COMPETITIVE SOLICITATION #1723-669 REQUEST FOR …€¦ · Competitive Solicitation #1723-669 Page...

Competitive Solicitation #1723-669 of 63

COMPETITIVE SOLICITATION #1723-669

REQUEST FOR PROPOSALS

Project Title: Eligibility Service and ACES Remediation (ESAR) Mainframe Re-hosting Project

Estimated Contract Performance Period: January 2019 through December 2020 Response Due Date: All Responses must be received in their entirety

by 3:00 p.m. Pacific Time on July 20, 2018 unless an Amendment is issued modifying the Solicitation Schedule set forth in Section C.1 of this Solicitation Document.

Submit Response To: Responses must be submitted to: Sarah Pendleton, Solicitation Coordinator

Department of Social and Health Services Central Contracts and Legal Services Email: [email protected]

Solicitation and Amendments Will Be Posted on: DSHS Procurement Website: https://www.dshs.wa.gov/fsa/central-contract-

services/procurements-and-contracting WEBS Website: https://fortress.wa.gov/ga/webs/ Applicable WEBS Commodity Codes: 918-32, 918-71, 920-20

https://www.dshs.wa.gov/ccs

https://www.dshs.wa.gov/ccs

https://fortress.wa.gov/ga/webs/


TABLE OF CONTENTS

SECTION A - PROPOSAL SUBMISSION, SERVICES, DELIVERABLES, AND CONTRACT REQUIREMENTS ...................... 4

1. BACKGROUND ...................................................................................................................................................... 4 2. PURPOSE ............................................................................................................................................................. 5 3. PROJECT SCOPE .................................................................................................................................................... 6 3.1. IN SCOPE ......................................................................................................................................................... 7 3.2. OUT OF SCOPE ................................................................................................................................................. 8 4. CURRENT SYSTEM INFORMATION AND METRICS ......................................................................................................... 9 5. TECHNICAL REQUIREMENTS .................................................................................................................................. 10 5.1. PRODUCTS ..................................................................................................................................................... 10 5.2. SOFTWARE OWNERSHIP ................................................................................................................................... 10 5.3. SOFTWARE MAINTENANCE................................................................................................................................ 10 5.4. HARDWARE AND EQUIPMENT MAINTENANCE ....................................................................................................... 10 5.5. DOCUMENTATION ........................................................................................................................................... 10 6. STATEMENT OF WORK ......................................................................................................................................... 11 6.1. INITIATION PHASE ........................................................................................................................................... 11 6.2. ANALYSIS AND DETAILED SYSTEMS REVIEW/INVENTORY PHASE ................................................................................ 17 6.3. PLATFORM SPECIFICATION AND DESIGN PHASE ..................................................................................................... 19 6.4. PLATFORM AND APPLICATION MIGRATION PHASE ................................................................................................. 21 6.5. DEPLOYMENT PHASE ....................................................................................................................................... 24 6.6. CLOSE-OUT PHASE .......................................................................................................................................... 28 7. BIDDER AND STAFF MINIMUM REQUIREMENTS ........................................................................................................ 30 7.1. BIDDER MIMIMUM REQUIREMENTS ................................................................................................................... 30 7.2. STAFF REQUIREMENTS ..................................................................................................................................... 31 7.3. USE OF SUBCONTRACTORS ................................................................................................................................ 32 7.4. SERVICE LOCATION REQUIREMENTS .................................................................................................................... 32 8. PERIOD OF CONTRACT PERFORMANCE .................................................................................................................... 33 9. FUNDING ........................................................................................................................................................... 34 10. PAYMENT AND HOLDBACK ............................................................................................................................... 34

SECTION B - DEFINITIONS ..................................................................................................................................... 37

SECTION C - EXPLANATION OF SOLICITATION PROCESS ....................................................................................... 40

1. SOLICITATION SCHEDULE ...................................................................................................................................... 40 2. POSTING OF SOLICITATION DOCUMENTS ................................................................................................................. 40 3. AMENDMENT, CANCELLATION/REJECTION OF BIDS, REISSUANCE OF SOLICITATION ........................................................ 41 4. COMMUNICATIONS REGARDING SOLICITATION ......................................................................................................... 41 5. QUESTIONS AND ANSWERS ................................................................................................................................... 41 6. REQUEST FOR CHANGE IN MINIMUM REQUIREMENTS ............................................................................................... 41 7. COMPLAINTS ...................................................................................................................................................... 42 8. MINORITY & WOMEN’S BUSINESS ENTERPRISES (MWBE) AND VETERAN-OWNED BUSINESS ENTERPRISES ...................... 42 9. AUXILIARY AIDS AND SERVICES .............................................................................................................................. 43 10. COST TO PREPARE RESPONSE ............................................................................................................................ 43 11. ACCEPTANCE OF SOLICITATION TERMS ............................................................................................................... 43 12. JOINT PROPOSALS ........................................................................................................................................... 43 13. WITHDRAWAL OF RESPONSES ........................................................................................................................... 43 14. OWNERSHIP OF RESPONSES .............................................................................................................................. 43


15. DSHS AWARD OPTIONS; IMPROVEMENT OF BID OFFERS ...................................................................................... 44 16. ORAL INTERVIEWS OR PRESENTATIONS ............................................................................................................... 44 17. ANNOUNCEMENT OF SUCCESSFUL BIDDER(S) ...................................................................................................... 44 18. ETHICS, POLICIES AND LAW .............................................................................................................................. 45

SECTION D - INSTRUCTIONS REGARDING CONTENT, FORMAT AND SUBMISSION OF WRITTEN RESPONSES ........ 46

1. BIDDERS RESPONSES ........................................................................................................................................... 46 2. PROPRIETARY INFORMATION/PUBLIC DISCLOSURE ................................................................................................... 49 3. SUBMISSION OF RESPONSES .................................................................................................................................. 50 4. ACCEPTABLE ELECTRONIC FORMATS FOR SUBMISSION OF RESPONSES .......................................................................... 50 5. ALTERNATIVE SUBMISSION METHODS .................................................................................................................... 51

SECTION E - EVALUATION OF RESPONSES .......................................................................................................... 52

1. BID RESPONSIVENESS; ADMINISTRATIVE REVIEW ..................................................................................................... 52 2. ERRORS IN BIDDER RESPONSE ............................................................................................................................... 52 3. EVALUATION CRITERIA AND SCORING OF RESPONSES ................................................................................................ 53 4. EVALUATION OF COST PROPOSAL/QUOTATIONS ...................................................................................................... 55 5. WRITTEN BID EVALUATION PROCESS ...................................................................................................................... 56 6. BIDDER’S REFERENCES ......................................................................................................................................... 57 7. ORAL INTERVIEW/EVALUATION ............................................................................................................................. 57 8. FACILITY/SITE ASSESSMENT .................................................................................................................................. 57 9. SELECTION OF APPARENT SUCCESSFUL BIDDER ......................................................................................................... 58

SECTION F - BIDDER DEBRIEFING AND PROTEST PROCEDURE .............................................................................. 60

1. DEBRIEFING CONFERENCES ................................................................................................................................... 60 2. GROUNDS AND FILING OF PROTESTS....................................................................................................................... 60 3. DSHS PROTEST REVIEW PROCESS ......................................................................................................................... 61 4. DETERMINATION OF PROTESTS .............................................................................................................................. 61

SECTION G - CONTRACTING PROCEDURES ........................................................................................................... 62

1. CONTRACT EXECUTION ......................................................................................................................................... 62 2. INSURANCE ........................................................................................................................................................ 62 3. NON-ENDORSEMENT ........................................................................................................................................... 62 4. BACKGROUND CHECKS ......................................................................................................................................... 62 5. ELECTRONIC PAYMENT ......................................................................................................................................... 63

SECTION A – Proposal Submission, Services, Deliverables, and Contract Requirements


SECTION A - PROPOSAL SUBMISSION, SERVICES, DELIVERABLES, AND CONTRACT REQUIREMENTS

1. Background The Department of Social and Health Services (DSHS) administers federal and state policies and procedures for delivering Health and Human Services (HHS) benefits to clients across the state of Washington using the Automated Client Eligibility System (ACES). ACES is the eligibility determination and case maintenance system for public assistance programs such as Temporary Assistance for Needy Family (TANF), and Basic Food, that supports state and federal medical programs for the State of Washington. The ACES Complex of Applications is a large, and comprehensive system, supporting up to 6,000 users in over 90 locations throughout the state and controlling over $2 billion in annual client benefits. The ACES Complex of Applications (both mainframe and web environments) is made up of ACES, the Eligibility Service, Washington Connection, Enterprise Data Warehouse, and other application systems and sub-systems as defined in Section 5 of Attachment 12 - ACES Technical Information document. The Eligibility Service was developed to support the Affordable Care Act (ACA) and the Washington Health Benefit Exchange (HBE) Healthplanfinder application. Washington Connection is a public facing web application supporting client application for public assistance benefits, eligibility reviews, and reporting changes in circumstances. The application is used by the public as well as Community Based Organizations, and includes a Client Benefit Account to provide personalized benefit information. DSHS owns the intellectual property and reserves all rights to the ACES Complex of Applications systems and sub-systems. The ACES Complex of Applications is the Washington state public assistance system that supports a variety of statewide functions and payment processes including:

• Client intake and screening, including face-to-face and via telephone • Application processing, including “online” applications • Scheduling for eligibility determination and review • Multi-program eligibility determination • Automated benefit calculation and benefit issuance (Electronic Benefit Transfer

(EBT) and Electronic Funds Transfer (EFT)) • Client notifications including eligibility and benefit changes • Eligibility screening for the HBE Healthplanfinder • More than 70 state and federal system interfaces • Reports and inquiries needed for routine operation, as well as those required for

primary research functions, forecasting, and budgeting The online environment is supported by both mainframe Customer Information Control System (CICS) and JAVA/.Net applications. In addition to the online environment, ACES has a large daily and nightly batch component which supports the day-to-day updates of applicable eligibility files and sharing of information to DSHS’ interface partners.



ACES was implemented in 1996 and originally developed as a mainframe system using COmmon Business-Oriented Language (COBOL) and IBM Information Management System Database (IMS DB). Over the years, some portions of the system have moved to a web platform and DB2 database, but the majority of the system still resides in COBOL and IMS non-relational database programs. ACES maintains a data warehouse component that integrates both Windows and Linux environments. The Eligibility Service and Washington Connection were developed using the Java Spring Framework, DB/2 and Operational Decision Manager (ODM) for business rules development.

IMS DB is the primary database used by ACES to manage and store its application data and is the State of Washington’s eligibility system of record. Data residing in the IMS DB is replicated to DB2 in near real time daily for use by other sub-systems within the ACES complex. The DB2 data store is available for use by DSHS’ modern applications.

2. Purpose This competitive solicitation for a fixed fee deliverables-based contract is issued in order to assist the Economic Services Administration (ESA), Information Technology Solutions (ITS) Division of the Washington State DSHS in seeking qualified contractor(s) to re-host all the ACES Complex of mainframe applications residing on the IBM mainframe to an open systems platform that can deliver a resilient, reliable, high-throughput and high-performance computing system. The goal of this effort is to successfully implement a re-hosting solution that will provide a low-risk and cost-efficient way to improve overall maintenance and operations. The proposed solution must minimize the amount of change and functional impact to the legacy applications, while maintaining the public assistance programs and eligibility determination they provide. DSHS must be able to continue to leverage its existing coding languages and skill sets. The re-hosted system should not alter the end-user experience. The successful re-hosting solution must seamlessly replace or migrate all existing ACES functionality, security, and interfaces. The proposed solution will:

• Minimize the amount of change that must occur when migrating systems to an open systems platform.

• Must support Customer Information Control System (CICS) and Information Management System (IMS) Application Program Interfaces (APIs) so that transactional programs do not have to be re-engineered; such as job control language (JCL) batch jobs and basic mainframe file types and Virtual Storage Access Method (VSAM).

• Meet CMS security standards and MARS-E 2.0

DSHS requires that all the interfaces that currently reside on the mainframe will be migrated to the re-hosted platform and will continue to work as designed. DSHS requires that the migrated application will continue to interact with the real-time Social Security Administration (SSA) interface inquiry function called State Online Query (SOLQ) which resides on an SSA mainframe. Bidder knowledge of state and federal public assistance programs is helpful but not required for the scope of this project. A key



project objective is to keep the existing code base and migrate that code to an open-systems compatible environment.

3. Project Scope The goal of this project will be achieved by migrating the ACES components to a more modern and open platform that is available to all of the systems and sub-systems within the ACES complex without requiring replication of data. The re-platformed ACES database will become the new eligibility system of record. DSHS envisions the Re-hosting project will occur in phases: Assessment Phase (consisting of the Initiation Phase (Section 6.1) and Analysis and Detailed Systems Review/Inventory Phase (Section 6.2)): The Bidder will review and analyze the systems and sub-systems contained within ACES Complex of Applications including the interfaces to any internal and external systems that may be affected by re-hosting. The inventory (in the Attachment 12 - ACES Technical Information) identifies the list of systems, applications and interfaces that are impacted by the re-hosting effort. DSHS requires the selected vendor to accomplish the following as part of the Assessment Phase:

• Identify existing architectures to include inventory, analysis and measurement of all software and database components, and source platform architecture

• Identify application dependencies

• Detail the applications identified within the ACES Complex of Applications, that use DB2, IMS, or both IMS and DB2

• Finalize the scope of impacted applications

• Identify the tasks, activities, and timelines necessary to successfully complete all phases of the project from initial assessment through implementation

• Develop the plans and schedules necessary to perform and track progress of the project tasks, activities, milestones, and resources

• Develop a plan for re-hosting identified systems, applications and interfaces

• Document project quality objectives and phase readiness criteria

• Identify re-hosting issues and risks

• Identify essential software and hardware

Implementation Phase (consisting of the Platform Specification and Design Phase (Section 6.3), Platform and Application Migration Phase (Section 6.4) and Deployment Phase (Section 6.5)): The Bidder will provide and install all software and hardware for all required environments and re-host the ACES Complex of Applications and interfaces to the new platform according to the plan developed (in the Initiation Phase) and agreed to by DSHS and the Bidder.

While DSHS operates many of its open-systems under Microsoft® (MS) Windows Server, and uses Hyper-V for its server virtualization environment, DSHS is not prescribing one environment over another (e.g., Linux , Solaris, Windows). Proposals



should include a solution that supports a low-risk, cost effective implementation of the Bidder’s solution, in the DSHS environment. DSHS does not prescribe specific tools or software and requires the Bidder to provide software appropriate for the re-hosted environment. However, DSHS does prefer the use of Commercial Off The Shelf (COTS) products that are available through multiple sales channels (e.g., wholesale/distributor, retail, Value-Added Reseller (VAR)) over non-standard, in-house developed software [and will score accordingly].

