RFP F-CONTR-0000000066 COST ACCOUNTING AND BUDGETING SOFTWARE FINAL.pdf

Cost Accounting and Budgeting Software RFP_F-Contr-0000000066

Contra Costa County

Request for Proposals (RFP)

For

Solicitation #: RFP_F-CONTR-0000000066

Release Date: April 29, 2025

Proposal Due Date:

NO LATER THAN June 5, 2025, 3:00 P.M. PDT

Contact: James Kasey, Sr. Buyer

CONTRA COSTA COUNTY

PURCHASING SERVICES

40 MUIR ROAD, 2ND FLOOR

MARTINEZ, CALIFORNIA 94553

General Information:

The Contra Costa County Health (“County” or “CCH”) is soliciting proposals from qualified vendors to provide a Cost Accounting and Budgeting software program to structure the cost accounting and budgeting process and help track, analyze, and report costs enabling the identification of areas for cost reduction, increased budget accuracy and improved financial decision making.

Proposal Submission:

RFP release date: April 29, 2025

Last date to submit written questions: May 15, 2025, no later than 3:00 P.M. PST

RFP due date: June 5, 2025, no later than 3:00 P.M. PST

Interview/Demonstration TBD

Estimated review of proposals completion: TBD

Estimated selection date: TBD

Proposal Submission:

• Response to this RFP MUST be submitted electronically through the Bid Sync web site –

NO EXCEPTION.

• Late submittals WILL NOT be accepted – NO EXCEPTION

• Fax submittals WILL NOT be accepted – NO EXCEPTION

Proposals will not be accepted after the date and time stated above. Incomplete proposals or proposals that do not conform to the requirements specified herein will not be considered.

Issuance of the RFP does not oblige the County to award a contract, nor is the County liable for any costs incurred by the proposer in the preparation and submittal of proposals for the subject work. The County retains the right to award all or parts of this contract to several bidders, to not select any bidders, and/or to re-solicit proposals. The act of submitting a proposal is a declaration that the proposer has read the RFP and understands all the requirements and conditions.

Questions:

All questions regarding the proposal will be accepted through the BidNet site only. The deadline for submitting questions for this RFP is on or before May 12, 2025, no later than 3:00 PM PST. All questions will be answered and disseminated to those registered on the BidNet website. Contact customer service if you need technical assistance with any part of the bid process;

support@bidnet.com or call (800) 990-9339.

Table of Contents

Page

Section I: Introduction

Section II: Requirements and Qualifications

Section III: Instruction to Proposers

Section IV: Scope of Work

Section V: Evaluation and Selection Process

Section VI: Billing and Invoicing

Exhibits Attachments

• Exhibit A – Statement of Experience • Attachment A – Addendum

Acknowledgement

• Exhibit B – Proposal Price • Attachment B – CCC General Terms

• Exhibit C – Customer References

• Exhibit D – Anti-Collusion Statement

• Exhibit E – CCC Business Opportunities

Registration

Section I: Introduction

A. Purpose The purpose of this project is to identify and implement a cost accounting and budgeting software solution for the staff supporting Contra Costa Health. To be able to effectively provide services to the community, CCH is looking to integrate and leverage the benefits of modern technology into our operations at large.

Contra Costa Health (CCH) does not currently have an enterprise-wide cost accounting or budgeting system, leaving cost accounting and budgeting to be informally managed by individual departments. Pain points include a lack of standardized process, lack of real time visibility into enterprise costs and budgets, and limited information for improved cost management and financial decision making. As part of the state-wide initiative to improve Cost Accounting, Efficiency, Productivity and Access (CEPA), in order to receive its full EPP funding for CY 2025, Contra Costa Health must meet two metrics, of which Cost Accounting System Implementation Improvement accounts for 80%.

B. Background Contra Costa County is a general law county in the state of California, which provides a broad range of health, social, justice, law enforcement, fire protection, and general government services. The County employs approximately 11,000 individuals, across 25 departments, with offices located in most of the cities in Contra Costa County.

The Contra Costa County Public Works Department Facilities Division provides the construction, maintenance and improvement of infrastructure within the unincorporated area of the County of Contra Costa as well as county buildings and grounds.

C. Period of Agreement The proposed contract term is five (5) years.

D. Calendar of Events

Event Date

RFP Release date

April 29, 2025

Last date to submit written questions

May 15, 2025, no later than 3:00 P.M. PST

RFP due date

June 5, 2025, no later than 3:00 P.M. PST

Estimated review of proposals completion

June 10, 2025

Interview/Demonstration TBD Estimated selection date June 12, 2025

E. Correspondence As of the issuance of this RFP, vendors are specifically directed not to contact County personnel for meetings, conferences or technical discussions related to this RFP. Questions to this RFP must be submitted via BidNet medium. Failure to adhere to this policy may result in disqualification of the vendor.

F. Addenda Knowledge All bidders shall acknowledge receipt of any amendments to this bid event by returning a signed hard copy with the bid. Failure to acknowledge receipt of any amendments may render the proposal to be non-responsive. Changes to this bid event shall be issued only by the County. See attachment D.

