Request for Information

STATE OF DELAWARE

Department of Health and Social Services – Health Care Commission

State of Delaware

Case Management System -- Vocational Rehabilitation Case Management solution for Visually

Impaired

Request for Information

Request No. HSS-23-012 01/18/2023

- Deadline to Respond - 03/10/2023

Time (4:30pm EST)

Version: 07-2022

REQUEST for INFORMATION NO. HSS-23-012

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, Division for Visually Impaired, is seeking market information on a Case Management system for programs and services being provided to assist visually impaired individuals with the goals to maximize their employment and to achieve economic self-sufficiency, independence, inclusion and integration into society. 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 type of Case Management for vocational rehabilitation, education, and independent living of individuals with visual impairment. 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 March 10, 2023, at 4:30pm EST.

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

Please note all submissions are sealed/not accessible for evaluators for review until the close of the Submission period..

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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.

Division for Visually Impaired designated contact:

Andy Kloepfer State of Delaware

DHSS/DVI

1901 N. Dupont Highway, Biggs Building New Castle DE 19720 andy.kloepfer@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 VIP’s 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 February 08, 2023. 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 February 24, 2023. 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 may be submitted via Bonfire https://dhss.bonfirehub.com/ under Messages & Vendor Discussions “no later than” RFI questions deadline specified.

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 a vocational rehabilitation case management solution for the Division for Visually Impaired. 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

1. Committed to ensuring all users have a fully accessible and inclusive user experience. The system must be W3C compliant, meets or exceeds the Web Content Accessibility Guidelines WCAG 2.1 Level AA standard and Section 508 of the Rehabilitation Act of 1973.

2. Web Based System (Cloud Solution preferred)

3. Approximately 50 users

4. Authentication must be with the computing tenant OKTA- ID.Delaware.gov.

5. Role Based Security

6. Vocational Rehabilitation

7. Education

• Individualized Education Program (IEP) interface

8. Independent Living about:blank about:blank

9. Orientation and Mobility

10. Need to integrate with DHSS Master Client Index (MCI). MCI is a centralized system that maintains a ‘golden record’ of demographic information for recipients of services provided by the Department of Health and Social Services (DHSS) and by the Department of Services for Children, Youth, and their Families (DSCYF).

11. Rehabilitation Services Administration (RSA) Interface

• RSA Formula Grant Programs Reports

• RSA Formula Grant Programs Reporting

• https://rsa.ed.gov/sites/default/files/fiscal/RSA%20Formula%20Awards%20Information%20Coll ections%20and%20Reporting%20Deadlines%20(03.03.2021).pdf

• RSA updates

12. Social Security Administration (SSA) Interface

• Federal Reporting

13. Unemployment wage verification interface (DEDOL DUI and SWIS: https://www.dol.gov/agencies/eta/performance/swis)

14. Interface with First State Financials (FSF), State of Delaware’s financial system.

15. Reporting functions including the ability for end users to customize reports

16. Data export functions

17. Data migration from the legacy system

• Average of 900 cases are closed each year

• Intends to migrate 7-year worth of data which is approximately 6300 cases

18. Capability to accept file attachments within the application and capability to store images

19. Capability for the customer to maintain values in Translate tables

20. Integrated inventory system for textbooks and equipment

21. Train-the-Trainer and End-user Training

22. Browsers supported

23. File types that could be attached within the application and capability to store images.

(For examples: MS doc (.doc(x), .xls(x), .ppt(x)), PDF/AI, JPEG, PNG and any commonly and currently utilized file formats)

24. Estimate of implementation duration.

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

3. PRICING

Provide the best estimate if to implement the solution in one or two years from the date of RFI. Include the estimated cost for training (train-the-trainer and end-users), system interfaces, ongoing support cost, annual mark-up information and any other additional or miscellaneous fees.

4. EQUIPMENT

5. REPORTING

9. INVOICING

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

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