OASAS Data Landscape Assessment Advertisement Reviewed Final.pdf

OASAS Data Landscape Assessment and Future State Data Modeling Services

1 Background and Purpose The New York State Office of Addiction Services and Supports (OASAS) seeks proposals from qualified vendors to assess its data landscape and recommend an enterprise data architecture aligned with its planned Salesforce platform. The work focuses on the content, structure, relationships, ownership, quality, integration, and modeling of OASAS data, including its relationship to New York State Medicaid and other health and human services data.

This procurement opportunity is limited to businesses certified pursuant to Article 15- A of the New York State Executive Law (MWBE) and Article 3 of the Veterans’ Services Law (SDVOB).

OASAS intends to contract with a vendor, pursuant to its discretionary authority under State Finance Law §163(6)(d). This opportunity is limited to businesses certified by New York State as a minority- or women-owned business enterprise (MWBE) or a service-disabled veteran-owned business (SDVOB). The selected vendor will perform the services summarized below and detailed in the Scope of Work.

2 Project Summary The selected vendor will work with OASAS program, business, data, and Strategic Information Management staff over an anticipated six to twelve months. The engagement has three phases: discovery and assessment; modeling and design; and recommendations and roadmap. Services include:

i. Inventory major data sources, repositories, interfaces, exchanges, dependencies, data domains, and relationships across OASAS programs, including provider, program, facility, client, Medicaid, reporting, and relevant EHR and financial data exchanges.

ii. Analyze definitions, business meaning, authoritative sources, ownership, duplication, data quality, common identifiers, historical data, and privacy constraints, including applicable requirements for substance use disorder client data.

iii. Document relationships between OASAS data and New York State Medicaid claims, encounters, eligibility, provider, program, and service data and clarify feasible continuum of care insights.

iv. Develop a conceptual enterprise data model and logical models for priority domains, with common definitions, key entities and relationships, and master and reference data requirements.

v. Recommend a future state architecture aligned with Salesforce objects and relationships, covering systems of record, data integration, governance, stewardship, analytics, reusable services, and a practical transition roadmap.

vi. Provide ongoing data management guidance, facilitate stakeholder sessions, maintain issues and decision logs, and transfer knowledge to OASAS staff.

OASAS may elect an optional business process modeling component to document related workflows, decisions, handoffs, and exceptions. Vendors must price this option separately.

The base engagement excludes production implementation, large-scale application development, replacement of the OASAS EHR or core financial systems, and procurement or implementation of technology platforms. Attachment A provides the complete scope, responsibilities, and measures of success.

3 Project Deliverables

i. Current State data landscape and data domain and source assessment.

ii. OASAS and Medicaid data relationship assessment.

iii. Conceptual enterprise data model and priority logical data models.

iv. Data quality and governance findings and future state data architecture.

v. Gap analysis, recommendations, and prioritized data modernization roadmap.

The vendor will propose milestones and review points for these deliverables. Final dates and priority domains will be established with OASAS following award.

4 Budget and Award OASAS anticipates making one award. The total proposed price, including the optional business process modeling component, must not exceed $1,500,000, the discretionary purchasing threshold under State Finance Law §163(6)(d). This ceiling does not represent an OASAS budget commitment. Proposed prices must include all costs necessary to complete the work. OASAS may negotiate scope and price before award.

5 Minimum Eligibility Requirements OASAS will review the two requirements below on a pass-or-fail basis before evaluating the technical and cost proposals. The proposing prime vendor must meet both requirements at the time of proposal submission:

i. New York State MWBE or SDVOB certification. The proposing prime vendor must hold an active New York State MWBE certification under Article 15-A of the New York State Executive Law or SDVOB certification under Article 3 of the Veterans’ Services Law.

OASAS will verify the certification in the applicable State directory.

1. Note – While prime vendors are allowed to subcontract, subcontracting is limited to $50K to non- NYS Certified MWBE or SDVOB vendors.

ii. Comparable completed project. Within the past five years, the proposing vendor must have completed at least one project for a public agency or a health or human services organization that assessed data across multiple systems and produced a conceptual or logical data model or a recommended future-state data architecture. The vendor must identify the client, completion year, its role, the systems or data domains examined, and the model or architecture delivered.

6 Timeline of Key Events Event Date Release date 10/5/2026 Proposal due date 10/27/2026 Anticipated award 11/9/2026 Anticipated start 2/1/2027 Anticipated completion 1/31/2028

OASAS may modify this schedule as necessary.

