T3053 Bid Amendment 3.pdf

New Jersey Is an Equal Opportunity Employer • Printed on Recycled and Recyclable Paper

PHILIP D. MURPHY

Governor

State of New Jersey

DEPARTMENT OF THE TREASURY

DIVISION OF PURCHASE AND PROPERTY

PROCUREMENT BUREAU

33 WEST STATE STREET

P. O. BOX 230

TRENTON, NEW JERSEY 08625-0230

ELIZABETH MAHER MUOIO

State Treasurer

TAHESHA L. WAY

Lt. Governor

AMY F. DAVIS, ESQ.

Acting Director https://www.njstart.gov

10/30/2023

To: All Interested Vendors {Bidders}

Re: Bid Solicitation # 23DPP00818

T3053 - DoAS Care/Case Management System (C/CMS)

Quote Submission Due Date: January 12, 2024 (2:00 p.m. Eastern Time) 2nd Electronic Question and Answer Period: November 15, 2023 (2:00 p.m.

Eastern Time)

Bid Amendment #3

The following constitutes Bid Amendment #3 to the above referenced Bid Solicitation:

This Bid Amendment includes:

• Answers to electronic questions submitted during the first electronic Question and Answer period;

• Please note that “Attachment 1 – State on New Jersey Standard Terms and Conditions 5.11.2023” has been deleted and replaced with “Attachment 1 – State of New Jersey Standard Terms and Conditions (6/21/2023) 10/30/2023”;

• Please note that “Attachment 2 – Standard Procurement Forms Packet 5.11.2023” has been deleted and replaced with “REVISED Attachment 2 – Standard Procurement Forms Packet 10/30/2023”;

• Please note that revisions have been made to “Exhibit 3 – Requirements Traceability Matrix RTM 5.11.2023”. Please refer to “REVISED Exhibit 3 – Requirements Traceability Matrix RTM 10/30/2023”;

• Please note that there has been an addition of “Exhibit 5 – SAMS Reports List 10/30/2023”; and

• Please note that for all additions, deletions, clarifications and modifications to the Bid Solicitation, please refer to the Revised Bid Solicitation entitled “T3053 REVISED Bid Solicitation 10/30/2023”. The following revisions are included in the Revised Bid Solicitation:

• Section 3.12, Quote Content, revised;

• Section 3.13.9, Pay to Play Prohibitions, deleted;

• Section 3.26.1, Use of “No Charge” on the State-Supplied Price Sheet, addition;

• Section 3.27, Oral Presentation, revised;

• Section 4.2.1 Intake and Maintenance of Individual Records, Table 1, INT025, revised;

• Section 4.2.3, Case Management & Service Delivery, Table 3, CMT014, revised;

• Section 4.2.8, System Administration Requirements, Table 8, revised;

• Section 4.2.9, General Requirements, Table 9, revised;

• Section 4.3.11, Interface Plan, Table 11, revised;

• Section 5.4, Ownership of Material, revised;

• Section 5.8, Electronic Payments, revised;

• Section 6.25, Threat Management, revised;

• Section 7.1.1, Professional Liability Insurance, revised;

• Section 8.14, Poor Perfromance, revised;

• Section 8.16, Contract Award, revised;

• Section 9.1, Crosswalk, deleted and replaced in its entirety;

• Section 9.2, Definitions, revised; and

• Section 9.3 Using Agency Specific Definitions/Acronyms, revised.

• The second electronic Question and Answer period will be received until 2:00 p.m. Eastern time on November 15, 2023. Questions that will be considered will be limited only to subject matter related to the following:

• The revisions to the Revised Bid Solicitation Sections listed above, refer to “T3053 REVISED Bid Solicitation 10/30/2023”;

• Attachment 1 – State of New Jersey Standard Terms and Conditions (6/21/2023) 10/30/2023;

• The revisions to the revised Exhibit 3 – Requirements Traceability Matrix RTM, refer to

“REVISED Exhibit 3 – Requirements Traceability Matrix RTM 10/30/2023”; and

• Exhibit 5 – SAMS Reports List 10/30/2023.

Please refer to Bid Solicitation Section 2.1 Electronic Question and Answer Period for more information related to submitting electronic questions.

It is the sole responsibility of the Vendor {Bidder} to be knowledgeable of all of the additions, deletions, clarifications, and modifications to the Bid Solicitation and/or the New Jersey Standard Terms and Conditions relative to this Bid Solicitation as set forth in all Bid Amendments.

All other instructions, terms, and conditions of the Bid Solicitation shall remain the same.

Bid Solicitation #23DPP00818 DoAS Care/Case Management System (C/CMS)

Answers to Questions

Where applicable, each question references the appropriate Bid Solicitation section.

# Bid Solicitation Section Reference Question (Bolded) and Answer

1 PDF Documents

Q: When trying to open a Portable Document Format (PDF), I am receiving an error message and am unable to access the PDF. How should I proceed?

A: It is recommended that users utilize Microsoft Edge to view PDFs. Certain PDF forms cannot be opened in the Chrome or Firefox built in PDF viewers that are enabled by default. If using Chrome or Firefox it is recommended that the file is downloaded instead by clicking the download button in the upper right-hand corner of the browser after an error message is received. An alternative option is to disable the built in PDF viewers in Chrome or Firefox.

2 Quote Submission

Q: Should I check that I have properly completed and attached all of the required documents with my submitted Quote?

