S-DASOBO-00009374 DDCMS RFP DDCM_System v24Feb07.Release.docx

State of Oregon

Cover Page Department of Administrative Services, Enterprise Goods and Services, Procurement Services on behalf of Oregon Department of Human Services (“ODHS”), Office of Developmental Disabilities Services (“ODDS”), Is issuing this Request For Proposals (RFP) under OregonBuys Bid Number S-DASOBO-00009374 for Case Management System Date of Issue: February 7, 2024 Opening Date and Time: March 25, 2024, 8:00 AM Pacific Time Zone

The State of Oregon promotes equal opportunity for all individuals without regard to age, color, disability, marital status, national origin, race, religion or creed, sex or gender, sexual orientation, or veteran status.

S-DASOBO-00009374 DD Case Management System Page 2 of 27 Table of Contents

LIST OF ATTACHMENTS

ATTACHMENT A SAMPLE CONTRACT

ATTACHMENT B DISCLOSURE EXEMPTION AFFIDAVIT

ATTACHMENT C PROPOSER INFORMATION AND CERTIFICATION SHEET

ATTACHMENT D REFERENCE CHECK FORM

ATTACHMENT E PRICE PROPOSAL FORM

ATTACHMENT F COBID CERTIFICATION / OUTREACH PLAN

ATTACHMENT G RESPONSIBILITY INQUIRY

ATTACHMENT H SOLUTION REQUIREMENTS

ATTACHMENT I: FEATURES DIAGRAM

ATTACHMENT J: STATEWIDE INFORMATION AND CYBER SECURITY STANDARDS

GENERAL INFORMATION

INTRODUCTION

The State of Oregon, acting by and through the Department of Administrative Services, Enterprise Goods and Services, Procurement Services (“DAS PS”) on behalf of the Oregon Department of Human Services, (“Agency” or “ODHS”), Office of Developmental Disabilities Services (“ODDS”) is issuing this RFP to procure a comprehensive statewide Case Management System, including the Services necessary to install, configure, implement, maintain and support the Solution. DAS PS, ODHS, and ODDS are collectively the “State Parties”.

The Solution must be implemented using cloud technology and support multi-tenancy capabilities, such as Software-as-a-Service (“SaaS”) or Commercial-off-the-Shelf (“COTS”). The Solution must support workflow management, decision support, data analytics, secure design, scalability, interoperability, modern integration components, agile/iterative solution delivery, and the ability to configure each of these capabilities to the needs of the State. For the purposes of this RFP, SaaS refers to a subscription-based services model, and COTS refers to a packaged or canned software that can be configured to the needs of the State. This RFP is only for solutions that are hosted in the cloud, not hosted on premise.

The State seeks to procure a Solution for Intellectual and Developmental Disabilities (“I/DD”) case management to help ODHS to be compliant with legislative policy and mandates and achieve optimization around program integrity and operational efficiency. The Solution will replace the existing multiple automated and paper-based processes used by case management entities (“CMEs”) with a centralized case management system. The Solution will provide ODHS access to centralized data and will provide robust case management capabilities including the ability to enter case notes. The Solution will be designed to be configured to meet changing business needs.

Attachment I, Features Diagram, provides a visual aid which is intended to provide a high-level overview of the intended outcomes for the new Solution, the people impacted by the Solution, the processes impacted, as well as the key features that will be considered for supporting users of the Solution.

Proposer shall provide the Solution and Services including all required configurations, infrastructure, licenses, integration, interfacing, data conversion, training, maintenance, and operations support.

Additional details on the Scope of the services are included in the Authority, Overview, and Scope section and Attachment H, Solution Requirements.

DAS PS anticipates the award of one (1) Contract from this RFP. Attachment A provides a sample contract that Proposers may review, with negotiable items identified below in Section 5.4.1. The initial term of the Contract is anticipated to be three (3) years with options to renew.

SCHEDULE

The table below represents a tentative schedule of events. All times are listed in Pacific Time. All dates listed are subject to change. N/A denotes that event is not applicable to this RFP.

Voluntary Pre-Proposal Conference (See Section 4.3 for meeting participation information.)

SINGLE POINT OF CONTACT (SPC)

The SPC for this RFP is identified on the Cover Page, along with the SPC’s contact information. Proposer shall direct all communications related to any provision of the RFP only to the SPC, whether about the technical requirements of the RFP, contractual requirements, the RFP process, or any other provision.

AUTHORITY, OVERVIEW, AND SCOPE

AUTHORITY AND METHOD

DAS PS is issuing this RFP pursuant to its authority under ORS 279A.050(2) and OAR 125-246-0140.

