T3053 Bid Amendment 4~1.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

12/20/2023

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)

Bid Amendment #4

The following constitutes Bid Amendment #4 to the above referenced Bid Solicitation:

• This Bid Amendment includes answers to the second round of 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 T3053 – 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

344 Section 3.12 – Quote Content

Q: In Section 3.12 QUOTE CONTENT of the Revised Bid Solicitation, bidders are directed to organize Quotes by category (Forms, Technical Quote, State-Supplied Price Sheet, State of New Jersey Security Due Diligence Third Party Information Security Questionnaire, and Oral Presentation Materials). Can the State confirm whether there is a maximum number of documents per category that can be submitted, and if so, what is the maximum number of documents per category that can be submitted?

A: There is not a maximum number of documents per category that can be submitted.

Section 3.26.1 – Use of “No Charge” on the State-Supplied Price

Sheet

Q: Q&A Response #308 indicated the use of “no charge” as an acceptable identifier within the price sheet; however, this term may be misleading as it implies that some included elements of a bidders offering are “free of charge.” Is the State amenable to vendors using “included” as an indicator of services that are bundled together for a cloud-hosted SaaS solution?

A: No, the State will not accept the term “included” as an indicator that services are bundled together. If the Bidder intends to bundle services listed on the price sheet and thus will supply an item on a price line without its own separate charge, the Bidder must indicate “No Charge” for that item on the State-Supplied Price Sheet accompanying this Bid Solicitation. The use of any other identifier may result in the Bidder’s Quote being deemed non-responsive.

346 Section 3.27 – Oral Presentation

Q: The revised bid states, "The State and the Bidder will coordinate if the oral presentation will be virtual or on-site." Does this imply that bidders will have the option to select virtual or on-site oral presentation?

A: If DHS chooses for a Bidder to present their oral presentation, DHS will coordinate with the Bidder as to whether the Bidder is to deliver their oral presentation virtually or on-site.

347 Section 3.27 – Oral Presentation

Q: Regarding Amendment 3, Question 52 response: Acknowledging the requirement to submit any screenshots and Oral Presentation materials with a proposal, could the State please confirm that Bidders are not required to submit with our proposal recordings or other artifact to represent a real-time system walkthrough that would be offered during demonstration?

A: There is no requirement that a Bidder must submit recordings or other materials to represent a real-time walkthrough. As stated in Section 3.27 of the Bid Solicitation, selected Bidders shall present a software demonstration. As provided in the referenced Amendment 3, Question 52 response, such a software demonstration must be via a real-time system walkthrough OR via visual mock-up images of essential system requirements. By way of example, a visual mock-up can be in the form of recordings or screen shots of demonstrations being done live or via a platform such as PowerPoint.

Section 4.2.1 – Intake and Maintenance of Individual Records, INT025

Q: This requirement implies that the solution should include Optical Character Recognition (OCR) capability. Will the State please provide a sample workflow or use case whereby information is to be extracted into electronic format from paper documents?

A: Requirement INT025 states that the system must have the ability to extract information from paper documents into an electronic format. The Bidder, with their Quote, is to describe how their proposed System will be able to fulfill this requirement using their preferred tool or method. The State is unable provide examples of workflow or usage with regard to the above, as it does not save or categorize data in this manner.

and Maintenance of

Q: 1. What are the specific documents from which information should be extracted?

2. How will the information extracted from these documents be utilized within the solution?

A: Please refer to the answer to Question #348.

and Maintenance of

Q: Regarding the addition of INT025 (INT025 Have the ability to extract information from paper documents into an electronic format): Can you provide background on why this was added and if there are particular documents/forms they want data extracted from (provide examples if possible).

A: INT025 is a requirement that was added since this is a functionality that DHS would like the System to do.

