RFP-24-DCYF-CW-081-Amendment 8.pdf

DCYF RFP 24-DCYF-CW-081 for DCYF Enterprise Payment Solution.

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DATE: January 21, 2025

TO: RFP 24-DCYF-CW-081 DCYF Enterprise Payment Solution FROM: RFP 24-DCYF-CW-081 DCYF Enterprise Payment Solution Solicitation

Coordinator

SUBJECT: RFP 24-DCYF-CW-081 DCYF Enterprise Payment Solution Amendment No. 8

The purpose of this Request for Proposals Amendment is to respond to vendor questions regarding the DEPS RFP.

1. The Governor’s budget does not reflect funding for DEPS. What is the status of the funding?

a. While we are currently navigating budget uncertainty, we are actively exploring ways to optimize our resources and are analyzing how our approach and key milestones will be adjusted.

2. Does the State of Washington plan to solicit Independent Verification and Validation (IV&V) services for the DEPS Procurement?

a. No. The Agency already has an independent Quality Assurance contract in force.

3. Regarding Minimum Qualification B, “Must have a minimum of $50M in revenues and have successfully completed 3 financial management and/or Payment related projects with similar scope and focus for public sector organizations in the past 7 years”, must vendors have a minimum of $50M in revenues in one year or in the past 7 years?

a. The primary Vendor (Systems Integrator) must have a minimum of $50M in revenue annually AND

b. Have completed three (3) financial management or payment-related projects with similar scope and focus for public sector organizations in the past seven (7) years.

4. Will the State release the Vendor’s Conference recording?

a. Because there was no live Q&A, we have attached the presentation deck, which provides all information shared during the Vendor’s Conference.

5. Is the vendor expected to migrate the entire legacy database? If not, how many years of data is expected to be migrated?

a. No. The Vendor is expected to migrate seven (7) years of data.

6. Which database application houses the legacy database?

a. SSPS Suite Database

b. MS SQL Server

c. IBM Mainframe

d. Unisys Mainframe

7. What is the size of legacy database?

a. 1.25TB for SQL DB

b. 3TB for mainframe

8. Do you expect all data to be migrated even if it is not required for the application?

a. No. We expect migration of seven (7) years of data required for the application and audit purposes to be migrated.

9. Is there a finite list of APIs or will that list grow? Is the vendor expected to make all those

DCYF RFP 24-DCYF-CW-081 for DCYF Enterprise Payment Solution.

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a. We have identified our current APIs, but additional APIs might be needed based on the solution selected. In addition, not all the current APIs may be required based on the solution selected.

10. What data other than payment and service authorization information is included in this estimate?

a. Payment and service authorization data includes data at the transactional level, at the case level (client, child, parent, family, etc.) and is maintained in SSPS Suite Database.

DCYF looks forward to receiving Bidders’ Proposals (via email to the RFP Solicitation Coordinator) no later than 2:00 pm (Olympia, WA Pacific Time) March 12, 2025.

Thank you for your interest in DCYF RFP 24-DCYF-CW-081 for DCYF Enterprise Payment Solution.

Clemence Mumford, Coordinator Email: dcyf.depsvendor@dcyf.wa.gov www.dcyf.wa.gov

Washington State Department of Children, Youth, & Families (DCYF)

DCYF Enterprise Payment Solution (DEPS) Implementation Project RFP No. 24-DCYF-CW-081

Vendors Conference January 15, 2025 http://www.dcyf.wa.gov/

DEPS Implementation Project RFP No. 24-DCYF-CW-081

DEPS PROJECT CONSENT TO RECORD

The law requires consent prior to recording a person's participation in an event. Your participation in this video conference equals your consent to be recorded. If you do not consent to being recorded but choose to participate, please turn your camera off and use the Q&A feature to interact with the speakers.