DAS PS is using the Competitive Sealed Proposal method, pursuant to ORS 279B.060 and OAR 125-247-0260. DAS PS may use a combination of the methods for Competitive Sealed Proposals, including optional procedures: a) Competitive Range; b) Discussions and Revised Proposals; c) Revised Rounds of Negotiations; d) Negotiations; e) Best and Final Offers; and f) Multistep Sealed Proposals.

DEFINITION OF TERMS

For the purposes of this RFP, capitalized words will refer to the following definitions.

Capitalized terms not specifically defined in this document are defined in OAR 125-246-0110.

For terms used in reference to OregonBuys, the Terminology Crosswalk can be found at OregonBuys Terminology Crosswalk (Phase I & II).

Project Specific Definitions and Acronyms “Community Development Disability Programs” or “CDDPs” are agencies in local areas that provide I/DD eligibility, licensing and certification of foster homes and case management services to help individuals with intellectual and developmental disabilities receive the services they need.

“Case Management” is a service within Developmental Disabilities that can be accessed through a Support Services Brokerage or CDDP. Case Management is referred to as the activities that a Personal Agent and Service Coordinator perform to assess needs, facilitate delivery of services to meet needs, and monitor services delivered to individuals.

“Centralized Abuse Management” or “CAM” refers to the system for abuse and serious incident management. CMEs must ensure that all serious incidents are recorded using the CAM system for individuals enrolled in developmental disabilities services.

“Case Management Entity” or “CME” is a general term used to describe an agency that provides case management or service coordination services to individuals with I/DD, most commonly used to refer to both CDDPs and Support Services Brokerages.

“Centers for Medicare & Medicaid Services” or “CMS” is a federal agency within the United States Department of Health and Human Services (HHS) that administers the Medicare program and works in collaboration with state governments to administer Medicaid, the Children’s Health Insurance Program (CHIP), and health insurance portability standards.

“Enterprise-Wide” refers to the Oregon Department of Human Services and Oregon Heath Authority. A number of administrative offices and support functions serve both agencies including the Office of Information Services, which provides information technology systems and services.

“Express Payment & Reporting System” or “eXPRS” is an online system used to manage the authorization, billing, and payment for services provided to individuals with developmental disabilities in Oregon.

“Individual Support Plan” or “ISP” refers to the process used to support planning with people who experience intellectual and/or developmental disabilities. It is required for use when the individual chooses any Medicaid-funded services.

“Intellectual and Developmental Disabilities” or “I/DD” is an encompassing term for individuals with disabilities, their families, their communities, and the organizations that provide services and supports.

“Intellectual and Developmental Disabilities Services” or “I/DD Services” refer to intellectual and developmental disabilities services in Oregon. Services to children and families range from in-home support, intensive in-home supports, and 24-hour services in foster care or residential placement. Services to adults range from supports to assist an individual to live in their own home or with family or friends, to 24-hour comprehensive services. Services offered have special eligibility standards and are usually accessed through the local CDDPs.

“Medicaid Management Information System” or “MMIS” is a mechanized claims-processing and information-retrieval system, which integrates state and federal computer systems. This system is the main point of contact between coordinated care organizations (CCOs) and the Oregon Health Authority (OHA).

“ONE Eligibility System” or “ONE” refers to the system used by individuals to apply for Oregon Health Plan (OHP, i.e., Medicaid) and is used by providers to check an individual’s eligibility for OHP.

“Oregon Needs Assessment” or “ONA” refers to a single assessment tool to assess the Activities of Daily Living (“ADL”) and Instrumental Activities of Daily Living (“IADL”) needs for all who receive I/DD services, allowing moves between services easier. The federal government requires people with intellectual and developmental disabilities to have a needs assessment to receive services.

“Provider Enrollment and Maintenance System” or “PEMS” is an ODDS project running in parallel to this Case Management System project. The PEMS project is the development of a provider portal solution with two modules to manage and standardize enrollment, maintenance, and communication activities across ODHS and OHA.

“REALD” is a type of demographic information like age, marital status, employment, and more. REALD stands for the types of information it includes, which are Race, Ethnicity, and Language, Disability. REALD is an effort to increase and standardize race, ethnicity, language, and disability data collection across ODHS and OHA.

“Service Equity” refers to the evidence-based practices that promote health, safety, and independence for all Oregonians by adapting services and policy to eliminate discrimination and disparities in the delivery of human services.

“Services” means all effort to be expended by successful Proposer, including installation, configuration, implementation, maintenance and support of the Solution.

“SOGI” is an effort to increase and standardize sexual orientation and gender identity data collection across ODHS and OHA. SOGI stands for Sexual Orientation and Gender Identity.

