Washington State Department of Social and Health … · means Medicaid Information Technology...

Washington State Department of Social and Health Services (DSHS)

ITPS Work Request

Solicitation number: ITPS #1724-654

Project name: RFP Writer for IT Transformation

Performance Period: from 2/01/2018 to 9/30/2019

This solicitation is issued by the Department of Social and Health Services (DSHS), Economic Services Administration (ESA), pursuant to the Information Technology Professional Services (ITPS) program which is separately coordinated by the Washington State Department of Enterprise Services (DES).

DES separately maintains a group of categorized notification lists or "pools" of IT service providers within the state's solicitation notification system (WEBS) for state purchasers to advertise their solicitations seeking competitive proposals to meet their IT business needs. This is one of those solicitations.

The categorized notification lists are shown below and identify common IT business needs within state government. This solicitation specifies one or more of those categories (checked).

The only IT service providers able to view and download this solicitation are on the notification list in WEBS for the category checked below.

NOTE: If this is not the case, and you are viewing this solicitation, you received it by some other means outside of WEBS and the Purchaser WILL NOT entertain your proposal. For further detail, see Bidder Eligibility.

Solicitation Schedule

Solicitation posting date: 09/07/2017

Questions due: 09/14/2017

Answers published: 09/18/2017

Complaints due: 09/28/2017

Proposals due: 10/05/2017, 3:00 PM PT

Oral interviews (if required): 10/30/2017

Solicitation Coordinator

Name: James O’Brien

Phone: 360-664-6055

Email: [email protected]

Categories <check all that apply>

ITPS_08215_01. IT Funding & Financial Analysis

ITPS_08215_02. IT Business Analysis

ITPS_08215_03. Continuity/Disaster Recovery

ITPS_08215_04. IT Project Management

ITPS_08215_05. Project Quality Assurance

ITPS_08215_06. Software Testing

ITPS_08215_07. Client/Server & Web Services

ITPS_08215_08. Database Services

ITPS_08215_09. GIS Services

ITPS_08215_10. Infrastructure Services

ITPS_08215_11. Mainframe Services

ITPS_08215_12. Mobile Services

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

http://www.des.wa.gov/SiteCollectionDocuments/ContractingPurchasing/ITPSdocs/Open_Enrollment/01_IT_Funding.pdf

http://www.des.wa.gov/SiteCollectionDocuments/ContractingPurchasing/ITPSdocs/Open_Enrollment/01_IT_Funding.pdf

http://www.des.wa.gov/SiteCollectionDocuments/ContractingPurchasing/ITPSdocs/Open_Enrollment/02_IT_Bus_Analysis.pdf

http://www.des.wa.gov/SiteCollectionDocuments/ContractingPurchasing/ITPSdocs/Open_Enrollment/03_COOP_DisRec.pdf

http://www.des.wa.gov/SiteCollectionDocuments/ContractingPurchasing/ITPSdocs/Open_Enrollment/03_COOP_DisRec.pdf

http://www.des.wa.gov/SiteCollectionDocuments/ContractingPurchasing/ITPSdocs/Open_Enrollment/04_IT_ProjMgt.pdf

http://www.des.wa.gov/SiteCollectionDocuments/ContractingPurchasing/ITPSdocs/Open_Enrollment/05_Project_QA.pdf

http://www.des.wa.gov/SiteCollectionDocuments/ContractingPurchasing/ITPSdocs/Open_Enrollment/06_SoftwareTesting.pdf

http://www.des.wa.gov/SiteCollectionDocuments/ContractingPurchasing/ITPSdocs/Open_Enrollment/07_ClientServer_Web.pdf

http://www.des.wa.gov/SiteCollectionDocuments/ContractingPurchasing/ITPSdocs/Open_Enrollment/07_ClientServer_Web.pdf

http://www.des.wa.gov/SiteCollectionDocuments/ContractingPurchasing/ITPSdocs/Open_Enrollment/08_DatabaseSvcs.pdf

http://www.des.wa.gov/SiteCollectionDocuments/ContractingPurchasing/ITPSdocs/Open_Enrollment/09_GIS.pdf

http://www.des.wa.gov/SiteCollectionDocuments/ContractingPurchasing/ITPSdocs/Open_Enrollment/10_Infrastructure.pdf

http://www.des.wa.gov/SiteCollectionDocuments/ContractingPurchasing/ITPSdocs/Open_Enrollment/11_Mainframe.pdf

http://www.des.wa.gov/SiteCollectionDocuments/ContractingPurchasing/ITPSdocs/Open_Enrollment/12_Mobile_Svcs.pdf

