HSS24018-DUITRACK-rfi.pdf

STATE OF DELAWARE

Department of Health and Social Services

Division of Substance Abuse and Mental Health

State of Delaware

DHSS DUI Tracking System

Request for Information

Request No. HSS-24-018 12/19/2023

- Deadline to Respond -

2/13/2024 @ 1 PM EST

Version: 07-2022

Date: December 19, 2023

REQUEST for INFORMATION NO. HSS-24-018 – DUI Tracking System

This Request for Information (RFI) will not result in award of a competitively bid contract.

The State of Delaware, Department of Health and Social Services, the Office of the Secretary, is seeking information on available IT solutions that provide the ability for the Department to perform accounts receivable functions for a diverse DHSS patient and client population in which health care and care management is being provisioned.

The information gathered may or may not lead to the issuance of a Request for Proposals.

Responses to this Request for Information will remain confidential until such time as a determination is made on whether the State will move forward with a Request for Proposal for any one or more services and/or replacement system. If a decision is made to move forward with a Request for Proposal, the responses to this Request for Information will remain confidential until the completion of the Request for Proposal process.

All responses to this Request for Information shall be submitted and sealed by February 13, 2024 at

1:00 PM EST.

Responses must be entered on Bonfire at https://dhss.bonfirehub.com/ https://dhss.bonfirehub.com/

I. INTRODUCTION

A. RFI DESIGNATED CONTACT

All requests, questions, or other communications about this RFI shall be made in writing to the State of Delaware via Bonfire https://dhss.bonfirehub.com/ under Messages & Vendor Discussions.

Please address all communications to the person listed below; communications made to other State of Delaware personnel or attempting to ask questions by phone or in person will not be allowed or recognized as valid. Vendors should rely only on written statements issued by the RFI designated contact via Bonfire.

Stacy Saylor State of Delaware

DHSS

Biggs Building 1902 N Dupont Hwy New Castle, DE 19720 stacy.saylor@delaware.gov

Contracts, Management and Procurement Contact:

Eddie Mui Management Analyst III DHSS_DMS_dmsprocure@delaware.gov

This will ensure that written requests are received and answered in a timely manner via Bonfire.

B. CONTACT WITH STATE EMPLOYEE

Direct contact with State of Delaware employees other than the State of Delaware Designated Contact regarding this RFI is expressly prohibited without prior consent. Vendors directly contacting State of Delaware employees risk elimination of their response from further consideration. Exceptions exist only for organizations currently doing business in the State who require contact in the normal course of doing that business.

C. RFI OBLIGATION

The RFI is a request for information only.

There will be no contract awarded as a result of this RFI. Nothing in the materials vendors provide, further referred to as Vendor Information Packages (VIP) as a response to this RFI nor the State’s remarks or responses to the VIPs of any individual vendor, will be considered binding for a future contract.

D. RFI QUESTION AND ANSWER PROCESS

The State of Delaware will allow written requests for clarification of the RFI and its attachments.

All RFI questions shall be received no later than 1/16/2024.

All questions will be consolidated into a single set of responses and posted on the State’s website at www.bids.delaware.gov by the date of 1/30/2024. Vendor names will be removed from questions in the responses released. Questions should be submitted in the following format. Deviations from this format will not be accepted.

Section number

Paragraph number

Page number

Text of passage being questioned

All questions need to be submitted via Bonfire https://dhss.bonfirehub.com/ under Messages & Vendor Discussions “no later than” RFI questions deadline specified above.

II. SCOPE OF WORK

A. PURPOSE / BACKGROUND

The purpose of this RFI is to provide the State of Delaware with information regarding vendor interest and capabilities providing an IT Solution to manage treatment and restitution status(es) for DUI (Driving Under the Influence) offenders. The State of Delaware invites vendors to submit their capabilities and interests relative to this Request for Information (RFI).

The State of Delaware may reference this material as indicative of industry capabilities and in the event the State of Delaware issues a Request for Proposal (RFP), the State may use this material to facilitate the development of the RFP or the establishment of standards and policies.

STATEMENT OF NEEDS

The Department of Health and Social Services (DHSS) seeks information on available IT solutions that provide the ability for the Division of Substance Abuse and Mental Health (DSAMH) to:

• manage treatment and restitution status(es) for DUI (Driving Under the Influence) offenders--including identification of suspended or revocation of drivers’ licenses

• tracking court ordered restitution--including the provisioning of education and counseling services related to DUI offenses

• reinstatement of driver’s licenses http://www.bids.delaware.gov/

The solution should have the capability of tracking the workflow of these processes and sending notifications to the impacted parties, such as State personnel working cases and State approved providers working with affected individuals.

