.2. Timesheet approval/release to manager.

4.2.2.2.1.1.3. Training for a maximum of ten (10) staff who will be timesheet administrators.

4.2.2.2.1.1.4. Timesheet reporting training.

4.2.2.2.1.1.5. Timesheet subject matter/resource manager expert training.

4.2.2.2.1.1.6. Any other Department requests related to Timesheet Training.

4.2.2.2.1.2. Any other item, specification, or requirement that the Department may request.

4.2.2.2.2. Contractor shall submit Timesheet Training materials to the Department for review and approval. Following the Department’s review, Contractor shall implement any Department changes requested.

4.2.2.2.3. DELIVERABLE: Timesheet Training

4.2.2.2.4. DUE: By June 30, 2019

4.2.2.3. Enterprise Project Tool

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4.2.2.3.1. Contractor shall create an Enterprise Project Tool. The Enterprise Project Tool shall include, but not be limited to the following:

4.2.2.3.1.1. Serve as a central repository of Department projects.

4.2.2.3.1.2. Allow the creation of project documentation.

4.2.2.3.1.3. Provide a Work Breakdown Structure for project tracking.

4.2.2.3.1.4. Contain a mechanism for project prioritization.

4.2.2.3.1.5. Contain a mechanism for prioritizing system changes requests with vendors utilizing a scoring model.

4.2.2.3.1.6. Ability to provide the following to a steering committee in regards to the projects loaded by the Department inside the tool:

4.2.2.3.1.6.1. Level of effort.

4.2.2.3.1.6.2. Priority.

4.2.2.3.1.6.3. Matrix scoring.

4.2.2.3.1.7. Have the capability for creating executive-level dashboards, also known as

Strategic dashboards.

4.2.2.3.1.8. Have the capability to provide resource management.

4.2.2.3.1.9. Provide task level management and assignment.

4.2.2.3.1.10. Create a mechanism for project intake that can be prioritized.

4.2.2.3.2. Contractor shall integrate the Enterprise Project Tool with the Department’s

Office 365 SharePoint and current MS Project System Change Request licensing.

4.2.2.3.3. Contractor shall install and implement the Enterprise Project Tool. The Department’s project management and IT teams will assist in configuring the Enterprise Project Tool implementation.

4.2.2.3.4. The Department will review and approve the Enterprise Tool implementation upon the satisfactory completion of the items in Section 4.2.2.3.

4.2.2.3.5. DELIVERABLE: Enterprise Project Tool

4.2.2.3.6. DUE: By June 30, 2019

4.2.2.4. System Change Request Tool Training Materials

4.2.2.4.1. Contractor shall design, create, and provide the Department with electronic and recorded training materials that the Department may utilize on its website.

4.2.2.4.2. The System Change Request Tool Training Materials shall include, at a minimum:

4.2.2.4.2.1. “How to” training that cover all features of the System Change Request

Tool.

4.2.2.4.2.2. Step-by-step guides for utilizing common tools.

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4.2.2.4.2.3. Recoded trainings for retention and re-use on the Department’s SharePoint site.

4.2.2.4.2.4. Customized training material for the Department and different staff levels (i.e. user, power user, administrator) in alignment with Department organizational requirements.

4.2.2.4.2.5. Task training, viewing assigned tasks, and managing and updating tasks and dependencies.

4.2.2.4.2.6. Training in project workspace for team collaboration.

4.2.2.4.2.7. Training on Project issues, risks, and linking those to project tasks.

4.2.2.4.2.8. Training on documentation creation, linking, and versioning inside project workspace.

4.2.2.4.2.9. Providing recordings of trainings and make recordings available to the

Department.

4.2.2.4.2.10. Any other related Department requests.

4.2.2.4.3. Contractor shall submit Enterprise Project Tool Training Materials to the

Department for review and approval. Following the Department’s review, Contractor shall implement any Department changes requested.