7 Proposal Requirements Proposals should be concise and contain enough detail to evaluate the proposed work and price. Include:

i. Minimum Eligibility Cover Letter. Provide a cover letter of no more than two pages addressing the two minimum requirements above in order. State the certified business name and whether the prime vendor is a New York State Certified MWBE or SDVOB;

OASAS will verify the certification. For the comparable project, provide the specific details listed in requirement 2. General assertions of experience are insufficient.

ii. Vendor Qualifications. Describe comparable work in enterprise data assessment, data modeling, integration, governance, and health or human services or public-sector data environments. Identify up to three relevant engagements and client references.

Experience with OASAS systems, New York State Medicaid and other State health and human services data, substance use disorder programs, legacy data environments, data warehousing, and Salesforce-aligned architecture is preferred and will be considered in evaluation; it is not a minimum eligibility requirement.

iii. Technical Approach. Explain the proposed discovery and assessment methods, stakeholder engagement, treatment of data access and privacy constraints, selection of priority domains, data modeling and validation methods, Salesforce alignment, governance guidance, and knowledge transfer. Identify key assumptions, dependencies, and any proposed limits on the work.

iv. Project Team and Work Plan. Identify key personnel and any subcontractors, their roles, relevant qualifications, proposed effort and availability. Describe the team’s experience with the content and meaning of Medicaid or comparable health and human services data, as well as conceptual and logical data modeling. Provide a phased work plan, milestones, review points, and proposed schedule for completing the deliverables within approximately six to twelve months.

v. Work Samples. Provide representative, appropriately redacted examples of data landscape assessments, conceptual or logical data models, future-state architectures, or modernization roadmaps. If a sample cannot be shared, describe the comparable deliverable and the vendor’s role in producing it.

vi. Cost Proposal. Provide a total price for the base engagement and a breakdown by phase or deliverable, including the proposed staffing, rates, estimated hours, expenses, and other costs. State a separate price and assumptions for the optional business process modeling component and the combined total if the option is exercised. The combined total must not exceed $1,500,000.

OASAS may consider information elsewhere in the proposal that supports the cover letter.

OASAS may request clarification but is not obligated to do so. A clarification cannot establish an unmet minimum eligibility requirement after the proposal deadline. The selected contractor must complete applicable State security and access procedures before accessing OASAS systems or data.

8 Proposal Evaluation OASAS will first verify the two minimum eligibility requirements on a pass-or-fail basis. For eligible proposals, OASAS will consider the vendor’s relevant experience, the qualifications and availability of the proposed team, understanding of OASAS and related Medicaid data, quality and practicality of the technical approach and deliverables, treatment of privacy and access constraints, proposed schedule, work samples, and cost. Preferred experience described under Vendor Qualifications will be considered at this stage. OASAS intends to select the responsive and responsible vendor whose proposal offers the best value to the State. OASAS may request clarification, interviews, presentations, or demonstrations.

9 Questions and Responses Vendors may email questions to OASASProcurements@oasas.ny.gov . Emails to include “Disc. 26022- OASAS Data Landscape Assessment and Future State Data Modeling Services” in the subject line. OASAS will make reasonable efforts to respond within two business days and may post questions and responses of general interest in the New York State Contract Reporter.

10 Submission Instructions Submit proposals electronically to OASASProcurements@oasas.ny.gov by Proposal Due date and time. Use the subject line “Disc. 26022-OASAS Data Landscape Assessment and Future State Data Modeling Services.” Late proposals will not be considered. OASAS reserves the right to reject any or all proposals, request additional information, and make no award if an award is not in the State’s best interests.

11 Scope of Work OASAS Data Landscape Assessment and Future-State Data Modeling Services

11.1 Purpose

The New York State Office of Addiction Services and Supports (OASAS) seeks a qualified vendor to assess its existing data landscape and develop recommendations and data models supporting OASAS’s future-state enterprise data architecture aligned to OASAS modernized platform (Salesforce).

mailto:OASASProcurements@oasas.ny.gov mailto:OASASProcurements@oasas.ny.gov

The selected vendor should bring relevant knowledge of public-sector or health and human services data environments and enterprise data assessment and modeling. Specific experience with OASAS, New York State Medicaid, and related systems will be considered in the proposal evaluation as described in the advertisement.

The primary focus of this engagement is data content, structure, relationships, ownership, integration, and modeling across these systems, rather than application replacement or large-scale technology implementation.