A: Yes. Prior to the Quote Opening Deadline, a Bidder should review the documents comprising the submitted Quote to ensure that all of the required documents have been completed and attached. Oftentimes a Quote is deemed non-responsive because a Bidder fails to attach a required form or attaches a blank form. To review a submitted a Quote, a Bidder should log into NJSTART and review each document attached to the Quote submission. Instructions on how to review a submitted Quote can be found in the Quick Reference Guide entitled How to Review a Submitted Quote, which is available on the NJSTART Vendor Support Page under Vendor Reference Guides.

3 Quote Submission

Q: Please confirm a Bidder may deliver a hardcopy quote instead of submitting a response electronically.

A: In light of the dangers posed by the COVID-19 virus outbreak and the declaration by the World Health Organization of a global pandemic and Governor Murphy Executive Orders (https://www.state.nj.us/infobank/eo/056murphy/approved/eo_archive.html), which declared both a Public Health Emergency and State of Emergency, please be advised that all Quotes shall be submitted electronically through

NJSTART.

4 Exceptions

Q: Will the State allow Bidders to take exception to any of the Standard Terms and Conditions?

A: As stated in Bid Solicitation Section 2.2, Exceptions to the State of NJ Standard Terms and Conditions (SSTC): "Questions regarding the State of New Jersey Standard Terms and Conditions and exceptions to mandatory requirements MUST be posed during the Electronic Question and Answer https://www.state.nj.us/infobank/eo/056murphy/approved/eo_archive.html period and shall contain the Bidder's suggested changes and the reason(s) for the suggested change(s).”

5 Section 1.1: Purpose and Intent

Q: Is DoAS open to utilizing cloud-based SaaS solutions, such as Salesforce or MS Dynamics 365, for the Care and Case Management System, provided that these services are procured and managed by the State

A: Yes. The Bidder should propose a solution that best meets the needs for the Care/Case Management system as described in this Bid Solicitation.

6 Section 1.2:

Background

Q: How many of the interfaces listed on page 3 (Figure 2) are currently exchanging data with your existing COTS product? Can you identify them?

A: Figure 2 on page 3 illustrates all of the various known interfaces that currently exchange data with the Care/Case Management system.

7 Section 1.2:

Q: A. Are all AAAs located within the same facilities as the CWAs?

B. Do all AAAs follow the same standard operating procedures (SOPs) as established by the DoAS?

A: A. AAAs are often not located within the same facility as the CWA.

B. AAAs are required to follow certain policies and procedures outlined by DoAS, in addition to county-specific policies and procedures that they must adhere to.

8 Section 1.2:

Q: A. Figure 2 shows no connection between the System and the Integrated Eligibility System (IES). Is this accurate?

B. Will the C/CMS System interface with the IES? INT018 indicates that they should interface - 'Allow user to interface with the Integrated Eligibility System (IES).' Table 11 indicates an interface as well.

A: There is currently no connection between the System and the IES.

B. Yes. There is an expectation that the new C/CMS System that is proposed by the Bidder will interface with the IES system.

9 Section 1.2:

Q: Does DHS/DoAS currently hold enterprise licenses or subscriptions for Salesforce, MS Dynamics 365, or other cloud/SaaS/software products that they plan to provide as part of their cloud services for this project? If additional licenses or subscriptions for software products are required for the new C/CMS solution, will DHS/DoAS be responsible for procuring these as part of their cloud services provision?

A: No. DHS/DoAS does not currently hold licenses or subscriptions for software products that are listed above, or those that are planned to be a part of this project. The Bidder should propose, as part of their Quote, a software service that can meet the requirements of this Bid Solicitation. DHS/DoAS will not be responsible for procuring such licenses or subscriptions for these software services listed, or for any software services similar to those listed. Price Line Item 9 on the State-Supplied Price Sheet allows for Bidders to present their pricing for software licenses or subscriptions that the Bidder will use as part of this procurement.

10 Section 1.2:

Q: In addition to the 7 Business Units listed on pp. 4-5, are there any other stakeholder groups that will use the system?

A: There may be additional stakeholder groups that will use the system in addition to those Business Units that are listed in this Bid Solicitation. The additional stakeholders that may use this system will be based off of any additional programs and/or services that DoAS may add in the future.

11 Section 1.2:

Q: What is the format of the data that needs migration? How clean is it, and what level of ETL (extract, transform, and load) would be needed to migrate the data into the proposed system?

A: The format of the data that needs migration is a relational database that is 20 years old. The Bidder should provide in their Quote their overall approach to data migration and ETL processes that will be needed to migrate such data.

12 Section 1.3: Contract Amount

Q: What is the department's budget or expected range of costs for this project on an annual basis?

A: The estimated budget for this procurement is $7 Million.

13 Section 1.3: Contract

Q: Regarding the budget for this project, could you please provide information on the allocated funds or budget range available for the implementation of the software solution outlined in the DoAS C/CMS RFP?

Understanding the budget will help us ensure that our proposed approach aligns with the financial resources available and allows us to make appropriate recommendations to meet your requirements effectively.

A: Please refer to the answer in Question #12.

14 Section 1.3: Contract

Q: Can the State provide a budget range for the proposed project?

15 Section 1.3: Contract

Q: What is the budget range for this project? Has the budget for this project been allocated/approved?

16 Section 1.3: Contract

Q: What is the anticipated budget planned/allocated for this project?