4.2.2.4.4. DELIVERABLE: Enterprise Project Tool Training Materials

4.2.2.4.5. DUE: Ten (10) business days before the training.

4.2.2.5. System Change Request Tool Training for the Department’s Systems and

Project Management Teams

4.2.2.5.1. Contractor shall provide System Change Request Tool Training to the

Department’s System and Project Management Teams for administrator and user rights. The System Change Request Tool Training shall provide the tools and skills to efficiently utilize the System Change Request Tool.

4.2.2.5.2. The System Change Request Tool Training shall include:

4.2.2.5.2.1. System Change Request Strategies for using the tool.

4.2.2.5.2.2. Identification and education of each feature within the System Change

Request.

4.2.2.5.2.3. Prioritization functionality.

4.2.2.5.2.4. Reporting functionality.

4.2.2.5.2.5. Resource allocation/management functionality.

4.2.2.5.2.6. Project intake functionality.

4.2.2.5.2.7. Best use/use cases for the tool.

4.2.2.5.2.8. On the job mentoring of the tool.

4.2.2.5.2.9. Use case training based on actual projects in the Department’s system

DQ # 2019000643 Page 10 of 18 change queue.

4.2.2.5.2.10. Upon the Department’s request, any other relevant training topic.

4.2.2.5.3. Contractor shall take minutes of each System Change Request Tool Training.

Contractor shall submit minutes to the Department for review and approval.

4.2.2.5.4. DELIVERABLE: System Change Request Tool Training Materials

4.2.2.5.5. DUE: Ten (10) business days before the training

4.2.3. PHASE TWO: July 1, 2019 to August 31, 2019, or as agreed to by both parties in writing

4.2.3.1. Enterprise Project and System Change Request Tool Training to the

Department’s Executive Leadership

4.2.3.1.1. Contractor shall provide up to three (3) Enterprise Project and System Change

Request Tool Training sessions to the Department’s Executive Leadership. The System Change Request Tool Training shall provide the Department’s Executive Leadership with the tools and skills to efficiently utilize the System Change Request Tool.

4.2.3.1.2. The System Change Request Tool Training shall include:

4.2.3.1.2.1. An overview of the System Change Request Tool.

4.2.3.1.2.2. Identification and education of each feature within the System Change

Request Tool.

4.2.3.1.2.3. A question and answer portion.

4.2.3.1.2.4. Enterprise project training on reporting.

4.2.3.1.2.5. Enterprise project training on resource allocation/management.

4.2.3.1.2.6. Enterprise project training on prioritization.

4.2.3.1.2.7. Enterprise project training on status.

4.2.3.1.2.8. Upon the Department’s request, any other relevant training topic.

4.2.3.1.3. Contractor shall take minutes of each System Change Request Tool Training.

Contractor shall submit minute to the Department for review and approval.

4.2.3.1.4. DELIVERABLE: System Change Request Tool Training minutes

4.2.3.1.5. DUE: By June 30, 2019

4.2.3.2. Enterprise Project Management Tool Training to the Department’s Project

Managers

4.2.3.2.1. Contractor shall provide training for the Enterprise Project Management Tool

Training to the Department’s Project Managers. The Enterprise Project Management Tool Training shall provide the Department’s Project Managers with the tools and skills to efficiently utilize the Enterprise Project Management Tool.

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4.2.3.2.2. The Enterprise Project Management Tool Training shall include:

4.2.3.2.2.1. Overview of process workflows and terminology

4.2.3.2.2.2. How to connect project desktop to Enterprise Tool.

4.2.3.2.2.3. Schedules, plans, and estimations using Enterprise Tool, timeline views, and timeline communications.

4.2.3.2.2.4. Creation of Work Breakdown Structures using Enterprise Tool.

4.2.3.2.2.5. Using Deliverables to indicate cross-project dependencies and interlinking task between schedules.

4.2.3.2.2.6. Resource planning, scheduling and management, estimating task effort and duration, active and inactive tasks, assets and auditing of schedule.

4.2.3.2.2.7. Understanding of reporting features within the Enterprise Tool.

4.2.3.2.2.8. A question and answer portion.

4.2.3.2.2.9. Provide recordings of trainings and make recordings available to the

Department. Recordings shall become property of the Department.