“Solution” means the software, equipment, hardware, work product, deliverables, intellectual property, and documentation relating to the functionality and operation of the statewide, comprehensive case management system requested by this solicitation.

“Statewide” refers to the entities that will utilize the Solution to support Oregon I/DD case management services. These include ODHS, OHA, ODDS, and CMEs.

“Support Services Brokerages” or “Brokerages” are dynamic private organizations providing case management and in-home and community-based services to adult Oregonians with intellectual and developmental disabilities.

OVERVIEW AND PURPOSE

Agency Overview and Background ODHS is Oregon’s principal agency for helping Oregonians achieve well-being and independence. ODHS provides direct services to more than 1 million Oregonians each year. These services are a key safety net for people in diverse communities across Oregon.

ODDS strives to support choices of individuals with disabilities and their families within communities by promoting and providing services that are person-centered and directed, flexible, community inclusive, and supportive of the discovery and development of everyone’s unique gifts, talents, and abilities.

Project Overview and Background ODDS contracts with local county and private organizations that serve as the CMEs for individuals with I/DD. Due to the decentralized nature of ODDS’ field structure, these CMEs have created their own customized IT solutions for case management to serve individuals with I/DD and to comply with regulatory standards.

Lack of centralized IT infrastructure for case management significantly impacts ODDS’ ability to manage a program that serves over 30,000 individuals with I/DD through forty-five contractors across the state. The lack of a centralized system delays ODDS’ ability to ensure compliance with federal and state rules and regulations; implement effective quality management actions to ensure health and safety of people receiving services; and aggregate local information to the state level for analysis, decision making, and reporting. Data dispersed across multiple, sometimes outdated paper-based systems, poses a significant risk to Agency’s ability to ensure compliance with Medicaid rules and timelines and, consequently, ability to draw federal matching funds. Additionally, it creates great inefficiencies in the system, imposes unnecessary burdens on individuals receiving services and contractors/providers managing and delivering those services.

Approximately 99% of funding for I/DD services provided through CMEs is Medicaid matched, and CMS has very specific guidelines for maintaining funding eligibility. ODDS is challenged to comply with these requirements and to provide CMS with timely and accurate information because the necessary data on individuals and services provided is maintained by each contracted CME. Consequently, manual processes are needed to collect and roll up information between all contracted CMEs. Current processes managed by CMEs include: Intake and Eligibility, Functional Assessment, Choice Advising, Service Plan Development, Service Authorization and Billing, Monitoring of Services Delivered, and Service Delivery Documentations.

ODDS performs quality assurance (“QA”) across all functions performed by CMEs. A QA team reviews each step in the process to ensure compliance with both Medicaid and Oregon rules and timelines. Currently QA teams must travel to each CME to do a paper search as there is no case management system that tracks case notes in a state system. This is a small team and therefore each CME is only reviewed once every two years. The automated case management system will provide more oversight and reduce travel costs and time.

Purpose ODDS is seeking to implement a centralized statewide Solution that will support maintaining all of Oregon I/DD case management services. The Case Management System Project is in alignment with ODDS and ODHS/OHA mission and strategies:

1. ODDS Vision:

a. Oregon’s system of supports is simple to use and responsive to the strengths, needs, and direction of the people and families who live as valued members of their community.

2. ODDS Objectives:

a. Establish a robust case management system for individuals with I/DD that is flexible and responsive to the needs of the individual.

b. Clearly define the roles and the responsibilities of all entities that play a role in I/DD Service Delivery System.

3. ODDS Strategic Plan:

a. Reforming the current case management system so that every CME’s role and responsibility is clear, and every entity operates fully in a person-centered approach.

4. ODHS/OHA Strategic Technology Plan:

a. Effectively collect, maintain, and organize information to enable informed decision making and support internal and external data sharing.

b. Provide real-time data to insure service equity to individuals with Intellectual and Developmental Disabilities.

Prior to the Solution being implemented in the production environment, it will be tested and validated with a simulated number of users during the testing phase to ensure that the Solution will be able to scale to meet the demands of the internal and external stakeholders including the I/DD community. The Solution will be aligned to the principles contained in the Modernization Playbook including secure design, agile/iterative delivery and continuous improvement, and data and privacy best practices.

Offeror is encouraged to look at the best Solution for the State of Oregon in alignment with the State’s Cloud Forward strategy (https://www.oregon.gov/das/OSCIO/Documents/EIS_CloudForward.pdf). Deployment options may include a Proposer or third-party hosted cloud-based Solution; the State will not accept an on-premise Solution. An Offeror may submit a response to this RFP for any delivery option(s) that meets the requirements identified in this RFP.