An example of the forms that will need to have the information extracted are assessment, intake, and screening forms that are completed in the field. The extraction will eliminate the need to manually copy the information from the hard copy into the System.

and Maintenance of

Q: Please clarify if this ability to extract information from paper documents into an electronic format is expected to include an optical character recognition (OCR) tool combined with a data identification/classification engine to be utilized to create discrete electronic data elements from throughout the document for retention and use by the proposed system, or is the scanning of the paper document into a singular electronic format (e.g., PDF), with only some document header info for identification extracted as discrete data, sufficient? If the former, is there a specific OCR/data identification product in use or preferred by the State?

A: The Bidder, with their Quote, is to describe how their proposed System will be able to extract information from paper documents into an electronic format.

Section 4.3.11 –

Interface Plan, Table

Q: In T3053 REVISED Bid Solicitation 4.3.11 INTERFACE PLAN Table 11, the Website provider currently AGIS indicates it interfaces with Beacon Web. How does the proposed new system need to interface with this website? Can the State provide further information on Beacon Web?

A: Beacon web is the ADRC website (https://www.adrcnj.org/). All provider information within SAMS become resources on the ADRC website. When information is updated on a provider profile in SAMS, that same provider profile is updated on the ADRC website.

New Jersey State

Standard Terms and Conditions (SSTC)

Q: Relating to exceptions to the State's standard terms and conditions, [BLANK] and the State have an existing, negotiated contract in effect today, and [BLANK] proposes using that contract as the terms and conditions governing the relationship if [BLANK] would be selected as Vendor of Choice. For specific exceptions to that agreement that the state would want to pursue, [BLANK] would be happy to discuss those requested changes.

A: This is not a question, and cannot be answered as posed. Further, there will not be any post-Quote opening negotiations or discussions regarding the Contract terms beyond those outlined in Bid Solicitation Section 8.11, Negotiation, and Section 8.12, Best and Final Offer (BAFO). As stated in Bid Solicitation Section 3.11, Bidder Additional Terms Submitted with the Quote, additional terms submitted by a Bidder that conflict with the SSTCs or Bid Solicitation could render a Bidder’s Quote non-responsive.

Standard Terms and Conditions (SSTC), Section 3.2 – Prevailing Wage Act

Q: Is the workscope of this requirement subject to: (1) The NJ Prevailing Wage Act and/or (2) The Public Works Contractor Registration Act?

A: The New Jersey Prevailing Wage Act, N.J.S.A. 34:11-56.25 et seq., is made part of every contract entered into on behalf of the State of New Jersey. Any work performed must be conducted in accordance with New Jersey law and the specific facts at the time the work is performed. Based on Bid Solicitation Section 4, Scope of Work, the State does not anticipate the need for construction work according to this contract. However, if a need for construction work should arise, the Public Works Contractor Registration Act (N.J.S.A. 34:11-56.48, et seq.)

would apply. This would require all contractors, and subcontractors who bid on or engage in the performance of any work for which the payment of prevailing wage is required in the state of New Jersey to register with the Department of Labor and Workforce Development.

Standard Terms and Conditions (SSTC), Q: As it relates to NJ SSTCs (Revised 06/21/2023), would the State consider the below revision? This reporting required by N.J.S.A. 52:17B-

193.2 et seq. (P.L.2023, c.19) to NJ OHSP is in addition to the Contractor’s https://www.adrcnj.org/

Section 3.12 – Cybersecurity

Incident Reporting Requirement responsibility to report Security Incidents as may be set forth in Contract Scope of Work or the Waivered Contracts Supplement to the State of New Jersey Terms and Conditions. If the Waivered Contracts Supplement is not made part of the contract and a notification period is not specified in the Contract Scope of Work, the Contractor shall give notice of the Cybersecurity Incident to the Using Agency as soon as practicable, but no less than (begin delete) one (end delete) (begin add) two (end add) business days, after the Contractor reasonably believes that a Cyber Security Incident has occurred.

A: The State does not accept this 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.