Section II: Requirements and Qualifications

The following are minimum qualifications that the vendor must meet for their proposal submittal to be eligible for evaluation.

The Evaluation Committee may choose to determine if a vendor meets minimum qualifications by reading that single document alone, so the submittal should be sufficiently detailed to clearly show how the minimum qualifications are met without looking at any other material. Minimum qualifications are scored on a pass/fail basis. Those that are not clearly responsive to these minimum qualifications may be rejected by the County without further consideration.

A. The proposer shall have a minimum of five (5) years’ experience in providing similar services as described herein.

B. The proposer shall have a proven history of successful implementations of cost accounting and budgeting software for organizations of comparable size and complexity.

C. The proposer shall be in compliance with all applicable laws and regulations related to the provision of cost accounting and budgeting software solutions.

D. The proposer shall have the appropriate business licenses.

E. References: Provide references for at least three similar implementations in the past five years for large, federated organizations (preferably the public sector) with 24x7x365 availability and redundancy. Include:

• Client name and type of organization

• Project scope, technical environment, complexity, and Proposer’s role

• Project start and end dates

F. Project understanding: Provide a statement articulating an understanding of the County’s project requirements.

Section III: Instructions to Responders

All proposals shall include the following information, organized as separate section of the proposal. The proposal should be concise and to the point.

A. Format

Respondents shall submit proposals which are concise, and which specifically respond to the specifications posted in this RFP. Each proposal shall be submitted with a cover letter signed by an authorized person and the following documents:

a. Cover Letter – Signed by an authorized representative of the company

b. Proposal – within a maximum of 15 pages, no smaller than 12-point font, describe specific capabilities, experience, approaches and proposed methodologies that demonstrate a clear understanding of the nature of the work to be performed described in Section IV under Scope of work

c. Statement of Experience – See Exhibit A

d. Price Proposal – See Exhibit B

e. Customer References – See Exhibit C

f. Anti-Collusion Statement – See Exhibit D

g. Contra Costa County Business Opportunity Registration Form – See Exhibit E

h. Addenda Acknowledgement – See Attachment A

i. Federal, State, and local permits and licenses

j. Certificate of Insurance with Endorsement Letter

B. Proposal Submission

a. Response to this RFP MUST be submitted electronically through the BidNet web site –

NO EXCEPTION

b. Late submittals WILL NOT be accepted – NO EXCEPTION

c. Fax submittals WILL NOT be accepted – NO EXCEPTION

d. AI generated proposals shall be checked and rejected if confirmed – NO EXCEPTION

C. Customer References Respondents shall provide a minimum of three (3) letters of reference. Each letter must include the name of the firm, description of services provided, date(s) of services and contract amount for projects similar to the services requested in this RFP. See Exhibit C.

D. Licenses and Permits Respondents shall possess all licenses, registrations and permits required by the State of California and the County of Contra Costa. Such licenses and permits are to be submitted to the County with the proposal or prior to the contract signing date.

E. Proposal Expenses Respondents shall be fully responsible for all costs incurred in the development and submission of this RFP.

F. Proposer Responsibility The bidder assumes sole responsibility for the complete effort required in submitting a bid proposal in response to this RFP. No special consideration will be given after bid proposals are opened because of a proposer’s failure to be knowledgeable as to all of the requirements of this RFP.

G. Interpretation Should any discrepancies, omissions, or doubt as to their meaning be found in the RFP specifications or requirements, the Respondent shall notify the County in writing through the BidNet website. The County will send written instructions or addenda to all participants in the RFP process. The County shall not be responsible for oral interpretations.

H. Reservation The County reserves the right to do the following at any time and for its own convenience, at its sole discretion:

• To reject any and all proposals without indicating any reasons for such rejection

• Terminate this RFP and issue a new Request for Proposals anytime thereafter

• Extend any or all deadlines specified in the RFP, including deadlines for accepting proposals by issuing an Addendum at any time prior to the deadline for receipt of responses to the RFP

• Procure any services specified in the RFP by other means

• Disqualify any Respondent on the basis of any real or perceived conflict of interest or evidence of collusion that is disclosed by the proposal or other data available to the County. Such disqualification is at the sole discretion of the County

• Reject the proposal of any Respondent that is in breach of or in default under any other agreement with the County

• Reject any Respondent deemed by the County to be non-responsive, unreliable, unqualified or non-responsible

I. Truth and Accuracy of Representation False, misleading, incomplete, or deceptively unresponsive statements in connection with a proposal shall be sufficient cause for rejection of the proposal.

J. Sub-Contract and Assignment The Contract binds the heirs, successors, assigns and representatives of Contractor. Prior written consent of the County, subject to any required state or federal approval, is required before the Contractor may enter into subcontracts for any work contemplated under the Contract, or before the Contractor may assign the Contract or monies due or to become due, by operation of law or otherwise.

K. Addenda No one is authorized to amend any of these documents in any respect by an oral statement or to make any representation or interpretation in conflict with their provisions. Any changes to these documents will be issued in writing via Addenda to be posted on BidNet website.

