RFP_S22652324_POOLS_Website_Redesign.pdf

Request for Proposal (RFP) # S22652327 PIA Optical On-line System (POOLS) Website Redesign Services

Notice to Prospective Vendors

Responses Due by 3:00 P.M. Pacific Time, Thursday, April 4, 2024

The California Prison Industry Authority (CALPIA) invites you to review and respond to this Request for Proposal #S22652327, entitled PIA Optical On-line System (POOLS) Website Redesign Services. Sealed proposal packages must be received at the time and place indicated below. It is solely the responsibility of the proposer to ensure that the sealed proposal is delivered in a timely manner to the location designated below.

Proposals delivered to any other office or location, or in any other format, will not be considered.

In submitting your proposal, you must comply with the instructions. In the opinion of CALPIA, this RFP is complete and without need of explanation. However, should you have questions, or need clarifying information, please contact the Contract Analyst indicated below. Contact with CALPIA personnel other than the designated Contract Analyst in connection with this RFP may not be made unless otherwise specified in this RFP. Unauthorized direct or indirect contact with any other CALPIA personnel shall be cause for rejection of a bid.

Due Date/Time: April 4, 2024 by 3:00 pm (Pacific)

CALPIA Contact SUBMIT PROPOSAL TO:

Ann Harbaugh, Contract Analyst Desk Phone: (916) 358-2150 Cell Phone: (916) 292-0409

Email: Ann.Harbaugh@calpia.ca.gov

California Prison Industry Authority Attention: Ann Harbaugh, Analyst

560 East Natoma Street Folsom, CA 95630

Please note that no verbal information given will be binding upon the CALPIA unless such information is issued in writing as an official addendum to this RFP.

Sealed responses to this RFP are not publicly opened or made available for review to competing vendors during the evaluation process. Only after the award has been announced will the documents be available for public inspection, except for any information identified as proprietary by the proposer.

mailto:Ann.Harbaugh@calpia.ca.gov

California Prison Industry Authority RFP # S22652327 PIA Optical On-line System (POOLS) Website Redesign Services Page 2 of 36

Award will be made to the qualified vendor providing the best value to CALPIA. I nformation regarding award criteria can be found within 3.0 Proposal Evaluation and 4.0 Response Selection sections of this document. The contract award will be made on the basis of BEST VALUE as determined by CALPIA alone, under statutory authority considering the following criteria:

1. Cost: Fair, reasonable, and competitive price, expressed warranties, life cycle of product, and customer service commitments for goods and or services.

2. Performance: Past performance, including but not limited to, quality and/or reliability for the product or service as well as efficient billing practices: certification by the International Standard Organization (ISO).

3. Experience: Length of time and/or number of instances the proposer has offered or produced the requested type of product and/or service.

In the interest of achieving best value, CALPIA does not grant Small Business, Disabled Veteran Business Enterprise (DVBE), Target Area Contract Preference Act (TACPA), Local Agency Military Base Recovery Act (LAMBRA), or Enterprise Zone Act (EZA) preferences in evaluating bids.

CALPIA does not accept alternate contract language from a Prospective Contractor. A proposal with such language will be considered a counter proposal and will be rejected. CALPIA’s General Provisions are not negotiable.

NOTICE: Any Contract resulting from this solicitation shall be of no force or effect until it is signed by both parties and approved by CALPIA. The Contractor is not to begin work until a contract has been made, all approvals have been obtained, and the contract has been fully executed. Should work begin before all approvals are obtained, services shall be considered voluntary.

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Time Schedule

All bidders are hereby advised of the following schedule and will be expected to adhere to the required dates and times. If no time for receipt of offers is specified in the RFP, the proposal shall be due by the close of the business day on the date indicated. Close of the business day shall be 5:00 p.m. All times are Pacific Standard Time (PST)/Pacific Daylight Time (PDT).

Event Date

RFP released to vendors on Thursday, Feb 29, 2024

RFP Q&A period begins on Friday, March 1, 2024

RFP Q&A period ends on Thursday, March 21, 2024 by 3:00 p.m.

Final Posting of Answers to Questions Received Thursday, March 28, 2024

Sealed Proposals Due to CALPIA Thursday, April 4, 2024 by 3:00 p.m.

Proposal evaluations begin on Monday, April 8, 2024 3

Demonstrations, Presentations, and Meetings Thursday, April 22, 2024 – Monday, May 6, 2024

Proof-of-Concept Demonstrations begin on Wednesday, May 15, 2024

Proof-of-Concept Demonstrations end on Wednesday, May 29, 2024

Proposal evaluation ends on Wednesday, June 5, 2024

Proposed notification of intent to award on or before

Wednesday, June 12, 2024

CALPIA reserves the right to modify this schedule at CALPIA’s discretion. Notification of changes in the Event due date will be posted on the State’s e-procurement website (FI$CAL) and sent to all known interested vendors.

Submittal Of Questions

Prospective proposers are required to submit questions no later than 3:00 P.M., Thursday, March 21 , 2024 to Ann Harbaugh, via e-mail at Ann.Harbuagh@calpia.ca.gov. Oral answers to questions relative to requirements or the proposal process will not be binding. CALPIA reserves the right to include questions and responses in the form of written Addendums as it deems necessary.