Washington State Department of Social and Health Services

ITPS Work Request - #1724-654

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TABLE OF CONTENTS 1. BIDDER ELIGIBILITY ................................................................................................................. 1 2. DEFINITIONS ................................................................................................................................ 1 3. PROJECT DESCRIPTION ............................................................................................................ 2 3.1. Background ................................................................................................................................................ 2 3.2. Solicitation Schedule .................................................................................................................................. 4 3.3. Period of Performance ............................................................................................................................... 4 3.4. Location ..................................................................................................................................................... 4 3.5. Scope of Work/Deliverables ....................................................................................................................... 5 3.6. Mandatory and Highly Desired Experience and Qualifications ................................................................... 9 3.7. Acceptance Criteria .................................................................................................................................... 9 3.8. Additional Expectations.............................................................................................................................. 9 4. REQUIRED SUBMITTALS ........................................................................................................ 10 4.1. Administrative Requirements (NOT SCORED – PASS/FAIL) ....................................................................... 10 4.3. Cost Submittals (SCORED) ........................................................................................................................ 17 5. SUBMISSION REQUIREMENTS .............................................................................................. 17 5.1. Delivery of Proposals ................................................................................................................................ 17 5.2. Due Date and Time ................................................................................................................................... 18 5.3. Required Submittals ................................................................................................................................. 18 5.4. Format of Proposal ................................................................................................................................... 18 6. EVALUATION AND AWARD ................................................................................................... 19 6.1. Initial Review and Determination of Responsiveness ............................................................................... 19 6.2. Total Possible Points ................................................................................................................................ 19 6.3. Non-Cost Evaluation Process .................................................................................................................... 20 6.4. Cost Evaluation......................................................................................................................................... 21 6.5. Oral Presentations (Optional - SCORED) ................................................................................................... 22 6.6. Selection of Apparent Successful Bidder .................................................................................................. 22 6.7. Award....................................................................................................................................................... 23 7. ADDITIONAL INSTRUCTIONS TO BIDDERS ..................................................................... 24 7.1. Authorized Communication ...................................................................................................................... 24 7.2. Questions ................................................................................................................................................. 24 7.3. Complaints and Protests........................................................................................................................... 24 7.4. Form and Substance of a Complaint ......................................................................................................... 25 7.5. Debrief and Protest .................................................................................................................................. 25 7.6. Form and Substance of Debrief Requests and Protests ............................................................................ 26 8. GENERAL INFORMATION ....................................................................................................... 26 8.1. Option to Extend ...................................................................................................................................... 27 8.2. Right to Cancel ......................................................................................................................................... 27 8.3. Withdrawal of Proposal ............................................................................................................................ 27 8.4. Ownership of Proposal ............................................................................................................................. 27 8.5. Information Availability............................................................................................................................ 27 8.6. Proprietary or Confidential Information ................................................................................................... 27 8.7. Work Orders ............................................................................................................................................. 27 8.8. Solicitation Amendments ......................................................................................................................... 27 8.9. Incorporation of Documents .................................................................................................................... 27 9. EXHIBITS ..................................................................................................................................... 28

Washington State Department of Social and Health Services ITPS Work Request - #1724-654

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1. Bidder Eligibility

Proposals to this solicitation will only be considered from companies who are currently on the WEBS notification list for the technical service category(ies) checked on the cover page.

The notification lists are separately administered by DES, not the Solicitation Coordinator. Addition to notification lists is a prerequisite to submitting a proposal to this or any other ITPS Work Request and is separately accomplished by submitting a program agreement (DES Master Contract 08215) to DES. For further details refer to the DES ITPS Webpage.

NOTE: Master contract submittals must be received by DES prior to the 20th of each month. Submittals will be reviewed for compliance on the 20th. Those companies will be added to the applicable notification lists in WEBS at the beginning of the month following receipt. Submittals received after the 20th will be processed the following month. DES cannot expedite this schedule to facilitate a company’s ability to meet the due date of a currently posted solicitation such as this one.