The goals and objectives of Implementation Phase is to:

• Prepare design specifications and documentation that reflect the composition and architecture of the proposed system

• Identify and describe the detailed processes necessary to prepare, configure, migrate, operate, secure and maintain the new environment

• Reduce total operational expenses

• Eliminate IMS data replication • Maintain compliance with Federal (CMS,IRS, FNS, etc,.) and DSHS data security

standards and protection of ACES data, including transit, storage, backup and recovery

• Optimize overall operational performance

• Work with DSHS to revise the Disaster Recovery strategy for ACES Complex of Applications under the new platform

• Provide maintenance and operations services for the re-hosted environment not including the application development

• Meet or exceed current Service Level Agreements (SLAs)

• Modernize existing legacy architecture

Continuing Modernization Recommendations – DSHS envisions there will be a need to determine next steps to fully modernize the legacy system after re-hosting is completed. The Bidder shall provide a Continuing Modernization Recommendations Report which shall include an assessment of risks and issues related to the legacy system and recommendations for modernization covering the following areas:

• Database modeling and redesign

• Infrastructure and systems reengineering

• Utilization of a modern rules engine

• Security monitoring, compliance, and enhancements

• Batch processing

• Resources, skills and experience needs

• Options for re-architecting and modernizing the application code base

3.1. In Scope



The Bidder must provide the following kinds of services and activities as appropriate to meet the goals and objectives listed above for both Assessment and Implementation phases. These services, not in any specific order, include but are not limited to:

• Project Management for Bidder activities under this contract

• Technical Architecture and Infrastructure Design o State security design review, where applicable

• System Analysis

• Provision, installation, and configuration of the necessary hardware and software needed to implement bidder solution

• Migration of all components related to ACES (i.e., COBOL programs, copybooks, subroutines and databases) from z/OS and z/Linux

• Migration of existing Java applications that are operating in z/VM SUSE Linux environment

• Customization where approved

• Complete Data Migration/Conversion from IMS-DB and DB2 to a target RDBMS, as defined by the vendor. DSHS requires the bidder to propose target database software that is best suited for the re-hosting environment with minimal changes to the application code.

• Testing (i.e., unit, integration, system, regression, performance (stress and load), security, and acceptance (by DSHS)). All testing must be done at a DSHS location. Note: DSHS does not have a tool to mask data for testing purposes; however, it is a requirement that any test data that begins with production data thoroughly obfuscate confidential information (e.g., names, social security numbers, addresses).

• Training, including Manuals and Materials

• Knowledge Transfer

• Documentation

• Change Management

• Deployment (Go Live) Support

• Post Implementation Support for Maintenance and Operations of hardware and software implemented for the re-hosting solution

• Continuing Modernization Recommendations

• Recommend Disaster Recovery solutions. The disaster recovery report should contain a recommended DR solution based on the re-hosting environment.

3.2. Out of Scope

• Application modernization to the ACES Complex of Applications Note: The modernization to ACES complex is not part of this project and therefore not included in this solicitation. However, the successful Bidder will be asked to deliver a “Continuing Modernization Recommendation Report”.



• Legislative updates to the ACES Complex of Applications Note: DSHS closely monitors legislative activity for any potential changes to the ACES Complex of Applications and the successful Bidder will not be required to perform any work outside the contracted statement of work unless authorized. Changes outside the scope of the original contract will be done via an amendment.

• Cloud solutions are not being considered at this time

• Code conversions from COBOL to other languages are not being considered as part of this solicitation

• 3270 screen scraping

• Implementation of a disaster recovery solution

• Software and tool set for defect tracking or traceability Note: DSHS uses Rational ClearQuest for defect tracking, and Rational RequisitePro (migrating to DOORS NG) for traceability.

• A Document Management System (DMS) such as imaging system software

• Maintenance of the re-hosted legacy code base

• Re-engineering or re-architecting of the ACES Complex of Applications

• New user interfaces

4. Current System Information and Metrics DSHS has provided detailed ACES complex information and metrics as a separate document called “Attachment 12 - ACES Technical Information”. This document is an integral part of this RFP and should be reviewed in detail relative to the project services and deliverables listed in Section 6 – Project Services and Deliverables. (The details provided in these appendices are approximate counts and the only known details at this time. DSHS requires the successful Bidder to document these details during the assessment phase.)

DSHS will provide access to the ACES User Manual, ACES Technical Environment Plan and ACES Architecture documents to the successful Bidder. Additionally, Design specifications and Functional Code Modification (FCM) documents are available, to the successful Bidder, to understand the changes made to the ACES Complex of Applications since 2007.

There are 60 development, 25 technical support and 8 production control staff supporting mainframe, web and Extract, Transform, Load/Data Warehouse (ETL/DW) environments.

IBM Global is the current vendor providing maintenance and operations support activities of the mainframe and many of the non-mainframe environments.

DSHS uses Resource Access Control Facility (RACF) as the Identity and Access Management (IAM) facility for the IBM Mainframe. DSHS uses in-house developed mainframe application called “secure task” for role provisioning and also uses IBM Lightweight Directory Access Protocol (LDAP), Microsoft Active Directory and Secure



Access Washington with web applications role provisioning, authentication, authorization and for multi-factor authentication.

A diagram of the exiting DSHS ACES complex hardware schema is provided in Section 4 of the Attachment 12 - ACES Technical Information document.

5. Technical Requirements This section describes the DSHS target environment requirements.

5.1. Products Bidder must provide all equipment and associated hardware and software components as defined by the requirements of this RFP and Rehosting Sample Master Service Agreement, Attachment A. All Products supplied by Bidder for delivery must be of new and original manufacture.

5.2. Software Ownership

Bidder’s Response must include a statement indicating whether the software is owned by Bidder or a third party. If the Bidder is not the owner of the software, Bidder and the Software Owner must agree to the following:

• Bidder must identify the software owner and provide contact information; and

• Bidder must provide the software owner’s licensing terms; and

• Bidder must provide DSHS’ terms and conditions to software owner; and

• Software owner must agree to participate in contract negotiations with DSHS. 5.3. Software Maintenance

Bidder shall keep all provided software and software components, up-to-date and functional. The Bidder shall supply current, updated versions of all software and software components provided in accordance with the requirements of this RFP and the Bidder’s proposal, for the duration of the contract. This includes but is not limited to patches, fixes, maintenance releases, libraries, frameworks and utilities necessary to successfully operate and maintain the proposed software in current, secure and functional condition.

5.4. Hardware and Equipment Maintenance

Bidder shall maintain all provided equipment and hardware in complete working order. The Bidder shall promptly troubleshoot, diagnose and resolve hardware and equipment issues and replace any defective or non-functioning hardware or equipment provided in accordance with the requirements of this RFP and the Bidder’s proposal, for the duration of the contract. The Bidder shall apply current, updated versions of all the software, firmware, BIOS, drivers, utilities and related components necessary to operate and maintain the proposed hardware and equipment in current, secure and functional condition.

5.5. Documentation



Bidder shall provide documentation of all product components and features implemented as part of this RFP. Documentation shall include the following:

• Operations and User Manuals, and Configuration Planning Documentation for each software component, licensed feature and hardware subsystem provided in accordance with the requirements of this RFP and the Bidder’s proposal.

• Links to a product support website containing these documents are acceptable in lieu of physical documents.

• DSHS must have the right to make derivative works, update, modify, copy or otherwise reproduce the documentation furnished pursuant to this section at no additional charge.

6. Statement of Work DSHS has proposed a set of services and deliverables that it believes to be essential for successful project management and implementation of the Bidders proposed solution. This Section has been organized to relate the required services to the phases and deliverables necessary to measure progress toward a successful implementation. Unless specifically identified as a task to be led or “owned” by DSHS, the Bidder shall assume that its staff will lead the delivery of that service, and completion of related deliverables, with the assigned DSHS staff participating in a supporting and/or subject matter expert role.

It is imperative that DSHS preserve the working relationships with all the integrated teams, vendors, and partners. For a successful engagement, in a highly integrated environment, it is critical that the bidder exhibit the following throughout all phases of the work:

• The ability to integrate successfully with and collaborate/partner well with existing vendors and staff.

• Teamwork and cohesive team approach to problem solving.

• The ability to independently manage relationships without reliance upon the State.

• The ability to successfully integrate existing human resources into a technical project.

All Phases (i.e., Assessment Phase, Implementation Phase) and deliverables identified in the Statement of Work must be documented in the Project Work Plan. Initial work products or changes to work products within Section 5 Statement of Work, must be approved by DSHS prior to commencing work.

6.1. Initiation Phase The Bidder shall provide the following deliverables and associated services to ensure proper project planning, execution, and monitoring and controlling of project work.

6.1.1. Project Work Plan



The Project Work Plan must include tasks to be performed by both DSHS and Bidder Personnel for all phases of the project. The following elements must be included in the Work Plan:

• Tasks, activities and descriptions for the entire project

• Dependencies, critical path, and resources (both Successful Bidder and State staff) assigned to each task

• Project deliverables

• Estimated work efforts

• Milestones and events

• Review and approval points

6.1.2. Communications Plan

The Bidder shall outline the processes and means by which various aspects of project status will be communicated to DSHS stakeholders. The Communication plan will detail the purpose of the communication, the audience, method, frequency and the person or role responsible for preparation and delivery. Requirements for Status Reporting and Executive Summary reporting are included below.

6.1.3. Status Reports

The Bidder’s Project Manager shall be responsible for providing written weekly status reports, in an agreed upon format, and shall participate in weekly status meetings with DSHS. The Bidder’s Project Manager in conjunction with DSHS will use the status reports to monitor project progress, issues and risks to detect potential problems or delays.

The Bidder’s Status Reports shall include, but not be limited to:

• Planned progress vs actual progress for major tasks

• Significant variations from the Project Work Plan with explanations of causes, effects on other areas, and strategies to achieve realignment

• Tasks completed since the last report, for the current reporting period

• Planned tasks that were not completed, the reasons for delay, a description of constraints on completing the tasks, and an expected completion date

• Planned tasks and activities for the next scheduled reporting period

• Key decisions made and who made the decision

• New and existing risks that pose a threat to schedule, cost or scope of the project with a description of the affects, probability and mitigation(s)

• New and existing issues that negatively impact schedule, cost or scope of the project with a description of the issue resolution and status

• Any other topics and risk items that require attention



6.1.4. Executive Summary Report

In addition to the weekly status reports, the Bidder shall provide a monthly executive summary report that includes:

• Top 5 Risks and issues, their mitigations and resolutions

• Any matters requiring management attention, assistance, or escalation

• The status of all work items including contract deliverables, scheduled to be completed during that reporting period, according to the project schedule. Each item scheduled to be complete must be designated either as incomplete or certified by the Bidder to be complete.

• Metrics on test and production defects, as applicable, their status, length in status, and resolutions (code fix, updated requirements, and updated processes).

Final format for the Executive Summary Report will be negotiated.

6.1.5. Risk Management Plan

In collaboration with DSHS, the Bidder’s plan shall include identifying and assessing potential risks to the project, as well as identifying and managing the impact and probability, as well as the actions to avoid, transfer, mitigate, or manage those risks throughout the life of the project.

6.1.6. Issues Management Plan

The Bidder’s plan shall include identifying, characterizing, tracking and satisfactorily addressing project issues as they occur, either as transition from risk to issue, or as discovered during execution of the project. Issues must be characterized in terms of their impact to project outcomes and success, and actively tracked and managed to successful resolution or acceptance by DSHS. Issue status shall be a component of Phase Exit Criteria in determining phase completion and acceptance.

6.1.7. Configuration Management Plan

The Bidder shall be responsible for configuring all software to meet the requirements of the State. State personnel must be included in the configuration process to facilitate effective knowledge transfer.

To facilitate this activity, the Bidder shall be responsible for developing and maintaining a configuration management plan to ensure the integrity of change control of all project documents, software, tools, and technical environments commonly provided in a project life cycle process.

The Configuration Management Plan shall include, but is not limited to:

• Methods used to manage the configuration process



• Sources of information

• The progression of configuration values from initial prototyping through testing to production

• Configuring required third-party applications acquired by DSHS

• Applying all upgrades and patches released by the software providers

• Managing changes to configuration throughout the project lifecycle

• Ensuring project deliverables, documents, and other documentation subject to change throughout the engineering lifecycle are updated to reflect configuration changes

• Ensuring that work is not performed on out-of-scope features, functions, or tasks until DSHS grants authorization in writing

• Change control and source code management plan including procedures, source code management system, automated builds and releases using industry accepted process and tools to ensure the integrity of programs process’ and configuration settings developed to support the systems (Note: While not necessarily preferred, DSHS currently uses SCLM on the mainframe and ClearCase for web applications as a source code management tools.)

• Migration plan for incorporating software updates, source and configurations, to production version of code including all implemented change requests (CRs) and problem reports (PRs).

6.1.8. System Security Plan

The Bidder, in collaboration with DSHS, shall develop a comprehensive System Security Plan for meeting security standards and following procedures at the hardware, application, database, network and user levels in accordance with the State’s Enterprise Security Policy, OCIO security policies 141.10, DSHS Security Standards, and any Federal security policies (e.g., IRS Publication 1075, Exhibit 7) that may apply.

6.1.9. Change Management Plan

The Bidder shall provide change management leadership throughout all phases of the project. The change management approach shall be documented in a comprehensive Change Management Plan to be developed by both Parties in compliance with DSHS’ Change Order Process (see Attachment A Sample Contract, Special Terms and Conditions Item 8). The Change Management Plan must document the approach and methodology for planning and performing change management activities, including change control processes with standards and procedures for handling and processing Change Requests (CRs) and Problem Reports (PRs) that may occur during the course of the implementation project.

http://ocio.wa.gov/policy/securing-information-technology-assets-standards

https://www.irs.gov/pub/irs-pdf/p1075.pdf

https://www.irs.gov/pub/irs-pdf/p1075.pdf



6.1.10. Requirements Management Plan

The Bidder shall use the organizations requirement management tool called Rational DOORS Next Generation (RDNG). The Bidder shall develop a comprehensive Requirements Management Plan for managing all project requirements (functional and non-functional). This Requirements Management Plan must include:

• The process and procedures that will be followed for any requirements that are added, modified or removed from scope.