Standard Terms and Conditions (SSTC), Section 5.15 – Maintenance of

Records and Audits

Q: As it relates to NJ SSTCs (Revised 06/21/2023), would the State consider the below revision? The State may request, receive, review, and audit copies of any and all (begin add) timekeeping and expense (end add) records and documents (begin add) directly (end add) related to a State contract (begin add)(Records) (end add) at any time. The Contractor shall make a good faith effort to cooperate with the request and upon receipt of the request, the Contractor shall promptly provide the requested Records and documents free of charge in the time, place, and manner specified.

Failure of the contractor to comply with the request or the audit may be used by the State to establish contract non-compliance, to take any action, or seek any remedy available under the contract, at law, or in equity. (begin add) Contractor will make every reasonable effort to be responsive to such inquiries for discussions and reviews, but reserves the right to limit disclosure of details and nature of procedures, if it determines, in its sole judgment, that such disclosure would put at risk the confidentiality, availability or integrity of its own or its other clients’ data. (end add)

A: The State does not accept this 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.

358 Exhibit 5 – SAMS Report List

Q: Based on the SAMS report, it's noted that the new Care Case Management system requires 82 reports to be generated. Could the agency specify the frequency for these reports - whether they should be generated on a daily, weekly, or monthly basis? It's understood that only 4 reports have a designated frequency for generating reports.

A: The reports in Exhibit 5 are requested to be run at varying intervals, some monthly, some quarterly, some upon request. Canned reports are expected to be available for a user to run at any time.

359 Exhibit 5 – SAMS Report List

Q: In Amendment 3, the State provided Exhibit 5 SAMS Reports List in response to Question 71 part 4. "Can you provide a list of the standard reports that need to be created on a regular basis?", stating "4. A list of standard reports that would need to be created and/or formatted on a regular basis are listed in Exhibit 5 â?? 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." Are costs related to these current reports to be included by the Bidder? Or should we rely on the provided Reporting Requirements in Table 6 as the foundation of our estimates and approach?

A: Exhibit 5 provides a list of current standard reports that would need to be created and/or formatted on a regular basis, while Table 6 provides requirements for the System’s reporting module. The costs of these current reports shall be incorporated in Price Line 12 of the State-Supplied Price Sheet.

360 Section 1.3 – Contract Amount

Q: Could NJDoAS please confirm if the procurement cost of $7M mentioned earlier is per year for 3 years?

A: Pursuant to Page 2 of Bid Amendment #3, only questions related to the revisions made in response to the first round of Q&A can be addressed at this time. Please be advised that this question is unrelated to any first round Q&A revision, and is ineligible to be answered at this time.

361 Section 1.3 – Contact Amount

Q: Could NJDoAS please confirm if the procurement cost of $7M mentioned earlier is per year for 3 years?

A: Pursuant to Page 2 of Bid Amendment #3, only questions related to the revisions made in response to the first round of Q&A can be addressed at this

362 Section 1.3 –

Q: The state provided a budget estimate for this procurement of $7 Million.

Please identify which project components are included in that figure. For example, DDI only, DDI plus years 1-3 of O&M, etc.

A: Pursuant to Page 2 of Bid Amendment #3, only questions related to the revisions made in response to the first round of Q&A can be addressed at this

363 Section 1.3 –

Q: Was the total budget listed ($7M) an annual amount or a total over 3 years?

A: Pursuant to Page 2 of Bid Amendment #3, only questions related to the revisions made in response to the first round of Q&A can be addressed at this

364 Section 1.3 –

Q: Is the $7M budget for this project annualized?

A: Pursuant to Page 2 of Bid Amendment #3, only questions related to the revisions made in response to the first round of Q&A can be addressed at this

365 Section 1.3 –

Q: For the budget, does it include the cost for software licensing and implementation?

A: Pursuant to Page 2 of Bid Amendment #3, only questions related to the revisions made in response to the first round of Q&A can be addressed at this

366 Section 1.3 –

Q: Regarding Amendment 3 Question 12 on 1.3: Contract Amount: "The State specified the estimated budget for this procurement is $7 Million." Is the $7 Million for a set number of contract years? Are there maximum budget amounts for the initial contrat year?