An integrated, comprehensive, online Solution should achieve the following outcomes:

1. The Solution will leverage existing interfaces between MMIS and eXPRS to maintain data integrity and support the Case Management activities for the Medicaid I/DD programs.

2. The Solution will automate the billing activities for Case Management services provided by Medicaid providers.

3. REALD and SOGI compliance and reporting, helping ensure access and equity in services, processes, and outcomes with consistency in data collection and reporting.

4. Centralized system with the ability to ensure compliance with federal and state rules, regulations, and mandates.

5. Provide accurate data to all the ODDS and Tribal associations, including legislature submissions.

6. Optimize outcomes for individuals by creating efficiencies that will allow case managers to spend less time managing documents and more time serving individuals.

7. The Solution will provide automated workflows to streamline processes.

8. The Solution will interface with other ODHS/OHA systems to allow for on-demand access to information and cloud storage.

9. Streamline CME processes with automatic workflow and document management (with cloud-storage) while reducing the administrative burden, increasing efficiency, and communication between CMEs and ODDS.

10. Implement secure messaging and a portal enabling Oregonians and their families/support circles to better communicate and provide feedback on how best to serve them.

11. Provide comprehensive data security and privacy to enable the users to perform data analysis, quality assessment, governance, classification, integrity, and management in compliance with the criteria defined by the HB 2134 (2013) and HB 3361 (2017).

12. The ability to access documentation remotely and in real-time.

13. The Solution will have reporting functionality that can capture, at a minimum, quality assurance and trend metrics based on timelines defined by state reporting requirements.

14. The fundamental functionality of the Oregon Needs Assessment (“ONA”) will be supported within the Solution and expanded ONA functionality may be added.

15. The Solution will support ISP functionality, making it accessible both in office and while in the field.

16. The ISP will integrate with the ONA, supporting Boolean or if/then logic.

17. Serious incidents and death reviews will be supported within the Solution by providing interface with the I/DD CAM system and streamlined functionality.

Project Timeline ODDS has completed the resource and solution analysis phase of the Case Management System Project, which included development of project management foundational documents and requirements analysis.

ODDS anticipates the successful Proposer commencing the services under the contract resulting from this RFP in the 3rd quarter of calendar year 2024 with the goal of fully implementing the system with final acceptance in the 2nd quarter of calendar year 2025. Figure 1 provides the estimated project timeline.

Figure 1: Estimated Case Management System Implementation Project Timeline

SCOPE OF WORK/SPECIFICATIONS

The Solution will replace existing multiple automated and paper-based processes used by Case Management Entities (“CMEs”) with a centralized Solution. The Solution must be functionally complete, configurable, and scalable to eliminate or minimize the need for software customization while meeting/exceeding the needs of the users with optimal response time. The Solution must be multi-tenancy capable. Prior to the Solution being implemented in the production environment, it will be tested and validated with a simulated number of users during the testing phase to ensure that the Solution will be able to scale to meet the demands of the internal and external stakeholders including the community.

Solution Requirements Attachment H – Solution Requirements. The successful Proposer’s Solution must provide the solution functionality and core requirements specified in Attachment H, Solution Requirements. The attachment is a self-scoring document that Proposers will complete and submit as part of their Proposals (see RFP Section 3.2.7), and includes the following requirement categories:

· Accessibility

· Account

· Collaboration

· Cloud Service

· Customer Support

· Dashboard

· Data Governance

· Decision Support

· Design

· Documentation

· Integration

· Reporting

· Role Access

· Workflow Narrative - Solution Requirements The following are descriptions of the high-level requirements that the Solution must include. RFP Section 3.2.7 requires Proposers to address these requirements in a narrative response as part of their Proposals.

a. The Solution must be compliant with federal and state requirements (Oregon Administrative Rules and Oregon Revised Statutes) for Oregon I/DD programs, including the rules and regulations issued by CMS and other federal funded programs administered by ODDS.

b. The functionality of the Solution must remain compliant with any changes to federal & state law that may occur year-over-year. The Solution must maintain federal compliance through regular software updates, as well as be configurable and extensible to meet additional Case Management related needs identified by ODDS.

c. Proposer will conduct detailed configuration sessions as needed using agile/iterative processes for system design with various parties, that may include but are not limited to; state business staff, state technical staff, union representatives, community associates, and external vendors that maintain systems that the new Solution may interface with. These sessions will be led by a subject matter expert from Proposer’s organization.

d. The Solution must allow ODDS staff to build forms, dashboards, and reports including creating custom fields, workflows, and notifications.

e. The Solution must support capturing digital signatures.

f. The Solution must provide user access to a single portal that will provide distinct views and access controls including dashboard views, data entry, reporting, and triggering notifications. The Solution must be able to track the portal usage (per user type) through unique sessions, logins, and other usage metrics.