11.2 Objectives

The engagement will:

i. Assess the current OASAS data landscape.

ii. Identify major data sources, domains, structures, and relationships.

iii. Document how OASAS data relates to Medicaid and other New York State data sources.

iv. Identify duplication, inconsistencies, gaps, and data-quality concerns.

v. Identify authoritative sources for key data domains.

vi. Develop conceptual and logical data models.

vii. Define a recommended future-state data architecture aligned to OASAS’s target platform (Salesforce).

viii. Identify opportunities to improve data sharing, integration, governance, analytics, and reuse.

ix. Develop a practical roadmap for moving from the current state to the recommended future state.

11.3 Scope of Services

11.3.1 Current-State Data Assessment

Review and document the existing OASAS data landscape across its core program areas, including:

i. Major databases and data repositories;

ii. Provider, organization, program, and facility data, and its network of related and extended applications.

iii. Client data supporting continuum of care and its related client-facing processes.

iv. Reference and master data;

v. Medicaid claims and encounter data;

vi. Medicaid eligibility and enrollment data, as applicable;

vii. Reporting and analytics data fed by the core applications;

viii. Interfaces and data exchanges between related and extended applications, and downstream/upstream data flows.

ix. Data received from or provided to other New York State agencies and external partners; and

x. Relevant EHR and financial system data exchanges, without assessing or redesigning the underlying EHR or financial platforms.

11.3.2 Data Content and Relationship Analysis

Assess:

i. Data definitions and business meaning;

ii. Relationships among major data domains;

iii. Duplicate or overlapping data;

iv. Systems of record and authoritative sources;

v. Data ownership and stewardship;

vi. Data-quality issues;

vii. Common identifiers and matching requirements, including constraints on person-level identifiability and applicable PHI-handling requirements for substance use disorder client data;

viii. Historical and longitudinal data requirements; and

ix. Current data integration and exchange patterns.

Particular attention shall be given to understanding how OASAS data relates to New York State Medicaid data and other State health and human services information and to clarifying what continuum-of-care insight is achievable within applicable constraints.

11.3.3 Data Modeling

Develop or refine:

i. Enterprise data domains;

ii. Conceptual enterprise data model;

iii. Logical data models for priority domains;

iv. Common data definitions;

v. Key entities and relationships;

vi. Master and reference data requirements; and

vii. Recommended authoritative data sources.

Priority entities may include:

Person/Client | Provider | Organization | Program | Facility/Location | Service | Encounter | Claim | Eligibility | Referral | Episode of Care | Authorization | Credential | Program Participation

11.3.4 Future-State Data Architecture

Recommend a future-state data architecture that aligns with OASAS’s future-state target platform (Salesforce), addressing:

i. Mapping of enterprise data domains and priority to target platform Objects and relationships (Salesforce).

ii. Enterprise data organization;

iii. Authoritative data sources and future system of record.

iv. Master and reference data management;

v. Data integration and exchange patterns, compatible to target platform;

vi. Medicaid data integration approach;

vii. Data sharing across OASAS programs, guided by appropriate access, privacy, and security principles.

viii. Reporting and analytics;

ix. Data governance and stewardship;

x. Data quality;

xi. Reusable data services and APIs; and

xii. Reduction of redundant data collection and storage as capabilities consolidated, and archive process.

The future-state design should support OASAS’s broader continuum-of-care information needs while maintaining appropriate boundaries with clinical EHR and core financial systems.

11.3.5 Business Process Modeling (Optional)

OASAS may elect business process modeling for related workflows, including process steps, decision points, handoffs, and exceptions, to complement the data model. This option excludes process redesign and application build work. The vendor may use an OASAS tool or propose a separate modeling tool and any associated licensing cost, subject to OASAS approval.

11.3.6 Data Management Guidance and Capability Building

Throughout the engagement, the contractor will provide OASAS team with practical, ongoing counsel on data management practices, including data governance, data quality standards, operating models to help OASAS build the internal capability needed to sustain and extend the data foundation beyond engagement.

11.4 Vendor Experience and Qualifications

The vendor should demonstrate experience with OASAS or comparable Medicaid, public-sector, or health and human services data environments. The mandatory, pass-or-fail requirements are stated in the advertisement; the experience described in this section will be considered in the proposal evaluation.

Preferred experience includes:

i. OASAS systems and data;

ii. New York State Medicaid data;

iii. Medicaid claims and encounters;

iv. Medicaid eligibility and enrollment;

v. Provider and program data;

vi. New York State health and human services systems;

vii. Substance use disorder program and service data;

viii. Enterprise health and human services data modeling;

ix. Master and reference data;

x. Data governance and stewardship; and

xi. State-level data integration and interoperability.