• Requirements Traceability Matrix (RTM) that is maintained and accessible to the project team at all times. The RTM must include complete traceability through requirements, analysis, design, development, integration, testing and implementation. RDNG does not currently support testing traceability, however RDNG can be used for all other traceability.

• Additionally, the Requirements Management Plan must describe the escalation process that will be followed during go/no-go decisions for each phase of the project should there be differences of opinion in the interpretation and completion of each requirement.

The Successful Bidder shall provide, based on their experience, what resources from DSHS will be needed to complement the Successful Bidder’s requirements development.

6.1.11. Project Quality Plan

In coordination with the DSHS QA vendor, the Bidder shall define the strategy and approach to be used to attain the product quality level specified in the Requirements Plan. Quality includes both satisfactory completion of the SOW and correct execution of the re-hosted system.

The Project Quality Plan ensures that the required level of quality is fully defined and that corresponding plans exist to achieve it. These plans enable efficient use and availability of development and test resources to detect and correct defects.

Contents should include:

• Defect detection. This includes strategies for using inspections and testing. The testing strategy should answer such questions as: How will the system be tested? What kinds of testing will be done? What are the criteria to know if testing is passed?

• Defect management. This identifies how defect tracking and defect resolution will be done, and what approach will be used for defect prevention.

• Usability goals, plans to achieve them, and verification methods. This includes customer use for requirements elicitation, design, and validation.

• Performance goals. This includes:

o performance criteria such as response time, utilization, and throughput



6.1.12. Phase Exit Criteria

The Bidder shall describe the method and criteria used to determine project readiness to transition from one phase of the project to the next. This involves characterizing the state of progress for each phase in terms of accomplishment of planned outcomes. A readiness assessment is to be conducted near the planned conclusion of each phase to determine that the Project Quality criteria are met, and that the project stakeholders approve exiting one phase and transitioning to the next phase of the project. Examples of Phase Exit Criteria include:

• All planned deliverables have been completed per plan or accepted for use by DSHS

• All planned tasks for the current phase have been completed

• All current issues and risks are satisfactorily dispositioned, or are actively tracked and on schedule for resolution or mitigation

• All known testing defects have been satisfactorily addressed

6.1.13. Disentanglement and Exit Plan

The Bidder shall document its disentanglement and exit planning approach including identification of transition responsibilities, descriptions and schedule for required tasks to ensure an efficient and effective transition from the Bidder with minimal disruption to operations pursuant to Sample Contract Exhibit D – Disentanglement and Exit Plan. During execution of the approved Disentanglement and Exit Plan, the Exit Team (comprised of State staff, the Bidder, and other affected service providers) shall meet regularly to review and update the Disentanglement and Exit Plans to reflect revisions to schedules, resource requirements, dependencies, priorities and all other obligations under Sample Contract Exhibit D – Disentanglement and Exit Plan.

Without limiting the Bidder’s obligations under its Agreement with DSHS, the Bidder will meet its obligations pursuant to Sample Contract Exhibit D – Disentanglement and Exit Plans including, but not limited to:

• Cooperate with DSHS, its Affiliates and/or the Replacement Contractor by promptly taking all steps required to assist DSHS in completing the Disentanglement related to the Services it had previously performed.

• Provide DSHS, its Affiliates and/or the Replacement Contractor with all nonproprietary information regarding the Services that these parties will need to perform the Disentanglement. This information includes, without limitation, data conversions, interface specifications and data about related professional services.

• Promptly and orderly conclude all work that DSHS may direct the Bidder to do. This may include the documentation of work in progress and other measures to provide an orderly transition to DSHS, its Affiliates and/or the Replacement Contractor.

• Accomplish the other specific obligations described in Sample Contract Exhibit D – Disentanglement and Exit Plans.



The Bidder shall maintain an updated Disentanglement and Exit Plan throughout the project with formal presentation and approval occurring at the end of the Analysis and Detailed Systems Review/Inventory Phase, at the end of the Deployment Phase, and at the end of the Close-Out/ Maintenance and Operations Phase pursuant to the Cost Proposal outline in Sample Contract Exhibit C – Fees and Payment Terms.

6.2. Analysis and Detailed Systems Review/Inventory Phase

The Bidder shall conduct a thorough analysis using an automated tool of the existing ACES components and applications, identify orphaned code modules and data, trace execution paths and describe the control flow and structure of our application system and assessing other potentially impacted applications, evaluating impacts and benefits associated with findings, evaluating quality and suitability of current and new data sources, and any recommendations for improvement. The Bidder shall perform an analysis and inventory of existing ACES components and applications, including but not limited to, ACES, ACES Online, Washington Connection, Eligibility Service and Data Warehouse, utilizing an automated analysis tool.

6.2.1. Systems Inventory

The Bidder shall provide a detailed Systems Inventory of all systems required to be migrated as well as third party services used by the applications that must be tested on the new platform. This inventory will include all application components inclusive of programs, Job Control Language (JCL), documents, reports, and third party interfaces to be migrated including middleware connectivity components to the existing document management system.

The Bidder shall provide installation and configuration for all products identified in the systems inventory that are to be installed or migrated during the Re-hosting Phase.

6.2.2. Interfaces Replication Plan

The Bidder shall be responsible for validating current interfaces to all mainframe applications in the scope of the project. The Successful Bidder shall replicate all existing interface functionality. The systems in scope of this RFP support 34 interface partners with the following interfaces (includes internal):

• 89 batch

• 36 web

• 10 CICS

• 20 MQ (are part of the CICS and batch interfaces)

DSHS Business analysts are subject matter experts for these interfaces and will provide the support necessary to assist the selected Bidder in addition to coordinating any communication with external partners.



6.2.3. Technical Environment Assessment Report

The Bidder shall recommend a hardware sizing and architecture based on the ACES applications to be migrated and to accommodate anticipated future growth. In this report, the Successful Bidder shall:

• Provide a list of required software, hardware and support for each option

• Perform capacity planning with an overall assessment of the sizing of production infrastructure hardware, systems software, and data storage to support the various environments

• Identify a standard technical infrastructure configuration for the various environments

• Recommend the software installation to support the Successful Bidder’s environments for design, configuration, and testing using the certified software installed

• Provide complete hardware sizing and architecture to address environments for release updates, training, development, testing, and production with the test and production environments being equivalent or practically equivalent for testing purposes

• Document how the proposed technical architecture design fits within the current network security architecture, composed of unique logical areas separating development/test environments from production environments

As part of the Technical Environment Assessment Report the Bidder shall describe the needed:

• Hardware for configuration, design, and development

• Hardware for testing in a production equivalent environment

• Structure and maintenance of planned database instances/environments

• Tools necessary for managing and monitoring the hardware/software environments

• Methodology and potential toolset for encryption of data at rest and in transit

• Methodology and potential toolset for log management

• Disaster recovery recommendations

• Backup and recovery, and business continuity plan (including hardware and software components)

• Set-up and administration of environments that support iterative, adhoc and waterfall development approaches. Must be able to support multiple code promotion paths, e.g., feature development, hot-fix development, platform software updates:

o Development and unit testing environment o Integration testing environment, also the environment where static code

analysis and secure code analysis will be conducted



o System test environment used by DSHS Testers for both manual and automated testing

o User Acceptance Test environment or pre-production (This environment must be a functional approximation of the production environment.)

o User Acceptance environment exclusively for coordinated testing of MAGI, Eligibility Service and the Healthplanfinder

o Training environment o Production environment

6.2.4. Assessment Presentation

Upon completion of the Initiation and Analysis and Detailed Systems Review/Inventory Phases, the Bidder shall present a summary of their findings including identification and assessment of potential risks and issues of the project and recommended actions to avoid, transfer, mitigate, or manage those risks and issues throughout the life of the project.

6.3. Platform Specification and Design Phase

This phase will detail the design of the platform and infrastructure components of the Bidder solution. The design will include detailed models of the proposed solution that captures the system structure from end-to-end and top-to-bottom. Including all of the various pieces of the system and how they relate to one another.

The Bidder shall obtain written acceptance of all Initiation Phase and Analysis and Detailed Systems Review/Inventory Phase Deliverables, written agreement on the chosen architecture platform, and confirmation that DSHS is ready to proceed with the Specification and Design Phase before proceeding with any of the deliverables and activities listed below.

During the design phase, the Bidder shall work closely with DSHS’ Project Team and review design specifications in order to meet all of DSHS’ requirements. These design specifications shall encompass all components of work to be performed and include hardware, hardware configuration, software, software configuration, customizations, interfaces, data warehouse design, queries and reports, workflow, security, and data conversion as stipulated below.

6.3.1. Security Design Document

The Bidder shall complete a security design that includes definition of application security roles, profiles and permissions. In addition the document will include how the state security standards are being met in the proposed design.



6.3.2. Identity Management Document

The Bidder shall document its plan for integrating its solution with the current identity management methodology. The Bidder shall outline for each layer (network, servers, applications, etc.) of access what software, methodologies, and procedures will be used to provide identity management.

6.3.3. Interfaces Design Document

The Bidder shall design, document and deploy a set of standard inbound and outbound interfaces for processing transactions that will be replaced by the new system. There shall be minimal changes made to existing external interfaces to/from the legacy systems without impacting our interface partners. The Successful Bidder shall be responsible for documenting existing and potential interfaces required between the system and other agency-specific legacy administrative systems that will remain in production use as well as interfaces to other external entity systems. The Successful Bidder shall also describe the necessary integration points for third-party software with the system.

The documentation shall detail the functional behavior of each interface, including parameters used, parameter sources, expected results, error conditions, error handling and messages.

6.3.4. Data Conversion/Migration Design Document

The Successful Bidder shall produce a comprehensive data conversion design that details all aspects of creating the conversion routines and database environments necessary to deploy the fully functional system into the production environment. The Successful Bidder shall clearly identify any data tasks for which DSHS is responsible. The Successful Bidder’s Data Conversion/Migration Design Document shall include, but not be limited to:

• Detailed processes and procedures for all migration activities

• All data to be converted, migrated, loaded, or entered in the new system

• Data sources

• Expected data volumes

• Anticipated end-customer outage impacts and tolerances

• Conversions where automated programming can be used to significantly reduce data conversion labor

• Roles, responsibilities and timing requirements for the conversion effort

• Extract, transformation and load methods and procedures to be used

• Detailed specifications required to develop the data conversion programs for converting data from the legacy system to the new system

• Any required data conversion procedures for entering manually converted data into the new system



• Data cleansing edits and quality assurance validation steps that need to be performed before and/or during the conversion process

6.4. Platform and Application Migration Phase

During the platform and application migration, the Successful Bidder shall be responsible for configuring, customizing and enhancing all application software as needed in accordance with approved design specifications.

During this phase of work, the Successful Bidder shall be responsible for the unit, integration, regression and performance testing of all application software, acceptance test planning, and disaster recovery planning and provide the following deliverables and associated services.

6.4.1. Test Plan

The Bidder shall develop a comprehensive Test Plan deliverable inclusive of test scripts/use cases, test traceability plan, and data for each activity of testing. All proposed test plans shall be reviewed and approved by DSHS prior to the initiation of that testing activity. This plan should include online, web and batch testing. Batch testing include daily, weekly, monthly, month begin, month end, quarterly, yearly and any other special processes identified during the assessment phase.

The Successful Bidder may use existing DSHS test plans / cases, however, they are only related to the change requests and problem reports implemented from ACES releases and are written in a format understandable by an end user with significant business knowledge.

Automated test scripts are not in use at this time at DSHS.

Test data is available, however it doesn’t represent all the production scenarios. Under certain circumstances the Vendor may be allowed to create test data from production data if no HIPAA, federal or state policies are violated.

DSHS data is not allowed on non-DSHS servers or vendor test environments/test labs/data centers.

The Successful Bidder’s Test Plan shall include testing for, but not be limited to:

• Systems/Integration

• Data Conversion

• User Acceptance

• Performance (load/stress)

• Security (Automated scanning of web pages for vulnerabilites)

• Regression/Parallel Testing

• Interfaces



• Batch Processing

• Reporting

The Successful Bidder shall be responsible for the testing and activities to be undertaken, and the tools and techniques to be used. The Successful Bidder shall document all required environments, platforms, and procedures necessary for establishing the testing environment for all activities of testing including deadlines and identifying associated responsibilities of DSHS. DSHS tests all functional code in mainframe environments that are not production level. The Test Plan shall include training to DSHS on the testing tools used to facilitate the testing process.

The Successful Bidder shall be responsible for all aspects of verifying and documenting interfaces, real-time and batch.

Primary responsibility for UAT shall be with DSHS. The Independent Verification and Validation (IV&V) vendor will also be responsible for conducting independent acceptance testing. Both of these will be conducted with the assistance of the Bidder.

All the other testing will be completed by the Bidder, with assistance from DSHS. To assist in testing, the Bidder shall provide, in detail, the DSHS resource needs required.

This project is funded with CMS enhanced Federal Funding Participation (FFP) which requires IV&V. The Project’s current IV&V vendor Public Consulting Group (PCG) will review deliverables, work products, schedule, processes, and monitor overall project progress. PCG will report status, risks and issues directly to CMS on a regular basis. PCG will also perform independent testing as applicable of any code changes made by the vendor. Regular communication between the re-hosting vendor and the IV&V vendor will be expected for coordinating vendor reviews as mentioned above. The re-hosting vendor should make a point of including the IV&V vendor in applicable project meetings (e.g., status, schedule, risk and issue), walkthroughs, and any deliverable acceptance type of meetings.

6.4.2. Knowledge Transfer and Training Plan

The Bidder shall develop a comprehensive Knowledge Transfer Plan that delineates knowledge transfer goals and objectives for State and contracted personnel at all levels. The knowledge transfer plan shall be based on a comprehensive needs and competencies assessment conducted by the Bidder and shall describe the types of training to be provided to meet the identified needs.

The Bidder shall plan and execute a comprehensive training program for DSHS encompassing a diverse array of training options during this phase of work. While formal training will form part of the overall mix of training services required to train State and contracted personnel, a more complete knowledge transfer approach that supplements training with carefully selected hands-on experience during the Deployment is also required. The Bidder shall provide a knowledge transfer approach that will ensure DSHS and contracted resources have a “critical mass” of knowledgeable personnel (user experts such as business analysts and customer



support staff, system administrators, programmers and other technical personnel) sufficient to operate and maintain the system independently of the Bidder. A key requirement for success in this area will be the acquisition of skills via DSHS’ participation in producing key functional and technical deliverables, including software modifications and configuration changes, under the supervision and instruction of experienced Bidder personnel.