NOTE: Respondents to this ITPS Solicitation will be excluded from consideration for the resultant RFP.

2. Definitions

“Agency” means a government entity of the state of Washington.

“Bidder” means the person or firm pursuing this solicitation, and includes all of its officers and employees.

“CMS” means Center for Medicare and Medicaid Services

“Contractor” means the individual or company who’s Response has been accepted by DSHS and is awarded a fully executed, written Work Order.

“DES” means the Washington State Department of Enterprise Services, any division, section, office, unit or other entity of DES or any of the officers or other officials lawfully representing DES.

“DSHS” or the “Department” means the state of Washington Department of Social and Health services and its employees and authorized agents.

“MITA” means Medicaid Information Technology Architecture.

“Notification List” means a list within WEBS which is categorized by technical service category for state purchasers to use for notification purposes when they seek competitive bids or proposals. A company must first register in WEBS and complete this agreement in order to be added to any notification list.

“Proposal” means all material prepared and assembled by a Bidder, and which the Bidder submits in response to this WR.

“RFP” means Request for Proposal

“Solicitation” means the process of notifying prospective bidders of a request for competitive bids or proposals. Also includes reference to the actual documents used for that process, along with all amendments or revisions thereto.

“Solicitation Coordinator” means the individual listed on page 1 of this ITPS Work Request. This individual is employed by DSHS within the DSHS Central Contracts and Legal Services Office and is responsible for conducting this solicitation.

“Technical Service Category” means an information technology skill categorized by common IT business need of state government described and set forth in this agreement.

http://www.des.wa.gov/services/ContractingPurchasing/ITContracts/ITMasterContract/ITPS/Pages/default.aspx


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“Washington’s Electronic Business Solution or WEBS” means DES’s web-based solicitation notification system.

“Work Order” means a contractual document incorporated by reference to this solicitation and executed between an eligible purchaser and a company. Each Work Order shall be the result of a Work Request (competitive solicitation).

“Work Request” means a purchaser’s solicitation that requests bids or proposals specific to their requirements. An ITPS work request will specify a technical service category(ies) and purchasers will only entertain bids or proposals from companies who are on the notification lists for the technical service category(ies) specified.

“You” means the person or firm, completing this agreement, and includes all of its officers and employees.

3. Project Description

The Economic Services Administration (ESA) is looking to contract with a team to translate a newly defined business vision and strategy into an RFP for a new enterprise eligibility and case management solution (the “solution”). The primary focus for the resulting RFP deliverable is on eligibility and case management systems for both state and federal medical, food and cash programs. The new solution, procured as a result of the RFP deliverable, must meet CMS standards, including MITA initiatives.

To help prepare for this RFP for the future solution, ESA worked in partnership with 4 other health and human services agencies to identify what business necessities this future solution would need to address. The initial effort by this group identified key business drivers and developed a strategic business vision for a future solution. While utilizing the work products created by this group and by collaborating with ESA and these business partners, the Contractor will be responsible for identifying and documenting all business requirements for the proposed solution. Once the business requirements have been documented, the Contractor will identify and document necessary technical requirements and develop an RFP which will be used to procure ESA’s future solution. Additionally, based on the discoveries of the requirements process, the Contractor will assist DSHS in developing strategies around funding and implementation for the future solution.

DSHS Enterprise Technology will be providing support to ensure alignment with DSHS enterprise techonolgy policies.

Funding for this RFP writing effort will be through a Center for Medicaid and Medicare Services approved Advanced Planning Document along with State funding approved through the Washington State Office of Chief Information Officer and Washington State Office of Financial Management.

NOTE: Respondents to this ITPS Solicitation will be excluded from consideration for the resultant eligibility and case management system RFP.

3.1. Background

Currently, ESA supports several core systems with multiple ancillary components, which include the following:

The ACES (Automated Client Eligibility System) Complex of Systems –

The Department of Social and Health Services, Economic Services Administration provides the ongoing system maintenance and operation support for the ACES ‘Complex’ of systems. The ACES Complex is made up of ACES, the Eligibility Service, and Washington Connection.

ACES is the eligibility determination and case maintenance system for Temporary Assistance for Needy Family (TANF), and Basic Food Program and Medicaid Programs for the State of Washington.