L. Addenda Acknowledgement All addenda shall include an acknowledgement of receipt that must be returned. The addenda must be signed and attached to the final response. Failure to attach any addendum may result in the rejection of the response. See Attachment D.

M. Non-Collusion By submitting a signed proposal, Offeror certifies that there has been no collusion with any other Offeror. Reasonable grounds for believing Offeror has an interest in more than one proposal will result in rejection of all proposals in which the Offeror has an interest.

Any party to collusion may not be considered in future proposals for the same or similar work. See Exhibit D attached.

Section IV: Scope of Work

The cost accounting and budgeting software system will be used by staff members of Contra Costa Health.

A. Cost Accounting System Requirements.

a. Ability to identify cost variation via advanced, patient-specific cost methodologies.

b. Reduce time to process cost accounting information and time spent on the budgeting process.

c. Automate reconciliation via auditing tools.

d. Streamline revenue analytics and optimize financial planning.

e. Automate processes for designing and maintaining cost accounting scenarios.

f. System can produce utilization analytics.

g. Costing allocations can easily be updated in response to charge and RVU updates.

h. Cover cost accounting and perform margin analysis for the entire continuum of care.

i. Use a department or clinical service-line based approach for budgeting.

j. Integrate accurate and timely cost data to automate and improve budget and forecast accuracy.

k. Automate data integration between the General Ledger, Payroll, Charge Master and Cost Accounting systems.

l. Centralized control of the budget to create standard processes throughout the organization.

m. Real-time reporting and dashboarding tools to provide health system leadership with actionable information to monitor financial performance and improve financial decision making.

B. Budgeting System Requirements.

a. Ability to identify budget assumptions and justification.

b. Ability to create department budget template.

c. Ability to store and report on general ledger statistical data.

d. Ability to store and report on Charge Code Level Statistic Detail.

e. Ability to store and report on general revenue gross revenue data.

f. Ability to calculate gross revenue by primary statistic for all revenue-generating departments.

g. Ability to store and report on general ledger entity or clinic level contractual data which includes bad debt and charity.

h. Ability to enter budgeted entity or clinic level contractual data which includes bad debt and charity.

i. Ability to store employee or job class level staffing detail.

j. Flexibility to budget based on employee or job class detail.

k. Ability to store and report on pay code level salary data.

l. Ability to conduct department level benefits analysis.

m. Ability to define zero-based vs fixed accounts.

n. Ability to budget by physician (physician budget workbooks).

o. Ability to conduct physician level volume, revenue and compensation modeling.

p. Ability to conduct physician productivity comparisons.

q. Ability to complete service line budgets.

r. Ability to view summary level income statement in each budget workbook.

s. Ability to create staffing templates to drive staffing budgets.

t. Ability to extract all budget details into excel csv file.

u. Ability to budget by primary statistical drivers.

v. Ability to automate allocation budgets and post to respective entity budgets.

w. Ease of Use for Department Managers.

x. Inter-operability/integration between budgeting system and (GL) – automated bi-directional interfaces.

y. Ability to set automated budgeting approval workflow.

z. Ability to conduct and save operating budget scenarios.

aa. Ability to drill into transaction level detail for actuals without storing transaction level detail.

bb. Ability to load multiple labor productivity targets.

cc. Ability to run flex budgets.

C. Operating Budget Reporting Requirements.

a. Ability to run income statements by entity, department, or custom report groups.

b. Ability to run detailed income statement with drill-down capabilities into sub-accounts.

c. Statistics/Account by Department Report.

d. Ability to create custom reports.

e. Ability to conduct departmental and entity level monthly variance reporting.

f. Ability to run labor productivity reports (whpu vs target).

g. Ability to run monthly trend reports for both budget and actual.

D. Management Reporting Requirements:

a. Ability to automatically distribute monthly reports.

b. Ability to capture variance explanations and action plans.

c. Ability to flag variances against key indicators or targets.

d. Custom dashboarding functionality – management and executive level.

e. Ability to create custom management reports.

f. Payroll/Accounts by Department.

E. Capital Planning and Tracking Requirements:

a. Ability to run capital budget variance reports for a project or group of projects

b. Ability to assign roles

c. Ability to report on all capital requests

d. Ability to report on all capital pools

e. Ability to structure customized project workflow

f. Automated Asset Management (AM) feed to assist in depreciation budgeting

g. Ability to release funds from capital pools to projects and back to capital pools

h. Ability to substitute capital budgets from one project or pool to another

i. Ability to set capital budget substitution workflow

j. Ability to set release of funds workflow

k. Ability to cut purchase orders (POs) out of the system

l. Ability to manually upload capital spend data

m. Ability to store transaction line-item detail for actual capital spend - PO, AP, and GL line-item detail

n. Access to best practice capital tracking reports

o. Ability to report on project POs

p. Ability to report on project budget substitutions

q. Ability to integrate with portfolio project management (PPM) tool

F. Strategic Planning Requirements:

a. Ability to survey for rolling forecast adjustments and assumptions.