A: Pursuant to Page 2 of Bid Amendment #3, only questions related to the revisions made in response to the first round of Q&A can be addressed at this

367 Section 3.17 – Contract Schedule

Q: Would NJDoAS be amicable to a phased implementation approach, where the Minimal Viable Product will be delivered by December 2024 and additional features delivered as part of a phased approach in 2025, based on our initial evaluation of the scope and solution?

A: Pursuant to Page 2 of Bid Amendment #3, only questions related to the revisions made in response to the first round of Q&A can be addressed at this

Section 4.2.3 – Case Management and Service Delivery, CMT 023

Q: Concerning the requirement for electronic signatures stated in CMT023, may we confirm that this refers to e-signature functionality only? Can the State provide confirmation on this matter?

A: Pursuant to Page 2 of Bid Amendment #3, only questions related to the revisions made in response to the first round of Q&A can be addressed at this

Management and

CMT 038

Q: Regarding Amendment 3 Question 131 about Requirement number CMT038: Could the State please further clarify this requirement by providing an example or a user scenario for this? Does this refer to a service provider adding themself as a client in the system and referring themself to services provided by their organization, or does it indicate something else?

Management and

CMT 051

Q: Q&A response #175 indicates that no geolocation services are required for this procurement; however, this response conflicts with requirement CMT051 as it specifies the need for geolocation services to manage routes for service delivery. Please confirm the need for geolocation services for this specific use case.

A: Pursuant to Page 2 of Bid Amendment #3, only questions related to the revisions made in response to the first round of Q&A can be addressed at this

Section 4.2.7 – Interface

Requirements, INF006

Q: Please provide the number of unique Fiscal Intermediary systems currently in use and expected to integrate with the solution?

A: Pursuant to Page 2 of Bid Amendment #3, only questions related to the revisions made in response to the first round of Q&A can be addressed at this

Section 4.2.10 – System Security Requirements

Q: Concerning the system security requirements in Section 4.2.10, could the State provide confirmation that the requirements are applicable to the solution being provided and not the Contractor’s current IT infrastructure/systems?

A: Pursuant to Page 2 of Bid Amendment #3, only questions related to the revisions made in response to the first round of Q&A can be addressed at this

Section 4.3.5 – Requirements

Traceability Matrix

Q: The State’s answer to this question states that “the information provided in Section 4.3.5 of the Bid Solicitation is to be considered the full scope of work.” Please confirm that this answer should refer to the entirety of RFP Section 4, not only Section 4.3.5.

A: Pursuant to Page 2 of Bid Amendment #3, only questions related to the revisions made in response to the first round of Q&A can be addressed at this

374 Section 4.4.9.1 – System Performance

Q: Is the Contractor allowed to develop the testing plan? Who staffs the testing execution?

A: Pursuant to Page 2 of Bid Amendment #3, only questions related to the

Section 6 – Data Security

Requirements- Contractor

Responsibility

Q: In response to this question, regarding whether bidders should respond to the requirements of Section 6, Data Security Requirements - Contractor Responsibilities, in their proposals or following award, the State has stated that “any requirement designated as a “must” or “shall” within the Bid Solicitation is mandatory and is to be made part of the bid submission." The State's response to this question seems to contradict the instructions in RFP Section 6, which state that "the Contractor shall submit a detailed Security Plan that addresses the Contractor’s approach to meeting each applicable security requirement outlined below, to the State, no later than thirty (30) calendar days after the award of the Contract." Likewise, the intent of RFP Section 6 seems to be for the awarded Contractor to create a comprehensive, custom Security Plan for the DoAS C/CMS. This will require a close partnership between the Contractor and the State, which will need to communicate further details of its expectations regarding responsibilities and applicable policies. In consideration of the points above, please confirm that bidders do not need to provide a response to RFP Section 6 in their proposals, and that these requirements only require a response from the successful Contractor within 30 days of award.