The Bidder shall ensure that, as a part of the knowledge transfer strategy, an effective mentoring program is developed for key DSHS personnel. The Bidder’s knowledge transfer strategy shall actively involve the mentoring of DSHS personnel throughout the project life cycle to ensure that DSHS’ personnel are prepared to operate and maintain the system at go-live.

Specifically, it is expected that Bidder staffing skill and expertise will be used to ensure proper configuration and setup of the Bidder solution and associated hardware and software but ESA ITS staff will be the ones who actually perform the work. Bidder staff must be on-site and working side-by-side with ESA ITS staff as the solution is implemented.

DSHS anticipates the need to train and provide knowledge transfer to 30 to 40 user experts from different teams.

6.4.3. Disaster Recovery Plan

The Successful Bidder shall develop and document Disaster Recovery Plan options, including estimated costs, for the production environment that meet the recovery time objectives defined by the Administration

6.4.4. Configuration Management Document

The Successful Bidder shall configure and document the software configurations, as described in the Configuration Management Plan, by performing all activities necessary to meet DSHS’ requirements and documenting post-implementation configuration.

6.4.5. Security Configuration Document

The Successful Bidder shall be responsible for configuring, documenting, and maintaining the application security roles, profiles, and permissions. The Successful Bidder shall document all post-implementation security configuration.

6.4.6. Interfaces Document

The Successful Bidder shall complete all work outlined in the Interfaces Design Document and document all post-implementation interfaces.

The Successful Bidder shall migrate all on-line and batch interfaces to the new platform and document all post-implementation on-line and batch interfaces and related processes.



6.4.7. Data Conversion

Based on DSHS’ approved Data Conversion Plan, the Successful Bidder shall create, test, and document automated conversion programs to support the commencement of live operations. The Successful Bidder shall provide quality assurance during the conversion and archiving processes to ensure data quality and preserve performance optimization.

The Successful Bidder shall run the conversion programs and assisting DSHS with the verification of the converted data in the required environments including the enterprise Data Warehouse (eDW). DSHS shall assist with loading data that is not converted or loaded automatically and for certifying the production database as being accurate. The Successful Bidder shall adapt and re-run conversion programs as necessary to properly convert and load the data and to maintain a conversion log to track the accuracy of all conversion efforts.

Data conversion activities shall be determined by using the approach that is provided by the Successful Bidder as approved by DSHS.

DSHS shall be responsible for performing all manual conversion processes, with the guidance of the Successful Bidder. Manual conversions will be utilized when the Successful Bidder and State agree that the volume is too low to justify the cost of developing an automated conversion program.

6.4.8. Readiness Assessment Report

The Successful Bidder shall track activities, issues, and status to ensure that User Acceptance Testing can begin. This readiness assessment shall include, but not be limited to, staff readiness, the migration and control of all software components, completion of prerequisite training, completion of test scripts and data validation, documentation of roles and responsibilities, validation of the appropriate version of the applications, and identification of acceptance testing criteria.

DSHS shall be a primary participant in the acceptance testing process with assistance from IV&V and the Successful Bidder. Prior to State approval of the software for production use, both user and system acceptance tests shall be successfully completed. State representatives shall function as system users during system testing and shall evaluate all test outcomes.

6.5. Deployment Phase

DSHS requires an extensive and carefully structured approach to the deployment (“go-live”) of the ACES complex applications. This includes the planning, organization and execution of cutover activities necessary to transition operations to the new platform.

Testing is a critical component of the Deployment activities. All required testing shall be conducted in accordance with DSHS’ accepted and IV&V approved unit, integration, regression and performance test plans developed by the Successful Bidder. The Successful Bidder shall document all test results, analyze exceptions



and correct any software defects. All system components will be subjected to testing performed by a Test Team composed of both the Successful Bidder and DSHS staff.

The Successful Bidder shall provide on-site support throughout the entire Deployment period.

6.5.1. Deployment Plan

The Successful Bidder shall document and update the Deployment Plan to reflect all project tasks, activities, roles, responsibilities, dependencies, and milestone events for completing the testing and deployment process that enables DSHS to begin effective use and maintenance of the applications.

The Deployment Plan must include, but not be limited to:

• Technical preparation and system changeover activities

• Development of a migration activities check list, including updating of the code conversion for all changes made since the most recent release

• Staffing requirements, by role and responsibilities, for both the Successful Bidder and DSHS personnel for all migration activities

• Migration schedule

• Activities required to effectively operate and maintain the applications and all hardware and software

• Assumptions for any code freeze and the expected duration and timing of the freeze

• A critical component of the Deployment Plan is the inclusion of a Contingency Plan component for mitigating and resolving risks that are identified as potentially impacting deployment. The Contingency Plan component will address the strategies for business and system continuity planning as a result of migration issues. For each risk identified, the Contingency Plan shall include one or more alternate solutions that are acceptable to DSHS. The Successful Bidder shall be responsible for executing the Contingency Plan as issues arise during migration, upon approval of DSHS.

6.5.2. Implementation Support Plan

The Successful Bidder shall develop and document an Implementation Support Plan describing plans, processes, forums, activities, and procedures for providing user support from the outset of the deployment activities through the end of the post-implementation period.

6.5.3. Technical Documentation

The Successful Bidder shall provide comprehensive technical documentation that describes, but is not limited to, the application software, middleware, any third-party application software and its architecture (e.g., implementation view of the application architecture). This documentation will include but not be limited to a



guide to all software source code, programs, and executables, as well as a comprehensive physical/functional data model. Where customizations have been made, the technical documentation must include, but not be limited to, a detailed data dictionary, entity-relationship diagrams, and a tool for keeping the data dictionary current. The Successful Bidder shall maintain this documentation to reflect changes made throughout the project.

Technical documentation shall also include, but not be limited to all customization/configuration parameters used at DSHS as well as the full range of alternative values possible (and the effect of each value). The documentation shall reference all parameters and note and explain where dependencies occur and where environmental conditions dictate specific usage and settings.

6.5.4. Operations Documentation

The Successful Bidder, in collaboration with DSHS’ Production Control Team, shall provide operations documentation that includes, but is not limited to, overviews of the application, system structure, major processing, required interfaces, performance monitoring, processes to support as-needed load and stress testing, report documentation, maintenance tasks, correspondence documentation and Process and Procedures Manual. The operations documentation shall also describe the overall batch or background process schedule, including dependencies, sequencing, and timing. If there are any workstation-based components to any of the proposed software products and solutions, the Successful Bidder shall provide the State with a set of documented procedures and automated deployment/installation scripts for use with DSHS’ software distribution tools. These scripts and procedures will enable DSHS staff to independently install and connect additional workstations.

6.5.5. Knowledge Transfer, Training Schedule, Curriculum and Materials

The Successful Bidder shall develop, disseminate, and maintain on-going training schedules, curriculum, and materials post-implementation for State employees and contracted resources.

6.5.6. Data Conversion Report

The Successful Bidder shall document that all data conversion activities have been successfully completed and all migrated data conforms to the original source data. The report should also identify any conversion activities that were not completed, or any anomalies that were discovered, and recommendations for resolution.

6.5.7. Knowledge Transfer and Training Report

The Successful Bidder shall document the verification of successful knowledge transfer and training outcomes.

6.5.8. User and System Acceptance Test Report



The Successful Bidder shall describe the results of the User and System Acceptance Testing activity to validate that all deficiencies have been corrected and the testing is successful.

6.5.9. System Performance and Tuning Report

The Successful Bidder shall document all system performance changes made to the system by all means, including but not limited to tuning databases, application servers, web servers, and other software and devices deployed as part of the solution. The Successful Bidder shall validate that the migrated application maintains or improves upon pre-migration transaction response times. Current system performance metrics are available in the Section 16 of Attachment 12 - ACES Technical Information document.

6.5.10. Production Deployment Readiness Certification

The Successful Bidder shall provide a Certification letter to confirm:

• All applicable DSHS personnel have completed training

• All data has been converted, cleaned and accepted by DSHS

• All site preparation requirements have been met

• All user support is established

• All user and system supports are in place

Once DSHS has provided written approval for the system’s production deployment readiness, the Successful Bidder shall work with DSHS to establish a production cutover procedure.

6.5.11. Production Cut-Over Procedure

This procedure requires that the Successful Bidder move all system components in a systematic fashion into the production environment. The Successful Bidder shall ensure that the source code, compiled modules (where required), job streams, other components of the production environment, and all documentation are ready and organized for the production cutover. The Successful Bidder shall ensure that all compiled extension programs have corresponding source code and ensure that all programs are present.

DSHS shall ensure that all components and modules of the production environment can be operated on-line to completion as appropriate, and that all modules, job streams (or scripts) are documented in detail according to the agreed upon standards.

6.5.12. Continuing Modernization Recommendations

Upon successful completion of the Re-hosting Phase, the Successful Bidder shall provide recommendations for the continued modernization of the legacy system.



6.5.13. Continuing Modernization Recommendations Report

The Successful Bidder shall perform an assessment of the risks and issues related to the legacy system and document recommendations for modernization covering, but not limited to, the following areas:

• Database modeling and redesign

• Infrastructure/systems reengineering

• Utilization of a modern rules engine

• Security monitoring/compliance/enhancements

• Batch processing

• Resources, skills and experience – current and future needs

6.6. Close-Out Phase

The Successful Bidder shall provide on-site post-implementation support for a period of six (6) months following Steady State with one (1), (2) two-year optional extension. In its Post-Implementation Maintenance and Support Plan, the Successful Bidder shall specify the number of full time equivalent (FTEs) Successful Bidder staff that will need to be dedicated to the maintenance and support activities. The on-site presence is needed to maintain a stable production environment and to provide for a smooth turnover of system responsibility to DSHS. The post-implementation support shall consist of technical, end-user, and operational support. Post-implementation support shall be provided by Successful Bidder Personnel who have the requisite qualifications to provide the necessary support and have experience with the project throughout the course of the implementation effort. DSHS personnel shall assist during this period in providing ongoing user support to address operational problems and answer questions (e.g., system access, security profiles, program bugs, instruction in the use of the system).

6.6.1. Post-Implementation Maintenance and Support Plan

The Successful Bidder shall provide a plan that documents the process, procedures, and governance organization to identify, evaluate, prioritize, and document recommended system defect fixes, software maintenance patches, minor enhancements, and table changes.

The post-implementation support includes testing to the extent necessary to resolve incidents/problems related to the re-hosting environment. Testing is also required for any changes/upgrades/fixes/patches prior to deployment to the re-hosted environment.

The Post-Implementation Maintenance and Support Plan shall include, but not be limited to:

• Providing user support during the post-implementation maintenance and support period

• Staffing and organization



• Problem report tracking software

• Staff training requirements

• User support incident tracking procedures and tools

• Evaluation of, response to, and escalation of reported incidents

• Assumption of partial user support responsibility by DSHS personnel by the end of the post-implementation maintenance and support period

6.6.2. Process and Procedures Manual

The Successful Bidder shall develop and continuously update a detailed, DSHS-specific Process and Procedures Manual. The Process and Procedures Manual shall include, but not be limited to, operations manuals, user guides, quick reference, specifications, and end-user support information that provide the details of such activities so that a similarly skilled resource can repeatedly and reliably produce the same result. The Process and Procedures Manual shall also describe the activities necessary to comply with all applicable laws and regulations including, without limitation, those relating to the privacy and security of DSHS Data, including Sarbanes-Oxley Act (SOX), Health Insurance Portability and Accountability Act (HIPAA), Gramm-Leach-Bliley Act (GLB) and any other laws and regulations applicable to DSHS Data and/or identified by DSHS. The Process and Procedures Manual shall describe how the Services will be performed and act as a guide to End-Users seeking assistance with respect to the Services offered hereunder. The Process and Procedures Manual shall in no event be interpreted as relieving the Successful Bidder of any of its performance obligations under the Services to be performed.

The Successful Bidder shall deliver the first draft of the Process and Procedures Manual to DSHS for its review, comments and approval within the time frame set forth in the Exit Plan and shall, with respect to each draft of the Process and Procedures Manual, incorporate all of DSHS’ comments and suggestions. Not later than thirty (30) calendar days following completion of all activities under the Exit Plan, the Successful Bidder shall deliver an updated draft of the Process and Procedures Manual to DSHS for its review, comments and approval and thereafter shall periodically update the Process and Procedures Manual to reflect changes in the operations or procedures described therein. All such updates to the Process and Procedures Manual shall be provided to DSHS for its prior review, comments and approval.

6.6.3. Exit Plan Progress Report

The Exit Team shall summarize the progress on the Exit Plan to date. The Successful Bidder shall be required to work cooperatively and expeditiously to transfer the existing responsibilities to DSHS or another service provider. The Exit Plan Progress Report shall document the conditions existing at the date of formal hand-off between Successful Bidder and DSHS personnel, including any identified issues that may require contingent follow-up by the Successful Bidder.

6.6.4. Project Lessons Learned and Final Report



The Successful Bidder shall identify and document lessons learned from the project to assist DSHS in continuing to support the implemented system, and to undertake similar projects in the future.

7. Bidder and Staff Minimum Requirements A Minimum Requirement is an essential DSHS need that must be met by the Bidder. Minimum requirements are scored as pass or fail based on the presence of the required experience. Based on responses put forward in the response template (1723-669 Attachment D Bidder Response_<bidder name>.docx) minimum requirements will also be scored with a numeric score (from 0-5) based on the quality of the Bidder response. Bidder/Staff not fulfilling ALL minimum requirements will be disqualified from the solicitation process.

7.1. Bidder Mimimum Requirements

7.1.1. The Bidder shall have conducted at least three (3) successful engagements of similar or larger scope and complexity as this Statement of Work and shall provide at least three (3) of these engagements as reference projects. The Bidder shall describe these reference projects in detail, including contact information.

7.1.2. The Bidder shall provide a description of its experience in the performance of similar engagements to manage, plan, design, develop, and implement successful efforts that meet the criteria of this Statement of Work. The bidder shall clearly describe the scope and scale of those engagements.

7.1.3. The Bidder shall provide a corporate description with sufficient information to substantiate proven expertise in the products and services being requested in this RFP.

7.1.4. The Bidder shall disclose any company restructurings, mergers, and acquisitions over the past five (5) years or during the course of this project.

7.1.5. The Bidder shall specify the location of the organization’s principal office and the number of executive and professional personnel employed at this office.

7.1.6. The Bidder shall state the number of years the Bidder has been providing the products and services being proposed.

7.1.7. The Bidder shall specify the organization’s size in terms of the number of full-time employees, the number of contract personnel used at any one time, the number of offices and their locations, and structure (for example, state, national, or international organization).

