ODDS CM System RFP Pre-Proposal Vendor Conference v24Feb15.1.pdf

RFP S-DASOBO-00009347

Oregon Office of Developmental Disabilities Developmental Disabilities Case Management System RFP

February 15, 2024 Pre-Proposal Teleconference

Phone Number: +1 503-446-4951 Phone Conference ID: 873 708 313#

Contact Information

Warren Nickerson (Single Point of Contact (SPC))

IT Procurement Analyst

DAS Procurement Services (971) 375-5148

Department of Administrative Services (DAS) Procurement Services

1225 Ferry Street SE, U140 2nd Floor

Salem, OR 97301

(971) 375-5148 (office) warren.nickerson@das.oregon.gov

OregonBuys mailto:warren.nickerson@das.oregon.gov https://oregonbuys.gov/bso/

Agenda

Pre-Proposal Conference Ground Rules Agency Background Opportunity Overview RFP Process Overview

Submitting Questions and Proposal Schedule EIS and LFO Oversight Scope RFP Table of Contents Multi-step Solicitation Proposal Evaluation Criteria Round 1 Proposal Scoring Award, Protests, Negotiation Additional Information

Proposal Tips

Conclusion and Contact Information

Conference Ground Rules

ONLY summarizes Request For Proposal (RFP) and Submission Process for convenience purposes.

RFP in OregonBuys is official record and means for communications.

Proposer’s responsibility to review RFP in OregonBuys for updates, amendments, answers and related information.

Oral statements NOT binding on State Parties.

Submit written questions via OregonBuys or by direct email to the SPC for binding answers.

Procurement conducted by Oregon Department of Administrative Services Procurement Services (“DAS PS”) on behalf of the Oregon Department of Human Services (“ODHS”), Office of Developmental Disabilities Services (“ODDS” or “Agency”).

OregonBuys is Official Record of Process

Agency Background

The Oregon Department of Human Services (ODHS) is Oregon’s principal agency for helping Oregonians achieve well-being and independence. ODHS provides direct services to over 1 million Oregonians each year.

The Oregon Office of Developmental Disabilities Services (ODDS) strives to support choices of individuals with disabilities and their families within communities by promoting and providing services share are person-centered and directed, flexible, community inclusive, and supportive of the discovery and development of everyone’s unique gifts, talents, and abilities.

ODDS manages a program that serves over 35,000 children and adults with Intellectual and Developmental Disabilities (I/DD).

ODDS contracts with 40+ local county and private organizations that serve as Case Management Entities (CMEs) for individuals with I/DD.

Approximately 99% of funding for I/DD services provided is Medicaid matched.

Opportunity Overview

High Level Description of Current State:

Lack of centralized IT infrastructure delays ODDS’s ability to ensure compliance with federal and state regulations, implement effective quality management, and aggregate data for analysis and reporting.

Data dispersed across multiple outdated systems poses a significant risk to ODDS’s ability to ensure compliance with Medicaid rules and, consequently, draw federal matching funds.

Inefficiencies in the system imposes unnecessary burdens on CMEs delivering services.

Desired Future State:

Create efficiencies for CMEs delivering services, improve timeliness of mandated processes, and ease availability and access to accurate centralized data.

Automation of billing and authorizations between systems, reducing duplication of efforts.

Full transparency into quality management practices, providing tools to maintain compliance with federal regulations and mandates (42 CFR Part 516).

Comprehensive data security and privacy to enable data analysis, quality assessment, governance, classification, integrity, and management.

System Preferences:

Cloud-based and support multi-tenancy, such as Software-as-a-Service (“SaaS”) or Commercial-off-the-

Shelf (“COTS”).

Five (5) year initial term, options to renew; award single contract to start second half 2024.

Competitive Sealed Proposals pursuant to ORS 279B.060 and OAR 125-247-0260.

See RFP for Complete Description and Instructions

RFP Process Overview Submitting Questions and Proposal

Questions may be submitted via OregonBuys or direct email to the SPC

Question Responses and RFP Amendments communicated via OregonBuys, or direct email from SPC

Submitting Proposal:

PREFERRED: Electronically via Oregon Buys Alternate means of submission (Secure USB, mail, or parcel post)

Advise and coordinate with SPC at least three business days prior to Opening Package must be sealed and labeled, clearly identifying:

Proposer Name

RFP #

Sent Attention to SPC address on RFP Cover Page

Attachment to email will be rejected

See RFP Section 4.4

Schedule

Event Date and Time Release to Oregon Buys February 7, 2024

Voluntary Pre-Proposal Conference February 15, 2024 9:00 AM PST

Questions / Requests for Clarification Due February 23, 2024 1:00 PM PST

Answers to Questions / Requests for Clarification Issued (approx.) March 1, 2024

RFP Protest Period Ends March 8, 2024

Opening (Proposals Due) March 25, 2024 8:00 AM PST

Round 1 Evaluations Complete / Competitive Range Announcement Approx. three weeks after Opening

Subsequent Round Evaluations (e.g., Presentations, Demonstrations, Interviews, etc. ) TBD

Issuance of Notice of Intent to Award (Approx.) TBD

Award Protest Period Ends 7 calendar days after Notice of Intent to Award

Updates Communicated via OregonBuys

You are here!

EIS, LFO, and CMS Oversight

Oregon’s Enterprise Information Services (EIS) and Legislative Fiscal Office (LFO) are providing project oversight.

This is a Stage Gate Project:

Stage Gate oversight process used for major State IT initiatives.

Comprised of four (4) stages separated by “gates” to ensure specific requirements are met before continuing to the next stage.

Project currently has Stage Gate 2 (Resource/Solution Analysis) endorsement and will be required to receive Stage Gate 3 (Implementation Planning) endorsement before executing the contract.

Process: https://www.oregon.gov/das/OSCIO/Pages/StrategyStageGate.aspx Project documentation sets out relevant business drivers; guiding principles; preferences and requirements; governance and oversight obligations; alignment with diverse strategic plans, priorities, and initiatives; and desired outcomes.

The Centers for Medicare and Medicaid Services (CMS) are a federal oversight partner, and CMS review and approval of the contract is required.

https://www.oregon.gov/das/OSCIO/Pages/StrategyStageGate.aspx

RFP Overview Scope

Software, infrastructure, and services for I/DD case management system functionality.

Refinement of existing high-level requirements to support and direct the functional, technical, and security design of the new solution.

Training for staff and end users of the new solution.

Data cleansing, normalization, classifying, labeling, conversion, and migration.

Go-live and transition support to include integration with multiple ancillary and partner systems and the operation of a centralized help desk.

Operations and Maintenance (O&M) support to include post go-live configuration validation, system upgrades, warranty support, and other activities.

Full Scope: RFP Section 2.4 and Attachment H

RFP Body Section 1: General Information Section 2: Authority, Overview, and Scope Section 3: Procurement Requirements Section 4: Round 1 Solicitation Process Section 5: Award and Negotiation Section 6: Additional Information

RFP Attachments A: Sample Contract B: Disclosure Exemption Affidavit C: Proposer Information and Certification Sheet D: Reference Check Form E: Price Proposal Form F: COBID Certification / Outreach Plan G: Responsibility Inquiry H: Solution Requirements I: Features Diagram J: Statewide Information and Cyber Security Standards

RFP Overview RFP Table of Contents

Multi-step Solicitation

Proposals and Proposers evaluated for Responsiveness and Responsibility (RFP 4.11.1).

Round 1 Evaluation criteria set forth in RFP section 4.11.2.

Scoring adjusted for preferences (RFP section 4.11.3).

Evaluation and ranking of Proposers can be found in RFP section 4.13.

If in its best interest, State may elect a Competitive Range Determination (RFP section 4.14.1) or additional evaluation rounds which may include some or all the following (RFP section 4.15):

Price Proposal (RFP Attachment F) Vendor Demonstrations Interviews / Additional Presentations Security Documentation (RFP Attachment J) Contractual Documentation (RFP Attachment A) Best and Final Offers

Proposal Evaluation Criteria

SCORE EXPLANATION

90 – 100% OUTSTANDING – Proposal meets submittal requirements, demonstrates exceptional knowledge of the subject matter, and demonstrates excellent ability to deliver the requested service and achieve the desired goals and objectives of the project as defined in this RFP.

61 – 89%

GOOD TO VERY GOOD – Response meets submittal requirements, demonstrates thorough knowledge of the subject matter, and demonstrates an ability to successfully deliver the requested service and support the project in achieving its goals and objectives as defined in this RFP.

50 – 60%

SATISFACTORY – Response meets submittal requirements, demonstrates basic knowledge of the subject matter, and demonstrates an ability to minimally deliver the requested service. Would not meet or support the achievement of all the desired goals and objectives of the project as defined in this RFP.

1 – 49%

POOR TO FAIR – Response meets submittal requirements but does not demonstrate satisfactory knowledge of the subject matter or does not demonstrate an ability to deliver requested service or support the program in achieving its desired goals and objectives as defined in this RFP.