A: Pursuant to Page 2 of Bid Amendment #3, only questions related to the revisions made in response to the first round of Q&A can be addressed at this

376 Other

Q: When will the State release responses to the second round of questions?

A: Pursuant to Page 2 of Bid Amendment #3, only questions related to the revisions made in response to the first round of Q&A can be addressed at this

377 Other

Q: Please provide further details on the breakdown of the 1,000,000 active client records. How many assessments are done in a year? What is the new client volume by year? What is the participant count?

A: Pursuant to Page 2 of Bid Amendment #3, only questions related to the revisions made in response to the first round of Q&A can be addressed at this

Other

Q: The Question and answer numbering jumps from 323 to 329. We request that the State update the document to include Q&As 342-328, or explain and clarify why there is a gap.

A: This appears to be an inadvertent formatting error.

379 Other

Q: The "T3053 Bid Amendment 3" document in reqponse to Question 221 states that a "complete training plan" is expected as part of the bidder's quote. However, in "T3053 REVISED Bid Solicitation" in Section 3.19 (ADDITIONAL PLANS), the document states "The Bidder must provide a draft Training Plan as part of the proposal to describe the strategy for training the project staff, State users, Providers, and other identified stakeholders on using of any and all aspects of the System as described in Section 4.3.13." Please clarify your statement in the answer to Question

221. Specifically, clarify the difference between a "draft" training plan as requested in the Revised Bid Solicitation and a "complete training plan" as stated in the answer to question 221. Please confirm that the state's intent is that bidders provide a draft plan with proposal submission, not a complete plan, given that the instructions in Section 4.3.13 state, "The Contractor must prepare and deliver the final training plan, for State Contract Manager approval, during Phase 3 (Requirements Analysis and Design) and at least 30 Days prior to the start of Phase 4 (Development and Testing)."

A: Pursuant to Page 2 of Bid Amendment #3, only questions related to the revisions made in response to the first round of Q&A can be addressed at this

380 Other

Q: Can NJ please define "Draft" in terms of the Plans required in Section

3.19 Additional Plans, which states, "The Bidder shall provide its draft plan to accomplish all work required by this Contract"? There are 14 Draft Plans required, and many of them have varying actual due dates. For example, per Section 4.3.6, the Transition Plan instructions state, "The Contractor must provide the Transition Plan during Phase 2 (Planning)..." Stating that draft plans are due at bid submission is incongruent with the SOW throughout Sections 4.3, which details when Plans are due throughout the Project Phases.

A: Pursuant to Page 2 of Bid Amendment #3, only questions related to the revisions made in response to the first round of Q&A can be addressed at this

381 Other

Q: In response to Question #85, the agency stated that 'The majority of users are external to the State, with approximately 15,000 logins per month and 180,000 logins per year.' Could you kindly clarify whether these 15,000 logins refer specifically to external users accessing the Care Case Management system? Given that the agency has 4,000 workers, should the vendor differentiate between the 4,000 DoAS users and the 15,000 external users? Could you kindly provide a breakdown of these user groups? a. Case workers b. Supervisors c. Administrators d. External users e. Providers

382 Other

Q: Our solution is capable of printing letters. However, could the Agency confirm if the responsibility of sending the letters/forms to individuals/providers falls within the Vendor's scope? If so, what is the estimated monthly volume of printed letters or forms?

A: Pursuant to Page 2 of Bid Amendment #3, only questions related to the revisions made in response to the first round of Q&A can be addressed at this

383 Other

Q: Will the State provide a schema and/or data dictionary of the existing system from which records will be migrated?

A: Pursuant to Page 2 of Bid Amendment #3, only questions related to the revisions made in response to the first round of Q&A can be addressed at this

384 Other

Q: Bidder requests clarification of to whether the State’s response “Yes” was in response to both elements of that question, that (1) the State was open to utilizing a cloud-based solution, and (2) the State was willing to directly procure and manage such solution. The State’s response in T3053 Amendment 3, #9 and #263 could be read as a “no” to the second part of the question in #5. Is the State willing to procure a direct license to the SaaS system.