7.1.8. The Bidder shall provide the name and the state of incorporation, if incorporated.

7.1.9. The Bidder shall describe their standard project management methodology, the



proposed project management approach for this project, and any tailoring of their standard methodology anticipated for this project.

7.1.10. DSHS anticipates that the Bidder may have different subcontractors based on the Phase of the project. The Bidder shall identify in its proposal, all known subcontractors for the Assessment and Rehosting Phases. The Bidder shall describe the proposed roles and responsibilities of each, and provide at least three (3) references for each.

7.1.11. The Bidder shall briefly summarize the subcontractors (if any) and their reference projects. The bidder should explain the history of the relationship, its longevity and the results of the collaboration. In addition, if the Bidder does not plan to use subcontractors then the Bidder shall respond “No subcontractors”.

7.2. Staff Requirements

All proposed Bidder Staff shall meet/provide the following minimum requirements.

7.2.1. The Bidder shall provide an organizational chart identifying all personnel proposed for each Phase of the project.

7.2.2. The Bidder shall identify all key “Bidder Personnel” roles (e.g. System Architect, Database Administrator, Functional Lead, Test Lead, and Security Expert) that are key to the success of each Phase of the Project.

7.2.3. The Bidder shall provide an explanation of the responsibilities for each role and an estimated percentage for that role by Project Phase.

7.2.4. The Bidder’s Project Manager shall be required to work onsite for the duration of the project.

7.2.5. All proposed Bidder Personnel shall have performed significant roles in at least one (1) project of similar size and scope in the last two (2) years that migrated enterprise z/OS infrastructure inclusive of applications, toolsets, utilities, and databases to a distributed platform.

7.2.6. The Bidder shall provide a resume for all key Bidder Personnel proposed for this project. Resumes shall reflect qualifications and recent experience relevant to the scope of the work indicated in this RFP. Resumes shall include at least three (3) references that can be directly contacted to verify the individual’s qualifications and experience. Resumes shall include the home office location of each person.

7.2.7. The Bidder shall commit in writing, in their proposal, that each staff member assigned to this project has the ability to communicate clearly in the English language both verbally and in written form.



7.2.8. The Bidder shall commit in writing, in their proposal, that any Bidder initiated changes to Bidder Personnel (as identified in Bidder’s response to this RFP) will be subject to prior DSHS approval and that DSHS may request that the Bidder, without impacting the schedule, remove selected staff on three (3) days’ notice and provide replacement staff.

7.3. Use of Subcontractors

DSHS will accept Responses that include third party involvement only if the Bidder submitting the Response agrees to take complete responsibility for all actions of such Subcontractors.

7.3.1. Bidders must state whether Subcontractors are/are not being used, and if they are being used, Bidder must list them in response to this subsection. DSHS reserves the right to approve or reject any and all Subcontractors that Bidder proposes. Any Subcontractors engaged after award of the Contract are subject to the advance approval of DSHS, in writing.

7.3.2. The Bidder shall have conducted at least three (3) successful engagements of similar or larger scope and complexity as this Statement of Work and shall provide at least three (3) of these engagements as reference projects. The Bidder shall describe these reference projects in detail, including contact information. (See 7.1.1) A subcontractor’s successful engagement is allowed to count towards the three (3) successful engagements as long as that subcontractor is also bid for this contract.

7.3.3. The Bidder shall briefly summarize the subcontractors (if any) and their reference projects. The bidder should explain the history of the relationship, its longevity and the results of the collaboration. In addition, if the Bidder does not plan to use subcontractors then the Bidder shall respond “No subcontractors”.

7.3.4. DSHS anticipates that the Bidder may have different subcontractors based on the Phase of the project. The Bidder shall identify in its proposal, all known subcontractors for the Assessment and Re-hosting Phases. The Bidder shall describe the proposed roles and responsibilities of each, and provide at least three (3) references for each.

7.3.5. Specific restrictions apply to contracting with current or former state employees pursuant to chapter 42.52 RCW. Bidders should familiarize themselves with the requirements prior to submitting a Response.

7.4. Service Location Requirements

7.4.1. Work will be performed in Olympia, Washington at Economic Services Administration headquarters, Capital View 2 building located at 724 Quince St SE Olympia, WA 98501, and other locations in Thurston County, as necessary. The Bidder’s Project Manager will be required to be on-site during core business hours,



8:00 a.m. to 5:00 p.m. Monday through Friday for the duration of the project. Other Bidder Personnel must be available as required during core business hours but do not have to be on-site at all times.

7.4.2. This project is envisioned to be a full time effort. DSHS anticipates the project team members will dedicate an estimated 40 billable hours per week per person to the project for the project duration. In addition to core business hours, Bidder Personnel may be required to be on-site to address problems, assist in processes, or any other critical business need.

7.4.3. DSHS does not allow the use of off-shore personnel due to data access restrictions.

7.4.4. Upon agreement of DSHS, there may be the possibility that part of the work may be done at other sites within the United States.

7.4.5. Resources who are not authorized to work in United States are not allowed to work on this project.

7.4.6. DSHS requires bidder to provide post implementation support onsite at the location mentioned above in 6.3.1.

7.4.7. DSHS agrees to provide standard workspace for the Bidder Personnel. The standard workspace includes a desk with chair and hardware (desktop PC, telephone, etc.), business productivity software, and normal supplies required to perform the functions in this Work Request. Special equipment, software, supplies required for Bidder resource accommodations must be provided by the Bidder.

7.4.8. A security badge is required and will be provided to the Bidder’s personnel for access into the work area and for agency computer access when necessary. The Bidder’s personnel will be required to complete a non-disclosure agreement and annual Security Awareness training prior to starting work.

8. Period of Contract Performance DSHS intends to award one Contract for the Services described in this Competitive Solicitation. The period of performance under the Contract shall be for a period of twenty-four (24) months. The term of the contract may be extended by amendment for up to (1) one additional (2) two-year period at the sole discretion of DSHS. Additional services that are appropriate to the scope of this Solicitation, as determined by DSHS, may be added to the Contract in a mutually agreeable amendment. As a federally funded project, the contract and any amendments must be approved by Centers for Medicare and Medicaid Services (CMS) before execution, which can take up to 60 days.

• DSHS has allocated up to eighteen (18) months for completion of the services and deliverables outlined in the Statement of Work.

• DSHS requires six (6) months of post-implementation support and maintenance.



9. Funding

DSHS has budgeted an amount not to exceed $8.95 Million for this Project.

• $8.95 Million is the “not to exceed” value of the resulting contract (not including the cost of DSHS resources).

• The project scope and budget do not include implementation of a disaster recovery solution. However, the budget does cover completion of the disaster recovery recommendations report and all of the data center equipment costs included in that report.

• The budget includes all the Software needed to support the re-hosted environment.

• All re-hosting hardware costs must be included in the bidder cost proposal. Re-hosting equipment includes all servers, storage, networking equipment, software, etc. necessary to implement the vendor’s solution. This equipment will connect to network infrastructure located in the Washington State Data Center. All support and maintenance for the vendor solution will be the responsibility of the vendor throughout the life of the contract.

• DSHS requiresthe bidder to include license fees for all the hardware and software products as part of their cost proposal.

DSHS will reject any Response in excess of the not to exceed amount. Any Contract awarded is contingent upon the availability of funding.

10. Payment and Holdback

The contract resulting from this Solicitation will be a fixed fee deliverables based contract. Payment shall be made on a monthly basis dependent upon DSHS’ review and acceptance of the monthly executive summary report. For the monthly executive summary report to be accepted the report must reflect the status of all work items scheduled to be completed during that reporting period, according to the project schedule. Each item scheduled to be complete must be designated either as incomplete or certified by the vendor to be complete. It will be at the discretion of DSHS to accept or reject monthly executive summary reports which include incomplete items that have been marked incomplete for two (2) or more consecutive monthly executive reports. If a monthly executive summary report has been rejected, the Successful Bidder will have the ability to resubmit the report and, upon completion of all work items, be paid the normal agreed upon monthly payment (See below).

Upon acceptance of the monthly report DSHS will pay eighty-five percent (85%) of the agreed upon monthly payment. DSHS will holdback fifteen percent (15%) of each monthly payment amount. For the base period, holdback will be paid in full ninety (90) days following the Implementation Steady State date, if all deficiencies have been resolved and no new major issues or concerns have been documented by DSHS (See * in Figure 1 below). For the maintenance and operations period, holdback will be paid in full ninety (90) days following the end of the six (6) month maintenance and operations period, if all deficiencies have been resolved and no new major issues or concerns have been documented by DSHS (See ** in Figure 1 below).

DSHS is allocating up to eighteen (18) months for completion of the services and deliverables as outlined in the Statement of Work. If the work is completed in less than



eighteen (18) months, DSHS will continue to pay the Bidder monthly according to the agreed upon payment schedule or may, at its discretion, pay the balance as one lump sum. DSHS is requiring a six (6) month maintenance and operations period to commence immediately upon DSHS acceptance of the system implementation and Steady State. DSHS will continue to follow the monthly payment schedule for the six (6) month maintenance and operations period.



Figure 1 – Sample Payment Schedule

Month Approved Amount

Actual Payment Holdback

BA

SE P

ERIO

D

1 $291,666.66 $247,916.66 ($43,750.00)

2 $291,666.66 $247,916.66 ($43,750.00)

3 $291,666.66 $247,916.66 ($43,750.00)

4 $291,666.66 $247,916.66 ($43,750.00)

5 $291,666.66 $247,916.66 ($43,750.00)

6 $291,666.66 $247,916.66 ($43,750.00)

7 $291,666.66 $247,916.66 ($43,750.00)

8 $291,666.66 $247,916.66 ($43,750.00)

9 $291,666.66 $247,916.66 ($43,750.00)

10 $291,666.66 $247,916.66 ($43,750.00)

11 $291,666.66 $247,916.66 ($43,750.00)

12 $291,666.66 $247,916.66 ($43,750.00)

13 $291,666.66 $247,916.66 ($43,750.00)

14 $291,666.66 $247,916.66 ($43,750.00)

15 $291,666.66 $247,916.66 ($43,750.00)

16 $291,666.66 $247,916.66 ($43,750.00)

17 $291,666.66 $247,916.66 ($43,750.00)

18 $291,666.66 $247,916.66 ($43,750.00)

* Base period holdback payment $787,500.00

M&

O P

ERIO

D

19 $291,666.66 $247,916.66 ($43,750.00)

20 $291,666.66 $247,916.66 ($43,750.00)

21 $291,666.66 $247,916.66 ($43,750.00)

22 $291,666.66 $247,916.66 ($43,750.00)

23 $291,666.66 $247,916.66 ($43,750.00)

24 $291,666.66 $247,916.66 ($43,750.00)

** M&O period holdback payment $262,500.00

TOTAL $7,000,000.00 $5,950,000.00 $1,050,000.00

SECTION B - Definitions


SECTION B - DEFINITIONS

Additional definitions for Contract-specific terms are found in the Sample Contract set forth as Attachment A to this Solicitation and shall apply to those terms as they are used in this Solicitation. The following terms have the meanings set forth below:

Agency or DSHS – The Washington State Department of Social and Health Services.

Amendment – A unilateral change to the Solicitation that is issued by DSHS at its sole discretion and posted on WEBS.

Apparent Successful Bidder (ASB) – A Bidder submitting a Response to this Solicitation that is evaluated and is identified and announced by DSHS as providing the best value to the Agency. Upon execution of a Contract, the ASB is referred to as the successful bidder or the Contractor.

Authorized Representative – An individual designated by the Bidder to act on its behalf who has the authority to legally bind the Bidder concerning the terms and conditions set forth in this Solicitation and related documents.

Bid - An offer, proposal or quote for goods or services and all related materials prepared and submitted by a Bidder in response to this Solicitation. The terms Bid, Quotation, Response and Proposal are all intended to mean the same thing.

Bidder – An individual, organization, public or private agency or other entity submitting a bid, quotation, response or proposal in response to this Solicitation.

Contract – A written agreement entered into between a successful Bidder and DSHS as a result of this Solicitation.

Complaint – A process that may be followed by a Bidder prior to the deadline for bid submission to alert DSHS of certain types of asserted deficiencies in the Solicitation.

Coordinator or Solicitation Coordinator – An individual or designee who is employed by DSHS within the DSHS Central Contracts and Legal Services Office and who is responsible for conducting this Solicitation.

Debriefing – A short meeting an Unsuccessful Bidder may request with the Coordinator following the announcement of the Apparent Successful Bidder for the purpose of receiving information regarding the review and evaluation of that Bidder’s Response.

Procurement - The broad process of identifying goods and services for purchase or acquisition, of effectuating the purchase or acquisition, and of managing the purchase or acquisition. This Solicitation is a part of an overall Procurement process. Despite the broader meaning attributed to “procurement”, for purposes of this Solicitation, the terms Solicitation, RFP and Procurement are interchangeable.



Project - The undertaking or work for which contracted Services are being requested pursuant to this Solicitation.

Protest – A process that may be followed by a Bidder after the announcement of the apparent Successful Bidder to alert DSHS to certain types of alleged errors in the evaluation of the Solicitation.

RCW – The Revised Code of Washington. All references to RCW chapters or sections shall include any successor, amended, or replacement statute.

RDBMS – Relational Database Management System

Responsible Bidder – An individual, organization, public or private agency, or other entity that has demonstrated the capability to meet all the requirements of the Solicitation and to meet the elements of responsibility. (See RCW 39.26.160 (2))

Responsive Bidder – An individual, organization, public or private agency, or other entity who has submitted a Bid that fully conforms in all material respects to the Solicitation and all its requirements, in both form and substance.

Scope of Work – The Project or work scope set forth in this Solicitation Document that identifies DSHS’ contractual needs and requirements.

Services – Labor, work, analysis, or similar activities provided by a contractor to accomplish a specific scope of work.

Small Business - An in-state business, including a sole proprietorship, corporation, partnership, or other legal entity, that: (a) certifies, under penalty of perjury, that it is owned and operated independently from all other businesses and has either: (i) fifty or fewer employees; or (ii) a gross revenue of less than seven million dollars annually as reported on its federal income tax return or its return filed with the department of revenue over the previous three consecutive years; or (b) Is certified with the office of women and minority business enterprises under chapter 39.19 RCW.

Solicitation or Competitive Solicitation – A formal process providing and equal and open opportunity for bidders culminating in a selection based upon predetermined criteria. A Competitive Solicitation requests the submission of bids, quotations or proposals for the consideration of DSHS in contracting to meet its needs. This RFP is a Solicitation.

Solicitation Document – This RFP document, including all attachments and all amendments that are issued by the Coordinator.