b. Ability to run 12-, 18- and 24-month rolling forecasts.

c. Integration between rolling forecast and long-range financial plan.

d. Integration between rolling forecast and operating budget.

e. Ability to integrate rolling forecast into balance sheet creation.

f. Ability to run income statement and trend reports on rolling forecast results by entity.

g. Ability to create custom consolidated reports with rolling forecast results.

h. Ability to report on key statistics being used in the rolling forecast.

i. Ability to set rolling forecasting methodology for each account.

j. Long Range Financial Planning.

k. Ability to conduct and save results of long-range financial plan scenarios.

l. Ability to report on results of long-range financial plan scenarios.

m. Ability to identify long range financial plan assumptions and justifications.

n. Best practice income statement, balance sheet, cash flow, and statement of changes templates.

o. Full balance sheet integration.

p. Ability to access inventory of best practice reporting.

q. Ability to run consolidating reports by entity.

r. Ability to run consolidated reports by custom groupings.

s. Ability to run entity level reports.

t. Ability to run sensitivity analysis.

u. Automated access to Credit Medians (S&P, Moody's and Fitch).

v. Full integration with Operating Budgeting.

G. System Function Requirements:

a. Ability to create custom dashboards.

b. Ability to create executive dashboards.

c. Ability to search for projects or workbooks within the modules.

d. Access to best practice global hierarchy management tools.

e. Ability to create custom and automated email messaging.

f. Ability to store audit trails of all updates.

g. Access to help menus.

h. Ability to run spell check in all forms.

i. Ability to schedule reports.

j. Access to best practice system user and group management tools.

H. Integration Requirements:

a. Bi-Directional API support to Epic/ccLink.

b. Microsoft Outlook Server.

c. Microsoft SQL Server Latest Version.

d. API to Accounting system (Workday)

e. Ability to Connect to other systems within Contra Costa County.

f. Ability to Interface with Web Based Applications.

g. Vendor will configure an automated Data Integration Interface for data from

General Ledger source system per data specifications provided, including:

i. Vendor will configure an automated Data Integration interface for Historic

Hospital Billing data from Epic source system in file format per data specifications provided during the scoping.

ii. Vendor will configure an automated Data Integration interface for Historic Physician Billing data from Epic source system.

I. Technical Requirements:

a. Software needs to be compatible with MS Windows 10 or newer.

b. Compatible with Edge and Chrome.

c. System shall be hosted by vendor.

d. Ability to use and modify API connections.

e. Data Dictionary that documents all fields, data type and description about the field.

f. Ability to search data dictionary electronically from within the application.

g. Customizable data fields/objects and workflows.

h. Direct access to database; Documentation (including relational database schema).

i. Support for custom changes asked by Contra Costa Health.

j. User Defined Fields.

k. User Access - Multiple User Types (Read/Write, Read-Only); Controlling access by module.

l. User Access - Audit trail of data updates at field level.

m. Managed Services support for potential future changes.

n. Cloud-based or on-premise solution.

J. Security Governance and Compliance Requirements:

a. When there is sharing of or access to PHI, vendor must execute our BAA and comply with the requirements of that agreement.

b. Vendor will timely and accurately complete any questionnaires furnished by CCH assessing Vendor’s cybersecurity controls and provide copies of all industry standard cybersecurity attestation, third-party audits, and technical security tests performed within the past 12 months. If Vendor’s response to such assessments indicates the presence of moderate or high levels of risk, CCH and Vendor must promptly meet to discuss such risk in good faith, and Vendor must implement a remediation plan as mutually agreed by the parties.

c. Vendor must maintain an effective security management program that includes:

i. executive review, support and accountability for all security related policies and practices.

ii. a written information security policy

iii. periodic security assessments and audits of all systems processing

CCH Data

iv. periodic review of security incidents, including determination of root cause and corrective action.

v. a formal controls framework based on an external audit standard, such as the AICPA SOC 2 Type II reports

d. Vendor must review its Security Capabilities at least once per year to ensure that they remain effective and appropriate for protecting CCH Systems and/or CCH Data and conform to industry standards, laws, and regulations.

e. Within 24 hours, the Vendor must inform CCH of any material findings and actions arising from each review where Suppler cannot mitigate in the time frame mutually agreed upon by both parties.

K. Personnel Security Requirements:

a. Vendor must implement and maintain employee and subcontractor access, screening and controls policies and practices that include

i. Vendor must conduct or ensure the completion of appropriate background checks on each Vendor Representative and withhold access to CCH Systems and/or CCH Data to any Vendor Representative who has failed to pass such background investigation.

ii. Vendor must ensure that all Vendor Representatives undergo adequate training in the care, protection, and handling of the CCH Systems and/or CCH Data prior to having access to CCH Systems and/or CCH Data and comply with the Security Capabilities set out in this Agreement.

iii. Vendor must maintain a disciplinary policy and process, to be used when Vendor Representatives violate Vendor security or privacy policy or access CCH Systems and/or CCH Data without prior authorization.

b. Vendor Representatives who are part of CCH’s contingent workforce must complete annual CCH required Information Security training.

c. Vendor Representatives working on-premises at CCH facilities with access to CCH Systems and/or CCH Data are additionally subject to CCH’s Information Security and Corporate Security Policies and practices.