Submission of Proposals

Proposers will submit one (1) original proposal marked “ORIGINAL COPY” and two (2) duplicate copies for a total of three (3) hard copies each. Electronic copies of the proposal may be requested after the bid deadline for evaluation purposes. Please print one sided only.

All duplicate proposal sets may be photocopies of the original package. Due to limited storage space, the proposal packages should be prepared in the least expensive method mailto:Ann.Harbuagh@calpia.ca.gov

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(i.e., cover page with staple in the upper left-hand corner, no fancy bindings such as spiral bindings, etc.)

The shipping package must be plainly marked with the RFP number and title, your firm name, address, and state “DO NOT OPEN”.

Offer Period of Response

The offer made by a vendor must be valid for no less than 180 calendar days after final bid submittal deadline.

Modification and Withdrawal of Proposals

Proposer may modify a proposal after submission by withdrawing the original proposal and resubmitting a new proposal prior to the proposal submission deadline. Proposer modifications offered in any other manner, oral or written, will not be considered.

Proposer may withdraw a proposal by submitting a written withdrawal request to CALPIA signed by the Proposer. Proposer may thereafter submit a new proposal prior to the proposal submissions deadline. Proposals may not be withdrawn without cause subsequent to proposal submission deadline.

Proposers Responsibility

Proposers should carefully examine the entire RFP package and follow all instructions as listed to ensure the proper preparation and submittal of a proposal. No additions or increases to the contract amount will be made due to a lack of careful examination of the requirements.

Before submitting a response, Proposer(s) should review their response, correct all errors, to ensure compliance with the RFP requirements. It is the Proposer’s responsibility to complete and submit all required attachments.

Proposer must complete and submit the Payee Data Record (STD 204) and Payee Data Record Supplement (STD 205) to CALPIA to determine if the selected proposer is subject to State income tax withholding, pursuant to California Revenue and Taxation Code, Section 18662.

It is unlawful for any person engaged in business within this State to sell or use any article of product as a “loss leader” as defined in Section 17030 of the Business and Professions Code.

Signature

All documents requiring a signature must bear an original or electronic signature of a person authorized to bind the bidding firm. Said person must be duly authorized to sign the contract if selected for award.

Only an individual authorized to bind the proposing firm contractually shall sign the required documents in the proposal. The signature must also indicate the title or position that the individual holds in the firm. An unsigned proposal may be rejected.

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Agreement

The successful offeror shall be required to complete a two-party standard form of agreement. A sample agreement (STANDARD AGREEMENT STD213) is included starting on page 62. CALPIA reserves the right to make changes to the agreement, where no change to the agreement form by the successful offeror will be considered. By submitting an offer in response to this Request for Proposal (RFP), an offeror, if selected for award, shall be deemed to have accepted the terms of this RFP and any subsequent Contract based on the aforementioned two-party standard form agreement. Part or all of this RFP and the successful proposal may be incorporated into any subsequent Contract.

Term

The Contractor shall begin work within one (1) week after receipt of a fully executed Contract. Start date and work schedule must be approved by CALPIA. The initial contract term shall run through March 14, 2025 with the option to renew for one (1) additional one

(1) year period. A written and approved amendment will be required to extend the Contract term or increase the funding accordingly prior to Contract expiration.

CALPIA reserves the right to terminate the Contract, for its convenience, by giving the firm 30 days written notice. The firm will be paid for its services through the effective date of termination.

Expenses Associated With Response

CALPIA will not be responsible for any expenses incurred by a firm in preparing and submitting a proposal. All proposals shall provide a straightforward, concise delineation of the firm’s capabilities to satisfy the requirements of this request. Emphasis should be on completeness and clarity of content.

Disposition of Proposals

Upon proposal opening, all documents submitted in response to this RFP will become the property of the State of California and will be regarded as public records and subject to review by the public under the California Public Records Act (Government Code, Section 6250 et seq.). The State cannot prevent the disclosure of public documents. However, the contents of all proposals, correspondence, agenda, memoranda, working papers, or any other medium which discloses any aspect of a proposal shall be held in the strictest confidence until notice of intent to award.

Rejection Of Proposals

CALPIA reserves the right to reject any or all proposals in part or in full and to waive any technicalities or informalities deemed immaterial as may best serve the interests of

CALPIA.

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Table of Contents

1.0 INTRODUCTION

1.1 About CALPIA

1.2 CALPIA’s Information Security Policy……..…………………………………………………………

2.0 PROJECT BACKGROUND

Objectives

CALPIA Project Approach

2.3 CALPIA’s Existing System

2.4 Desired POOLS Redesign Functionality (Phase I)

2.5 Implementation Services Scope

3.0 PROPOSAL EVALUATION

Preliminary Examination (Round 1)

Detailed Vendor Response Evaluation (Round 2)

Demonstrations, Presentations, and Project Team Interviews (Round 3)

Due Diligence (Round 4)