RFP No. 24-DCYF-CW-081

Agenda

Topic Slide Number

Welcome and Introductions 4

Vendor Question Process 9

Agency Overview 11

DEPS RFP Outline and Content 16

RFP Evaluation and Procurement Phases 19

Vendor Response Instructions 25

Appendix 31

RFP No. 24-DCYF-CW-081

Welcome and Introductions

RFP No. 24-DCYF-CW-081

Welcome and Introductions

Speaker Role

Shannon Mathis, Executive Sponsor Nicole Rose, Business Sponsor Erik Lindeblom, Technology Sponsor

Project Sponsors

Rochelle Webb Project Lead (Sr. Project Manager)

Clemence Mumford Procurement/Vendor Lead

RFP No. 24-DCYF-CW-081

Shannon Mathis, Executive Sponsor

Deputy Chief Financial Officer, Operations

• I’ve worked for the State of Washington for 32-years and have been with DCYF in an escalating variety of finance roles since the inception of the agency on July 11, 2018. I worked at the Division of Child Support and Children’s Administration at DSHS prior to the creation of DCYF. As Deputy CFO of Operations my driving principle, and what I cultivate in my staff, is that the focus of our work should always be getting resources to the children and families. If we center that idea and make sure our systems and processes don’t stand in the way, we’re doing what we’re supposed to do.

• I have a Bachelor’s degree in Criminal Justice from WSU (Go Cougs!) and a Master’s in Public Administration from City University. I enjoy spending time with my very recently retired wife and keeping up with my adult children and my grandchildren!

RFP No. 24-DCYF-CW-081

Nicole Rose, Business Sponsor

Assistant Secretary of Early Learning

• As Assistant Secretary of Early Learning, Nicole oversees the agencies priorities for childcare, preschool, quality improvement, professional development, and subsidy. Our ability to increase access, determine eligibility for families and pay our providers is essential in achieving our priorities. During her time at DCYF and legacy DEL, Nicole served in a variety of roles focused on system innovation. Prior to becoming Assistant Secretary, her portfolio at DCYF as the Director of Eligibility and Provider Supports included opportunities to transform background checks, implementing a variety of changes to childcare subsidy, and supporting childcare providers throughout the pandemic.

• Nicole brings a wealth of experience in state and national early learning settings including childcare, Head Start and ECEAP, and community-based mobilization work. Nicole is passionate about putting best practice into policy so providers have the supports and resources necessary to ensure all of Washington’s children, youth, and families have opportunities for success. Nicole holds a Master of Public Administration from the University of Washington Evans School of Public Policy and Governance. Nicole grew up in Spokane, Washington. She has two young men, Sage, 25 and Ryder, 19. During her free time Nicole spends time outside with her dog, Hailey, walking around Olympia.

RFP No. 24-DCYF-CW-081

Erik Lindeblom, Technology Sponsor

Chief Information Officer

• In my role as CIO, I’m most passionate about earning the trust of our customers by repeatedly delivering on our commitments. I find meaning in leaving things better than I found them. In my life outside work, I have too many hobbies – but among the most rewarding are leading a competitive BBQ Team and volunteering with several local charities. But honestly, it’s mostly all about playing Legos right now (raising a 7-year-old boy with my beautiful and talented wife.)

• I’ve led large and small IT Divisions for state agencies for ten years, and prior to that was a software developer for many years. Outside of my IT experience, I’ve worked as a security officer and counselor in maximum security juvenile institutions, as a juvenile parole officer, overseeing medium security community facilities for juveniles and as a police officer. I have a Bachelor’s degree in Criminal Justice from Washington State University and hold a certificate in Project Management.

Vendor Question Process

RFP No. 24-DCYF-CW-081

• Using the Q&A function in Microsoft Teams, Vendors may ask questions including, but not limited to, project scope; specifications; requirements; and selection criteria. DCYF does not intend to provide responses during the conference. Verbal responses, if any are provided, are considered unofficial and non-binding. Vendors shall rely only on written statements issued by the RFP Coordinator.

• Questions may be submitted during this conference in written form using the Q&A option.

• Subsequent questions may also be submitted in writing via email to dcyf.depsvendor@dcyf.wa.gov until Wednesday, January 29, 2025 at 2 PM PT.

• DCYF will publish written responses to questions by Wednesday, February 12, 2025 at 5

PM PT.

Vendor Question Process mailto:cyf.depsvendor@dcyf.wa.gov

Agency Overview

RFP No. 24-DCYF-CW-081

• DCYF is a cabinet-level agency created in 2018. It oversees several services previously offered through the state Department of Social and Health Services (DSHS) and the Department of Early Learning (DEL).