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The Eligibility Service in ACES provides backend eligibility determinations in support of the Affordable Care Act and Washington’s Health Benefit Exchange.

Washington Connection (WaConn) is a public facing web application supporting online applications for public assistance benefits, eligibility reviews, and reporting changes in circumstances. The WaConn site is used by the public as well as Community Based Organizations, and includes a Client Benefit Account for accessing personalized benefit information.

ACES and the ACES complex of applications support federal and state policies and procedures for delivering benefits to clients statewide. ACES is a large and comprehensive, mission critical 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 supports a variety of statewide functions and payment processes including:

• Eligibility screening for Health Benefit Exchange

• Client intake and screening, including face-to-face and telephone

• Application processing, including “online” applications

• Scheduling for eligibility determination and review

• Multi-program eligibility determination

• Automated benefit calculation and benefit issuance (EBT and EFT)

• Client notifications including eligibility and benefit changes

• Over 70 state and federal interfaces

• Reports and inquiries needed for routine operation, as well as those required for primary research functions, forecasting, and budget

The online environment currently supports about 2000 users that access the system on a daily basis. In addition to the online environment, the ACES also has a large batch component, the Automated Case Maintenance (ACM) process, which supports the day-to-day operational environment.

BarCode –

BarCode is a rapid development database system that supports field operations by quickly providing field staff with enterprise class applications. BarCode is a critical, operational support system that includes components of the eligibility, enrollment and renewal processes. BarCode provides document management for cash, medical, food and child care services.

BarCode currently contains 20+ applications that relieve field staff from conducting labor intensive manual operations, yet these applications provide management with the tools and data they need when responding to changing rules and regulations. BarCode averages approximately 5,000 active users each month, representing multiple administrations and divisions within DSHS as well as some users external to DSHS. BarCode users access multiple applications within the system such as:

• Audit 99 – Worker and Case Auditing Program

• Barcode/EBT – Electronic Benefits Transfer – Local office issuance and tracking of EBT cards

• Blue Slip – Tracking walk-in appointments

• DCS-GC – Division of Child Support Good Cause Tracking System

• DMS – Document Management System

• ECR – Electronic Case Record


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• FHCS – Fair Hearings Control System

• FSFP – First Steps and Family Planning

• ICMS – Incapacity Case Management System

• Office Appointment Scheduling

• PPTS – Protective Payee Tracking System

• QAME – Quality Assurance Management Evaluation

• QAMIS – Quality Assurance Management Information System

• RCN – Registration and Control of Negotiables

• RMTS – Random Moment Time Sample

• RRC – Records Reference Center

• VOCS – Verification and Overpayment Control System

• WCCC/WCAP – Working Connections Child Care / Working Connections Automated Program

• WTAP – Washington Telephone Assistance Program

• WTPY – Wire Third Party Query

The electronic Jobs Automated System (eJAS) –

eJAS is Washington State’s case management system for families participating in the WorkFirst or the Basic Food Employment and Training programs. eJAS gives case managers and social workers the ability to screen and evaluate clients. eJAS provides the ability to assign clients to contracting agencies and enables agencies to input employment and education information. eJAS tracks funds, provided to clients, to assist in removing barriers to attending needed training or searching for and keeping a job.

eJAS interfaces with multiple systems including:

• ACES and aces.online

• BarCode

3.2. Solicitation Schedule

The Solicitation Schedule set forth on page one (1) outlines the tentative schedule for important events relating to this Solicitation. Except as modified in an Amendment issued by the Solicitation Coordinator, the dates and times listed through the due date of the proposal are mandatory deadlines. The remaining dates are estimates and may change without the posting of an Amendment.

3.3. Period of Performance

The term of the resulting Contract (Work Order) will be approximately twenty (20) months commencing on or around February 1, 2018 or upon the execution date, whichever is later. The resulting contract requires federal approval, which may delay contract execution for sixty (60) days or more.

The term of the Work Order may be extended by amendment for up to one (1) additional one (1) year term. Amendments extending the period of performance, if any, shall be at the sole discretion of DSHS.

3.4. Location


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Work will be performed in Olympia, Washington at Economic Services Administration headquarters, Capitol View 2 building located at 724 Quince St SE Olympia, WA 98501, and other locations in Thurston County, as necessary.

