Disc. 26022-OASAS Data Landscape Assessment and Future State Data Modeling Services

1 Background and Purpose The New York State Office of Addiction Services and Supports (OASAS) seeks proposals from qualified vendors to assess its data landscape and recommend an enterprise data architecture aligned with its planned Salesforce platform. The work focuses on the content, structure, relationships, ownership, quality, integration, and modeling of OASAS data, including its relationship to New York State Medicaid and other health and human services data. This procurement opportunity is limited to businesses certified pursuant to Article 15-A of the New York State Executive Law (MWBE) or Article 3 of the Veterans' Services Law (SDVOB). OASAS intends to contract with a vendor, pursuant to its discretionary authority under State Finance Law §163(6)(d). This opportunity is limited to businesses certified by New York State as a minority- or women-owned business enterprise (MWBE) or a service-disabled veteran-owned business (SDVOB). The selected vendor will perform the services summarized below and detailed in the Scope of Work. 2 Project Summary The selected vendor will work with OASAS program, business, data, and Strategic Information Management staff over an anticipated six to twelve months. The engagement has three phases: discovery and assessment; modeling and design; and recommendations and roadmap. Services include: i. Inventory major data sources, repositories, interfaces, exchanges, dependencies, data domains, and relationships across OASAS programs, including provider, program, facility, client, Medicaid, reporting, and relevant EHR and financial data exchanges. ii. Analyze definitions, business meaning, authoritative sources, ownership, duplication, data quality, common identifiers, historical data, and privacy constraints, including applicable requirements for substance use disorder client data. iii. Document relationships between OASAS data and New York State Medicaid claims, encounters, eligibility, provider, program, and service data and clarify feasible continuum of care insights. iv. Develop a conceptual enterprise data model and logical models for priority domains, with common definitions, key entities and relationships, and master and reference data requirements. v. Recommend a future state architecture aligned with Salesforce objects and relationships, covering systems of record, data integration, governance, stewardship, analytics, reusable services, and a practical transition roadmap. vi. Provide ongoing data management guidance, facilitate stakeholder sessions, maintain issues and decision logs, and transfer knowledge to OASAS staff. OASAS may elect an optional business process modeling component to document related workflows, decisions, handoffs, and exceptions. Vendors must price this option separately. The base engagement excludes production implementation, large-scale application development, replacement of the OASAS EHR or core financial systems, and procurement or implementation of technology platforms. Attachment A provides the complete scope, responsibilities, and measures of success. 3 Project Deliverables i. Current State data landscape and data domain and source assessment. ii. OASAS and Medicaid data relationship assessment. iii. Conceptual enterprise data model and priority logical data models. iv. Data quality and governance findings and future state data architecture. v. Gap analysis, recommendations, and prioritized data modernization roadmap. The vendor will propose milestones and review points for these deliverables. Final dates and priority domains will be established with OASAS following award. 4 Budget and Award OASAS anticipates making one award. The total proposed price, including the optional business process modeling component, must not exceed $1,500,000, the discretionary purchasing threshold under State Finance Law §163(6)(d). This ceiling does not represent an OASAS budget commitment. Proposed prices must include all costs necessary to complete the work. OASAS may negotiate scope and price before award. 5 Minimum Eligibility Requirements OASAS will review the two requirements below on a pass-or-fail basis before evaluating the technical and cost proposals. The proposing prime vendor must meet both requirements at the time of proposal submission: i. New York State MWBE or SDVOB certification. The proposing prime vendor must hold an active New York State MWBE certification under Article 15-A of the New York State Executive Law or SDVOB certification under Article 3 of the Veterans' Services Law. OASAS will verify the certification in the applicable State directory. 1. Note - While prime vendors are allowed to subcontract, subcontracting is limited to $50K to non- NYS Certified MWBE or SDVOB vendors. ii. Comparable completed project. Within the past five years, the proposing vendor must have completed at least one project for a public agency or a health or human services organization that assessed data across multiple systems and produced a conceptual or logical data model or a recommended future-state data architecture. The vendor must identify the client, completion year, its role, the systems or data domains examined, and the model or architecture delivered. 