• In 2019, DCYF assumed administration of programs offered by the Juvenile Rehabilitation (JR) division, the Office of Juvenile Justice (OJJ), and Working Connections Child Care (WCCC). These programs include but are not limited to Child Protective Services (CPS), child and family welfare services (CFWS), kinship care, extended foster care, foster care, adoptions, and guardianship.

• Also included are all DEL services, such as the Early Childhood Education and Assistance Program for preschoolers, and Home Visiting Programs. JR programs include JR institutions, community facilities, and parole services.

Agency Overview

RFP No. 24-DCYF-CW-081

The types of payment transactions handled by DCYF include:

Department of Children, Youth, & Families

Child Welfare

• Adoption Support

• Guardianship Support

• In-home Support

• Out-of-Home

Placements

Early Learning

• Childcare and Education Services

• Rate Enhancements

• Training Incentives

• Awards and

Reimbursements

• Grants

• Services

Juvenile Rehabilitation

• Contracts

• Billable Hours

• Service Level

Agreements

• Memoranda of

Understanding

• Purchase Card

• Expense Funding

• Tribal Payments

Administrative

• Stored Value Cards

• Vouchers

• Contracted Services

• Concrete Goods

• Credit Card Payments

• Staff Professional

Development

• Staff Travel

Expenditures

• Payment

Adjustments

• Accruals

RFP No. 24-DCYF-CW-081

• Social Services Payment System (SSPS) is the payment system for child welfare and interfaces with the Agency Financial Reporting System (AFRS).

• The SSPS system mainframe (Unisys, IBM and Windows Server) is hosted by DSHS with an application layer maintained by DCYF.

• DEPS will replace SSPS and many of its associated system interfaces.

Department of Children, Youth, & Families

RFP No. 24-DCYF-CW-081

SSPS Current State By the Numbers 57 payment pathways enabled by 49 systems and/or manual steps have been identified.

Business Process Standardization

Limited consistency exists across programs for service and payment authorization steps and in the final payment issuance systems and processes.

Manual Processes Programs differ in the amount of system enablement and significant manual intervention in service and payment authorization processes exist.

DCYF Reliance Externally Significant reliance on statewide systems external to DCYF for payment issuance.

DEPS RFP Outline and Content

RFP No. 24-DCYF-CW-081

RFP Bid Package RFP (One Document)

Section Section Title

A Overview, Vendor Qualifications, and Contract Terms

B Explanation of Solicitation Process

C Proposal Content, Format, and Submission

D Evaluation Proposals

E Debriefing and Protest Procedures

F Contracting Procedures

Attachments (Separate Documents / Response Templates) ID Attachment Title ID Attachment Title

A.1 Administrative Review J Implementation and Performance Non- Functional RTM Narrative

B Vendor Qual Experience Staffing K Experience and Management Narrative

C Solution Functional Requirements Traceability Matrix (RTM) L Cost Proposal Template

D Solution Functional RTM Narrative M Cost Proposal Narrative

E Solution Data and Reporting RTM N Issues List Template

F Solution Data Report RTM Narrative O Cert of Compliance with Negotiation

G Solution Technology RTM P Cert of Compliance with Demo Rules

H Solution Technology RTM Narrative Q Bidder Certifications and Assurances

I Implementation and Performance Non- Functional RTM

RFP No. 24-DCYF-CW-081

Resource Library

DCYF has created a procurement Resource Library. DCYF is providing this Resource Library to provide Vendors with business and technical background information related to this procurement. The Resource Library is provided for informational purposes only. As part of their response, Vendors should not respond to any items or artifacts included in the Resource Library.

DCYF DEPS Architecture Plan DCYF Enterprise Payment System Project Scope

DCYF DEPS Business Process Analysis DCYF SSPS Systems Architectural Overview

DCYF DEPS Payment Data Flow DCYF SSPS Unisys System Assessment

RFP Evaluation & Procurement Phases

RFP No. 24-DCYF-CW-081

• Proposals will be evaluated by the DEPS evaluation team. The evaluators will examine each proposal to determine, through the application of uniform criteria, the effectiveness of the proposal in meeting DCYF's requirements as described in this RFP.

• The evaluation process evaluates Vendor responses in a structured, six (6) phase approach. Each of the six phases will be further described in the next slides.

o The evaluation and scoring for each phase will determine participation in future phases.

o For each phase, the assigned DCYF evaluation team will select which

Vendors may proceed to the next phase based on the evaluation approach as described in the next slides.