4.2.3.2.2.10. Upon the Department’s request, any other relevant training topic.

4.2.3.2.3. Contractor shall take minutes of each Enterprise Project Tool Training.

Contractor shall submit minutes to the Department for review and approval.

4.2.3.2.4. DELIVERABLE: Enterprise Project Tool Training Materials to Department

Project Managers

4.2.3.2.5. DUE: By June 30, 2019

4.2.3.3. Additional Ongoing Support

4.2.3.3.1. Contractor shall provide ongoing support for the fiscal year (July 1 to June 30) to ensure that the Timesheet Tool and the System Change Request Tool are functioning correctly and as intended.

4.2.3.3.2. Contractor shall provide what and how ongoing support options for Enterprise Project tool shall be executed. (E-mail, phone, etc.)

4.2.3.3.3. Contractor shall provide details on any warranties, if they exist, in the proposal.

4.2.3.3.3.1. Support will most likely be tier 2 and above.

4.2.3.3.4. DELIVERABLE: Additional Ongoing Support

4.2.3.3.5. DUE: Within ten (10) Business Days upon the Department’s Request for

Support

SECTION 5.0 COMPENSATION AND INVOICING

5.1. COMPENSATION

5.1.1. Upon the Department’s review and approval of each Deliverable, the Contractor shall be paid a fixed-price amount.

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5.1.2. Responder shall complete Appendix B, Pricing Worksheet, and shall provide its bid for each paid Deliverable.

5.2. INVOICING

5.2.1. Contractor shall invoice the Department for each Deliverable listed in this section upon completion of the Deliverable. The Department will have final approval on all invoices.

5.2.2. The payments listed in this section are inclusive of all work to be performed pursuant to this Statement of Work, and the Department shall not pay Contractor any amount for any portion of this work other than those amounts shown in this section.

SECTION 6.0 ADMINISTRATIVE INFORMATION

6.1. SOLICITATION PUBLICATION AND COMMUNICATIONS

6.1.1. The solicitation referenced on the cover page of this document is issued for the State of Colorado by the Department of Health Care Policy and Financing (Department) and is posted on the Colorado Operations Resource Engine (CORE) Web site at https://codpa-vss.cloud.cgifederal.com/webapp/PRDVSS2X1/AltSelfService (then click on “Public Access”).

6.1.2. During this solicitation process official communication with Responders will be via notices on the Colorado CORE Web site. Notices may include modifications, addenda, and the announcement of the apparent winning Responder. It is the Responder’s responsibility to periodically check the CORE Web site for notices, changes, additional documents or amendments that pertain to this solicitation. Basic administrative questions can be sent to the email stated below in 6.2.

6.2. SOLE POINT OF CONTACT

6.2.1. The Department’s sole point of contact for this solicitation is:

6.2.1.1. Kim Taylor, Purchasing Agent

6.2.1.2. Department of Health Care Policy and Financing

6.2.1.3. Purchasing and Contracting Services Section

6.2.1.4. 1570 Grant Street

6.2.1.5. Denver, CO 80203-1818

6.2.1.6. Phone: (303) 866-3780

6.2.1.7. RFPQuestions@hcpf.state.co.us

6.3. SCHEDULE OF ACTIVITIES

6.3.1. The timeline for activities associated with this DQ is as follows:

ACTIVITY DATE DUE1

Documented Quote Opening April 23, 2019 3:00 pm Mountain Time

Quotation Response Deadline April 23, 2019 2:30 https://codpa-vss.cloud.cgifederal.com/webapp/PRDVSS2X1/AltSelfService mailto:RFPQuestions@hcpf.state.co.us

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Quotation responses will be accepted only via e-mail to RFPQuestions@hcpf.state.co.us pm Mountain Time

Vendor Selection Estimated the week of: April 29, 2019

Contract Term Estimated week of: April 29, 2019 1 NOTE: The Department reserves the right to revise the dates in this schedule. If revisions are made prior to the Quotation Response Deadline, changes will be made via a modification to this solicitation posted on the CORE Web site.