g. The Solution must provide user access to a single portal to collect necessary personal, background, application, documentation, and other information as requested by Agency.

h. The Solution must authenticate and assign the appropriate level of access to users based on the user roles. System Administrators must be able to create custom user roles with security parameters that define access to records, applications, certifications, and data with security options ranging from read-only to full update access. Access to the Solution must be through a user-friendly interface with consistent business processes.

i. The Solution must integrate with a provider directory that supports real-time updates to provider data.

j. The Solution must provide visual indicators on provider certification, availability, and other information deemed appropriate by Agency.

k. The Solution must support secure document sharing based on Agency-defined roles and permissions.

l. The Solution must support public-facing notifications/communications that are ADA (Americans with Disabilities Act of 1990) and WCAG 2.2 (or current) compliant in multiple languages based on user preferences. At a minimum, the Solution must include support for the following languages:

· English

· Spanish

· Simplified Chinese

· Traditional Chinese

· Arabic

· Russian

· Korean

· Vietnamese.

m. The Solution must be implemented statewide. The Solution must provide centralized access to data, standardize information, alignment on regulatory standards, and improved workflows for all users who support the I/DD program.

n. The Solution must be implemented with all necessary management and support services, including agile, cost-effective, and secure hosting services associated with application life cycle management, application performance monitoring, and customer support.

o. The Solution must be implemented with all required capabilities for system performance, including requirements for system uptime (excluding downtime for maintenance), page response time, response time for application programming interface (API) calls, and user support capabilities.

p. The Solution must be multi-tenant, allowing for expansion to multiple programs within ODHS/OHA, allowing for individual configuration of security, business rules, workflow, and reporting.

q. The Solution must be cloud-based implementing at a minimum, the following best practices:

· Twelve-Factor Application

· Cloud technology

· Microservice Architecture

· Security & Compliance

· Data Management

· Resource Optimization

· Identity and Access Management

· Automation

· Backup Recovery

r. The Solution must provide users with access to industry standard features and best practices for data governance.

s. The Solution must implement industry standard features and best practices for data and system integrations.

· Consistent user interfaces

· Allowing navigation via shortcuts

· Providing informative feedback to the users

· Designing dialog to yield closure

· Allowing users to reverse their actions easily and seamlessly

· Providing support to users reporting issues or Defects that is consistent across all interfaces

· Minimizing memory load

· Able to accept inputs when offline (no internet service) and upon reconnection sync data entered while offline with the Solution.

w. The Solution must be capable of operationally integrating and exchanging information with external services and systems, including:

· Any type of cloud service (Microsoft, Amazon, Google, etc.)

· On-premise applications maintained by ODHS

· Consumption and generation of standard file formats

· Continuous integration and delivery

· Automated test coverage

· Configurability

· Extensibility

· Resiliency

· Redundancy

· Monitoring

· Scalability.

Scope of Services The anticipated Tasks and Deliverables described in this document are those anticipated by Agency; Proposer may provide alternate recommendations in its Proposal. The anticipated Tasks and Deliverables in this section can be used as an approximate expected level of effort for purposes of estimating time and costs.

Proposer shall perform, at a minimum, the following Tasks:

The successful Proposer shall utilize a documented and proven secure software development lifecycle (“SSDLC”), and Proposer shall maintain current and up-to-date documentation of all Solution components through the term of the Contract resulting from this document.

The successful Proposer shall provide Solution documentation, including but not limited to: user interface, process flow, business logic, business rules, input validation, workflow, forms, data model, data architecture, web services, infrastructure, system architecture, business process training manuals and references, and batch processing.

Proposer shall provide documentation and Services necessary to comply with state oversight requirements. The successful Proposer will also ensure the Solution and Services meet any federal requirements for the project, such as the U.S. Department of Labor (“DOL”) Pre-Implementation Planning Checklist (ETA 9177) and CMS Advancing Interoperability and Improving Prior Authorization Processes (CMS-0057-P). Proposer shall also cooperate with Agency’s Independent Quality Management Services (“iQMS”) third-party consultants as described in this Scope of Services and as otherwise required to deliver the Solution.

Proposer may be required to be on-site at one or more Agency locations, including secure facilities, for some of the Tasks identified in this Scope of Services. Proposer will be required to attend in-person meetings in Oregon as specified by Agency. Proposer and Agency will agree during contract negotiation, and periodically through the period of performance, on those Tasks requiring worksite presence.