Section 2.1:

Electronic Questions and Answer Period

Q: Would NJ DHS/DOAS be able to provide answers to the questions prior to June 30th ?

A: The State strives to provide responses in a timely manner. To the extent that additional time is required to provide quotes after the Q&A period, it is noted that the deadline will be extended and there will be a new bid opening date.

Section 2.1:

Electronic Questions and Answer Period

Q: Please provide the expected date that bidders will see a Bid Amendment released with the responses to questions submitted.

A: See the above response to Question 17.

Section 2.5: Optional

Pre-Quote Conference

Q: Could you provide us with a list of pre-conference attendees?

A: Please refer to Bid Amendment #2 posted to NJSTART on September 19, 2023.

Q: Hello, Can you please share the vendor questions and NJ state's answers from the "Optional PreQuote Conference" held on 5.11.2023.

Thank you.

A: The State accepts all questions and inquiries from all potential Bidders electronically via the “Q&A” Tab of the Bid Solicitation in NJSTART. Please refer to Section 2.1 Electronic Question and Answer Period of this Bid Solicitation for further information.

Q: Will a recording of the Optional Pre-Quote Submission Conference be released publicly to refer back to at a later date?

A: Yes. The recording of the Pre-Quote Conference will become available upon request with the award file after the Notice of Intent to Award has been announced. A renewed request should be submitted following receipt of the Notice of Intent to Award letter.

Section 3 Quote

Submission Requirements

Q: Bidder was unable to identify which of the requirements the State considers mandatory? Could the State please identify them?

A: Any requirement designated as a “must” or “shall” within the Bid Solicitation is mandatory and is to be made part of the bid submission.

23 Section 3.1: Quote

Q: 6. Is the bidder expected to respond to every requirement in Section 6.0 Data Security Requirements - Contractor Responsibilities at this time or solely 30 days after the award of the Contract? a. If we are to respond to any, please designate the ones we should include in the response.

A: As stated in the response to Question #22, any requirement designated as a “must” or “shall” within the Bid Solicitation is mandatory and is to be made part of the bid submission.

24 Section 3.1: Quote

Q: 5. Is the bidder expected to respond to every requirement in Section 5.0 General Contract Terms or is this entire section informational? a.

Informational defined as the following: ai. Informational - details provided in the state outline a timeline, therefore it is up to the bidder to understand that timeline and provide the requested documentation at that time specified in the requirement and not during the submission of the Quote due date of 8.31.2023. b. If we are to respond to any, please designate.

A: As stated in the response to Question #22, any requirement designated as a

25 Section 3.1: Quote

Q: 1. Is the bidder expected to respond to every requirement in Section 3.0 Quote Submission Requirements? If we are not to respond to any, please designate the ones we should omit in the response.

A: As stated in the response to Question #22, any requirement designated as a

Section 3.1: Quote

Q: 2. If the bidder is expected to respond to every requirement in Section

3.0 Quote Submission Requirement, how should a bidder respond to 3.2 Bidder Responsibility for example? a. Will an acknowledgement statement be sufficient? a1. Please specify otherwise. a2. Which requirements will an acknowledgement statement be sufficient for?

A: As stated in the response to Question #22, any requirement designated as a

27 Section 3.1: Quote

Q: There are 14 items in this bid. Do I have an option to provide quote for one or more items in this bid or should I submit quote for all the 14 items?

A: Per Bid Solicitation section 3.26, the Bidder must fill out all price lines on the State-Supplied Price Sheet or their Quote will be deemed non-responsive.

28 Section 3.1: Quote

Q: 3. Are the tables noted in Section 4.0 Scope of Work (Table 1 through Table 10) the tables that will go into the requested bidder-developed Requirements Traceability Matrix (RTM) (Section 4.3.5)? a. Please specify otherwise or if other requirements are needing to be added in the bidder provided RTM.

A: All sections including the tables in Section 4 – Scope of Work are requirements for the RTM. As stated in the response to Question #22, any requirement designated as a “must” or “shall” within the Bid Solicitation is mandatory and is to be made part of the bid submission. Failure to submit mandatory Quote submission requirements will deem the Bidder’s Quote non-responsive.

29 Section 3.1: Quote

Q: 4. Are there requirements in Section 4.0 Scope of Work that must have a response at the time of submission of the Quote? Some requirements are in association with the Section 3.0 Quote Submission requirements main section. An example of a referenced 4.0 section within Section 3.19 is the following: a. Section 3.19 Additional Plans references sections in 4.0 which provide more details to help craft the response in 3.19. b. Would the bidder answer in two places or just in 3.19/where it was originally called out?

A: As stated in the response to Question #22, any requirement designated as a

Section 3.8: Small

Business Set-Aside Contracts

Q: Can an Offeror that is a small business propose as a Prime and meet the SBE requirement?

A: Any business, including a business certified as a Small Business Enterprise (SBE) in New Jersey, may deliver a proposal for this Bid Solicitation. The Small Business Set-Aside requirement applies to subcontracting only. Please refer to Section 3.13.8.1, Small Business and/or Disabled Veterans’ Business Set-Aside Contract for more information.

Section 3.8: Small

Business Set-Aside Contracts

Q: Please clarify that Small Business Set-aside contracts and Disabled Veterans’ Business Set-aside contracts are not applicable to this procurement BUT, NJ is looking for this set aside for subcontracts as identified on page 1, “Set-Asides” Section.