6.4. REGISTRATION IN CORE

6.4.1. Prospective Responders must register in the CORE Vendor-Self-Service option (VSS) in order to obtain solicitation documents and updates. Responders may register at:

https://codpa-vss.cloud.cgifederal.com/webapp/PRDVSS2X1/AltSelfService. The VSS Help Desk is available Monday through Friday 8:00 a.m. to 5:00 p.m. Mountain Time and can be reached by calling (303)-866-6464 or emailing VSSHelp@state.co.us.

SECTION 7.0 GENERAL CONSIDERATIONS

7.1. DISCLAIMER ON INFORMATION IN SOLICITATION

7.1.1. All statistical and fiscal information contained within this solicitation and its appendices, and any amendments and modifications thereto reflect the best and most accurate information available to the Department at the time of solicitation preparation.

No inaccuracies in such data shall constitute a basis for legal recovery of damages or protests, either real or punitive, except to the extent that any such inaccuracy was a result of the intentional misrepresentation by the Department.

7.2. SOLICITATION CANCELLATION

7.2.1. The Department reserves the right to cancel this entire solicitation or individual phases at any time, without penalty.

7.2.2. In the event that the Department receives only 1 proposal, the Department has determined that this may create insufficient competition. In this event, the Department reserves the right to cancel this solicitation and either enter into Competitive Negotiations with the sole Responder or choose to re-solicit.

7.3. PROPOSAL AND PRE-CONTRACT COSTS

7.3.1. The Department is not liable for any costs incurred by Responders prior to issuance of a legally executed Contract. No property interest of any nature shall occur until a contract is awarded and executed in accordance with Colorado Fiscal Rules 3-1 and 3- 2.

mailto:RFPQuestions@hcpf.state.co.us https://codpa-vss.cloud.cgifederal.com/webapp/PRDVSS2X1/AltSelfService mailto:VSSHelp@state.co.us

DQ # 2019000643 Page 14 of 18

7.4. RESPONDER REGISTRATION IN COLORADO

7.4.1. Awarded Responder, whether headquartered within or outside of Colorado, must be registered to conduct business in Colorado with the Colorado Secretary of State and obtain a Certificate of Good Standing or Certificate of Existence prior to the execution of any contract resulting from this solicitation. Proof of such certification shall be provided upon request by the Department.

7.5. RESPONDER IDENTIFICATION

7.5.1. The tax identification number provided on any forms related to this solicitation must be that of the Responder responding to this solicitation. The Responder must be a legal entity with the legal right to contract.

7.6. TAXES

7.6.1. The State of Colorado, as purchaser, is exempt from all federal excise taxes under

Chapter 32 of the Internal Revenue Code (Registration No. 84-730123K) and from all state and local government use taxes (C.R.S. § 39-26-704). The Colorado State and Local Sales Tax Exemption Number is 98-01159-0000. Seller is hereby notified that when materials are purchased in certain political sub-divisions (for example in the City of Denver) the seller may be required to pay sales tax even though the ultimate product or service is provided to the State of Colorado. This sales tax will not be reimbursed by the State.

7.7. DEBARMENT AND SUSPENSION

7.7.1. By submitting a proposal in response to this solicitation, the Responder certifies to the best of its knowledge and belief that it, its principals and proposed Subcontractors:

7.7.1.1. Are not presently debarred, suspended, proposed for disbarment, declared ineligible, or voluntarily excluded from covered transactions.

7.7.1.2. Have not within a three-year period preceding the proposal been convicted of or had a civil judgment rendered against them for commission of fraud or a criminal offense in connection with obtaining, attempting to obtain, or performing a public (Federal, State or local) transaction or contract under a public transaction; violation of Federal or State antitrust statutes or commission of embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements or receiving stolen property;

7.7.1.3. Are not presently under investigation for, indicted for or otherwise criminally or civilly charged by a governmental entity (Federal, State or local) with commission of any of the offenses enumerated in the previous bulleted item; and

7.7.1.4. Have not within a three-year period preceding this application had one or more public transactions (Federal, State, or local) terminated for cause or default.