The following professional consulting and implementation services will be provided as part of the Services:

· Project Management: Proposer shall provide project management, oversight, and coordination services as those Services relate to system configuration, integration, and installation and implementation and support of the Solution. Proposer shall cooperate with Agency and Agency’s project management team, Independent Quality Management Services ("iQMS”) vendor, and Enterprise Information Services (“EIS”) to ensure processes, methods, and artifacts comply with oversight requirements and industry best practices. Deliverables shall meet PMBOK, Oregon oversight requirements (https://www.oregon.gov/das/OSCIO/Pages/StrategyStageGate.aspx), and quality standards (Exhibit F of DAS policy 107-004-030 refers to quality standards, https://www.oregon.gov/das/Policies/107-004-030.pdf).

· Solution Architecture and Design: Proposer shall provide design documentation that identifies how the Solution will deliver at least the requirements stated in this RFP, as well as documentation that describes the Solution’s function interactions, components, and conceptual and logical architecture. Design documentation must include, without limitation, process flow charts, screen and report mock-ups, and mapping of functional design requirements to software components used to deliver requirements.

· Software Components and Configuration: Agency anticipates that most requirements will be met through the existing software developed or acquired by Proposer, and that the Solution may additionally involve foundational components (e.g., operating systems, database management systems, etc.) that are licensed from third parties. Additionally, the successful Proposer may need to engage in activities including modifying existing functionality or configuration of existing functionality to deliver a Solution that meets requirements. Proposer may also deliver functionality by providing and integrating with one or more third-party solutions.

· Data Conversion and Migration: Proposer shall provide the Agency with extract, transform, and load (“ETL”) processes to extract from source systems, cleanse, and stage data to pick up, transform, and load into the new Solution. Proposer shall develop and implement the data conversion, validation, and quality plan, with input from Agency on the appropriate data. Proposer must allow Agency to have transparent access into all steps in data conversion processes and to inspect intermediate and final results.

· Integration and Interfaces: Proposer’s integration plans should support a modern enterprise-wide integration strategy for Agency.

· Testing: Proposer shall successfully complete robust and comprehensive testing of the Solution. Proposer shall validate the functionality in the Solution and perform integration testing with interfacing and impacted systems. This includes interfaces with internal Agency systems, as well as external systems operated by associated agencies. Proposer shall provide incident triaging and resolution support including management of Defects utilizing an appropriate tool or tracker.

· Usability, Training, and User Support: Proposer shall provide a robust and high-quality training program, customized to the needs of Agency, and informed by best practices in adult education, to prepare employees to work with the Solution and support their ongoing mastery and success. Proposer shall provide training and user support in these three major areas: end-user training, training for implementation support staff, and systems administration training.

· Implementation in production and non-production environments: Proposer shall provide comprehensive support to the implementation of the Solution. Implementation support includes activities related to integrating the Solution and Services, including related components, into the workflow and data flow of Agency to achieve the desired outcomes of the Project.

· Maintenance and support within approved service levels: Proposer shall perform maintenance and support activities that encompass a range of actions necessary to keep the Solution, including its underlying technologies, up to date, operating reliably and securely, and effectively delivering necessary business functionality. Services must include functionality upgrades, enhancements, and the application of updates to underlying technology.

· Hosting: Proposer shall propose a hosted Solution in a secure cloud location that meets or exceeds agency security standards. The Solution must be robust, responsive, scalable, secure, and highly available. Agency is open to alternatives and encourages Proposals that provide options for Solution hosting. If the Solution is hosted outside of an agency managed cloud location, the Proposer must comply with the state’s Cloud and Hosted Systems Policy (https://www.oregon.gov/das/policies/107-004-150.pdf).

· System Security and Privacy: Proposer shall complete a System Security Plan (“SSP”) before go-live. Proposer may follow the Oregon SSP template (https://www.oregon.gov/das/OSCIO/Documents/SystemSecurityPlan.docx), or, if Proposer already has created one for its product, may submit it so long as it follows a comparable structure, preferably based on the FedRAMP moderate SSP template, or NIST SP800-171, and properly outlines each parties’ respective responsibilities.

· Disaster Recovery: Proposer shall include mechanisms to ensure high availability, particularly of the Agency’s critical business functions. The Proposer shall provide the approach, architecture, and management of the Solution that ensures system availability. Proposer and Agency will set thresholds for availability, recovery times, and recovery points during contract negotiation.

· System Performance: Proposer shall provide a monthly System Usage and Performance Report which shall include, at minimum, data related to the requirements set forth in this Scope of Services, as well as data storage used by Agency.

· Data Validation and Reporting: The Proposer shall include quality assurance tools that satisfy all State and federally mandated reporting metrics for the I/DD program. This includes real-time dashboards that are searchable through parameters corresponding to I/DD program performance indicators, including, but not limited to: measurable review metrics, credentials, and endorsement attainment. The Proposer’s Solution must include both a robust ad-hoc and a pre-defined reporting functionality for Agency’s use.