L. Information Handling, Processing and Protection Requirements:

a. Vendor must implement controls to ensure that only those Vendor

Representatives with a need-to-know have access to CCH Systems and /or CCH Data.

b. Vendor must ensure that CCH Data is cryptographically protected at rest and in transit using strong, industry recognized, non-deprecated cryptographic keys are used, and these keys must be generated and stored in a secure manner that prevents loss, theft, or compromise.

c. Cross-border Data Flow

i. The geographic location of Vendor providing infrastructure resources must be disclosed to CCH. CCH must be able to specify the geographical location(s) where CCH Data is stored and/or processed to ensure compliance with local and national laws that restrict the cross-border flow of data.

ii. If the Vendor intends to change geographical location of CCH Data, the Vendor must notify CCH of the proposed change at least 90 days in advance and obtain CCH’s authorization before changing the location where CCH Data is stored or processed.

d. Data Migration and Removal

i. Vendor must implement and maintain a process ensuring secure destruction and/or deletion of all CCH Data, when directed by CCH or no more than 30 days after recovery period.

ii. Vendor must dispose of all electronic media (e.g., hard drives, flash drives, optical storage discs) that contain CCH information in an industry recognizable and secure manner (e.g., clear, purge or destroy per the Guidelines for Media Sanitization in NIST 800-88).

iii. Vendor must promptly dispose of paper and printed hard cop367ies by crosscut shredding or other secure destruction methods.

iv. Vendor must maintain a method for sanitization (“zeroing out”) of storage containers, removal of ephemeral data so that CCH Data cannot be practicably read or reconstructed.

v. Vendor must prevent/detect unauthorized physical media (e.g. USB ports/flash drives) from removing data from servers and endpoint devices which contain CCH data.

M. Change Management Requirements:

a. Vendor must document and manage operating procedures by a change control process.

b. Vendor must implement and maintain written policies and procedures to review, test and approve (as appropriate) changes affecting Vendor infrastructure and systems that process CCH Data.

c. Vendor must establish an acceptance and validation process for new information systems, upgrades, and versions to ensure vulnerabilities are not introduced during development and prior to release.

d. Vendor must notify CCH in advance of any change that could have an impact on the way CCH uses a product or service provided by Vendor.

N. Authentication and Access Management Requirements:

a. Vendor must provide industry accepted authentication and access controls to protect CCH Systems and/or CCH Data, including authentication methods utilized to prevent unauthorized access to CCH Systems and/or CCH Data.

b. Vendor must maintain a record of all privileges allocated pursuant to the requirements herein for no less than one year or for the duration of active investigations, whichever is longer, to assist in investigations and access control monitoring.

c. Vendor must implement controls to ensure that access granted to all Vendor Representatives is based on least-privilege principles.

d. Vendor must implement controls to ensure revocation of access from Vendor Representatives no longer requiring access and, at a minimum, conduct access reviews at least quarterly to ensure that only those Vendor Representatives who need access to CCH Systems and /or CCH Data are still authorized.

e. Vendor must ensure that administrative or remote access to CCH Systems and/or CCH Data or Vendor systems that process CCH Data comply with industry best practices, such as multi-factor authentication and virtual-private network.

f. Vendor must ensure that a separation of duties process is followed to prevent a single Vendor Representative from controlling more than one key aspect of a critical transaction or business process related to CCH Systems and/or CCH Data.

O. Physical and Environmental Security Requirements:

a. Vendor must ensure that its facilities, and those of its subcontractors, that store and/or process CCH Systems and/or CCH Data:

i. Are secured in an access-controlled location.

ii. Are protected from unauthorized physical access, damage and interference using physical security controls, which could include keycard access, and solid wall construction for all exterior walls.

iii. Limit, screen, and log all entries and exits employing such capabilities as on-site security guard, badge reader, electronic lock, and monitored closed circuit television (CCTV).

iv. Are physically isolated from service areas that provide access points into and out of the premises housing the data processing facilities.

P. Security Operations Requirements:

a. Vendor must regularly audit Vendor networks and systems for security configuration compliance.

b. Vendor must apply security configuration patches and updates, as deemed necessary by the Vendor’s security management program and within a reasonable timeframe given the criticality of the vulnerability, for all components in the production and development environments in accordance with Vendor’s Security Capabilities and policies.

c. Vendor must regularly scan the Vendor’s entire network, systems, and applications for vulnerabilities.

d. Vendor must apply vulnerability patches and update for all internal components in the production and development environments in accordance with Vendor’s Security Capabilities and policies, but not to exceed 60 days from availability.

e. Vendor’s externally facing services must be patched and mitigated.

f. Upon request, and subject to NDA, Vendor must deliver to CCH, in a mutually agreed upon format, a summary of security configuration audit results, vulnerability scan results, and security patch/vulnerability remediation status.