Once a DUI case is referred to DSAMH, affected individuals become (and are referenced as) clients.

Technical capabilities of the system include numerous interfaces with other State systems utilizing existing web services. The DUI tracking system will require basic workflow capabilities, with due date and notification features associated with each workflow step. Standard data export and reporting functions are also required.

Cloud solutions are desired. Cloud platforms and/or COTS products must have stringent data protections. Data must be encrypted in transit, and at rest, according to State technology standards. Additionally, cloud environments should be securely provisioned in a “Government Cloud” or similar environment that will provide additional levels of security protections such as FedRamp or an equivalent type of certification. Special consideration will also be given to applications or solutions that provides an intuitive end user experience with a specific focus on ease of use for non-technical users.

Liberal response to this Request for Information is encouraged, even if the solutions do not meet all requirements listed below. Vendors are encouraged to offer alternatives or other options to help the State achieve its goals and objectives.

Requirements for the system include the following:

1) Client management functions

a. Demographics

b. Contact information

c. Driver’s License status

d. Treatment history

e. Communication tracking

2) Web Services/interfaces for client referrals

a. Department of Corrections

b. Division of Motor Vehicles

c. Delaware Court System

d. Delaware Justice Information System

e. Other State DUI Tracking Systems (ex. New Jersey)

3) DUI Evaluation and Referral Program (DERP) functions

a. Create and manage approved providers

b. View pending client assignment to provider(s)

c. Assign referrals to participating providers

d. Create new client records not obtained through pre-establish interfaces

e. Manage incoming clients referred from other governmental entities via interfaces with host system referrals (see 2a thru 2d)

f. Identify and escalate missed or overdue workflow steps

g. Evaluate and reassign non-compliant referrals

4) Authentication and Authorization

a. 2 factor authentication

b. Role based security authorization

c. Tiered authorization access(es) based on host system referrals

d. Layered authorization access(es) for administrative functions beginning with basic end user access up through application administrator access

5) Dashboards

a. “At-a-Glance” work pending action by user

b. Records shown are based on group function

c. Global messaging features

d. Work shown according to priority then aging workflow steps

e. Dashboard types

i. Administrative

ii. DERP (DUI Evaluation and Referral Program)

iii. Provider

6) Provider functions

a. View client assignments from DERP

b. Establish and track client communications

c. Track program completion requirements based on charge, conviction and restitution (restitution includes client education and/or counseling)

d. Communicate restitution completion to Courts

e. Facilitate and track driver’s license reinstatement

7) Data

a. Provide ability to export data sets to CSV format

b. Create predefined reports according to requirements. Some examples are:

i. Client Status (Enrollment, Active, Non-Compliant, Completed)

ii. Types of drugs found on clients

iii. Provider referrals

c. Provide ability for ad-hoc reporting functions

d. Provide metrics. Some examples are:

i. Summarized general demographic information

ii. Total monthly referrals

iii. Aggregate processing time for clients

e. Create logging event to provide an audit trail of system activity

8) Client Communication features

a. Ability for end users to create different letter templates

b. Create letters for specific clients based on step in workflow

c. Track all letters sent to clients communicating treatment, education or other client requirements to complete restitution

d. Provide ability to send letter via email to client

III. VENDOR INFORMATION PACKAGE (VIP) REQUIREMENTS

Each VIP response must be submitted via Bonfire at https://dhss.bonfirehub.com/.

A. COVER LETTER

Each VIP response will have a cover letter on the letterhead of the company or organization submitting the response. The cover letter must briefly summarize the Vendor's ability to provide the services specified in the RFI. The cover letter must also identify a contact person which includes a phone number an email address.

B. DESCRIPTION OF SERVICES AND QUALIFICATIONS

Each response must contain a detailed description of how the Vendor could provide the goods and services outlined in this RFI. This part of the response may also include descriptions of any enhancements or additional services or qualifications the Vendor will provide that are not mentioned in this RFI.

C. VENDOR INFORMATION PACKAGE (VIP) RESPONSE

1. SERVICE

Identify which service under Statement of Need you have the capability to provide. In the event a vendor is capable of providing more than one of the services identified, please separate the VIP response by service.

2. EXPERIENCE

Describe all relevant experience.

3. PRICING

Describe your pricing structure and cost estimate for the services described.

4. EQUIPMENT

5. REPORTING

Including Dashboard and reports as noted above II.A.5 and II.A.7

6. INVOICING

Provide details on how customers are invoiced, frequency of invoices, format used, and communications means.