The Proposer may include other technology features and capabilities in the Solution, to be added at a later date. This may include, but is not limited to, features and capabilities that enable the Solution to scale and support multiple Agency programs as well as maintain compliance for each of these programs.

Proposer shall provide, at a minimum, the following Deliverables:

Monthly Status Report: This monthly status report at a minimum will include an overall project status, status of the agreed upon functional areas of the project, and an update to an integrated Project Schedule.

Project Management Plan and Project Schedule: This will contain the mutually agreed upon project management plans (e.g., risk & issues management plan, scope management plan, configuration plan (agile/iterative), etc.) and a detailed integrated Project Schedule.

Implementation Plan: This is the Proposer’s plan for the activities to design, configure, implement, and deliver the proposed Solution in a phased approached as outlined in the beginning of this section. The implementation plan must be described at a high-level with diagrams within the Proposal.

Transition Plan: This will document both the Proposer’s and Agency’s responsibilities as the project moves from implementation to maintenance and operations, clearly outlining any change in the management processes.

Ongoing Maintenance and Support: The Proposer shall include how they intend to support the Agency to close out the project activities and transition to maintenance and operations post go live.

Functional Design Document: This will contain a detailed functional mutually agreed upon design for the Solution, including system configuration. This document will also contain details regarding the security of the system at a functional level including user interface, report and data transfer mechanisms. This Deliverable may need periodic refreshes during the life of the project.

Technical Design Document: This will contain a detailed technical mutually agreed upon design of the Solution. This document will also need to align with the Requirements Traceability Matrix for the Solution. This document will contain details regarding the security of the system at a more technical level. This Deliverable may need periodic refreshes during the life of the project.

Requirements Traceability Matrix (“RTM”): This will document and finalize Solution business, usability, technical, and security requirements as part of the RTM. The Proposer will support requirements revisions throughout the project, and requirements will be reconciled against the tested and delivered Solution. The RTM will include original requirements, updated requirements, and any approved change requests.

Interface Control Documents: Depending on the number of systems (refer to Attachment H, Solution Requirements) that will require interfacing to, these documents will detail all batch and real-time interfaces needed and include any recommended changes needed on the interfacing systems. The preference being the use of Application Programming Interfaces (APIs). This Deliverable may need periodic refreshes during the life of the project.

Data Dictionary: This will contain the data dictionary, entity-relationship diagram, and a database schema diagram. This will also take into consideration any elements that will be part of any data conversion efforts taken on by the Proposer. This Deliverable may need periodic refreshes during the life of the project.

System Security Plan: This will contain details of the managerial, technical, and operational controls, documenting the current level of security implemented within the system. The Plan will outline how the Solution will meet the security controls and requirements specified by the state’s information security policies and standards.

Test Plan and Test Cases: This will contain a detailed description of the Proposer’s testing plan to include internal testing, be it unit, performance, system integration, security, penetration, or other types of testing mutually agreed upon. Testing will require the Proposer to work with an Agency-hired independent quality management services vendor. This Deliverable will also contain all test cases that are planned for execution by the Proposer and any that the Proposer would recommend for Agency to run during user acceptance testing. This Deliverable may need periodic refreshes during the life of the project.

Training Plan: This is a plan for Supported Testing and Acceptance of the proposed Solution. The plan will contain all training needed to fully operate and maintain the Solution. It will include mutually agreed upon training plans, training materials, and other plans necessary to align with the Agency’s various impacted groups identified by the organizational change management effort. Training needs will be broken down by persona/role so that it is clear what level of training is required. This Deliverable may need periodic refreshes during the life of the project.

The deliverables in this Section represent minimum requirements; Proposers may also reference any additional or modified deliverables that Proposer believes would best successfully implement this Solution.

PROCUREMENT REQUIREMENTS

MINIMUM SUBMISSION REQUIREMENTS

ROUND 1 Proposal Submissions To be considered for evaluation, Proposal must contain each of the following elements (further detailed in Proposal Requirements section below):

Proposer Information and Certification Sheet (Attachment C) Executive Summary Proposer’s Organization Profile Experience and Capabilities Reference Check Form (Attachment D) Key Persons, Organizational Chart, Subcontractors Solution Requirements (Attachment H) Scope of Services Security Statement Performance Metrics and Service Level Agreements (SLAs) Price Proposal Form (Attachment E) (submitted simultaneously but as a separate electronic response file) Underlying Agreements Disclosure Exemption Affidavit (Attachment B) – submit 1 copy only COBID Certification / Outreach Plan (Attachment F) Responsibility Inquiry (Attachment G) Proposal Format and Quantity Proposal should follow the format and reference the sections listed in the Proposal Requirements section. Responses to each section and subsection should be labeled to indicate the item being addressed.