4.0 RESPONSE SELECTION

4.1 Notification of Intent to Award

4.2 Award Protest

4.3 Treatment of Information

5.0 FIRM EXPERIENCE AND CAPABILITIES

Firm Profile

Firm Services

Relevant Projects

5.4 Subcontractors

6.0 SOLUTION AND PROJECT APPROACH

Platform Architecture

Software

Project Management

Staffing

Implementation and Deployment

Training

Documentation

Mandatory Integrations and Interfaces

7.0 COST SCHEDULES

8.0 PROCUREMENT PROVISIONS

8.1 Proposal Submittal Instructions

8.2 Evaluation and Award

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8.3 Invoicing and Payment

8.4 Payments to Subcontractors

8.5 Contract Administrator

8.6 Additional Compliance

8.7 Ownership of Documents

8.8 Contract Exclusion and Affirmation

8.9 Public Information Requests

8.10 Cost Reduction/Savings

8.11 Compliance with Contract

8.12 Abandonment, Dissolution and Restructuring

8.13 Independent Vendor Status

8.14 Right to Audit

8.15 Non-disclosure

8.16 Publicity

8.17 Other Sources of Supply

8.18 Designated Primary Technical Lead…………………………………………………………………..36

APPENDICES

RFP Required Attachments Checklist

List of Subcontractors or Suppliers

Exceptions

Addenda Acknowledgement

References……………………………………………………………………………………………….…….42

Attachment A - Cost Schedule

Attachment B – Information Security Requirements and Technical Information

Attachment C - Bidder Certification Sheet

Attachment D – Contractor Certification Clauses

Attachment E - Security and Confidentiality Statement

Attachment F1 - Payee Data Record (STD 204)

Attachment F2 – Payee Date Record (STD 205)…………………………………………………….……56

Attachment G - Darfur Certification

Attachment H - California Civil Rights Laws Certification

Attachment I – Economic Sanctions Certification………………………………………………………….60

Sample Standard Agreement (STD 213 with Statement of Work) .………………………………......…61

Bidders Instructions – General……………………………………………………………………………

General Provisions-IT……………………………………………………………………………..………….81

Cloud Computing Special Provisions……………………………………………………………………...107

Security Provisions…………………………………………………………………………………………..112

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1.0 INTRODUCTION

1.1 About CALPIA

CALPIA is a self-supporting, semiautonomous government agency that operates California’s prison industries in a manner like private industry. CALPIA functions as a parent company with both revenue and non-revenue enterprises and warehouses rolling up to the parent. It provides work assignments for approximately 7,000 incarcerated individuals in California’s adult correctional institutions under the jurisdiction of the California Department of Corrections and Rehabilitation (CDCR). CALPIA employs approximately 1,200 civil service staff operating over 100 service, manufacturing, and agricultural industries (lines of business) at 34 prisons throughout California with many locations hosting multiple lines of business.

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1.2 CALPIA’S Information Security Policy

Statewide information security policies, standards, procedures, and guidelines are issued by the California Office of Information Security (COIS). Policies issued by COIS are found in the State Administrative Manual (SAM) sections 5300 and 5399. Corresponding standards, procedures and guidelines may be found at the following website:

www.cio.ca.gov/ois/government/policy.asp. Government Code sections 11549 (a) - 11549

(b) authorizes the COIS to issue statewide polices, standards, procedures, and guidelines, and requires every state agency to comply.

CALPIA’s Information Security Policy is in accordance with all applicable laws, policies, and standards including those governing the protection of state information assets.

CALPIA will provide to the vendor, in writing, answers to any information security questions that the vendor may have. The vendor shall provide those questions in writing via mail, email, or in-person delivery; CALPIA will research answers to these questions and will reply in writing via email.

http://www.cio.ca.gov/ois/government/policy.asp

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2.0 PROJECT BACKGROUND

2.1 Objectives

POOLS is considered legacy software due to its limited and unscalable functionality, lack of automation capabilities and outdated user interface. Additionally, the system poses a security risk to the agency as it is challenging to debug, secure, and address critical issues in a timely fashion.

CALPIA’s requirement for a POOLS website redesign is driven by the need to modernize the system to ensure we are providing high quality and sustainable services. By refining and improving our processes of ordering, processing, and delivery of eyeglasses, we can correct deficiencies and capture best practices more efficiently to improve our customer’s experience.

The proposed system must meet all the CALPIA high level conceptual requirements.

2.1.1 Security Requirements and Ownership

2.1.1.1 Ability to restrict incarcerated individuals from accessing the internet directly when using the system per Title 15 Section 3041.3. Inmate/Parolee

Access to Computers:

(a) Incarcerated Individuals shall not access any computer outside of their authorized work, vocational, or educational assignment, or as needed for legal research on the Law Library Electronic Delivery System, except as authorized by the department’s Information Security Officer (ISO).

(b) Incarcerated Individuals shall not access any computer connected to a local area network (LAN), except as approved by the ISO; nor shall incarcerated individuals access any computer which has any type of direct, outside communication capability, except as provided in section 3370(b).

2.1.1.2 Meets Health Insurance Portability and Accountability Act (HIPPA), Personal

Health Information (PHI), and Payment Card Industry (PCI) data standards.

2.1.1.3 Meets the standards outlined in the California State Administrative Manual

(SAM), including:

• SAM 4983.1-12: “Ensure that the commercial and/or government cloud service provider’s Standards for Attestation Engagements No.

16 Service Organization Control (SOC) 2 Type II report along with the cloud service provider’s plan to correct any negative findings is available to the Agency/state entity.”

• SAM 4983.1 – 13: Data encryption standards (at rest and in transit)

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• SAM 4983.1 – 15: “Ensure that the physical location of the data center, where the data is stored, is within the continental United

States, and remote access to data from outside the continental United

States is prohibited unless approved in advance by the State Chief

Information Security Officer.”