Additional experience that may distinguish a proposal includes:

xii. Direct experience with New York’s O-agencies and the governance environment in which they operate

xiii. Demonstrated experience interpreting decades old data environments, including data that has been repurposed or redefined over time.

xiv. Demonstrated experience in data warehousing and analytics, particularly consolidating fragmented reporting environments into authoritative sources.

xv. Data governance experience, including the ability to connect data model, business process and governance using modern methods.

The proposed team should include senior resources with direct knowledge of the content and meaning of Medicaid or comparable health and human services data, in addition to technical or database expertise. The qualifications of proposed personnel will be evaluated as part of the proposal.

11.5 Key Deliverables

Deliverables should be concise and focused on actionable findings:

i. Current-State Data Landscape – Inventory and high-level mapping of major OASAS data sources, repositories, exchanges, and dependencies.

ii. Data Domain and Source Assessment – Identification of major data domains, authoritative sources, ownership, duplication, and key issues.

iii. OASAS/Medicaid Data Relationship Assessment – Documentation of relationships between OASAS information and relevant New York State Medicaid data.

iv. Conceptual Enterprise Data Model – High-level representation of major enterprise entities and relationships.

v. Priority Logical Data Models – More detailed models for selected high-value data domains.

vi. Data Quality and Governance Findings– Key gaps and recommendations related to ownership, stewardship, definitions, quality, and lifecycle management.

vii. Future-State Data Architecture – Recommended organization and management of OASAS enterprise data, including integration with Medicaid and other State data sources.

viii. Gap Analysis and Recommendations – Differences between current and future state and recommended actions.

ix. Data Modernization Roadmap – Prioritized near-, medium-, and longer-term activities required to achieve the future state.

11.6 Engagement Approach

The engagement is expected to occur over approximately six to twelve months using three primary phases:

Phase 1 – Discover and Assess Inventory the current data environment, conduct stakeholder sessions, review data structures and documentation, and identify major data domains, sources, exchanges, and issues.

Phase 2 – Model and Design Develop conceptual and logical data models, identify authoritative sources, define future-state data principles, and design the recommended enterprise data architecture.

Phase 3 – Recommend and Roadmap Identify gaps, priorities, dependencies, and recommended initiatives and develop an actionable transition roadmap.

11.7 OASAS Responsibilities

OASAS will:

i. Provide access to appropriate business, program, data, and technology stakeholders;

ii. Provide available system, database, interface, and data documentation;

iii. Facilitate access to relevant data and subject-matter experts needed to support discovery and modeling activities;

iv. Review and validate findings and models; and

v. Establish priorities for detailed modeling and future-state recommendations.

11.8 Contractor Responsibilities

The Contractor will:

i. Lead discovery and data-analysis activities;

ii. Provide personnel with appropriate knowledge of Medicaid or comparable health and human services data and enterprise data modeling;

iii. Complete any required State security and access procedures engaging with OASAS systems and data.

iv. Review and analyze existing data structures and documentation;

v. Facilitate data-modeling sessions;

vi. Develop current- and future-state models;

vii. Identify data gaps, duplication, and inconsistencies;

viii. Recommend future-state data architecture and governance approaches;

ix. Provide ongoing guidance and counsel to OASAS on data management practices, standards and governance maturity.

x. Maintain issues, assumptions, and decision logs; and

xi. Provide knowledge transfer to OASAS personnel.

11.9 Success Measures

Success will be measured by:

i. Completeness of the current-state data landscape;

ii. Accuracy of documented data domains and relationships;

iii. Validation of models by OASAS subject-matter experts;

iv. Identification of authoritative data sources;

v. Identification of significant duplication and data-quality issues;

vi. Quality and usability of conceptual and logical data models;

vii. Practicality of future-state recommendations; and

viii. Delivery of an actionable, prioritized modernization roadmap.

11.10 Out of Scope

This procurement does not include:

i. Replacement of the OASAS EHR;

ii. Replacement of core financial systems;

iii. Application development;

iv. Enterprise application replacement;

v. Production implementation of the future-state architecture; or

vi. Procurement or implementation of specific technology platforms.

The contractor may assess data exchanges and dependencies involving these systems as necessary to understand the OASAS data landscape. Any additional work beyond this scope would require separate authorization consistent with applicable procurement requirements.

11.11 Expected Outcome

At the conclusion of the engagement, OASAS should have a clear understanding of:

What data it has → Where it resides → What it means → How it relates → Which sources are authoritative → How OASAS and Medicaid data relate → What the future-state data model should be → How to get there.

The engagement should provide OASAS with a practical enterprise data foundation for future modernization, integration, interoperability, reporting, analytics, and continuum-of-care initiatives.