Statement of Work – The detailed description services to be performed by the Successful Bidder and set forth in the Contract.

Steady State – When a system is functioning as intended and is expected to continue that functioning into the future. All tools used for monitoring and reporting are identified, implemented, and configured. All defined work items/deliverables have been delivered and approved, and all deficiencies and issues resolved.

http://apps.leg.wa.gov/rcw/default.aspx?cite=39.26.160

http://apps.leg.wa.gov/rcw/default.aspx?cite=39.19



Subcontractor – An individual or other entity contracted by Bidder to perform part of the services or to provide goods under the Contract resulting from this Solicitation. Subcontractors, if allowed, are subject to the advance approval of DSHS.

WEBS – Washington’s Electronic Business Solution, the Bidder notification system found at https://fortress.wa.gov/ga/webs/ and maintained by the Washington State Department of Enterprise Services.


SECTION C – Explanation of Solicitation Process


SECTION C - EXPLANATION OF SOLICITATION PROCESS

1. Solicitation Schedule

The Solicitation Schedule set forth below outlines the tentative schedule for important events relating to this Solicitation. Except as modified in an Amendment issued by the Coordinator, the dates and times listed through the date of Response Submission are mandatory deadlines. The remaining dates are estimates and may change without the posting of an Amendment. Failure to meet the Response deadline will result in Bidder disqualification.

Item Action Date

1. DSHS posts Competitive Solicitation 5/14/2018

2. Bidder may submit written questions or requests for change in Contract Requirements until 3:00 p.m. Pacific Time.

6/4/2018

3. DSHS will post responses to written questions. 6/11/2018

4. Bidders may submit written Complaints by 3:00 p.m. Pacific Time (five business days before Response is Due).

7/13/2018

5. Bidder must submit Response by 3:00 p.m. Pacific Time 7/20/2018

6. DSHS evaluation of written Responses 7/30/2018-8/1/2018

7. Oral presentations, if requested by DSHS 8/27/2018-8/30/2018

9. Announcement of Apparent Successful Bidder(s) on WEBS and beginning of contract negotiations

9/4/2018

10. DSHS notifies unsuccessful Bidder(s) 9/4/2018

11. Unsuccessful Bidders may request a debriefing conference until 3:00 p.m. Pacific Time

9/7/2018

12. DSHS holds debriefing conferences, if requested 9/12/2018

2. Posting of Solicitation Documents

DSHS shall post this Solicitation, and all amendments and announcements relating to this Solicitation, on WEBS. WEBS can be accessed at: https://fortress.wa.gov/ga/webs/. In order to inform the largest number of potential bidders about this opportunity, DSHS shall also post documents relating to this Solicitation on the Procurements page of the DSHS website, found at:




https://www.dshs.wa.gov/fsa/central-contract-services/procurements-and-contracting

All Bidders must register as a Bidder on WEBS, using an appropriate commodities code listed on the front page of this Solicitation, and must download this Solicitation from WEBS. This should be done as soon as possible in order for Bidder to receive notifications automatically generated on WEBS, but no later than the date set forth on Section C.1., Solicitation Schedule for Announcement of the Apparent Successful Bidder(s).

3. Amendment, Cancellation/Rejection of Bids, Reissuance of Solicitation

DSHS may amend or add to, retract from or cancel this Solicitation at any time, in whole or in part, and without penalty. DSHS may reject all bids and cancel or rebid this Solicitation. All amendments and notifications of cancellation shall be posted on WEBS. In the event of a conflict between amendments or between an amendment and this Solicitation Document, the document issued latest shall control.

4. Communications regarding Solicitation

Upon the posting of this Solicitation, all communications concerning this Solicitation must be directed to the Coordinator listed on the cover page of this Solicitation document. With the exception of the Response, which shall be submitted as provided in Section D, Instructions Regarding Content, Format and Submission of Written Responses, communications with the Coordinator shall be sent via email. DSHS may disqualify any Bidder who communicates with anyone in DSHS other than the Coordinator regarding this Solicitation.

DSHS considers all oral communications unofficial and non-binding on DSHS. Bidders shall rely only on written statements issued by the Coordinator.

5. Questions and Answers

Bidders may send written questions concerning this Solicitation to the Coordinator by the date and time set forth on the Solicitation Schedule in Section C.1. for submission of Questions. Questions shall be sent via email and shall include the number and title of this Solicitation in the subject line.

DSHS may consolidate Bidder questions and shall respond by posting one or more Amendments on WEBS and on the DSHS Procurement website on or around the date specified in the Solicitation Schedule. Only Bidders who have properly registered and downloaded the original Solicitation directly via the WEBS system: https://fortress.wa.gov/ga/webs/ will receive notification of Amendments and other correspondence pertaining to this Solicitation.

6. Request for Change in Minimum Requirements

If Bidder believes that this Solicitation contains requirements which would unreasonably prohibit or restrict Bidder’s participation, or believes that different requirements would

https://www.dshs.wa.gov/fsa/central-contract-services/procurements-and-contracting




provide better value to DSHS, Bidder shall submit a written explanation of the issue together with proposed alternative requirements to the Coordinator no later than the deadline for Bidder Questions as stated in the Solicitation Schedule set forth in Section C.1. The Coordinator shall not be required to consider requests for changes after this date. If any changes are made to the Solicitation requirements, an Amendment setting forth those changes will be posted on WEBS.

7. Complaints

In the event a Bidder believes that this Solicitation either: (a) unnecessarily restricts competition; (b) contains an unfair or flawed evaluation or scoring process; or (c) contains inadequate or insufficient information to permit preparation of a Response, the Bidder shall submit a written complaint to the Coordinator. The Coordinator will forward the complaint to the DSHS Chief of Central Contracts and Legal Services for review. The complaint shall include a proposed remedy and shall be submitted no later than five (5) business days prior to the date when Responses are due. DSHS shall post its response to the Complaint on WEBS and on the DSHS procurement web page.

Should a Bidder’s complaint identify a change that would be in the best interest of DSHS to make, DSHS may issue an Amendment modifying this Solicitation. The DSHS decision regarding a complaint is final and no further administrative appeal is available. If no complaint is filed, a Bidder cannot later file a protest based on any of the above complaint criteria.

8. Minority & Women’s Business Enterprises (MWBE) and Veteran-Owned Business Enterprises

In accordance with the legislative findings and policies set forth in RCW 39.19, 43.60A.200, and 39.29.052, the State of Washington encourages participation by veteran-owned business enterprises and Minority-Owned and Women-Owned Business Enterprises (MWBE), either self-identified or certified by, respectively, the Department of Veterans Affairs or the Office of Minority and Women’s Business Enterprises (OMWBE). While DSHS does not give preferential treatment, it does seek equitable representation from the veterans, minority and women’s business communities.

Participation by veteran-owned and MWBE contractors may be either on a direct basis in response to this Solicitation or as a subcontractor to a contractor. However, no preference will be given in the evaluation of Bids, no minimum level of MWBE or veteran-owned business participation shall be required, and Bids will not be evaluated, rejected, or considered non-responsive on that basis.

Bidders may contact the Office of Minority and Women’s Business Enterprises (OMWBE) at http://www.omwbe.wa.gov/index.shtml and/or the Department of Veterans Affairs at http://www.dva.wa.gov/BusinessRegistry/default.aspx to obtain information on certified firms for potential subcontracting arrangements or for information on how to become certified.

Nothing in this section is intended to prevent or discourage participation from non-MWBE

http://www.omwbe.wa.gov/

http://www.omwbe.wa.gov/

http://www.omwbe.wa.gov/index.shtml

http://www.dva.wa.gov/BusinessRegistry/default.aspx



firms or non-veteran-owned businesses.

9. Auxiliary Aids and Services

DSHS will provide access to this Solicitation document to individuals with disabilities. Please contact the Coordinator to request auxiliary aids and services.

If an individual believes that the Department has discriminated on the basis of a disability, please contact the DSHS Investigations Unit for the Nondiscrimination Policy Brochure and complaint process. The brochure can be found at http://www.dshs.wa.gov/pdf/Publications/22-171.pdf.

10. Cost to Prepare Response

DSHS will not be liable for any costs incurred by the Bidder in preparing, conducting a site assessment, or submitting a Response to this Solicitation.

11. Acceptance of Solicitation Terms

In submitting a Response, Bidder must include a signed Bid Submission Letter in the form set forth on Attachment B, as well as signed Bidder Certifications in the form set forth on Attachment C. Bidder must acknowledge that in submitting a Response, it accepts all terms of this Solicitation Document, including all of its Attachments, and that Bidder’s Response constitutes a binding offer.

12. Joint Proposals

If Bidders submit a joint Response with one or more other persons or entities, these persons or entities must designate a prime Bidder. The prime Bidder will be DSHS sole point of contact through the Procurement process. If selected as the Apparent Successful Bidder, the prime Bidder shall sign the contract and any amendments and will be liable and responsible to DSHS for all performance under the contract.

13. Withdrawal of Responses

After a Response has been submitted, Bidders may withdraw their Response at any time up to the Response due date and time as specified in Section C.1, Solicitation Schedule. A written request to withdraw the Response, signed by an authorized representative of the Bidder, must be submitted to the Coordinator. After withdrawing a Response, the Bidder may submit another Response at any time up to the Response submission date and time.

14. Ownership of Responses

All materials submitted in response to this Solicitation will become the property of DSHS,

http://www.dshs.wa.gov/pdf/Publications/22-171.pdf



unless received after the deadline in which case the Response shall be returned to the sender. DSHS shall have the right to use any of the ideas presented as part of the process in any manner as it deems appropriate or beneficial, regardless of whether it is contained in a Response that results in selection for a Contract.

15. DSHS Award Options; Improvement of Bid Offers

After Responses are received and written evaluations are completed, DSHS may (but shall not be required to) request best and final offers from one or more Responsible and Responsive Bidders. The written Responses of Bidders invited to provide a best and final offer may be re-evaluated and the point values may be adjusted based upon changes to pricing or proposed services, deliverables or methodologies that are included in a best and final offer, prior to DSHS’ determination of the Apparent Successful Bidder.

Alternatively, after reviewing all Responses, DSHS may enter into negotiations with the highest ranked Responsive and Responsible Bidder in order to determine if the Bid may be improved before identification of the Apparent Successful Bidder.

DSHS shall not be required to request best and final offers or to enter into negotiations and reserves the right to make a Contract award without further discussion of the Response. Therefore the Response should be submitted on the most favorable terms that Bidder intends to offer.

16. Oral Interviews or Presentations

After bids are received and written evaluations are completed, DSHS may request that one or more Responsible and Responsive bidders participate in an in-person oral interview and/or presentation or demonstration that includes all bidder personnel identified by the bidder as key to the success of the project. All oral interviews will be conducted in Olympia, Washington at Economic Services Administration headquarters, Capital View 2 building located at 724 Quince St SE Olympia, WA 98501. If this option is elected, additional points shall be awarded as set forth in Section E.3, Evaluation Criteria and Scoring of Responses.

17. Announcement of Successful Bidder(s)

DSHS shall announce the Apparent Successful Bidder(s) on WEBS on the date indicated in Section C.1., Solicitation Schedule. All announcements of Apparent Successful Bidders are subject to the negotiation of a Contract satisfactory to DSHS.

Bidders who are not announced as an Apparent Successful Bidder, and have not been designated as non-responsive and have not been disqualified from the evaluation process may request a debriefing conference with the Coordinator concerning the evaluation of their bid and may, under certain circumstances, file a formal protest requesting that DSHS provide an identified remedy if Bidder believes certain types of errors occurred. A more detailed description of these processes is set forth in Section F, Debriefing and Protest Procedure.



18. Ethics, Policies and Law

This Solicitation, the evaluation of Responses, and any resulting contract will be made in conformance with applicable Washington State laws and Policies.

Specific restrictions apply to contracting with current or former state employees pursuant to RCW 42.52. Bidders should familiarize themselves with the requirements prior to submitting a Response. Bidders must include, in their Letter of Submittal, information regarding any current or former state employees who are employed by, or subcontracted with, Bidder.

SECTION D – Instructions Regarding Content, Format, and Submission of Written Responses


SECTION D - INSTRUCTIONS REGARDING CONTENT, FORMAT AND SUBMISSION OF WRITTEN RESPONSES

1. Bidders Responses

Bidders shall submit their Responses utilizing the forms set forth on Attachments B, C, D, and G to this Competitive Solicitation. Each Attachment represents a separate section of the Response. Failure to complete and submit all required Attachments, and to sign them, if applicable, may result in Bidder disqualification. The Bidder must use a font size of twelve (12) or larger (unless the form provided does not allow), use proper grammar, spelling and punctuation and shall be submitted in the following order with each section of the Response clearly labeled.

Bidder’s completed and signed Attachments B and C, together with any documents that are required to be attached, and Bidder’s answers to all administrative questions set forth in Attachment D, comprise the Administrative component of the Response. All required Bidder submissions are listed in the following table.

Required

Submission Required File

Naming Convention Used For

Attachment B – Bid Submission Letter Template

1723-669 Attachment B Bid Submission Letter_<bidder name>.docx

Pass/Fail. Used for acknowledging acceptance of all terms and conditions in this Solicitation.

Attachment C – Bidder Certifications and Assurances Template

1723-669 Attachment C Bidder Certifications and Assurances_<bidder name>.docx

Pass/Fail. Used for acknowledging compliance with the certifications and assurances associated with this Solicitation and any resulting Contract.

Attachment D – Bidder Response Template

1723-669 Attachment D Bidder Response_<bidder name>.docx

Portions Scored. Used for responding to the work and other (e.g. references, etc.) requirements as set out in this document.

• Bidder Proposed Solution Document

1723-669 Bidder Proposed Solution_<bidder name>.docx

Scored. Used for delivering an overview of the methodology and approach to providing the services and deliverables



(Attached to 1723-669 Bidder Response)

requested in this Solicitation.

• Sample Work Products

1723-669 Sample Work Product_<n>_<bidder name>.docx (Attached to 1723-669 Bidder Response)

Scored. Used for demonstrating performance on past projects of similar size and scope.

Attachment G – Cost Proposal Template

1723-669 Attachment G Cost Proposal_<bidder name>docx

Scored. Used for documenting proposed costs by project phase, proposed costs for all hardware, software and equipment and hourly rates for all Successful Bidder Personnel.

Attachment E – Contractor Intake Form

1723-669 Attachment E Contractor Intake_<bidder name>docx

Required ONLY for the ASB.