2.1.1.4 CALPIA is governed by security regulations and policies at various levels, and many of these policies include contractors/vendors. Contractual agreements will not be permitted to contradict such regulations and policies.

2.1.1.5 CALPIA data remains the sole and exclusive property of CALPIA

2.1.1.6 All vendor support personnel with access to CALPIA data must be U.S.

citizens

2.1.1.7 CALPIA maintains the right to audit vendor’s network security audit reports

2.1.2 General Requirements

2.1.2.1 All functionality accessible through the internet using a standard browser without the need for any software on the user’s device

2.1.2.2 No additional software licensing required.

2.1.2.3 All system data sorted in a non-proprietary, normalized relational MS SQL database using standard MS SQL commands to extract data used for reporting, BI, financial statements, audits, etc.

2.1.2.4 Access and export system data in common formats (CSV, Text, etc.) for reporting, backup, and transfer

2.1.2.5 Ability to integrate using an API or middleware with the cloud-based system currently used for customer relationship functions

2.1.2.6 Ability for user to customize package

2.1.2.7 Ability to provide an effective solution to manage customer delivery schedules/drop shipments

2.1.2.8 Provides advanced reporting capabilities such as dashboards, drill-down functionality, and user-friendly ad hoc reporting functionality using industry-standard tools such as Power BI, Crystal Reports, etc.

2.1.2.9 Ability to control user access to programs/modules to ensure no conflicts of interest exist (a map or schema of conflicts should be created that it measures against)

2.2 CALPIA Project Approach

CALPIA intends to implement the POOLS Website Redesign using the Agile sprint implementation approach. Following any required base configuration, the implementation will be managed as short sprints resulting in functional and tested software configurations comprising core components of business functionality. The Contractor will act in the technical lead role initially, transitioning to CALPIA staff more and more as the project progresses. CALPIA’s intent is to shadow the Contractor’s implementation team to learn the processes until CALPIA’s staff is able to perform them independently. At that point, the Contractor’s staff will shadow CALPIA in an advisory role.

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2.3 CALPIA’s Existing System

The current CALPIA Online Optical System (POOLS) is a custom web application on Microsoft Azure. The web-based system is currently on VB.NET platform.

2.4 Desired POOLS Redesign Functionality (Phase I)

This RFP for POOLS Redesign applications seeks a single-vendor product and implementation solution that supports the business capabilities identified below.

General Development

• Research and Conceptual Design

• New Back-end and Front-end Framework – MVC

• Extensive Visual Redesign with new CSS implementation

• Basic Website Scaffolding

• Interface Design Mockups

• Database Communication, MVC plus stored procedures

• New User Redesign Allowing Multiple Distinct Users per Provider

• Ensure HIPAA Compliance

• Functionality Restrictions based on User Role

• Extensive Testing on all Modules

• Secure Two-Factor Authentication Login Screen

MVC Model – Prescriptions and Ordering

• Prescriptions

• Subscribers

• Providers

• Labs

• Packages

• Package Details

• Lens Types

• Lens Colors

• Lens Coatings

• ICD10 Codes Edit Screen

• Medical Justifications Edit Screen

• AID Codes Edit Screen

• Medical Justification

• Tint Justification

• Dr. Redo Rx (Doctor Redos)

• Rework Rx (Lab Redos)

• ICD10 Ranges Edit Screen

• Frame Colors Edit Screen

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MVC Model – Logins and Menus

• Users

• Roles

• Functions

• User Roles many-to-many relationship

• Role Functions many-to-many relationship

Provider Assistance

• Provider FAQ

• Pre-login and post-login provider messages

• Menu System

• Related Links

• Contact Us

Providers/User Maintenance

• Provider Access Request Form

• State Provider Access Request Form

• Provider Request Review and Approval

• Providers Search Screen

• Providers Edit Screen

• Change Provider Account Number

• Password Change Screen

• Password Retrieval System

• Add New Office Interface

• Address Change Interface

• Enter NPI # Interface

• Change Acct/Provider Name Interface

• Change Contact Info Interface

Basic Order Entry

• Subscriber Eligibility Verification Screen

• Medi-Cal Eligibility Lookup Capabilities

• Eligibility Exception Rules

• AID Code verification

• Patient History Report

• Medi-Cal Rx Order Entry/Edit Screen

• State Rx Order Form Entry/Edit Screen

• Dynamic Valid Field Ranges

• Medical Justifications and Tints

• Other Rx Validation Rules

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• Online Integration with SyMed Billing Data

• Database Communication for Orders

• Rx Number and Barcode Generation

• Rx Status Database Tracking

Advanced Order Entry

• Doctor Redos

• Lab Redos

• Rx Cancellations

• Undo Rx One Step

• Undo Rx Receipt

• Prior Authorization Submission

• Prior Authorization: Approval/Deferral/Denial

• Order Status Search

• Rx Listing Search

• Frame Inventory Tracking

• PHI Masking/Removal after Predetermined Number of Days

Annex Processing

• Annex Frame Receipt

• Annex Reassignments

• DVI RxPO DVI Format File Generation

• DVI RxPO Prior File Listing

• DVI RxPO Prior File Regeneration

• DVI Network Communication

• Exception Listing Report

• Exception Fixing Interface

• SHP.TXT importing logic

• A_CAN.TXT importing logic

Provider-to-Annex Shipping

• Rx Printing

• Packing Slip Batch Creation

• Prior Packing Slips Regeneration

• Shipping Label Generation

• Packing Slip Edit Screen

Annex-to-Provider Shipping

• Packing Slip Batch Creation

• Prior Packing Slips Regeneration

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• Misc Shipping Entry/Edit Screen