A: Refer to the answer to Question #30.

32 Section 3.12: Quote Content

Q: p.8 Is it permissible for bidders to include an executive summary as part of their proposal response?

A: Yes. Refer to sections 3.14 through 3.27 for the Technical Quote requirements.

33 Section 3.12: Quote

Q: May bidders include a cover letter with their response submission?

A: Refer to the answer to Question #32.

Section 3.12: Quote

Q: Please confirm that bidders are required to submit five separate files to account for their complete proposal response, to include 1) Forms; 2) Technical Quote, including detailed responses to SOW and a separate RTM document; 3) State-Supplied Price Sheet; 4) State of New Jersey Security Due Diligence Third Party Information Security Questionnaire; 5) Oral Presentation Materials.

A: As stated in the response to Question #22, any requirement designated as a

Section 3.13: Forms, Registrations, and Certifications to be

Submitted with Quote

Q: Please confirm that all the forms included in Attachment 2 - Standard Forms and Procurement Packet must be completed and submitted at time of Quote submission.

A: As stated in the response to Question #22, any requirement designated as a

Section 3.13.6:

Service Performance within the United States

Q: The section states "... all Contracts primarily for services shall be performed within the United States." Providing all state data is secured within the United States, will the state permit off-shore development?

A: No. The State will not permit off-shore development. See Section 3.7 of the State Standard Terms and Conditions, Service Performance within U.S. which reads in part; “A shift to performance of services outside the United States during the term of the contract shall be deemed a breach of contract.”

Section 3.13.6:

Service Performance within the United

States

Q: Delivery to note that no offshore work can be done without approval

A: This is not a question, and cannot be answered as posed. Off-shore work is addressed in the answer to Question #36.

Section 3.13.7:

Confidentiality and

Commitment to Defend

Q: As it relates to paragraph 6 of the CONFIDENTIALITY/COMMITMENT TO DEFEND form, would the State consider the below revision? [begin delete]In the event of any challenge to the Company’s assertion of confidential/proprietary information, the Company shall be solely responsible for defending its designation. Company agrees that it shall defend and cooperate in the defense of an action against the State of New Jersey arising from or related to the non-disclosure, due to the Company’s request, of documents submitted to the State of New Jersey, and relating to a Quote submitted by the Company in response to the above referenced Bid Solicitation, which was the subject of a request for government records under the New Jersey Open Public Records Act, N.J.S.A. 47:1A-1 et seq. (“OPRA”), or the common law right to know. The Company further agrees to indemnify and hold harmless the State against any judgments, costs, or attorneys’ fees assessed against the State in connection with any action arising from, or related to, the non-disclosure, due to the

Company’s request, of documents submitted to the State, which are the subject of a request for government records under OPRA.[end delete]

Rationale: We recognize that it is the State’s sole responsibility to determine whether information set forth in the proposal must be released in accordance with applicable laws. Accordingly, we cannot release or indemnify the State for any failure to release or withhold information to the extent required by law.

A: The State does not accept the proposed modification. Terms and conditions on publicly bid procurements must be consistent for all potential Bidders, and cannot be based on a single vendor’s terms.

Section 3.13.8.1:

Small Business and/or Disabled

Veterans’ Business Set-Aside Contract

Q: What is the target participation goal for Small Business and Disabled Veteran-owned Business set-aside subcontractors?

A: There is no specific set-aside percentage goal for this specific contract.

Section 3.13.8.1:

Small Business and/or Disabled

Veterans’ Business Set-Aside Contract

Q: If a Bidder plans to use a subcontractor with unique qualifications very unlikely to be matched by any other vendor, including eligible New Jersey Small Business Enterprises or Disabled Veterans' Businesses, what steps should we take to comply with the Good Faith Effort requirements?

A: If the Bidder intends to subcontract, it must submit a Subcontractor Utilization Plan and shall take the actions outlined in Section 3.13.8.1, A through E, to meet the set-aside subcontracting goal requirements before utilizing a non-Small Business and/or non-Disabled Veterans’ Business Subcontractor. If the Bidder finds no Small Business and/or Disabled Veterans’ Business Subcontractors that are interested, qualified, or capable of handling the work after conducting its good faith effort search, then it may select a non-Small Business and/or non- Disabled Veterans’ Business Subcontractor.

If the Bidder chooses to use Subcontractors and fails to meet the small business subcontracting targets set forth by Section 3.13.8.1 of this Bid Solicitation then the Bidder must submit documentation demonstrating its good faith effort to meet the targets with its Quote or within seven (7) business days upon request.

41 Section 3.17:

Contract Schedule

Q: Does the state have an anticipated start date for implementation of the C/CMS Solution?

A: The State does not have an anticipated or expected launch date for the C/CMS Solution. However, the State would prefer the Solution to be implemented by end of calendar year 2024.

42 Section 3.17:

Q: What is the anticipated go-live date?

A: Refer to the answer to Question #41.

Section 3.17:

Q: What is the desired go-live or production start date?

A: Refer to the answer to Question #41.

Section 3.17:

Q: When considering project timelines, can the you please provide information on the anticipated dates for the following key milestones: - Vendor Demonstrations: Please specify the expected dates for vendor demonstrations. - Anticipated Award: Could you provide an estimated date or time frame for when the contract award is anticipated to occur? - Project Go-Live: Please indicate the target date or preferred timeline for the C/CMS go-live.