Attachment B: Bid Submission Letter (Required, pass/fail)

All Bidders must submit a completed bid submission letter in the form, on business letterhead, and with the minimum contents set forth on Attachment B, which must include all of the required acknowledgments and information. The Bid Submission Letter must be signed by an individual authorized to bind the Bidder contractually.

Attachment C: Bidder Certifications and Assurances (Required, pass/fail)

All Bidders must submit the Bidder certifications and assurances form set forth on Attachment C, signed by an individual authorized to bind the Bidder contractually.

Attachment D: Bidder Response (Required; portions scored; see Section 6 for the list of requirements)

Using Attachment D, Bidders must provide answers to the questions set forth on the Bidder Response Form to demonstrate satisfaction of administrative requirements, bidder and staff qualifications and service level requirements. Bidders must also respond to a series of questions regarding service level objectives. It is the intent of DSHS that, along with the minimum required service level requirements, the service level objectives will be determined and mutually agreed upon by DSHS and the Bidder for incorporation into the final Contract.

The Bidder Response Form is posted separately from this Solicitation document in Microsoft Word format. Except for limits that are noted on the Bidder Response Form, Bidders may utilize as much space as is reasonably required to respond to each question, provided all questions are repeated and remain numbered and



ordered as set forth in Attachment D. If additional pages are needed, they shall be attached to the page containing the initial portion of the response to a question and shall be marked clearly to indicate that they provide a continuation of Bidder’s answer to a specific numbered question. Bidders shall not submit product brochures, white papers, customer testimonials, cut sheets, or other pre-prepared materials in response to any of the questions.

Bidders must submit complete, well-organized explanatory answers that address all of the specific questions asked in the Bidder Response Form. Bidders shall not assume that evaluators will be familiar with their businesses before conducting the evaluation.

Use of Attachment D assures that Bidder responds to specific questions in the space immediately below those questions and helps to avoid confusion among evaluators about the question that is being responded to. In awarding points, evaluators shall not be obligated to search through the Bidder’s answers to questions other than the one being reviewed in order to locate text that is responsive to the question being reviewed. Failure to use the form set forth on Attachment D (with the applicable questions set forth immediately above Bidder’s answers), failure to respond to all questions and/or failure to submit any documents requested in the Bidder Response Form may result in Bidder disqualification.

The Bidder must use the table provided in Attachment D – Bidder Response to provide references including the company name, contact name, contact job title, address, telephone number and email for that reference. A minimum of three (3) references must be from comparable engagements. Bidders must describe how their references are from similar or larger engagements in scope and complexity as compared to Section 3-Project Scope. DSHS reserves the right to contact all customer references, and that contact will be considered in evaluating the Bidder’s response. References not able to be contacted, or who do not respond, by the written evaluation date will be assigned a score of zero.

If Bidder is awarded a Contract, DSHS may require that Bidder’s Response to the Bidder Response Form be incorporated, in whole or in part, into the Contract.

Bidder Proposed Solution (Required, scored)

In a separate double-sided document, no more than sixty (60) pages long, the Bidder must describe its proposed solution. At a minimum, (and in the following order), the Bidder Proposed Solution document must include the Bidder’s project management methodology, a proposed project plan that includes durations and milestones and the benefits of its proposed solution, including examples of past successes in similar engagements. In addition, the Bidder must describe, in detail and by phase, how it will provide the services and deliverables listed in the Statement of Work.

Sample Work Products (Required, scored)

All Bidders must provide, as separate attachments, one each of the following work products, or their equivalents, developed and used in a previous project of similar size and scope:



1. Technical Environment Assessment Report – Refer to Section A Statement of Work item 6.2.3 for DSHS’ requirements for this deliverable.

2. Data Conversion/Migration Design Document – Refer to Section A Statement of Work item 6.3.4 for DSHS’ requirements for this deliverable.

Attachment G: Cost Proposal (Required, scored)

Using Attachment G, Bidders must provide a not-to-exceed price for all services and deliverables, a not-to-exceed price for maintenance and operations and a not-to-exceed price for acquiring all necessary hardware, software and equipment. In addition, Bidders must provide a maximum hourly rate for each role listed in Attachment G, Section G2.

Attachment E: Contractor Intake Form (Required ONLY for the ASB, not scored)

The Apparent Successful Bidder (ASB) must complete and sign the Contractor Intake Form (Form 27-043) attached to this competitive Solicitation as Attachment E. This form can be downloaded in Microsoft Word format for ease of completion at https://www.dshs.wa.gov/fsa/forms. Any copy of any business license is acceptable. However, unless Bidder is not required to have a business license, the successful Bidder will need to have a Washington Business License before the contract begins. Prior to performing any work, Bidder will need to obtain a business license, if one is required, through the Washington Department of Licensing. Their web address is: http://www.dol.wa.gov/ Bidder can provide its Washington business license, if required, after award.

2. Proprietary Information/Public Disclosure

Materials submitted in response to this Solicitation shall be deemed public records as defined by RCW 42.56. All Responses and accompanying documentation shall become the property of DSHS upon receipt, and will not be returned.

The Bidder’s Response must include, on its Response, a statement identifying the pages, if any, which contain information the Bidder considers proprietary. Each page claimed to be proprietary must be clearly marked by stating the word “Proprietary” on the lower right hand corner. Bidders must be reasonable in designating information as proprietary or confidential. Bidders may not mark their entire Response proprietary. Doing so will not be honored and will disqualify your Response from further consideration.

If DSHS receives a request to view or copy a Bidder’s Response, DSHS will respond according to applicable law and DSHS’s policy governing public disclosure. DSHS will not disclose any information marked “Proprietary” in a Response without giving the Bidder ten (10) days’ notice to seek relief in superior court per RCW 42.56.540.

Bidders may not include any DSHS client information in their Responses. Doing so will result in disqualification of the Response from further consideration. If you wish to include examples of any forms or processes, use a blank form or ensure that all client information is completely redacted.

https://www.dshs.wa.gov/fsa/forms

http://www.dol.wa.gov/



3. Submission of Responses

Bid Responses must be stored in an acceptable electronic format as set forth below. Bid Responses must be emailed directly to the Coordinator at the email address provided on the cover sheet of this Solicitation Document. Bid Responses must be received by the Coordinator in their entirety on or before the due date and time set forth in Section C.1., Solicitation Schedule, unless a posted Amendment to this Competitive Solicitation changes this due date and time. Bidder’s completed version of each of the submission requirements for this Competitive Solicitation shall be included as a separate attachment to the Bidder’s email(s).

Bidders assume all risks for the timely submission of the Response. Bidders are responsible for allowing sufficient time to ensure timely electronic receipt of their Response by the Coordinator and, in Solicitations that also require that hard copies of the Response be submitted, to ensure timely receipt via other delivery methods. DSHS does not assume responsibility for problems with the Bidder’s email, network or problems with the mail, parking, traffic or the services of any third party courier. However, if DSHS email is not working properly, appropriate allowances will be made.

DSHS will not accept late Responses, nor grant time extensions for individual Bidders. DSHS will disqualify any Response and withdraw it from consideration if it is received after the Response submission due date and time.

4. Acceptable Electronic Formats for Submission of Responses

Bidder must use the following templates for completing the requirements of this Work Request:

‘1723-669 Attachment B Bid Submission Letter_<bidder name>.docx’ ‘1723-669 Attachment C Bidder Certifications and Assurances_<bidder name>.docx’ ‘1723-669 Attachment D Bidder Response_<bidder name>.docx’ ‘1723-669 Attachment E Contractor Intake_<Bidder name>’, ‘1723-669 Attachment G Cost Proposal_<Bidder name>’,

Alteration of these templates and/or failure to provide this submittal as detailed herein may render a proposal non-responsive and cause it to be rejected.

Required Format: Microsoft Word or PDF

File naming convention: ‘1723-669 Exhibit D Bidder Response_<Bidder name>.docx.

Other Response documents must be formatted in Portable Document Format (Adobe Acrobat PDF) or Microsoft Word, or Excel, Spreadsheet documents must be submitted in Microsoft Excel and in a live, unprotected file that includes all formulas, macros, and computations that are relied on or used to calculate any rates or values presented therein. When scanning documents to be submitted in PDF format, scanner resolution shall be set to at least 200 dots per inch.



NOTE: DSHS cannot receive emails that are larger than 30MB. To keep file sizes to a minimum, Bidders are cautioned not to use unnecessary graphics in their Responses. If your Response approaches or exceeds 30MB, you must break it up and send it by more than one email so that no single email exceeds 30MB.

5. Alternative Submission Methods

Bidders wishing to request an alternative method for submitting their Response must contact the Coordinator at least ten (10) days before the Response Submission Date. No alternative submission method will be accepted unless agreed to by the Coordinator in writing prior to the Response deadline.

SECTION E – Evaluation of Responses


SECTION E - EVALUATION OF RESPONSES

1. Bid Responsiveness; Administrative Review

All Responses will be reviewed initially, prior to the written evaluations, by the Solicitation Coordinator and/or Program Project Manager(s) to determine compliance with administrative and minimum qualification requirements and instructions specified in this Solicitation. Examples of when DSHS may disqualify or reject a Response as nonresponsive at any time, include:

• Incomplete or unsatisfactory Response or failure to follow submission or form requirements.

• Submission of a Response that proposes services that deviate from the scope and technical requirements set forth in this document and Attachment A, Sample Contract, except as permitted in an Amendment to this Solicitation

• Failure to meet the minimum Bidder qualifications or to comply with any requirement set forth in this Solicitation Document, including Attachments

• Submission of incorrect, misleading, or false information

• History of prior unsatisfactory contractual performance

The Coordinator may contact any Bidder for clarification of the Response. If a Response is deemed non-responsive, it shall be removed from further consideration. DSHS shall notify non-responsive Bidder(s) of this determination and the supporting reasons. Bidders whose Responses are found to be non-responsive shall be disqualified from further evaluation and shall be notified in writing.

If a Response meets all administrative and Bidder qualification requirements and submittal instructions, DSHS shall continue with the Written Evaluation and, if applicable, the Oral Evaluation.

2. Errors in Bidder Response

Bidders are responsible for all errors or omissions contained in their Reponses. Bidders will not be allowed to alter Response documents after the deadline for Response submissions.

DSHS reserves the right to contact any Bidder for clarification of Response contents. In those cases where it is unclear to what extent a requirement has been addressed, the evaluation panel may, in their discretion and acting through the Coordinator, contact a Bidder to clarify specific matters in the submitted Response.

DSHS reserves the right to waive minor administrative irregularities contained in any Bidder Response.



3. Evaluation Criteria and Scoring of Responses

Following the administrative review, Responses shall be evaluated and points shall be awarded for the management, technical and cost proposal components of the Response, as applicable, based upon Bidder’s responses to the questions set forth in Attachment D, Bidder Response Form.

3.1. The evaluation will be based only upon the response and not upon the evaluator’s external experience with, or perception of, the Bidder or upon Bidder presentations made prior to the release of this document.

3.2. Scored items will be awarded points by each evaluator (see listing below). Points will be assigned based upon the evaluator’s interpretation of the Bidder’s response to each requirement.

3.3. The evaluation teams will score independently of other teams. Upon completion, the scores will be given to the Coordinator. Scoring will be based upon a scale of zero (0) to five (5), with those scores being defined as follows:

Score Description Discussion

5 Exceptional Feature or capability is clearly superior to that which is average.

4 Above Average Feature or capability is better than that which is average.

3 Average This is the baseline score for each item with adjustments based upon the evaluator’s interpretation of the Bidder’s response.

2 Below Average Feature or capability is substandard to that which is average.

1 Failing Feature or capability is non-responsive or clearly inadequate to that which is average.

0 No Experience Response shows no experience in this skill or capability.

Oral Interview questions will be weighted and scored on a 0-10 scale. (See Section 7 below)



The maximum TOTAL point possible for this solicitation is: 2,000

Evaluation Criteria Possible Points

Bas

e Sc

ore

Written Non-Cost Points

(D2) Bidder Proposed Solution 400

(D3) Sample Work Products 150

(D4) Bidder Requirements 20

(D5) Bidder Engagements 70

(D6) Bidder References 160

Non-Cost Point TOTAL 800

Written Cost Points

(G) Services & Deliverables 220

(G) Maintenance & Operations 90

(G) Hardware/Software 90

Cost Point TOTAL 400

On-

Site

In-Person Evaluation Points (Optional at DSHS discretion)

Oral Presentations 800

In-Person Point TOTAL 800

Total Possible Points (w/ in-person evaluation) 2000

3.4. Sixty-seven (67%) percent of the base score will be based on the bidder’s proposed solution, sample work products, bidder requirements, engagements and references, and cost will account for thirty-three (33%) percent of the base score.

The base score accounts for sixty (60%) percent of the total overall score, with the On-Site score worth forty (40%) percent of the total overall score.

3.5. Purchaser reserves the right to use references to confirm satisfactory customer service, performance, satisfaction with service/product, knowledge of products/service/industry and timeliness; any negative or unsatisfactory response may be an adequate reason for rejecting a bidder as non-responsive and unable to suit the needs of the state. Purchaser reserves the right to waive a reference check. Bidders deemed non-responsive may be rejected.

3.6. An evaluation team will evaluate non-cost submittals and award points consistent with their values and best professional judgment.

3.7. The evaluators will review each Bidder’s responses and award either all or a portion of the available points for each question. Scoring may be performed in isolation or together as a group, or a combination of both.



3.8. Evaluators will provide the total points awarded for each Bidder. The evaluator totals will be combined and averaged based on the number of evaluators. (Example below).

Bidder A

Bidder B

Bidder C

Bidder D

Evaluators Evaluator 1 260 310 300 320 Evaluator 2 300 280 310 280 Evaluator 3 300 300 270 280 Evaluator 4 320 280 300 300 Evaluator 5 310 290 285 290 Evaluator Total 1490 1460 1465 1470 Evaluator Avg. 298 292 293 294

Score 298 292 293 294

4. Evaluation of Cost Proposal/Quotations

DSHS has budgeted an amount not to exceed $8.95 million for this Project. DSHS will reject any Response in excess of the not to exceed amount. Any Contract awarded is contingent upon the availability of funding.

The Cost evaluations shall be based upon a calculation that rates each proposal in relation to the lowest cost proposal, in that category. The maximum point value (100% of possible points) shall be granted to the lowest cost (lowest numerical) bid for any given category of pricing that is solicited. The remaining bids in that category shall receive a percentage of the maximum number of points based upon a comparison of their value to that of the lowest cost bid. In other words, the Bidder who offers the lowest rate for each question shall receive the maximum number of points, with each successive Bidder receiving fewer points in proportion to the lowest cost proposal.