6 Timeline of Key Events Event Date Release date 10/5/2026 Proposal due date 10/27/2026 Anticipated award 11/9/2026 Anticipated start 2/1/2027 Anticipated completion 1/31/2028 OASAS may modify this schedule as necessary. 7 Proposal Requirements Proposals should be concise and contain enough detail to evaluate the proposed work and price. Include: i. Minimum Eligibility Cover Letter. Provide a cover letter of no more than two pages addressing the two minimum requirements above in order. State the certified business name and whether the prime vendor is a New York State Certified MWBE or SDVOB; OASAS will verify the certification. For the comparable project, provide the specific details listed in requirement 2. General assertions of experience are insufficient. ii. Vendor Qualifications. Describe comparable work in enterprise data assessment, data modeling, integration, governance, and health or human services or public-sector data environments. Identify up to three relevant engagements and client references. Experience with OASAS systems, New York State Medicaid and other State health and human services data, substance use disorder programs, legacy data environments, data warehousing, and Salesforce-aligned architecture is preferred and will be considered in evaluation; it is not a minimum eligibility requirement. iii. Technical Approach. Explain the proposed discovery and assessment methods, stakeholder engagement, treatment of data access and privacy constraints, selection of priority domains, data modeling and validation methods, Salesforce alignment, governance guidance, and knowledge transfer. Identify key assumptions, dependencies, and any proposed limits on the work. iv. Project Team and Work Plan. Identify key personnel and any subcontractors, their roles, relevant qualifications, proposed effort and availability. Describe the team's experience with the content and meaning of Medicaid or comparable health and human services data, as well as conceptual and logical data modeling. Provide a phased work plan, milestones, review points, and proposed schedule for completing the deliverables within approximately six to twelve months. v. Work Samples. Provide representative, appropriately redacted examples of data landscape assessments, conceptual or logical data models, future-state architectures, or modernization roadmaps. If a sample cannot be shared, describe the comparable deliverable and the vendor's role in producing it. vi. Cost Proposal. Provide a total price for the base engagement and a breakdown by phase or deliverable, including the proposed staffing, rates, estimated hours, expenses, and other costs. State a separate price and assumptions for the optional business process modeling component and the combined total if the option is exercised. The combined total must not exceed $1,500,000. OASAS may consider information elsewhere in the proposal that supports the cover letter. OASAS may request clarification but is not obligated to do so. A clarification cannot establish an unmet minimum eligibility requirement after the proposal deadline. The selected contractor must complete applicable State security and access procedures before accessing OASAS systems or data. 8 Proposal Evaluation OASAS will first verify the two minimum eligibility requirements on a pass-or-fail basis. For eligible proposals, OASAS will consider the vendor's relevant experience, the qualifications and availability of the proposed team, understanding of OASAS and related Medicaid data, quality and practicality of the technical approach and deliverables, treatment of privacy and access constraints, proposed schedule, work samples, and cost. Preferred experience described under Vendor Qualifications will be considered at this stage. OASAS intends to select the responsive and responsible vendor whose proposal offers the best value to the State. OASAS may request clarification, interviews, presentations, or demonstrations. 9 Questions and Responses Vendors may email questions to OASASProcurements@oasas.ny.gov . Emails to include "Disc. 26022- OASAS Data Landscape Assessment and Future State Data Modeling Services" in the subject line. OASAS will make reasonable efforts to respond within two business days and may post questions and responses of general interest in the New York State Contract Reporter. 10 Submission Instructions Submit proposals electronically to OASASProcurements@oasas.ny.gov by Proposal Due date and time. Use the subject line "Disc. 26022-OASAS Data Landscape Assessment and Future State Data Modeling Services." Late proposals will not be considered. OASAS reserves the right to reject any or all proposals, request additional information, and make no award if an award is not in the State's best interests. See attached for SOW. Business enterprises awarded an identical or substantially similar procurement contract within the past five years: None Service-Disabled Veteran-Owned Business (SDVOB) SDVOB Goal: 6.00% Minority / Women Business Enterprise contracting goals (MWBE) Total MWBE Goals: 30.00%