g. Vendor must ensure all extranet connectivity to CCH Systems and/or CCH Data are through connections that align with industry security best practices such as those for authorization, authentication, logging and monitoring.

h. Vendor must have the ability to detect and prevent a potential hostile attack on their networks and hosts.

i. Vendor must configure computers and network devices so that only necessary and secure protocols and services are enabled.

j. Vendor must adhere to secure development and validation best practices for all code, software and applications developed on behalf of CCH and/or deployed on CCH Systems and/or systems that process CCH Data.

k. Vendor must limit and control access to Vendor source code to prevent unauthorized access and modification.

l. Vendor must maintain mechanisms that record, examine, and alert (upon detection of a security event) activity in information systems that process or access CCH Data.

m. Vendor must ensure that CCH System event logs are retained for no less than one year or for the duration of active investigations, whichever is longer, to assist in investigations and access control monitoring, including, but not limited to, end user access and activities, and information security events.

n. Vendor must ensure that log information includes without limitation the type of event, date and time of event, user/process ID that triggered the event, origination address of the event, destination address for the event, and the success/failure status of the event.

o. Vendor must use a trusted and reliable external time source to synchronize internal system clocks.

Q. Security Incident Response Requirement:

a. Vendor must notify CCH without undue delay and no later than 24 hours of Vendor becoming aware of any of the following (either actual or suspected): a Data Breach, symptoms of malicious incursion, or other security incident involving or potentially involving CCH Systems and/or CCH Data in accordance with global incident reporting regulations.

b. Vendor agrees to immediately report incidents which result in loss or damage to CCH assets to the CCH Contacts listed below and further agrees to cooperate with CCH on any investigation of such incidents that CCH deems necessary.

c. Vendor must maintain and test, at least annually, a security incident response plan, procedures and means to respond in a manner consistent with the plan.

d. Vendor must provide emergency security contact to CCH in writing.

R. Business Continuity/Disaster Recovery Requirement:

a. All data is owned by Contra Costa County.

b. Data is accessible directly by Contra Costa County for auditing and/or backup purposes.

c. At the conclusion of the contract, all data is to be sent to the Contra Costa County on electronic media in a standard format that may be uploaded and integrated into another system.

d. Ability to access the database for creating stored procedures, functions, fields, tables, reports and views.

e. Ability to replicate data to a local data warehouse.

f. Ability to replicate production to test and development environments along with necessary interface connections.

S. Audit Trail Requirements:

a. The system shall be able to audit.

i. All entries into the system.

ii. All changes, updates, deletions, etc. – including the original value as well as the updated value, who made the change, and what time and date.

b. The audit system will be searchable and reportable to the administrator of the system from Contra Costa without aid from the vendor.

T. Testing Requirements:

a. Vendor will build test cases and test scenarios for all business requirements of the new system.

b. Vendor will provide a test environment with CCH sample data loaded to conduct all testing.

c. Contra Costa County will conduct all testing using test cases and scenarios and provide weekly feedback during meetings with the vendor until all open issues with testing are closed.

d. Vendor will provide a testing environment for Contra Costa County to be used before each update to the system for testing, procedure updates, and training of County staff.

U. Training Requirements:

a. All system administrators will require live training during implementation.

b. All system administrators, content creators, and instructors will require training during implementation during the life of the contract.

c. All users will have access to training on the use of the system.

V. Support Requirements:

a. Phone support for critical items will be available M-F from 7am to 7pm PST, with no more than 1-hour response to issues.

i. Critical is defined as the system or a major component of the system is not functioning, and work cannot be conducted by the County because of the failure.

b. Phone and email support for standard issues will be available from M- F from 7am to 7pm PST, with s 4-hour response.

W. Reporting Requirements:

a. System can be used to produce utilization analytics.

b. System can be used to produce utilization workload of financial analytics.

c. System has ability to create custom reports and dashboards.

d. System can provide cost data broken out by line of business for Medi-Cal Managed

Care and Fee for Service.

e. System can be used to produce population health analytics.

f. System provides analytics to support reimbursement for value-based contracts.

g. System can produce up-to-date cost utilization analytics.

h. System can produce predictive analytics.

i. System can produce metrics for CEPA reporting.

X. Hardware Requirements:

a. Users to have the ability to use the solution on tablets, desktop/laptops, or mobile devices.

b. Real-time data and application with the ability for temporary offline access when unable to connect to the internet.