A: The State currently does not have a date scheduled for the Vendor Demonstrations.

For anticipated award and go-live date, please refer to the answer for Question #41.

45 Section 3.17:

Q: What is the desired go-live date for this system?

A: Refer to the answer for Question #41.

46 Section 3.17:

Q: What is the anticipated timeline for implementation? That is, implementation start date & Go-live date?

A: Refer to the answer for Question #41.

47 Section 3.19:

Additional Plans

Q: The RFP requires draft deliverables (aligning with the table in section 3.19). Does the state expect a template and table of contents or a full draft deliverable?

A: Each deliverable in Section 3.19 has specific requirements supporting each Plan. It is the responsibility of the Bidder to determine what is required for Quote submission. Refer to the answer to Question #22 for assistance on distinguishing what is a mandatory requirement. Failure to submit all mandatory requirements of this Bid Solicitation will deem a Bidder’s Quote to be non-responsive.

48 Section 3.19:

Additional Plans

Q: The RFP document includes Interface Plans, Turnover Plans, System Testing Plans, User Acceptance Tesing Plans, and Disaster Recovery .

However, none of above are mentioned in Section 3.19 on page 13 of the RFP, "Additional Plans." Please clarify if there are any deliverables outside the table in 3.19.

A: As stated in the response to Question #22, any requirement designated as a

Section 3.20:

Organizational Experience

Q: If the bidder completes work for Public and Private organizations, can projects completed for Private companies be used as relevant experience and references? RFP REF: 3.20 Organizational Experience: “The Bidder should include information relating to its organization, personnel, and experience, including, but not limited to, references, together with contact names and telephone numbers, evidencing the Bidder’s qualifications, and capabilities to perform the services required by this Bid Solicitation.

The Bidder should include the level of detail it determines necessary to assist the Evaluation Committee in its review of Bidder’s Quote.”

A: As noted in Section 3.20 of the Bid Solicitation and noted in the questions, the Bidder should include information and the level of detail the Bidder determines necessary to assist the Evaluation Committee in its review of the Bidder’s Quote.

Section 3.20:

Organizational Experience

Q: Will the state explain the difference between the references required in

3.20 and 3.24?

A: Section 3.20 relates to the Bidder’s qualifications and capabilities to perform the requested services, such as information relating to Bidder’s organization, personnel, and experience in their field of work. References should provide information accordingly.

Section 3.24 relates to the Bidder’s ability to perform a contract having the size and scope required by the Bid Solicitation. Relevant information includes proof of previous contracts for work having a similar size and scope. References should provide information accordingly.

Section 3.24:

Experience with

Contracts of Similar Size and Scope

Q: The second paragraph of this section requires the vendor to report “negative actions” of other contracting entities and “negative audits, reports, or findings” by government agencies. Is there a timeframe for this information? Last 5 years?

A: There are no time limitations for this requirement.

52 Section 3.27: Oral Presentation

Q: Bidders invited to give a demonstration shall provide a presentation of the following: Real-time system walkthrough of the proposed Solution software demonstrating off-the-shelf capability to meet any and/or all essential system requirements; and Visual mock-up images of any essential system requirements, as listed in the Scope of Work (Section 4) that will require custom programming. Bidders may only present materials and information that are provided in its Quote. No supplemental information outside of the material submitted with the Quote shall be presented or provided during the demonstration. The State will not consider or score any such supplemental information. Q - could you please elaborate on the above statement?

A: If a Bidder is invited to give a software demonstration, it must be via a real-time system walkthrough or via visual mock-up images of essential system requirements. Examples of visual mock-ups can be mock demonstration/recordings or screen shots of demonstration being done live or via a platform such as PowerPoint.

As stated in the Bid Solicitation, the Bidder may only provide a demonstration of the information that is presented in their Quote. No additional information or materials may be presented during this demonstration that was not submitted with the Bidder’s Quote. If additional material or information is presented then the Bidder’s Quote will be deemed non-responsive and the Bidder will be removed from consideration.

53 Section 3.27: Oral

Q: Since all bidders are not guaranteed an invitation to present a software demonstration, would the state allow for bidder’s to submit the oral presentation material five business days prior to the invite to present date instead of with the proposal submission?

A: As stated in the response to Question #22, any requirement designated as a

54 Section 3.27: Oral

Q: Will the state consider extending the 45 minute allocation to a longer timeframe (e.g., 90 minutes) for the oral presentation?

A: Yes. The State will consider extending the 45 minute allocation for oral presentations to 90 minutes. Please see REVISED Bid Solicitation 10/30/2023.

55 Section 3.27: Oral

Q: Please confirm if a live system demonstration is an option during an Oral Presentation. REF: 8.5 Oral Presentation: “The content of the oral presentation shall be limited to the materials presented within the Bidder’s Quote. A Bidder may only present details to clarify information already provided in its Quote. No supplemental information outside of the material submitted with the Quote shall be provided during oral presentations”

A: Pursuant to Section 3.27, Oral Presentation, at the request of the State, selected Bidders shall provide a presentation of a real-time system walkthrough of the proposed Solution software and visual mock-up images of any essential system requirements, as listed in the Scope of Work (Section 4) that will require custom programming. Please refer to the answer of Question #22 for what is considered a mandatory requirement.