OregonBuys Electronic Response. Proposer must submit its Proposal electronically through OregonBuys. Proposer should follow the procedures outlined in Section 4.6 for electronic submission.

Proposer shall submit one copy of its Proposal and all other submittal requirements, with Attachment C, Proposer Information and Certification Sheet bearing the Proposer’s authorized representative’s Signature, in one of the following formats: Adobe Acrobat (pdf), Microsoft Word (docx), or Microsoft Excel (xlsx). If Proposer believes any of its Proposal is exempt from disclosure under Oregon Public Records Law (ORS 192.311 through 192.478), Proposer shall complete and submit the Disclosure Exemption Affidavit (Attachment B). Proposer shall also mark as “Confidential” in OregonBuys all attachments to its Proposal that Proposer believes are exempt from disclosure.

Authorized Representative Failure of Proposer’s authorized representative to sign the Proposal may result in rejection of the Proposal by DAS PS.

ROUND 1 PROPOSAL REQUIREMENTS

Proposal must address each of the items listed in this section and all other requirements set forth in this RFP. Proposer shall describe the Goods to be provided or the Services to be performed. A Proposal that merely offers to provide the goods or services as stated in this RFP may be considered non-Responsive to this RFP and will not be considered further.

Proposal should not include extensive artwork, unusual printing or other materials not essential to the utility and clarity of the Proposal. Do not include marketing or advertising material in the Proposal, unless requested. Proposal should be straightforward and address the requests of the RFP. Proposal containing unsolicited marketing or advertising material may receive a lower evaluation score if required information is difficult to locate.

Proposer Information and Certification Sheet (Not Scored) Proposer shall complete and submit the Proposer Information and Certification Sheet (Attachment C).

Failure to demonstrate compliance with Oregon Tax Laws and sign the Proposer Information and Certification Sheet may result in a finding of non-Responsibility.

Executive Summary (Not Scored) Proposer shall submit a comprehensive, yet succinct Executive Summary, not to exceed three pages, that summarizes the proposed Solution, its distinctive features, and how it will fulfill the State’s requirements. The Executive Summary may also contain a high-level “block” diagram of the proposed Solution in addition to the three pages. Proposer’s response shall delineate any potential single points of failure in the proposed Solution.

Proposer’s Organization Profile (Scored) Proposer must provide a profile of its organization. This is Proposer’s opportunity to give an overview of its organization, describe the structure of its business, and discuss how the organization can effectively deliver the Services described in this RFP. The Profile must include:

· Ownership. If incorporated, the state in which the organization is incorporated and the date of the incorporation;

· Location of the organization’s offices (headquarters and branches);

· Location of the office from which employees will be assigned to work on the Project for the Agencies;

· Number of employees located in the Pacific Northwest, nationally, and internationally;

· Established business relationships with proposed subcontractors (e.g., data conversion contractor); and

· Organization’s client base.

Experience and Capabilities (Scored) Proposer must demonstrate Proposer has the following experiences and capabilities:

· Proposer must have at least 3 years of experience designing and implementing Cloud-based solutions utilizing an agile methodology.

· Proposer must have at least 3 years of experience working with governmental entities.

· Proposer must be familiar with current Center for Medicare and Medicaid Services rules, policies, and procedures.

· Proposer must have experience with designing and implementing solutions that can easily adapt to and incorporate new rules and standards on a regular basis.

· Proposer must have at least one (1) Solution successfully implemented in the past three (3) years of similar scope and size.

Proposer shall submit work samples for two (2) projects within the last five (5) years that are similar to the scope of this RFP.

References (Not Scored) Provide three (3) references from current or former client firms for similar projects performed for any clients within the last five (5) years. References must be able to verify the quality of previous, related Work.

DAS PS may check to determine if references provided support Proposer’s ability to comply with the requirements of this RFP. DAS PS may use references to obtain additional information, or verify any information needed. DAS PS may contact any reference (submitted or not) to verify Proposer’s qualifications.

Proposer shall send the Reference Check Form (Attachment D) to its references. Reference forms must be completed by the reference, returned to the Proposer and submitted with the Proposal.

Key Persons, Organizational Chart, and Subcontractors (Scored) Staffing Plan. Proposer shall submit a Staffing Plan, identifying proposed Key Persons as described in the Sample Contract, staff, and/or subcontractors and their experience. The Plan must identify a senior executive that project risks, issues, or concerns can be escalated to if the project team is unable to resolve them. The Plan must also identify a dedicated project manager, implementation/technical manager, and a training manager.