• Misc Shipping Search Screen

• Misc Packing Slip Batch Creation

• Prior Misc Packing Slips Regeneration

• Shipping Label Generation

• State Shipping Batch Creation

• State Shipping Label Generation

• Packing Slip Edit Screen

• Manual Rx Shipping Interface

• Kaiser Batch Rx Printing

• Kaiser Central Office Rx Search

Backup Labs Interface

• Backup Lab Assignment

• Rx Advice Screen

• Frame Receipt Screen from Backup Lab

• Backup Lab Export File Generation (Multiple variants)

• Rx Backup Lab Assignment Info Screen

• Outgoing Provider Package Scanning Screen

• Annex Inventory Screen

Reports

• Ship Scn Exceptions Report Logic & Output

• Account Aging Report Logic & Output

• Order Statistics Report Logic & Output

• Top N Providers Report Logic & Output

• Elapsed Days Report Logic & Output

• Turnaround Times Report Logic & Output

• Eye Appliance Report Logic & Output

• Jobs by Status Report Logic & Output

• XML Job List Times Report Logic & Output

• Received Frames Report Logic & Output

• Jobs Per Day Report Logic & Output

• SyMed PIA Times Report Logic & Output

• Audit Log Report Logic & Output

• Currently Logged Users Logic & Output

Rx Entry Parameters Maintenance

• Deny Counties Edit Screen

• Cancel Codes Edit Screen

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• Focal Options Edit Screen

• Tints Edit Screen

• Material Types Edit Screen

• Frame Types Edit Screen

• Rx Valid Ranges Edit Screen

• Redo Reasons Edit Screen

• Labs Edit Screen

• Couriers Edit Screen

• Users Edit Screen

• Tint Justifications Edit Screen

• Messages Edit Screen

• Roles - User Assignment Screen

• Rx Status Codes Edit Screen

• Frame Manufacturers Edit Screen

• Frame Styles Edit Screen

• Roles Edit Screen

Additional Functions

• Ability to provide “how to” video content for various functions such as how to process and prepare orders, submit lab remake orders and Dr. remake orders.

• Update all sections and links on the “Related Help Links“ tab for full functionality.

• Force a mandatory read of the bulletin board/ area before logging in.

• Ability to create an order with different lens types, such as an order containing a single vision lens in the right eye and a bifocal in the left eye.

• Create a pop-up when entering lens parameters of an order that exceed approved Rx ranges and refer to ETar ordering process in FAQ section.

• Prevent POOLS from entering two different binocular pupillary distance measurements for the right and left eyes. Ex. The provider enters in the distance a pd of 59 in the right eye and a 56 in the left eye.

• If a patient is using a used frame (patient’s own frame), allow POOLS to make the distinction of a new or used frame when entering frame data.

• Eliminate CALPIA staff functionality to data enter and complete a Dr. Rx remake.

Provider staff and/or Doctors should be the only personnel allowed to data enter and complete Dr. Rx remakes that change any Rx parameters in the POOLS environment.

• Eliminate any add power references for State orders in FAQ section on Rx ranges.

• Provide an option for accounts/providers to view current orders in process. (WIP detail)

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2.5 Implementation Services Scope

CALPIA seeks a comprehensive set of services that ensure POOLS Web-based system success. These services would likely include:

• Technical Lead

• Development o Custom Application fully rewritten into ASP.Net MVC and C#.

o Data Integration support o Custom Reports, Queries, and Forms o Configure Workflows o Historical Data Conversion and Migrations

• Security Configuration

• Testing

• Organizational Change Management and Communication Support

• End-User Training

• Role Specific Documentation

• Knowledge Transfer

• Deployment (Roll-Out) Support

• Post-Implementation Support (call center/off-site)

• Software Maintenance

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3.0 Proposal Evaluation

The evaluation process will consist of four rounds:

• Round 1: A preliminary examination to determine substantial responsiveness to stated minimum requirements.

• Round 2: A detailed vendor response evaluation.

• Round 3: One or more demonstrations, presentations, and project team interviews, including an evaluation of technical and security requirements.

• Round 4: Proof-of-Concept demonstrations, and site visits to selected reference customers of the vendor.

After completing the evaluation phase of the process, CALPIA will determine how many vendors it will enter into financial negotiations with based on the scope of offers it receives.

The final selection will be based on the satisfactory outcome of these negotiations.

3.1 Preliminary Examination (Round 1)

CALPIA will examine the proposals to determine whether they are complete, whether the documents have been properly signed, and that they are generally in order.

Proposals that are not deemed complete will be removed from consideration and will not be reviewed by CALPIA’S Evaluation Committee.

Proposals must be without material deviation from the terms and conditions of the solicitation. This includes, but is not limited to, a proposal that complies with all RFP instructions; submits all required documentation as stated in RFP; and provides signed and completed certifications and other required documents, all within the timeframe specified in the RFP.