A: Pursuant to Page 2 of Bid Amendment #3, only questions related to the revisions made in response to the first round of Q&A can be addressed at this

385 Other

Q: Bidder requests an opportunity to further discuss the items it requested in its Round 1 Q&A, particularly given the number of bidders that requested similar contract modifications. At what point would the State consider making standard terms changes requested by multiple bidders (e.g., as it did with the force majeure provision)?

A: Pursuant to Page 2 of Bid Amendment #3, only questions related to the revisions made in response to the first round of Q&A can be addressed at this

386 Other

Q: How much of a priority is reducing the administrative load on your staff through automated billing features?

A: Pursuant to Page 2 of Bid Amendment #3, only questions related to the revisions made in response to the first round of Q&A can be addressed at this

387 Other

Q: How critical is the accuracy and validation of provider billing and service delivery in your operational workflow? In what ways do you expect the new C/CMS to automate and enhance these validations to reduce administrative burden and improve billing accuracy?

A: Pursuant to Page 2 of Bid Amendment #3, only questions related to the revisions made in response to the first round of Q&A can be addressed at this

388 Other

Q: How vital is the process of re-signing documents in your organization's workflow, particularly in the context of compliance and record accuracy?

Are there specific features or capabilities you are looking for in the new C/CMS to streamline and secure the document re-signing process?

A: Pursuant to Page 2 of Bid Amendment #3, only questions related to the revisions made in response to the first round of Q&A can be addressed at this

389 Other

Q: How important is advanced navigation capability, beyond basic user links, in your C/CMS requirements? Are you looking for features like intuitive dashboards, smart search functions, or context-aware menus to enhance the overall user experience and efficiency in accessing various system functionalities?

A: Pursuant to Page 2 of Bid Amendment #3, only questions related to the revisions made in response to the first round of Q&A can be addressed at this

390 Other

Q: Our proposal would be based on a similar approach for a current project with NJ DHS that already uses a hybrid Onshore-Offshore model for implementation resources to deliver value and maximize cost efficiencies. Per the answer to question #36 in the Q&A response sent back, we are confirming that by completing Part 2 of the NJ Source Disclosure Form (https://www.nj.gov/treasury/purchase/forms/SourceDisclosureCertificati on.pdf) the vendor could be given an exception approval by the State. Is this an accurate assumption to build our response on?

A: Pursuant to Page 2 of Bid Amendment #3, only questions related to the revisions made in response to the first round of Q&A can be addressed at this

391 Other

Q: The RFP states that "by the time the RFP is due", implementation partner must have a working demo solution. Is this in fact the case and assume it is a video recording link for NJ to view? If so, can this be a demo of KEY Must Have of the use cases involved in scope and determined by the partner or DOAS will want to see specific one's in a demo and all vendor's will be asked to showcase the same for an apples to apples comparative?

A: Pursuant to Page 2 of Bid Amendment #3, only questions related to the revisions made in response to the first round of Q&A can be addressed at this

392 Other

Q: In the Amendment 3 Question 47, the State confirmed Additional Plans in 3.19 are mandatory. Can the State confirm this means our proposal will included drafted plans for each of the plans listed in the 3.19 Table? Or, should Bidders' proposals offer an approach to each plan's completion during the project itself?"

A: Pursuant to Page 2 of Bid Amendment #3, only questions related to the revisions made in response to the first round of Q&A can be addressed at this

393 Other

Q: In order to provide the most comprehensive and accurate proposal that incorporates the released Amendment 3, as well as an anticipated additional amendment to respond to the 2nd Electronic Question and Answer Period likely to overlap with multiple federal holidays: Will the State offer Bidders additional time for proposals by moving the Quote Submission Due Date to February 12, 2024?

A: Pursuant to Page 2 of Bid Amendment #3, only questions related to the revisions made in response to the first round of Q&A can be addressed at this