Y. Implementation Tasks and Deliverables:

a. The Vendor is expected to fulfill the following major areas of responsibilities, including but not limited to:

i. Project Management – under the direction of the assigned County Project

Manager, the vendor shall apply requisite technical and management skills and techniques to assure satisfactory, timely completion of project milestones and shall establish a project control and reporting system that will provide routine and realistic assessments of the project throughout the term of the agreement, including warranty periods, against the approved project control documents milestones and detailed work plan.

ii. Requirements Review/Confirmation and Design

1. Core application configuration

2. Technology

3. Data conversion

4. Interface and data exchange

5. Security, disaster recovery, and business continuity plans

6. System testing and defect resolution

7. Training and documentation

iii. Implementation – Transition to Production

1. System acceptance

2. Maintenance and support services

3. Hosting services

4. Exit strategy and plan

Section V: Evaluation and Selection Process

A. Selection Process All Proposals will be evaluated according to the following criteria and point value. Within the content of the information required by the RFP, Proposers are welcome to submit any and all supporting information which describes their ability to meet and exceed the criteria. An evaluation committee will conduct the evaluation of proposals. The Committee will discuss each proposal and establish a consensus. Each member of the committee shall score the proposals independent of the other members, after which, scores will be combined/averaged. Once a contract award has been made, the County will notify all firms accordingly. Proposals will be evaluated based on the following criteria:

1. Company qualification and experience with similar projects including but not limited to:

a. Experience and track record in providing Cost Accounting and Budgeting

Solutions to healthcare agencies – both public and private.

2. Project understanding, methodology and approach

a. Ability and alignment to meet technical requirements

3. Ability to provide experienced personnel assigned to this job and staffing plan

4. Proposal cost

5. Client references

B. Best and Final Offer (BAFO)

The County, at its sole discretion, may request Best and Final Offer (BAFO) from the finalists.

C. Award Agreement Upon completion of the review period, the County shall notify those Proposers who will be considered for further evaluation and negotiation. All Proposers so notified may be contacted for an interview and negotiate in good faith in accordance with direction from the County. Any delay caused by Proposer's failure to respond to direction from the County may lead to a rejection of the Proposal.

If the County determines after further evaluation and negotiation, to award the Agreement, a Professional Services Contract shall be sent to the successful Proposer for the Proposer's signature. No proposal shall be binding upon the County until after the Agreement is signed by duly authorized representatives of both the Proposer and the County.

D. Proposals are Public Records California Government Code Section 6250, the Public Records Act, defines a public record as any writing containing information relating to the conduct of the public’s business prepared, owned, used or retained by any state or local agency regardless of physical form or characteristics. The Public Records Act provides that public records shall be disclosed upon request and that any resident has a right to inspect any public record unless the document is exempted from disclosure.

Unless otherwise compelled by a court order, the County will not disclose any proposal while the County conducts its deliberative process in accordance with the procedures identified in this RFP. However, after the County either awards an agreement to a successful Proposer, or rejects all proposals, the County shall consider each proposal subject to the public disclosure requirements of the California Public Records Act. Each Proposer is hereby informed that, upon submittal of its proposal to the County in accordance with this RFP, the proposal becomes the property of Contra Costa County.

E. Protest

1. Protest Policy

Any bidder or proposer who is aggrieved in connection with the solicitation or award of a contract may protest to the Purchasing Agent or designee. The protest shall be submitted in writing to the Purchasing Agent or designee, within five (5) business days after such aggrieved person or company knows or should have known of the facts giving rise thereto. Failure to submit a timely protest shall bar consideration of a protest.

2. Grounds for Protest The protest shall state all grounds claimed for the protest and include supporting documentation. Failure to clearly state the grounds for the protest and provide supporting documentation shall be deemed a waiver of all protest rights.

3. Protest Procedures In the event a dispute arises concerning the proposal process prior to the award of the contract, the party wishing for a resolution of the dispute shall submit a request in writing to the attention of:

Cindy Shehorn, Purchasing Manager Contra Costa County Public Works Department 40 Muir Road, 2ND Floor Martinez CA, 94553

Section VI: Invoicing and Billing

A. Payment Terms The contract term shall be for five (5) years. Bidders are requested to provide a detailed price quote, itemized, and confirm the capability to invoice the County annually and/or upon project completion. No supplies shall be sold without a customer provide charge number.

Contractor shall submit a correct and complete invoice(s) to the County after the County accepted the deliverables. Payment terms are Net 30 days or best offer, after receipt of correct invoice.

All bidders MUST accept the payment terms of Contra Costa County.

B. Rates Proposer shall submit costs for total project. Please see Exhibit B.

C. Pricing

The County seeks a clear and comprehensive understanding of all costs associated with the implementation and ongoing operation of the proposed system.

Vendors must itemize all costs associated with the implementation and ongoing operations. Each item must be detailed. The County will evaluate information based on the “Total Cost of Implement (TCI)” and the “Total Cost to Operate (TCO). TCI will include all costs required for successful implementation. The TCO will be calculated based on TCI plus five (5) years of annual SaaS fees.

The Vendor must provide any software licensing and maintenance agreements that will be required to implement the Proposer’s solution.

Exhibit A: Statement of Experience

SECTION A____________________________________________________________________________

Business Name: __________________________________________ Phone #: _____________________

Address: _____________________________________________________________________________

City: __________________________________________________ State: ________ ZIP: _____________

Federal Tax ID #: ____________________________ Business License #: ___________________________

Business Status:

_____Non Profit Corporation

_____Corporation State of Incorporation:_____________________

_____General Partnership

_____Limited Partnership

_____Sole Proprietorship

Other: __________________________

Name and title of an Officer or owner authorized to sign this proposal and any contract with the County that may result.