The Bidder with the lowest total cost per category will receive the maximum cost points available per that category. Bidders with higher total costs will receive proportionately fewer cost evaluation points based upon the lowest cost totals as follows in the examples below:

Proposed Cost

Category Bidder A Bidder B Bidder C Bidder D Services &

Deliverables $1000 $1250 $1850 $2000

Bidder A: $1000 = 220 Points Lowest cost total. Bidder receives all 220 available points.

Bidder B: $1000 /$1250 = .80 * 220 = 176 Points Lowest Bid / Higher Bid = Percentage of Available Points * Available Points = Points Awarded

Bidder C: $1000 /$1850 = .54 * 220 = 118.92 Points Lowest Bid / Higher Bid = Percentage of Available Points * Available Points = Points Awarded

Bidder D: $1000 /$2000 = .5 * 220 = 110 Points



Lowest Bid / Higher Bid = Percentage of Available Points * Available Points = Points Awarded

Proposed Cost

Category Bidder A Bidder B Bidder C Bidder D Maintenance &

Operations $1500 $1700 $1250 $2350

Bidder C: $1250 = 90 Points Lowest cost total. Bidder receives all 90 available points.

Bidder A: $1250 /$1500 = .80 * 90 = 75 Points Lowest Bid / Higher Bid = Percentage of Available Points * Available Points = Points Awarded

Bidder B: $1250 /$1700 = .74 * 90 = 66.18 Points Lowest Bid / Higher Bid = Percentage of Available Points * Available Points = Points Awarded

Bidder D: $1250 /$2350 = .5 * 90 = 47.87 Points Lowest Bid / Higher Bid = Percentage of Available Points * Available Points = Points Awarded

Proposed Cost

Category Bidder A Bidder B Bidder C Bidder D Hardware &

Software $1050 $750 $2000 $1075

Bidder B: $750 = 90 Points Lowest cost total. Bidder receives all 0 available points.

Bidder A: $750 /$1050 = .71 * 90 = 64.29 Points Lowest Bid / Higher Bid = Percentage of Available Points * Available Points = Points Awarded

Bidder C: $750 /$2000 = .38 * 90 = 33.75 Points Lowest Bid / Higher Bid = Percentage of Available Points * Available Points = Points Awarded

Bidder D: $750 /$1075 = .70 * 90 = 62.79 Points Lowest Bid / Higher Bid = Percentage of Available Points * Available Points = Points Awarded

Cost Points

Category Bidder A Bidder B Bidder C Bidder D

Services & Deliverables 220.00 176.00 118.92 110.00

Maintenance & Operations 75.00 66.18 90.00 47.87

Hardware & Software 64.29 90.00 33.75 62.79

Total Cost Points 359.29 332.18 242.67 220.66

5. Written Bid Evaluation Process

DSHS shall designate an evaluation team of at least five (5) evaluators to review, evaluate, and score the written question responses. These evaluators will be selected based on their qualifications, experience, capability and background. If oral interviews or presentations are conducted, additional evaluators may supplement or replace some or all of the individuals performing the written evaluation.



Evaluators shall assign scores up to the maximum points available. Individual evaluator points will be totaled and the average points for each Bidder will be calculated.

6. Bidder’s References

Once the written evaluations are completed, DSHS will contact the references provided by the top-ranked Bidder(s) in order to investigate past performance and validate information in Bidder Responses. In submitting a Response, Bidder agrees that it shall hold harmless DSHS and any individuals identified as references from and against liability resulting from the provision of information or the receipt and use of that information in evaluating Bidder’s Response. References will be scored according to the table in Section 3.3 above.

References not able to be contacted, or who do not respond, by the written evaluation date will be assigned a score of zero.

DSHS may, at any time, require additional or substitute references to determine the Bidder’s experience and level of responsibility. If the reference check process reveals information that should properly be considered in evaluating Bidder’s responses, DSHS may, in its sole discretion, reconvene the evaluation panel to reconsider the evaluation scoring in light of the information obtained.

7. Oral Interview/Evaluation

In addition to evaluating the written response, DSHS may invite one or more of the highest scoring Bidders to make an oral presentation which shall be separately evaluated.

DSHS may, after evaluating the written Proposals, elect to schedule oral presentations with the top bidder(s). The Solicitation Coordinator will notify finalists of the date and time of the oral presentation. All oral interviews will be conducted in-person (and shall include key personnel that are proposed to work on the project) in Olympia, Washington at Economic Services Administration headquarters, Capital View 2 building located at 724 Quince St SE Olympia, WA 98501 .

DSHS will select evaluators for the oral presentations based on their qualifications, experience, and background relevant to this solicitation. These evaluators may include evaluators who reviewed the written Proposals or DSHS staff who will work with the successful Bidder. Evaluators will score oral presentations in accordance with the solicitation requirements. Oral evaluations will be scored with a maximum of 800 possible points awarded.

8. Facility/Site Assessment

DSHS reserves the right to visit and assess the facilities proposed to be used by top-ranked Bidder(s) in delivering services. Unless otherwise noted in this Solicitation document, this assessment shall be evaluated on a pass/fail basis.

If DSHS deems the facility assessments are necessary, the Coordinator will notify the top ranking Bidder(s) of the date and time for their facility assessment. The facility assessments will take place on the dates specified in the Section C.1., Solicitation Schedule.



9. Selection of Apparent Successful Bidder

The Bidder that receives the highest total number of possible points and who provides DSHS with the best value will be considered the Apparent Successful Bidder and presented to DSHS management for consideration. In the event multiple Contracts will be awarded, the applicable number of top-scoring Bidders will be considered.

To identify an apparent successful bidder, each bidder’s points earned from the cost evaluation and the non-cost evaluation will be added together as follows:

The following table serves ONLY as an example:

Base Score Optional Score

Bidder Non-Cost Points1 Cost Points2 Total (1+2)

Oral Presentation (Optional)4

Overall Total (1+2+4)

Bidder A 710 200 910 390 1300.00

Bidder B 730 157.89 887.89 420 1307.89

Bidder C 695 123.71 818.71 -

Bidder D 725 98.36 823.36 - Each example is a stand-alone example. Example numbers in this table are not related to other examples.

The bidder with the highest number of total points and who provides DSHS with the best value, will be declared the apparent successful bidder. Purchaser may then enter into contract negotiations with the apparent successful bidder.

The selection process shall determine which Bidder provides the best value in meeting the needs of DSHS. Selection of the Apparent Successful Bidder(s) depends upon DSHS’ assessment of multiple factors, including Bidders’ qualifications, capabilities, efficiency, experience, reliability, responsibility, integrity, quality of proposed services and deliverables, timeliness, cost and potential impact on DSHS’ needs.

DSHS may consider whether the Response encourages diverse contractor participation; whether the Bid provides competitive pricing, economies and efficiencies; whether the Bidder considers human health and environmental impacts; whether the Response appropriately weighs cost and non-cost considerations; and life cycle cost, as applicable. DSHS may also consider a Bidder’s performance on prior State or other contracts and may reject Responses of any Bidder who has failed to perform satisfactorily under any previous contract with the State or another party.

DSHS reserves the right to select a Bidder whose Response is deemed to offer the best overall value and that is in the best interests of DSHS and the State of Washington. Hence, DSHS may choose to not award to the highest scoring or lowest-cost proposal. Any Bidder who would be an Apparently Successful Bidder based on the scores awarded by the evaluators, and who is not selected, shall be provided, upon request, the reasons why DSHS selected a Bidder with a lower final score.

Designation as an Apparent Successful Bidder does not imply that the state will issue an award; it merely suggests that the state believes a proposal to be responsive and offer the



best value to DSHS. This designation allows DSHS an opportunity to perform a responsibility analysis and ask for additional documentation. DSHS is also at liberty to re-review and determine whether a proposal is responsive as initially determined. Bidder must not construe the notification of award, impending award, or attempts to negotiate, etc. as a final award decision. Any assumptions are done so at the Bidder’s own risk and expense.

DSHS management shall make the final determination as to which Bidder(s), initially designated as finalist(s), shall be officially selected and announced on WEBS as the Apparent Successful Bidder(s) on or about the date and time set forth in Section C.1., Solicitation Schedule. DSHS may also notify the Apparent Successful Bidder(s) and the unsuccessful Bidder(s) of its determination via email on or about the date and time specified in Section C.1., Solicitation Schedule.

DSHS’ decision will be subject to the execution of a Contract satisfactory to DSHS within a reasonable period of time following the announcement of the Apparent Successful Bidder on WEBS. In the event the parties are unable to reach agreement on the final details of a Contract, consistent with Attachment A, Sample Contract, DSHS shall have the option of negotiating with the next highest ranked Bidder and of revising the announcement of the Apparent Successful Bidder.

SECTION F – Bidder Debriefing and Protest Procedure


SECTION F - BIDDER DEBRIEFING AND PROTEST PROCEDURE

1. Debriefing Conferences

No later than 3:00 p.m. on the third business day following the posted announcement of Successful Bidder(s) on WEBS, Bidders Who have submitted timely bids and who have not been disqualified or designated as non-responsive during the solicitation process may send an email to the Coordinator requesting a Debriefing Conference. Unless a different date is agreed upon by the Coordinator, the Debriefing Conference will be held on a date designated in Section C.1., Solicitation Schedule. Discussion at the debriefing conference will be limited to the following:

• Evaluation and scoring of the Bidder’s Response

• Critique of the Response based on the evaluation

• Review of Bidder’s final score in comparison with the other final scores

No comparisons between Bids will be allowed during the Debriefing Conference, which shall be conducted by telephone, unless the Coordinator agrees to an in-person meeting, and shall last for a maximum period of thirty (30) minutes.

2. Grounds and Filing of Protests

A Bidder who has participated in a Debriefing Conference may file a formal Protest if the Bidder asserts that there are facts that indicate error in the evaluation of Bids on one or more of the following grounds:

• Bias, discrimination or conflict of interest on the part of the evaluator or in the process

• Mathematical errors in computing the score

• Non-compliance with procedures described in the Solicitation document or in DES policy

Protests must be emailed to the Solicitation Coordinator and must be received no later than 3:00 p.m. (Pacific Time) on the fifth (5th) business day following the day of the Bidder’s Debriefing Conference. The Protest must adhere to the requirements set forth in this Section or it will not be considered. This Protest procedure constitutes the sole administrative remedy available to Bidders from DSHS under this Solicitation.

Protests must include the protestor’s mailing address and phone number and the name of the individual responsible for filing the Protest. The Protest must state the Solicitation number and title, the grounds for the Protest, specific facts to support these grounds, and a description of the relief or corrective action being requested.

Protests not based on one of the grounds set forth in this Section will be rejected. It is not grounds for a protest to question an evaluator’s professional judgment on the quality of a

SECTION F – Bidder Debriefing and Protest Procedure


Response or DSHS’ assessment of its own needs or requirements.

3. DSHS Protest Review Process

The Coordinator will immediately forward any Protest to the Chief of Central Contracts and Legal Services to assign to a Protest Coordinator for review. The Protest Coordinator, an individual who was not involved in the Solicitation, will consider the record and all available facts and will endeavor to issue a decision within ten (10) business days following receipt of the Protest. If additional time is required, the protesting party will be notified of the delay.

In the event a Protest may involve the conduct of or information submitted by another Bidder that also submitted a Response, such Bidder will be given an opportunity to submit its views and any relevant information on the issue(s) raised by the protest to the Solicitation Coordinator.

4. Determination of Protests

The Protest Coordinator shall issue a written determination regarding the Protest. This written determination shall include one or more of the following determinations:

• Upholding DSHS determination of the Apparent Successful Bidder(s) on the basis that there are insufficient facts to establish the alleged error; or

• Upholding DSHS’ determination of the Apparent Successful Bidder(s) on the basis that there are only technical or harmless errors in DSHS’ evaluation process; or

• Finding errors and identifying actions which may be taken by DSHS, such as: o Correction of errors and reevaluation of all bids, o Cancellation and reissuance of the Solicitation (in which case all the Bidders will

be notified), or o Other corrective actions as may be appropriate

There is no further administrative process or remedy available within DSHS to appeal the determination that resulted in a Protest. If the protesting party does not accept DSHS’ determination, the protesting party can seek relief from Superior Court in Thurston County, WA.

SECTION G – Contracting Procedures


SECTION G - CONTRACTING PROCEDURES

1. Contract Execution

The Apparent Successful Bidder(s) is expected to sign a contract with DSHS that is substantially the same as Attachment A, Sample Contract, included with this Solicitation, and to enter into any subsequent Contract amendments that may be required to address specific work or services.

DSHS reserves the right to require that some or all of Bidder’s Response be incorporated into the Contract, and to negotiate the specific wording of the Statement of Work, based on the requirements of this Solicitation and the terms of the Response submitted by the Apparent Successful Bidder. If changes are requested as part of the Bid Response, DSHS may consider, but shall be under no obligation to agree to, modifications to the General Terms and Conditions of Attachment A, Sample Contract.

DSHS will require the Bidder’s solution as presented in their proposal, to undergo agency and State security assessments prior to entering into a contract.

If the Apparent Successful Bidder fails or refuses to sign a Contract within ten (10) business days of delivery by DSHS, DSHS may elect to designate the next highest-ranked finalist as the Apparent Successful Bidder.

2. Insurance

The Apparent Successful Bidder shall provide evidence of its compliance with the insurance requirements included in Attachment A, Sample Contract.

3. Non-Endorsement

The award of a Contract is not an endorsement by the State or DSHS of the Bidder or Bidder’s Services and shall not be represented as such by Bidder in any advertising or other publicity materials.

By submitting a Response to this Solicitation, the Bidder agrees to make no reference to DSHS in any literature, promotional materials, brochures, sales presentations or the like without the prior written consent of DSHS.

4. Background Checks

Individuals who will be performing the Contract on behalf of the Apparent Successful Bidder may be required to undergo background checks. Individuals who have disqualifying results (showing crimes and/or negative actions) may not be permitted to provide Services under the Contract.

SECTION G – Contracting Procedures


5. Electronic Payment The State prefers to utilize electronic payment in its transactions. The successful Bidder will be required to register in the Statewide Bidder Payment system, http://www.des.wa.gov/services/ContractingPurchasing/Business/BidderPay/Pages/default.aspx, prior to submitting a request for payment under their Contract. No payment shall be made until the registration is completed.

http://www.des.wa.gov/services/ContractingPurchasing/Business/VendorPay/Pages/default.aspx

http://www.des.wa.gov/services/ContractingPurchasing/Business/VendorPay/Pages/default.aspx

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