Bidders may only present materials and information that are provided in its Quote. No supplemental information outside of the material submitted with the Quote shall be presented or provided during the demonstration. Please refer to the answer to Question #52 for more information regarding information to be provided for the Oral Presentation.

If a Bidder is invited to give an oral presentation, the Bidder will receive a meeting invite with the date and time they are to present.

Section 3.27: Oral

Q: Will screen shots of each module and a narrative of functionality with the plan to demo our solution at Oral Presentations, or does the state have an agenda for Oral Presentations that can be shared?

A: Refer to the answer to Question #55.

Section 4.1:

Overview of Scope of Work

Q: Is the agency open for custom development solution?

A: No. The Agency is not open for a custom development solution. This should be an Out of the Box (OOTB) solution.

Q: What is the existing COTS product?

A: The current system is a relational database called Aging and Disability that is managed by WellskyHuman and Social Services Corporation.

Q: As stated in the Scope of work, the new System will replace an existing commercial “off-the-shelf” (COTS) product. Can the State provide more details on the existing COTS product.

A: Refer to the answer to Question #58.

Q: Is there an existing system that this would replace or is this a new system that the department is adopting?

Q: Please provide details for the current C/CMS system in place, including current version if it is an “off-the-shelf” solution. REF: 4.1 Overview of Scope of Work: “The new System will replace an existing commercial “off-the-shelf” (COTS) product”

Q: A.Can you name the “off-the-shelf” COTS product currently in use?

B. Can you provide an estimated percentage of the bid overall requirements that are enhancements not currently met by the COTS product?

A: A. Refer to the answer to Question #58.

B. The State is looking to procure a new care/case system to replace the existing COTS system that is in use due to the current COTS system being obsolete. All of the requirements of this Bid Solicitation describe enchancements that are currently not being met by the current system that will need to be included in the new system.

Q: Will the state supply the bidders with the specifications of the current COTS case management solution?

A: No. The State will not supply the Bidders with the specifications of the current COTS case management solution. Refer to the answer to Question #58 regarding the current COTS case management solution.

Q: As stated in the Scope of work, the new System will replace an existing commercial “off-the-shelf” (COTS) product. Can the State provide more details on the existing COTS product.

Q: What are the systems of source data? e.g. SQL server, AWS? etc.

Please list all

Q: A. Can the State provide details on the challenges faced in the existing COTS system and, B. the reasons for migrating to the new Case/Care management system

A: Examples of some of the challenges that are faced with the existing COTS system are:

• Care Plans are not easy to send to different units for distribution;

• The reports allow for minimal customization;

• The audit trail does not present detailed routes; and

• Any requested changes to the system take too long to implement.

B. The new system should remedy the issues with the outgoing COTS system, described above.

Q: Can the State please provide details on the challenges faced in the existing COTS system and the reasons for migrating to the new Case/Care management system.

A: Refer to the answer to Question #66.

Q: Who is managing the existing system? Is it managed by contractor or In-house IT team of State

A: The existing system is managed by a WellskyHuman and Social Services Coorporation.

Section 4.1:

Q: Approximately 4,000 users are expected to utilize the System.

Therefore, the proposed System shall be able to handle and manage approximately 1,000,000 active client records. How many concurrent users will be using the system?

A: There is a possibility that all users will be accessing the C/CMS system concurrently.

Q: Is there historical data that must be migrated into the new system? If so, roughly how many records are there?

A: As a summary, the volume of legacy data (in GB) to be migrated to the new system:

• Consumer/Client tables is approximately 72GB;

• Assessments comprise approximately 12GB; and

• Other related tables such as Journals, Services Deliveries, Service

Plans, Locations, Activities, Calls, etc. comprise approximately

18GB.

Q: 1.We understand there are 4000 users. Can you provide a breakdown of the users by role (Intake worker, Administrator, Reviewer etc.)

2. Data Migration: We understand there are 100,000 client records to be migrated from old system to the new one, can you provide the volume of legacy data (in GB) to be migrated to the new system

3. Please clarify if the agency has a preferred public cloud vendor for hosting the solution?

4. Can you provide a list of the standard reports that need to be created on a regular basis?

5. Do you prefer we use your existing advanced reporting/analytics software, and if so, can you please provide the software name? Or do you prefer that the vendor bring their own embedded within the solution?

6. Do you have any records retention specification?

7. Please share the business rules engine / Workflows currently used by the Agency.

8. What is the Document Purging rule that DoAS follows now? After how many days will the document be purged?

9. Are there any batch jobs / runbook as part of daily activities?

10. Is there an incumbent already engaged at NJ DoAS?

11. Who is the current incumbent of the Care Case Management system?

12. Have you seen demonstrations of any case management systems prior to issuing this Solicitation? If so, will you share which systems?

13. Do you have any IAM (Identity Access Management) solution that can be leveraged?

14. Does DoAS have a specific timeline for the implementation of the new solution? When is the desired go-live date for the solution?

15. Is it mandatory to include the orals presentation materials, intended for use during the demonstration, along with the response document?

Alternatively, can these materials be shared once the agency selects the contractor for the orals?

A: 1. Currently there are about 53 roles for to maintain access restrictions. Most users have multiple roles. Some of the roles are:

Administrator Administrator II AGIS Child SCS Consumer Journal County Administrator DDS Executive Fiscal Initial Role Intake MCO CIR Nutrition Nutrition II OCCO OLA Auditor PACE SCS Role Provider Assoc.