RFP Evaluation

RFP No. 24-DCYF-CW-081 Procurement Phases

Phase Description

Phase 1:

Administrative Review (Pass/Fail)

Proposals will be reviewed by the RFP Coordinator to determine on a pass/fail basis compliance with administrative requirements as specified in the RFP Section A.11. The evaluation team will only evaluate proposals meeting these Administrative Requirements.

Phase 2:

Technical & Functional Proposal (Scored)

The DEPS evaluation team will evaluate and score each Vendor’s ability to satisfy:

• Vendor Viability and Relevant Experience

• Vendor References

• Project Staffing, Organization, and Key Personnel

• Experience and Management

• Functional Requirements

• Data & Reporting

• Technology-Related Requirements

• Requirements covering Design-Develop/Configure-Implement, Decommission, Project

Management, and Maintenance & Operations

RFP No. 24-DCYF-CW-081

Procurement Phases (cont'd) Phase Description

Phase 3:

Oral Presentations & Product Demonstrations (Scored)

The DCYF evaluation team will evaluate Vendor’s oral presentations and product demonstrations as described in the RFP Section D.6

Phase 4:

Cost (Scored)

The cost proposal will only be scored for proposals that are advancing to the oral presentation and demonstration phase. The cost score will be added to the written and oral scores.

RFP No. 24-DCYF-CW-081

Procurement Phases (cont'd) Phase Description

Phase 5: Contract Negotiations

Phase 5(a) – Issues List: The DCYF evaluation team will evaluate the Issues List, as specified in the RFP Section F.2. Vendors returning Issues Lists that show Vendor's willingness to work with DCYF's Contract and project terms and be held accountable for their responsibilities with respect to the DEPS Project will advance to Phase 5(b). During Phase 5(a), DCYF reserves the right to discuss the Issues Lists with the Vendors, and upon conclusion of such discussions will permit Vendors to submit revised Issues Lists.

Phase 5(b) – Primary Technology Agreement and Solution Services Agreement: The Phase 5(a) finalists will be invited to participate in negotiations with DCYF concerning the Primary Technology Agreement and, with respect to any Third-Party Solution Vendors, the Solution Services Agreement. At the end of Phase 5(b), the Vendors will execute the Primary Technology Agreement and any Third-Party Solution Vendor(s) will execute the Solution Services Agreement. The DCYF evaluation team will consider the totality of the contract terms when selecting the finalists to advance to Phase 6.

RFP No. 24-DCYF-CW-081

Procurement Phases (cont'd)

Phase Description

Phase 6:

BAFO

The DCYF evaluation team will take into consideration the Vendors’ full Proposals and the resolution of all Contract and project documents in developing its recommendation for the Apparent Successful Vendor (ASV).

Vendor Response Instructions

RFP No. 24-DCYF-CW-081

Key Events & Dates Date Time (PT) Event

Friday, December 13, 2024 3 PM Request for Proposals (RFP) issued

Wednesday, January 15, 2025 9 AM Optional Vendor’s Conference to be held virtually

Wednesday, January 29, 2025 2 PM Deadline for Vendor questions

Wednesday, February 12, 2025 5 PM DCYF response to Vendor questions

Wednesday, February 19, 2025 2 PM Deadline for optional Letter of Intent to Propose

Wednesday, March 12, 2025 2 PM Vendor proposals due

Monday, September 29, 2025 5 PM Announce ASV(s) and notify unsuccessful Vendors

Monday, October 13, 2025 2 PM Deadline for Vendor complaints

Wednesday, October 15, 2025 5 PM DCYF response to complaints issued

RFP No. 24-DCYF-CW-081

• Electronic Copies: Vendors must submit all electronic copies of their proposal by Monday, March 12, 2025 at 2:00 PM PT. Proposals must be submitted via email to the contact as described in the RFP Section C.15.

• Timing: Late proposals will not be accepted and will be automatically disqualified from further consideration.

• Proposal Format Instructions

• Unless otherwise directed, DCYF requires that Vendor use the provided mandatory response templates to prepare responses included in the proposal. DCYF requires that Vendors enter responses directly into templates, and not to insert “see attached file” (or similar statements) in the templates or worksheet to reference separate documents. Proposals not using the mandatory response templates will not be reviewed. Figures and tables must be numbered and referenced in the text of the proposal by that number. DCYF requests that Vendors do not submit marketing materials, product sheets, brochures, customer testimonials, or other pre-printed materials.