This Project is envisioned to be a full time effort. ESA 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, staff may be required to be on-site to address problems, assist in processes, or any other critical business need.

ESA will provide standard work space for the Bidder staff. The standard work space includes a standard 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.

3.5. Scope of Work/Deliverables

In support of the creation of the RFP for the future solution, the Contractor will be responsible for gathering and documenting business, technical, functional and non-functional requirements, hereinafter referred to as “requirements”, and for writing the RFP which will be used to procure the new solution. Additionally, the Contractor will assist DSHS in developing strategies for implementation, including technologies, and funding.

Deliverable Overview:

All deliverables and project artifacts (reports, spreadsheets, etc.), once completed, will be incorporated into the work order (Contract). Prior to incorporation and payment for each deliverable, all completed work for each deliverable must be reviewed and approved as fully completed by the designated DSHS representative (see Section 3.7 Acceptance Criteria). All deliverables and project artifacts will be delivered in Microsoft product format (e.g. MS Word, MS Excel, MS Publisher, MS Visio, MS Project, MS PowerPoint) or MS Office compatible applications, unless otherwise noted and agreed upon by DSHS.

The following deliverables, supporting documentation, and due dates provide the basis for the contract scope of work for the Contractor:


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PHASE 1 - Planning

To support adequate project planning and management of the requirements work, and in writing the RFP for the future solution, the Contractor will:

Within the first 30 days of contract start date:

Conduct a project kickoff meeting. The kickoff meeting will be spent reviewing project objectives, scope and confirming customer expectations and traceability in conformity with the requirements.

Set up a secure project SharePoint site. Contractor, working in conjunction with ESA staff, will design, create and maintain a SharePoint site to serve as the secure central repository for all project documents to be shared with project staff. Contractor will not store any project documents on non-state equipment.

Develop Contractor Resource Plan. The Contractor Resource Plan will describe, at minimum, the following:

• Who is on the project team;

• Each project team member’s requisite skills and background;

• The reporting structure within the project team and an escalation plan for questions and issues;

• The expected roles, responsibilities, and authorities of each project team member;

• Each project team member’s level of involvement (0% - 100%) and duration of involvement; and

• Project team member’s allocation for the duration of the effort, if the resource is assigned less the full project duration.


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Develop Communications Plan. The Communications Plan will outline the roles and responsibilities of each project participant in the review, the approval, and the dissemination of information about key project processes, events, documents, and milestones.

Develop Requirements Log and Traceability Matrix Templates. The Requirements Log and Traceability Matrix Templates will include requirement identification information including: priority, program, stakeholder, etc., as defined jointly by ESA and Contractor.


Develop Project Approach Plan. The Project Approach Plan will outline a targeted strategy for gathering and documenting requirements, for identifying risks, for documenting planning assumptions and decisions, and to assist ESA in identifying and preparing required resources to work with the Contractor.

Develop Project Schedule. The Project Schedule (to be completed in MS Project) will, at a minimum, include: tasks, durations, level of effort, start and finish dates, and dependencies (predecessors & successors).

Develop Risk and Issue Management Plan. The Risk and Issue Management Plan will describe how risks and issues will be identified, tracked, communicated, and managed.

Develop Change Management Plan. The Change Management Plan will describe how scope, schedule and budget changes will be assessed and escalated, define activities and roles to manage and control change during each phase of the project.

Monthly, following contract start date:

Develop Monthly Project Status Reports. Monthly Project Status Reports will include at minimum: current project status, with progress against schedule; items completed in the reporting period; upcoming, near-term tasks; open, high-level risks and responses; upcoming deliverables and major milestones; and critical issues being tracked. Monthly Office of the Chief Information Officer (OCIO) dashboard reports are also required.

Manage scope, schedule, deliverables, and budget. Manage scope, schedule, deliverables, and budget in collaboration with the DSHS Project Manager and sponsors.

Financial Management. Create funding plans and financial management documents including budgets supporting State Fiscal Year and Federal Fiscal Year. Write investment plans and assist ESA in creating State and Federal financial submission packages (e.g. CMS Advance Planning Documents and Updates, A-87, etc.).

As needed or as required by the project governing charter:

Develop Ad-Hoc briefings. Ad-hoc briefings will be developed and provided to stakeholders, to sponsors, project governance body, the Office of the Chief Information Officer, and other state and federal partners as requested.