A proposal is deemed non-responsive if it does not meet the requirements stated in the RFP; fails to provide all required documents/attachments; or deviates substantially from listed requirements. A proposal that changes the terms and conditions in the RFP or the proposed contract provisions will be considered a counterproposal and will be rejected as non-responsive.

3.2 Detailed Vendor Response Evaluation (Round 2)

CALPIA’s Evaluation Committee will evaluate those proposals passing the preliminary evaluation (Round 1) and may ask questions of a clarifying nature from those proposers during Round 2. Each individual Evaluation Committee member will then score the proposal using the Proposal Evaluation Measures listed below.

All individual evaluator ratings will be added together to create a composite rating.

This composite rating will indicate the group's collective ranking of the highest rated proposals. The highest rated proposals will move to Round 3.

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Proposal Evaluation Measure Weight

Solution and Project Approach (Section 6)

40%

Firm Experience and Capabilities / Project Team Qualifications and Experience (Section 5)

40%

Fees and Pricing (Attachment A) This includes detailed listing of all fees and costs associated with the POOLS Redesign.

20%

Total Points 100

3.2.1 Solution and Project Approach (Round 2)

The Solution and Project Approach - 40% evaluation will include the fit, implementation plan, documentation, training, and integrations as they relate to CALPIA’s infrastructure, system environments, and business applications.

3.2.2 Firm Experience and Capabilities/ Project Team Qualifications and Experience (Round 2)

The Firm Experience and Capabilities / Project Team Qualifications and Experience - 40% will be reviewed and scored as identified in the Section 5 and Reference documentation.

3.3 Demonstrations, Presentations, and Project Team Interviews (Round 3)

CALPIA will invite vendors whose response score classifies them as a top vendor during the Detailed Vendor Response Evaluation (Round 2) to present product demonstrations to CALPIA’s Evaluation Committee. CALPIA’s Evaluation Committee will expect to be able to ask detailed questions of the proposal response, the presentation, and of the Project Team.

Please note that demonstrations for short-listed vendors are estimated to be held during the weeks of Thursday, April 22, 2024 through Monday, May 6, 2024.

Vendors should be prepared to conduct demonstrations during this timeframe. It is expected that the vendor’s proposed Technical Lead and key members of the Implementation Team take part in the demonstration sessions. Meetings will be conducted either on-site or via web format. CALPIA may record demonstrations and meetings for evaluation purposes.

The first phase of demonstrations will include a review of technical and security requirements. Those that are deemed to meet the requirements will continue on to additional demonstrations with various CALPIA divisions.

During Round 3, each Evaluation Committee member wi l l score the demonstrations of the short- listed vendors from Round 2 using an evaluation matrix based on the Oral Presentation and Demonstrations Criteria below. The Round 2

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Demonstrations/Interviews Weight

Overall Presentation & Demonstration 15%

Access to Information & Data (User Experience) 25%

Customer Platform & Service Options (testing and training environments, Partners/Sub-Contractors’ options for implementation/upgrade support)

25%

Integration & Workability 20%

Technical Support and Client Services (user groups, community portal, etc.…) 10%

References 5%

Total Points 100

3.3.1 References (Round 3)

The vendor shall provide details of five reference customers (Appendices - References). These should be customers with requirements similar to those of CALPIA. Details should include information about the reference customer’s contract (specific products in use, date of contract execution, “go live” date and any services provided), as well as contact information for the reference customer’s project manager or other senior staff members familiar with the project. CALPIA reserves the right to contact these reference customers and to discuss their satisfaction with the vendor and its products.

3.4 Due Diligence (Round 4)

The top vendors from the Round 3 evaluation may proceed to an additional level of due diligence, which may include the following activities:

• Follow-up questions and answers with the vendors

• Additional on-site vendor demonstrations/proof-of-concept demonstrations

• Site visits / Interviews with customer reference(s)

Due Diligence Evaluation Measures Weight

Additional Demonstrations / Proof-Of-Concept Demonstrations 60%

Site Visits / Interviews 40%

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3.4.1 Additional Demonstrations (Round 4)

Further meetings may be set up to explore and clarify specific areas of the response as deemed necessary by CALPIA. Vendors are expected to comply with these meeting requests within the time frame stated. Vendors may be asked to confirm these clarifications in writing by submitting a revision or explanation of their initial response.

3.4.2 Proof-of-Concept Demonstrations (Round 4)

After the detailed technical evaluation and demonstration phases, optionally a subset of vendors may be requested to demonstrate their solution using CALPIA staff and CALPIA provided test scenarios where appropriate. The intent of this phase is to evaluate differentiating criteria to prove fitness.

3.4.3 Proof-of-Concept Logistics

All vendors selected for the proof-of-concept will be given detailed requirements for the demonstrations. These will be in the form of scripted scenarios focusing on CALPIA’s requirements. Instructions for demonstrating proof-of-concept will be provided in writing at that time. CALPIA will have a key contact person for any questions relating to the proof-of-concept to be provided with the instructions. It is expected that the vendor will have someone on-site to assist with the proof-of-concept.

All costs associated with any demonstrations are the responsibility of the vendor.

CALPIA will provide instructions to selected vendors a minimum of seven workings days prior to the scheduled demonstration.