QA Report – Emergency Report role Sandy SSBG Screener Service Delivery Service Delivery II SHIP Admin SHIP Exec Viewer SHIP User State SME State SME – Provider Statewide Respite Technical Support

2. Refer to the answer to Question #70.

3. No, the agency does not have a preferred public cloud vendor for the hosting solution; the new C/CMS cannot be a public cloud solution.

4. A list of standard reports that would need to be created and/or formatted on a regular basis are listed in Exhibit 5 – SAMS Reports List 10/30/2023. This list contains the reports that are used as part of the current system. The current system allows users to choose different filters to create more refined reports.

There is also a tool available that allows users to create SQL generated reports.

5. It is preferred that the vendor will have advanced reporting/analytics software embedded in their solution. Refer to the answer to Question #9 for more information.

6. All records should be managed and retained in accordance with federal and State policies and standards, including privacy and security, and those of the New Jersey Bureau of Records Management retention schedules. State of NJ - NJ Treasury - DORES Records Retention Schedules.

https://www.nj.gov/treasury/revenue/rms/retention.shtml https://www.nj.gov/treasury/revenue/rms/retention.shtml

7. There is no current business rules engine or workflow system in use today.

8. Refer to the answer to Question #71(6).

9. No. There are currently no batch jobs/runbook as part of daily activities.

10. Yes. There is a current Contractor..

11. WellskyHuman and Social Services Corporation.

12. No. There have not been any demonstrations of any case management systems prior to issuing this Bid Solicitation.

13. No. There is no IAM solution that can be leveraged.

14. Refer to the answer for Question #41.

15. Refer to the answers for Question #22 and Question #52.

Q: Can DOAS team breakdown the personas that make up the 4,000 users?

What work will they be performing in the system?

A: The DoAS breakdown of users comprise of State, county, and providers.

Some of the roles can be seen in the response to Question #71(1). The work that will be performed by these users in the system is outlined in Section 4 – Scope of Work.

Q: Can you provide the number of licensed users by role? For example, case workers, administrators, supervisors/managers, super users, providers, portal users, end users/beneficiaries, and any other users, etc.

A: Refer to the answer to Question #71(1).

Q: Could you please provide details on what the 4000 users of the system will be? What are the user categories and how many users for each category?

Q: What is the breakdown (in #) of users?

Q: How many different types of users do you anticipate and what are those types of users?

Section 4.1:

Q: 1. Its is mentioned that there will be 4000 users of the system. Will this all be DoAS users or this also includes any external user access (Eg:

External Agencies Supporting DoAS)? Can DoAS also provide break-up in terms of number for these users? (Ref Section 4.1 Pg 17)

Q: Paragraph 1 of this section states that the scope of this solicitation includes the requirements “as well as any other additional needs presented by the SCM during this Contract period.” Please confirm that additional customization beyond the requirements identified herein will be subject to the project’s change control process.

A: Any work beyond the requirements identified in this Bid Solicitation is subject to a change control process.

Q: As it relates to 4.1 OVERVIEW OF SCOPE OF WORK, would the State consider the below revision? Aside from providing a solution catering to all the requirements identified in this Bid Solicitation, the Contractor [begin add]or the State’s SaaS provider[end add] shall provide ongoing support beyond implementation, including, but not limited to: ∙ Hosting and back up services; ∙ Maintenance and System support; ∙ Training; ∙ Documentation, upgrades, and maintenance; ∙Disaster recovery; and ∙ Online access and support.

A: The State does not approve the proposed modification. Terms and conditions on publicly bid procurements must be consistent for all potential Bidders, and cannot be based on a single vendor’s terms. Additionally, please refer to the answer to Question #5 and to Question #9.

Q: For system usage scoping, sizing, and costing purposes please specify the precise number of users to use in our proposal. The following is stated on p. 17 of the RFP: - Approximately 4,000 users are expected to utilize the System. Therefore, the proposed System shall be able to handle and manage approximately 1,000,000 active client records.

A: Due to constant changes of staffing and active clients, the State is unable to give a precise number of users of the system.

Q: Overview of Scope of Work highlights that the new System will replace an existing commercial 'off-the-shelf' (COTS) product. It is mentioned that the new System will be customized to match this product and address the additional needs outlined in this Bid Solicitation. To gain clarity, could you please identify the specific functionality or requirements expected of replacement C/CMS that are considered new and not currently supported by the existing COTS product? Understanding these distinct requirements will allow us to ensure that our proposed solution adequately addresses the unique needs of DoAS.

A: The requirements for the new C/CMS system are listed in Section 4 – Scope of Work.

Q: Does DHS/DoAS have a preferred document/content management or document generation solution that they plan to provide through their own cloud services? Are there existing licenses or subscriptions held by DHS/DoAS for any such solution that will be made available for this project? If additional licenses or subscriptions are needed, will DHS/DoAS be responsible for procuring these as part of their cloud services provision?

A: No. DHS/DoAS does not have a preferred solution for document/content management. Please see the response to Question #9 for further detail.

Q: What is the current COTS C/CMS product that DoAS has? What is the technology stack for the current COTS product? Is it deployed on-premise, or SaaS, or Cloud-hosted?

A: The current C/CMS product is cloud hosted. Refer to the answer to Question #11 for further information.