*RFP Section 4.11.2, Evaluation Criteria.

Round 1 Proposal Scoring

ROUND 1 POINT AND SCORE CALCULATIONS

1 Proposer’s Organization Profile 400

2 Experience and Capabilities 1500

3 Key Persons, Organizational Chart and Subcontractors 800

4 Solution Requirements (Attachment H) 2,139

5 Solution Requirements (Narrative) 1200

6 Scope of Services 2000

7 Performance Metrics and SLAs 400

TOTAL SCORE ROUND 1 8,439

*RFP Section 4.12, Round 1 Point and Score Calculations.

Award, Protests, Negotiation

Intent to Award (Section 5.1) After Round 1 is complete, or any subsequent round.

May be for less than full scope of RFP.

Selection communicated to all Proposers in writing.

Intent to Award Protest (RFP Section 5.2) Seven calendar days to file protest.

Must be an “Affected Proposer” and meet submission requirements.

Apparent Successful Proposer Submission Requirements (RFP Section 5.3) Proof of Insurance, Taxpayer ID (W-9), Registration as Oregon Business, Responsibility, Non-discrimination in Employment certification, and Pay Equity Certification.

Contract Negotiation (RFP Section 5.4) Sample Contract included (RFP Attachment A).

Limited non-negotiable terms.

See RFP Section 5 for Complete Instructions

Additional Information

Oregon COBID Certification (RFP Sections 6.1, 6.2, and Attachment F) RFP Disclaimers

Oregon Laws and regulations govern (RFP Section 6.3).

Included checklists (if any) are provided as courtesy without warranty (RFP

Section 6.9).

Can be cancelled without damages due from Oregon (RFP Section 6.5).

Submitted Proposal Documents Ownership transfers to Oregon DAS upon submission (RFP Section 6.4).

Public record (RFP Section 6.4).

Can be rejected without damages due from Oregon (RFP Section 6.5).

Proposer bears cost of their Proposal (RFP Section 6.6).

Compliance with E-waste procedures (RFP Section 6.7).

Maximize Use of recyclable products (RFP Section 6.8).

See RFP Section 6 for Complete Information

Proposal Tips

Initial Responsiveness Verification (DAS PS).

Organize Proposal into two parts Proposal Main Body:

Proposal (scored), ensure each item of RFP Section 3.2 is addressed Plus required attachments (not scored).

Price Proposal (from RFP Attachment E):

Submit as separate file Not scored Round 1.

No page limit. However, proposals scored for overall impression.

Well organized, easy-to-read, formatted with labels referencing RFP Sections.

Versus Misspellings, grammatical errors, extraneous marketing materials, sales puffery, and other superfluous, disconnected, or irrelevant space filler.

Merely offering to provide the goods or services as stated in the RFP risks disqualification as non-responsive.

Overview

Proposal Main Body (RFP Section 3.2) Executive Summary (Not Scored) Proposer’s Organization Profile (Scored) Experience and Capabilities (Scored) Key Persons, Organizational Chart, and Subcontractors (Scored) Solution Requirements (Scored) Scope of Services (Scored) Security Statement (Not Scored) Performance Metrics and Services Levels (SLAs) (Scored) Underlying Agreements (Not Scored) Value Added Services (Not Scored) Mandatory, Non-Scored Attachments:

Proposer Information and Certification Sheet (Attachment C) Reference Check Forms (Attachment D) Disclosure Exemption Affidavit (Attachment B) Certified Disadvantaged Business Outreach Plan (Attachment F) Responsibility Inquiry (Attachment G)

Overview (continued)

Solution Requirements Checklist (RFP Attachment H) Complete and submit Attachment H to demonstrate how the proposed solution addresses the requirements.

Be sure to carefully follow directions on “Instructions” tab.

In Column F, for each requirement, select one of four responses from the drop-down menu: Currently Exists, Available by UAT, Available Post Rollout, or Not Available.

In Column G, include any desired comments or clarifications.

Column J will auto calculate points using priority rating and vendor response.

Price Proposal and Other Attachments

Price Proposal (RFP Attachment E) Submit at same time as Main Proposal Document, but as separate file.

Not scored for Round 1 but may be scored for subsequent rounds.

Instructions: RFP 3.2.11.

Statewide Information and Cyber Security Standards (RFP Attachment J) Not submitted with Round 1.

Reference for developing proposal

Submit when requested for subsequent rounds or selection.

Instructions: RFP Section 3.2.9.