PHASE 2 - Requirements Gathering and Documentation

The Contractor will work in conjunction with DSHS staff and other stakeholders to identify requirements necessary to support the creation of the RFP for the future solution. The Contractor will provide:


Business Case Presentation. The Business Case Presentation will describe the anticipated ESA IT systems transformation and business alignment in clear and understandable terms, backed up by analysis and evidence, to support ESA’s request for appropriate approvals and funding. The materials should include, at a minimum:


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• Strategic Roadmap to IT Transformation

• Business alignment to transformation efforts

• Financial strategy to maximize federal revenue / matching

• Enterprise Architecture Strategy, capitalizing on a modular and incremental approach

• A suggested sequencing plan that considers cost, benefit, schedule and risk of a modular/incremental approach


Business, technical, functional and non-functional requirements. All requirements will be clearly defined, organized, prioritized, and drafted for inclusion in the future RFP deliverable. Requirements should be documented in either MS Excel or MS Word or other non-proprietary, compatible tools, as agreed upon by DSHS. Requirements will address functionality across multiple systems and organizations, and must be vetted by multiple internal and external stakeholders.

Monthly progress reviews. DSHS will require an additional monthly review of the requirements progress, based on the targeted strategy for gathering and documenting requirements, as described in the Project Approach Plan (Phase 1). This monthly review is separate from the regular, monthly status reporting and is intended to be specific to the progress of requirements gathering and documenting. A summary of the completed DSHS monthly review will be included in the monthly project status report.

Contract assumes 12 monthly reports. In the event that additional monthly reporting is required, with prior approval by DSHS, or by request to and prior approval by DSHS, the Contractor may submit, at a maximum, two additional reports. The cost of the additional reports will be negotiated by the parties, if additional reports are necessary.

A completed requirements log and traceability matrix for all requirements. The requirement log and traceability matrix will, at a minimum, document the links between the requirements and the resulting RFP, to ensure all requirements have been addressed in the RFP.

PHASE 3 - RFP and Supporting Information

The Contractor will prepare an RFP and supporting documentation in preparation for ESA’s next step with the future solution. The Contractor will:

Develop a DRAFT RFP due within 14 months of contract start date. The final RFP will be due no later than 30 days prior to contract end date.

Develop an RFP. The RFP (including multiple drafts, facilitated reviews with business partners and federal agencies and a final approved version) will seek a Contractor to provide an integrated eligibility and case management system based on the requirements. The RFP will conform to all applicable ESA, DSHS, State, and Federal requirements, and which could include but is not limited to: terms and conditions, scoring criteria, implementation and maintenance cost estimates.

Due as needed to support timelines above:

Develop a staffing and financing strategy to support the RFP deliverable. The staffing and financing strategy will include at minimum:

• A cost estimate for staffing (e.g., recruitment, hiring, promotion, transfer, redeployment, attrition, retention, etc.)

• Federal funding options and the way in which the work for the future solution should be structured to take advantage of financial support


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• Financing strategy that identifies Advance Planning Documents (APDs) and investment plans necessary for compliance with state and federal oversight authorities

3.6. Mandatory and Highly Desired Experience and Qualifications

Mandatory Experience and Qualifications

Mandatory Experience and Qualifications are essential DSHS needs that must be met by the Bidder.

Mandatory experience and qualifications are scored as pass or fail based on the presence of the required experience.

Bidder/Staff not fulfilling ALL mandatory requirements will be disqualified from the solicitation process.

Highly Desired Experience and Qualifications

A highly desired experience and qualifications are desired skills or abilities that DSHS would like to see met by the Bidder.

Bidders are required to respond to all scored highly desired experience and qualification requirements, even if the proposed Contractor/Staff does not meet a particular highly desired experience or qualification (in which case the Bidder should notate the lack of a highly desired experience or qualification).

3.7. Acceptance Criteria

In order to facilitate the timely review and acceptance of contractor deliverables (see Section 3.5 Scope of Work/Deliverables), DSHS will manage deliverable expectations, review of deliverables and acceptance of deliverables via a documented Deliverables Management process. Deliverable management is necessary to ensure that DSHS only accepts and makes payment for deliverables that meet contract requirements.