7.7.2. If the Responder is unable to certify any of the statements in this certification, Responder is to provide an explanation included as a separate attachment to the proposal as an Additional Attachment. The inability of the Responder to provide the

DQ # 2019000643 Page 15 of 18 certification will not necessarily result in disqualification of the Responder. The explanation will be considered in connection with the Department’s determination whether to award a contract to an Responder.

SECTION 8.0 SUBMITTAL REQUIREMENTS

8.1. GENERAL REQUIREMENTS

8.1.1. Quotation responses will be accepted only for the entire Statement of Work described within this DQ.

8.1.2. Estimated costs/prices will not be accepted. Proposed costs/prices must be firm for 90 business days following the proposal deadline.

8.1.3. Failure of a Responder to comply with or meet all requirements or respond to all requests for information within this solicitation may result in Responder’s proposal being disqualified or determined not acceptable. The Department reserves the right to reject any or all proposals for non-compliance, to waive informalities and minor irregularities in proposals received, allow a vendor to modify an unacceptable proposal to make it acceptable in accordance with 1 CCR 101-9 R-24-103-204-01(d), and to accept any portion of a proposal or complete proposals if deemed in the best interest of the State. Such disqualification or determination may occur at any point following the Quotation Submission Deadline.

8.1.4. Responders shall submit only one proposal in response to this solicitation. The Department may, at its sole discretion, disqualify a Responder’s proposals from evaluation if the Responder submits more than one proposal and/or any alternative proposals.

8.1.5. Quotation responses should be succinct, self-explanatory and well organized so that evaluators can understand how Responder will fulfill the requirements of this DQ.

There is no page limit for quotation responses; however, the Department does not desire or encourage excessive quotation responses.

8.1.6. Quotation responses must be sent via electronic mail (e-mail) to RFPQuestions@hcpf.state.co.us no later than the Quotation Response Deadline shown in §6.3.1.

8.1.6.1. Quotation responses received after the Quotation Response Deadline may be rejected at the discretion of the Department.

8.1.7. Quotation responses may be modified or withdrawn prior to the Quotation Response Deadline.

8.2. QUOTATION RESPONSE REQUIREMENTS

8.2.1. All responses shall be attached to a submission email that contains the solicitation number and solicitation title in the subject line of the email.

8.2.1.1. Responder’s digital signature on its email shall be a digital signature, under the

Colorado Uniform Electronic Transactions Act, for all components of Responder’s response, except for the scanned signature required on the form W-9 submitted in accordance with §8.2.2.2.

mailto:RFPQuestions@hcpf.state.co.us

DQ # 2019000643 Page 16 of 18

8.2.2. Quotation responses shall contain all of the information stated in this section in the order listed, and be included as an attachment to the submission email described above.

8.2.2.1. EXECUTIVE SUMMARY

8.2.2.1.1. Responder shall provide an Executive Summary that includes the following information:

8.2.2.1.1.1. A summary about Responder’s organization.

8.2.2.1.1.2. A statement that acknowledges Responder’s willingness to comply with all requirements described in this DQ.

8.2.2.1.1.2.1. NOTE: If Responder wants to request modifications to any terms and conditions, Responder should provide a statement of explanation and a listing of all exceptions the Responder requests. Requests for exceptions or additions to the standard terms and conditions must be submitted behind a separate tab or as a separate section to the original quotation response. The request must include a listing of all additions or exceptions, an explanation of why the addition or exception is being sought and what specific effect it will have on the Responder’s ability to perform the requirements of the solicitation. The Department will not accept any quotation responses that are conditional on acceptance of Responder’s requested modifications, but will reasonably review and may negotiate those terms in the Department’s discretion.

8.2.2.1.1.3. A statement in which Responder acknowledges its acceptance that all content of the quotation response shall become contractual obligations of the Contract.

8.2.2.1.1.4. Name, title, address, phone number, fax number and e-mail address for a key contact within Responder’s organization regarding the quotation response.