Name: __________________________________________________ Title: ________________________

SECTION B____________________________________________________________________________

Number of years in business under present business name: ____________________________________

Other Business Name(s): ________________________________________________________________

Number of years under prior name if any: ___________________________________________________

SECTION C____________________________________________________________________________

Number of years of experience in providing required, equivalent, or related projects: _______________

SECTION D____________________________________________________________________________

Similar services/projects completed during the last five years?

Period Services $ Amount Paid Location Agency Name

1 - __________________________________________________________________________________

2 - __________________________________________________________________________________

3 - __________________________________________________________________________________

4 - __________________________________________________________________________________

5 - __________________________________________________________________________________

SECTION E____________________________________________________________________________

Have you, or your agency failed or refused to complete a contract? _____ YES ______ No

If yes, explain: _________________________________________________________________________

SECTION F____________________________________________________________________________

Is your firm authorized to do business in the State of California? _____Yes ________No

SECTION G____________________________________________________________________________

Is your firm a State of California registered small business? ______Yes ______No

SECTION H____________________________________________________________________________

Is your firm local Business? ______Yes ______No

SECTION I_____________________________________________________________________________

Explain any litigation similar to the services requested by this proposal involving you, or your agency, or any principal officer(s) thereof:

SECTION J___________________________________________________________________________

Has your company filed any written declaration for bankruptcy protection, a potential merger or acquisition, office closure, pending lawsuits, financial loss that might affect your ability to perform under the contract? _________ Yes _________ No (if yes, please explain): _____________________

SECTION K____________________________________________________________________________

License Provisions

Has your company changed names or license numbers in the past 10 years? If so, please state reason for change. Yes_____ No_____

Reason ________________________________

SECTION L____________________________________________________________________________

List the names and titles of the key personnel who would be assigned to the Project.

Name Classification

SECTION M____________________________________________________________________________

List all required business and professional licenses that pertain to this Project:

License Number Type Expiration Date

SECTION N____________________________________________________________________________

Do you and your agency agree to provide additional information as required by the County to make an informed determination of qualifications? ______ Yes _____ No

By signing this Statement of Experience, you are certifying that all information provided on this form and contained within your proposal are true, and you acknowledge that if the proposal contains any false statements, the County may declare any contract or agreement made as a result of the proposal to be void.

Signature: ________________________________________________ Date: ______________________

Authorized Name: ____________________________________Title: _____________________________

Exhibit B: Proposal Price

Price proposals should be submitted in a format that is itemized for ease of understanding.

The proposal shall contain a detailed and itemized pricing schedule created by the vendor that includes the description and cost information for each applicable category below. If additional services/products are needed, please include them with your price proposal.

I have read, understood, and agreed to the terms and conditions of all contents of this RFP. The undersigned agrees to furnish the service stipulated in the RFP as stated.

SIGNATURE: __________________________________________

NAME: __________________________________________

COMPANY: __________________________________________

ADDRESS: __________________________________________

TELEPHONE: __________________________________________

DATE: __________________________________________

EMAIL: __________________________________________

Exhibit C: Customer References

Company/Government Agency:

Contact Person:

Address:

Tel. Number:

City, State, Zip:

Email Address:

Services Provided / Date(s) of Service:

Firm Name: _____________________________________________________________

Authorized Name: _______________________________ Title: ___________________

Authorized Signature: ____________________________ Date: __________________

Exhibit D: Anti-Collusion Statement

By signing this form, the Bidder agrees that this quote is made without any other understanding, agreement, or connection with any person, corporation, or firm submitting a quote for the same purpose and that the quote is in all respects fair and without collusion or fraud, IT IS AGREED BY THE UNDERSIGNED BIDDER, THAT THE SIGNING AND DELIVERY OF THE QUOTE

REPRESENTS THE BIDDER'S ACCEPTANCE OF THE TERMS AND CONDITIONS OF THE FORGOING

SPECIFICATIONS AND PROVISIONS, AND IF AWARDED, THIS CONTRACT WILL REPRESENT THE

AGREEMENT BETWEEN THE BIDDER AND THE COUNTY.

NAME OF FIRM: ______________________________________________________________

[Sign in ink in the space provided below]

SIGNED BY: _________________________________________________________________

TITLE: ______________________________________________________________________

ADDRESS: __________________________________________________________________

CITY & STATE: _______________________________________________________________

TELEPHONE: _________________________________________________________________

Exhibit E: CCC Business Opportunities Registration

Place Holder

See Attached

Attachment A: Addenda Acknowledgement

TO BE RETURNED WITH REQUEST FOR PROPOSAL

RFP No.: _______________ Title: ________________________________________________

ADDENDUM ACKNOWLEDGEMENT (Please initial for addendums received)

Addendum #1: _________________ Addendum #3: _____________________

Addendum #2: _________________ Addendum #4: _____________________

Company Name:…