Q: If we, as the vendor, propose a cloud-hosted SaaS solution for the C/CMS (such as Salesforce or MS Dynamics 365), we understand that the solution will be hosted by the SaaS provider (such as Salesforce or Microsoft). Could DoAS confirm that it is acceptable, given that the State will be responsible for procuring and managing these cloud services?

A: The State is not responsible to procure and manage cloud services. The Bidders should present with their Quote the platform that works best for their solution and present their pricing for such services on Price Line Item 9 of the State-Supplied Price Sheet.

Q: Will there be any external users of the system? If so how many logins per month/year?

A: The majority of the users are external to the State. There are approximately 15,000 logins per month and 180,000 logins per year.

Q: Could you please provide details on what the 1,000,000 active client records in the system are expected to be? What are the types of records and how many records of each type?

A: Each client records vary per individual. A client can have multiple types of records.

An example of some of the data within the client records will contain data that will include:

• Demographic information and federally required reporting data, such as:

o poverty;

o living status;

o rural vs. urban;

o risk of homelessness; and o frailty.

• There will be data in the headers of the client record that will include:

o activities and referrals;

o Assessments;

o Billing;

o Calls;

o care plans;

o attachments;

o routes;

o service deliveries; and o service orders.

• There are notes included with the client records. Clients can have multiple types of records.

Q: What are the accessibility considerations for users with disabilities or language barriers?

A: The system must conform to the Web Content Accessibility Guidelines (WCAG) and the Section 508 Standards.

Q: Approximately how many total tables and columns are there between all source systems?

A: There are approximately 478 tables in the database.

Q: How many daily users of the new system will be new and require full training?

A: This will be a new system so full training will be required for all users.

Section 4.2:

Functional

Q: Please confirm that bidders can group together applicable requirement numbers when providing narrative responses to the SOW requirements.

A: The Bidder should include the level of detail it determines necessary to assist the Evaluation Committee in its review of the Bidder’s Quote. Mere reiterations of Bid Solicitation tasks and subtasks are strongly discouraged, as they do not provide insight into the Bidder’s approach to complete the Contract.

Q: Are there any specific data value sets required to be supported?

https://www.w3.org/wai/standards-guidelines/wcag/ https://www.w3.org/wai/standards-guidelines/wcag/ https://www.access-board.gov/ict/

A: The specific data values are listed in Section 4.2.1 – Intake and Maintenance of Individual Records, Table 1.

Q: What are the expected user “roles” and their reporting hierarchy (if applicable) for the proposed System?

Section 4.2.1: Intake and Maintenance of Individual Records

Q: INT007 - Allow user to look up information regarding programs and services received by the Individual based on the access level of the user.

This information would be available via the exchange of information from other systems, (example: NJSAVE, SHIP) Q - Please provide more details for this requirement

A: Other sources of information or data could be from the sources listed in Section 4.2.7 – Interface Requirements, Table 7.

Q: INT009 - Allow user to Select a Provider from a comprehensive list of active DoAS service Providers. Q - Will this comprehensive list of DoAS service providers data is one time data load or daily or scheduled feed from any other system?

A: There will be an initial one-time upload and then small data file uploads as needed.

individual Records

Q: INT010 - System shall support questions with user-defined triggers Q - Please provide more details for this requirement

A: The system should set up certain triggers to enroll a consumer into a program.

For example, if the consumer is signing up for Meals on Wheels, the required fields must be entered before they can be registered for that program. If the required fields are not completed, the user cannot move forward.

Additionally, answers to the questions would need to trigger for referrals to specific programs, services, options, organizations, and contacts.

Q: INT016, where is the list of Providers (to whom HIPAA- and privacy-compliant e-mails are to be sent to notify one of referrals or any action needed to be taken) who are not users of the proposed System maintained and is it Program specific?

A: The list will be provided to the awarded Contractor.

Q: INT018 - Allow user to interface with the Integrated Eligibility System (IES) Q - Please provide more details for this requirement

A: The Bidder’s solution is expected to interface with the Integrated Eligibility System. The IES is to look up eligibility on beneficiaries that are either being assessed for Care/Case Management services or are enrolled in a State program.

and Maintenance of Individual records

Q: INT018, what method (real time during online session, batch, etc) and format is expected for the upload of documents?

A: Multiple formats can be used for the uploading of documents, such as: real time, batch, pdf, excel, and csv.

Records

Q: Does the state have any preferences on document size and file type? If so, what are they?

A: No. The State does not have a preference on document size and file type.

Refer to the answer to Question #98 for an example of the type of file types the State will accept.

Q: As part of the intake process, can NJ DHS/DOAS estimate the expected volumes for each channel (emails, phone calls, web self-service submissions, etc) of the intake process?

A: The requested information is not available, therefore the State is unable to provide the volumes for each channel.

Q: Can you please confirm if this requirement refers to an interface with Medicaid's IES?

A: Yes. It is a requirement to interface with Medicaid’s IES.

Q: The requirement states "Allow data capture without an individual demographic information for callers who do not wish to be identified."

What is the minimum data set required for these types of calls?

A: There are times when a caller wants to remain anonymous. The current process is to use a phone number as a key to identify the caller. The Bidder should propose how it will capture an anonymous caller.

Q: The requirement states "Allow data capture without an individual demographic information for callers who do not wish to be identified."

How will the collected data be used?

A: The collected data will be used to designate that caller as anonymous with their identifying trigger that is proposed by the Bidder.

Q: Who is responsible for maintaining this list going forward?