3.4.4 Proof-of-Concept Review

Following the execution of the proof-of-concept demonstrations, vendors may be required to meet with a larger group of executives, project team members, and other selected individuals to provide a proof-of-concept review. Vendors may be required to demonstrate their proof-of-concept scenarios as well as to describe the specifics of their solution in detail.

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4.0 Response Selection

Contract award will not be based solely on price, but on a combination of factors as determined to be in the best interest of CALPIA. After evaluating the proposals, the interview process and further discussions with the finalists or the tentatively selected vendor, CALPIA reserves the right to further negotiate the proposed work and/or method and amount of compensation before making a final selection.

4.1 Notification of Intent to Award

CALPIA will award, at its sole judgement, the POOLS Website Redesign Contract to the vendor who best suits the current and future needs of CALPIA.

It is anticipated that the final vendor selection will be made by the date noted in the Time Schedule chart. The Evaluation Committee will select a winning proposal subject to approval by the CALPIA General Manager.

Notice of the intent to award will be provided to all proposers five business days before the Contract is awarded.

4.2 Award Protest

Proposers have the right to protest the proposed award in writing no later than five business days after the Contract award notification is delivered. Protest letters shall clearly state the issue(s) that are the subject of the protest, along with all of the facts and arguments that form the basis of the protest.

A protest may be faxed, e-mailed, mailed, or delivered to the General Manager via the Contract Analyst at 560 E. Natoma Street, Folsom, California 95630 no later than the close of business of the fifth calendar day after the award notification is received.

The decision of the General Manager or designee is final. Transactions will proceed consistent with the decision of the General Manager, or designee.

4.3 Treatment of Information

All information about CALPIA provided during the RFP process shall remain under nondisclosure and cannot be released without the express permission of CALPIA.

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5.0 Firm Experience and Capabilities

Provide CALPIA with a description of your firm and examples of your firm’s commitment to the services set forth in this RFP, as well as a statement of qualifications demonstrating performance of similar work within the past five (5) years.

5.1 Firm Profile

Summarize the organizational structure, ownership, and size of your firm plus its date of organization and current principal place of business.

Identify your firm’s professional registrations, affiliations, and memberships.

5.2 Firm Services

Outline the full range of services provided by your firm.

5.3 Relevant Projects

5.3.1 Number of Years

Indicate the number of years the firm has provided the products and services outlined in the RFP.

5.3.2 Business Entities

Provide a list of business entities for which your firm has experience providing services equal to those needed by the following types of CALPIA industries:

• Optical

• Healthcare

5.3.3 Similar Projects

Describe in detail your firm’s experience with similar projects to include, but not limited to, the following as they relate to the services required:

• A list of three (3) projects completed within the past five (5) years that best illustrate your firm’s capabilities as they relate to the required work described herein, including description, scope, project, and cost.

• Information on delivery of projects on time and within budget, execution time (contract vs. actual), cost (estimated vs. actual), as well as any problems encountered, and the solutions devised.

Note: CALPIA reserves the right to contact the customers referenced in these projects to verify/confirm the details provided by your firm.

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5.4 Subcontractors

Specify similar qualifications for all proposed subcontractors.

6.0 Solution and Project Approach

Please address and reference the following topic areas in your proposal.

6.1 Platform Architecture

6.1.1 Platform

CALPIA requires a cloud-based solution. Describe the architecture that supports this solution and the critical technical components that are required.

6.1.2 Test/Training Environment

CALPIA requires both testing and training environments. Please specify how long these options are available, the number of users permitted, and any additional costs.

6.2 Software

6.2.1 Product and Service History

Vendors should describe the history of their application offering(s). This includes initial release date, current version number, current version release date, application development history (list of dates when major functionalities or modules were added or changed, and whether they were in a marketable package/suite or as a solution for a particular industry).

Vendors should indicate how many live customers they have for the proposed application, the delivery mode (SaaS, self-hosted, etc.…), and the size of those customers (by number of employees: small = fewer than 100; midsize = 100 to 999; large = 1,000 or more). Vendors should provide detailed information about their product development roadmap for application products.

Vendors should indicate which third-party software packages are required for their applications to function correctly (for example, application servers, web servers, databases, and agents or clients for backup, software distribution and security). They should indicate who is responsible for purchasing and maintaining licenses for this software.

6.2.2 Product Support and Service Warranty

Vendors should describe the support offerings available for their applications and associated products. In addition, they should provide a copy and description of all warranties associated with the proposed solution.

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Vendors should provide a list of any user associations or public discussion areas relating to their product or service offerings.

6.2.3 Software Costs

In addition to the cost schedules, describe the pricing model used for the estimated cost provided in your response. Discuss the typical payment terms and the method of determining future cost adjustments on a year over year basis (e.g., general price increases, changes in user counts).

6.2.4 Licensing Model

CALPIA prefers a Perpetual licensing contract. Please specify all licensing options available with your solution.