8.2.2.1.1.5. The Responder’s CORE VSS number.

8.2.2.2. W-9

8.2.2.2.1. Responder shall Provide a completed and signed W-9 form attached to this DQ as Appendix C.

8.2.2.3. RESPONSE

8.2.2.3.1. Responder shall provide responses to each of the evaluation criteria shown in the table in §9.1.4.

8.2.2.3.1.1. The quotation response shall comply with the standards of Section 508 of the Rehabilitation Act of 1973, (29 USC § 794). The Responder may not have an opportunity to re-draft their quotation response and attachments to make them accessible to persons with vision impairments after the quotation response submission deadline and in the event that the Department has in individual evaluating the response that requires accessibility, the Department may disqualify a Responder’s quotation response from

DQ # 2019000643 Page 17 of 18 evaluation.

SECTION 9.0 EVALUATION METHODOLOGY

9.1. SELECTION

9.1.1. Neither the solicitation nor the Responder’s response constitutes an offer; therefore, responsiveness at the time of receipt is not an absolute criterion.

9.1.2. The determination of whether the response is acceptable (will meet the state’s need and price is fair and reasonable) is solely within the discretion of the Department.

9.1.3. The Department may negotiate with any Responder to clarify its quote or to effect modifications that will make the quote acceptable or more advantageous to the state, or may decide not to negotiate with any Responder, in its sole discretion.

9.1.4. Award will be made to the Responder whose response is most advantageous to the Department, price/cost being the primary consideration, in accordance with 1 CCR 101-9 R-24-103-204-01. Other considerations will include:

EXPERIENCE: Responder’s experience with the following:

• Implementing Enterprise Project Management for over 500 employees.

• Experience working with government agencies in any aspect and in particular document experience analyzing current project business processes to identify process improvements and recommendations.

• Training system administrators, users, and senior management on system/tool best use.

• Interfacing with common business products such as Microsoft Office and Google apps.

• Tool/System ongoing support and issue resolution plan.

PERSONNEL: Responder’s explanation of how the Responder will provide sufficient personnel who have applicable expertise to perform the Work, including:

• List of core team members for the project with a summary of their work experience including their relevant experience on similar IT projects.

• If the Responder intends to use a Subcontractor, the Responder shall provide a description of how the Responder will use Subcontractors and the portions of the Work that will be completed by each Subcontractor. This description shall also include a plan for how the Responder will manage the Subcontractor and all Subcontractor personnel to ensure that the portions of the Work assigned to the Subcontractor will be completed accurately and in a timely manner.

STATEMENT OF WORK: Responder shall describe how the Responder will complete

DQ # 2019000643 Page 18 of 18 the Work outlined in Section 4. This description must also include:

• Identification of any concerns about the timeline or other issues based on Offeror’s prior experience or professional opinion related IT services. If Responder outlines concerns, Responder shall also identify and/or propose solutions.

• Any additional Deliverables or requirements the Offeror may find necessary for the completion of the work.

WORK PRODUCT SAMPLES: Responder shall show the following documentation:

• Provide change management documentation from previous implementations such as timelines, communications, and strategies to inform, update, and encourage staff feedback and questions.

• Examples of past training materials, including any videos, links, documents, etc.

DETAILS ON ONGOING SUPPORT AND LICENSING: Responder shall supply the following details:

• Provide details on Ongoing Support and renewal options including:

• Any warranties on your proposed solution.

• What ongoing support options may look like.

• Proposed cost of yearly licensing renewals. *Please note, this is not a guarantee of multiple year licensing renewals

PRICE QUOTE: Responder shall provide a single total contract amount for the completion of all Work, which shall be broken out as outlined in Appendix B, Pricing Worksheet.

9.1.5. No formal evaluation system or methodology is required for any DQ process.

9.1.6. The Department prefers to award to a single vendor; however, the Department reserves the right to make multiple awards from this DQ if in the best interest of the Department.

9.1.7. The Department will issue a purchase order to the awarded vendor after award. A new purchase order through a Change Order option may be issued by the Department for renewal periods.