• Refer to the RFP Section B for additional details on submission requirements.

Submission Requirements

RFP No. 24-DCYF-CW-081

• If a Vendor has issues, concerns, exceptions or objections to any of the terms or conditions contained in the documents, it must be documented in the Issues List template provided as Attachment N.

• The Issues List prepared by the Vendor must refer to the section or paragraph and provide a description of each issue, concern, exception, and/or objection.

• If a Vendor objects to a particular term or condition, the Vendor will need to describe (in business terms and not in proposed Contract or legal language) the Vendor’s concern and propose alternate terms that the Vendor is willing to accept. The Issues List must provide the reason or rationale supporting the item of concern and/or business counterproposal. Simply stating that a paragraph is “not acceptable” or supplying Vendor’s proposed Contract terms without describing the reason will not be accepted.

Issues, Concerns, Exceptions, or Objections

RFP No. 24-DCYF-CW-081

• If Vendor does not identify specific concerns with a particular term or condition, the term or condition will be deemed accepted by Vendor and DCYF will not negotiate further changes.

o Redline documents will not be reviewed. Do not provide in the response, in the Issues List or otherwise, a redlined Contract, paragraph, or clauses.

o Do not provide a copy of Vendor’s standard contract or proposed language to DCYF. DCYF requires its own contract in negotiations with final Vendor(s). Vendors’ standard Contract will not be reviewed by

DCYF.

o Vendors are reminded that this is a Competitive Solicitation for DEPS and that DCYF cannot accept a proposal or enter a Contract that substantially changes the material terms and specifications published in this Solicitation.

Issues, Concerns, Exceptions, or Objections

Thank you!

Appendix

RFP No. 24-DCYF-CW-081

Resource Role Shannon Mathis, Executive Sponsor Nicole Rose, Business Sponsor Erik Lindeblom, Technology Sponsor

Project Sponsors The Project Sponsors are the champions of the project and have authorized. The Executive Sponsor is responsible for the funding of the project and is ultimately responsible for its success.

Chyenne Sorromero Project Director The Project Director oversees the project at the portfolio level and owns most of the resources assigned to the project and is responsible for overall program costs and profitability.

Rochelle Webb Project Lead (Sr.

Project Manager)

The Project Lead has overall responsibility for the execution of the project. The Project Lead provides leadership, manages day-to-day resources, provides project guidance, and monitors and reports on the projects metrics as defined in the Project Management Plan.

DCYF Project Team (1/3)

RFP No. 24-DCYF-CW-081

Resource Role

Clemence Mumford Procurement/Vendor Lead

The Procurement Lead is responsible for managing the procurement process within the DEPS project. This role will involves collaborating with vendors, managing vendor relationships, and ensuring compliance with procurement policies and regulations.

Mary Freitas Business Lead

The Business Lead is responsible for guiding and overseeing the business analysis processes within the project. Primary duties include conducting market research, gathering and analyzing data, developing business models and forecasts to support strategic decision-making, identifying strengths and weaknesses in existing systems, conducting risk assessments, and proposing solutions to potential or existing issues.

Dennis Kim

Solution Lead (Project Solution Architect)

The Solutions Lead drives the project management of system design, planning, readiness, and execution of Cutover and post-launch Business Continuity to ensure DCYF is prepared for migration, integration and decommissioning of legacy systems to a newly procured vendor- provided system. The Solutions Lead will assist the Project Lead to provide oversight of Vendors building and integrating architectural solutions based on DCYF goals and requirements.

DCYF Project Team (2/3)

RFP No. 24-DCYF-CW-081

Resource Role

Dedrick Boyd Migration and Interface Lead

The Migration/Interfaces Lead (MIL) strategizes, oversees, and executes data migrations, ensuring data integrity and minimizing disruptions to business operations to ensure DCYF is prepared for migration, integration and decommissioning of legacy systems to a newly procured vendor-provided system.

Temi Ajibola Product Owner

Other Members of the DEPS PMO Christine DeGraw Product Experience

Lead

Marcus Dorris Business Analyst

Elona Kuczynski Budget Lead

DCYF Project Team (3/3)