6.2.5 Development Approach

6.2.5.1 Development Methodology

6.2.5.1.1 Explain your development methodology.

6.2.5.1.2 Describe the implementation process for custom features.

6.2.5.1.3 Explain your methodology for on-going maintenance of the deployed “enhanced” software.

6.2.5.1.4 Describe your bug fix strategy.

6.2.5.2 Application Estimation

6.2.5.2.1 Describe how your team typically estimates the cost and time to build functions and features.

6.2.5.2.2 In general, describe how accurate your estimates are.

6.2.5.3 Rates

6.2.7.3.1 Provide your current rates.

6.2.7.3.2 Provide your billing structure. (E.g., weekly, hourly, fixed)

6.2.7.3.3 Provide any additional costs.

6.2.5.4 Portfolio and Past Work

6.2.7.4.1 Give relevant examples of how your company has performed customizations from your portfolio. Include an explanation of the initiative and details of your involvement (design, strategy, development, team size, technology leveraged, length of project).

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6.3 Project Management

6.3.1 Preliminary Implementation Timeline and Phasing

Please include implementation timeline and phasing, recommended implementation approach (i.e., parallel versus serial implementation of modules), and the costs and/or risk associated with the approach you are recommending.

6.3.2 Project Management Methodology

CALPIA plans to manage this project; however, CALPIA will review any methodology suggestions. Describe your Project Management Methodology.

6.3.3 Project Risks, Assumptions, and Constraints

Describe any known risks, assumptions, and constraints regarding your proposed solution.

6.3.4 Organizational Change Management

CALPIA intends to manage this project but is interested in your approach. Describe your organizational change management and communications for a website redesign to prepare users for new system adoption. Additionally, describe how your staff would participate in CALPIA’s change management strategy along with CALPIA Staff.

6.3.5 Pre-Implementation Activities

Describe any suggested activities that CALPIA could complete prior to the start of the implementation project that would accelerate or facilitate the implementation effort.

6.4 Staffing

6.4.1 Project Team Qualifications and Experience

Firm’s Technical Lead shall have experience in website redesign, preferably with optical service industry experience. Familiarity with implementing the lens fabrication orders from a system maintained by another provider, merging existing pages into the website redesign, and maintaining all current user functionalities including order tracking, shipping, reporting, manufacturing/billing system.

6.4.1.1 Technical Lead Qualifications

• Be a permanent staff employee of the firm

• Oversee all aspects of the project

• Serve as the constant primary point of contact for CALPIA

• Have a minimum of ten (10) years of relevant experience

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6.4.1.2 Key Team Members Qualifications

• A minimum of five (5) years of relevant experience

6.4.2 Staff Approach

Describe your approach to staffing and how those resources are coordinated to work effectively with CALPIA’s project team.

Please indicate if your internal staff will be performing all implementation services, or if you will enlist partners. If you will be enlisting partners, please identify them along with their participation responsibilities. Please note that the primary awarded vendor has responsibility for resolving any partner work and performance issues.

In the table format below, indicate key project staff, their role, and their relevant skills.

Additionally, provide a 1-2 page resume for each person.

EXAMPLE:

Key Project Staff

Staff Member Name Role Relevant Skills

Also, include information regarding typical on-site/off-site vendor staffing schedules.

6.5 Implementation and Deployment

6.5.1Deployment

Describe your organizations standardized deployment process.

6.5.2 Implementation Services Methodology

Please describe your organization’s standard methodology for providing advanced technical services such as major version upgrades, integrations, and rollout of customizations. Indicate your organization’s relationship to the services provider.

For example, 80% are completed using Internal Staff and 20% are completed using Services Partners.

Please describe your services methodology approach for this engagement, and if it is different from your standard approach, please indicate reasoning.

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6.5.3 Business Process Workflows

Describe how you will assess existing business process workflows for migration into the new system with improvements as necessary or appropriate.

6.5.4 Reporting

Describe the approach for the creation of custom reports and the configuration of standard reports during the implementation process. Include your recommended approach to evaluating existing forms and reports to ensure reporting needs are met.

Describe your firm’s role and level of effort in supporting this task.

6.5.5 Data Conversion and Migration

Describe the process for successful conversion of historical data from existing systems) and migration to the proposed system for read only (not transactional) reference. Describe any tools the services vendor will use to complete the data migration. Outline your role and tasks, CALPIA’s, role and tasks, and any additional costs that are associated with the effort.

6.5.6 Testing Tools

Describe any tools and enablers included in your implementation approach that facilitate thorough and efficient functional testing of the website redesign.

6.5.7 Go Live Support

Detail your cut-over and go live process. Address how the initial high volume of support needs is handled during this period.

6.6 Training

Describe your approach to training CALPIA IT/Power User project team and the system end users. Include role specific training materials and who will be responsible for conducting the training.

Describe any prerequisite skill sets needed to implement and support the application product(s) as outlined in this proposal prior to staff attending any vendor solution training.

6.7 Documentation

Describe any documentation that will be provided as part of the solution. Minimally, CALPIA expects System Configuration and Application Architecture documentation.

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6.8 Mandatory Integrations and Interfaces

CALPIA expects that the vendor will work closely with CALPIA in the development of the following integrations and/or API service. Additional systems may be identified later.

• SyMed Billing

• Digital Vision Incorporated (DVI)

• Tracer

• Virtual Try-On

Provide a list of APIs currently supported and describe any other existing solution integrations available.

7.0 Cost Schedules

Attachment A “Cost Schedule” is a required component of the Respondent’s reply and should be submitted using the format provided.

7.1 Service Costs

CALPIA will rely on vendor to implement using their data migration, confuguration, interface development and training…