Acceptance criteria for the deliverables will be initiated by the Contractor, to discuss with DSHS and will be documented by the Contractor prior to work starting for that deliverable. This will help to ensure common understanding and identify agreed upon acceptance criteria. The acceptance criteria should be defined as, but should not limited to:

• Identify SMART criteria (specific, measurable, agreed, realistic, time-bound)

• Determine and assign a designated DSHS resource to review deliverable

• Determine and assign a designated DSHS resource to accept deliverable

In all cases, payment to the Contractor shall be contingent upon documented acceptance of each deliverable by the assigned designated DSHS resource.

3.8. Additional Expectations

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

Contractor use of State provided resources (hardware and/or software) will be provided only to the extent necessary for the Contractor to provide services, consistent with the DSHS Administrative Polices in effect as of the effective date of the contract and located on the DSHS Intranet site http://asd.dshs.wa.gov/rpau/RPAU-admin policy.html 1

Contractor personnel using DSHS IT systems, equipment, or infrastructure must comply with the DSHS IT Security Policy Requirements that are applicable for the specific access granted. http://ishare.dshs.wa.lcl/Security/Pages/Manual.aspx 1 1Upon being named apparent successful bidder, Contractors will be granted access to the internal DSHS links above.


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4. Required Submittals

Bidders must include, at a minimum, the following electronic submittals. All submittals must be attached together in an email prior to the submission deadline. Bidder must respond to each of the following sections in the required Exhibit.

The proposal must include the signature of an authorized bidder representative on all documents requiring a signature.

Proposals that do not include all of the following required submittals will be rejected as “non-responsive”. The Bidder must respond to every item which appears below. Proposals that do not follow the required order below, do not address all items (regardless of whether or not they are applicable), or is not answered in a satisfactory manner, may be rejected and disqualified from the solicitation process as “non-responsive.”

4.1. Administrative Requirements (NOT SCORED – PASS/FAIL)

Letter of Submittal 4.1.1.Bidders must include a signed Letter of Submittal on Bidder’s official business letterhead stationary as the first page of the proposal. Signing the Letter of Submittal indicates that the Bidder accepts the terms and conditions of this Work Request.

The Bidder’s Letter of Submittal must include the following:

• Name, address, principal place of business, telephone number, fax number, and e-mail address of legal entity or individual with whom a resulting Work Order (contract) would be written;

• The name of the contact person for this Work Request;

• A detailed list of all materials and enclosures included in the Proposal;

• A list of all Work Request amendments downloaded by the Bidder from WEBS and/or the DSHS Procurement Website, and listed in order by amendment number and date. If there are no Work Request amendments, the Bidder must include a statement to that effect;

• A statement substantiating that the person signing the letter is authorized to contractually bind the Bidder;

• Identification of the page numbers on the Bidder’s proposal that are marked as “proprietary or confidential” information (see section 8.6 for additional requirements);

• Any and all exceptions and/or revisions to the attached sample Work Order (contract) – ‘Exhibit A – Sample Work Order’

Simply replacing the entirety of DSHS’ sample Work Order (contract) language, provided in Exhibit A – Sample Work Order, with Bidder contract language will not suffice and will be considered as non-responsive. DSHS will not consider changes to contract language or negotiate any new language that is submitted after the bid deadline.

• A list identifying any current or former state employees who are employed by, or sub-contracted with, the Bidder;

• The list must include the name of the employee or subcontractor, the individual’s employment history with the state of Washington, and a statement of the individual’s involvement with the response to, or their proposed role in providing services under a Work Order (contract) resulting from this ITPS solicitation;

• Any statements describing variations between the Bidder’s proposal and the requirements of this Work Request; and


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• A statement confirming that the Bidder holds a valid business license in the state of Washington, or is committed to becoming licensed within thirty (30) days of being determined the Apparent Successful Bidder, or be authorized to do business in the state.

• Prior Contract Performance:

- Bidders must submit full details of all Terminations for Default that have been experienced by the Bidder in the past five (5) years, including the other party’s name, address and telephone number.

- “Termination for Default” is defined as notice to Bidder to stop performance due to the Bidder’s non-performance or poor performance and the issue was either: (a) not litigated; or (b) litigated and such litigation determined the Bidder to be in default.

- Bidders must describe the deficiencies in performance, and describe whether and how the deficiencies were remedied. Bidders must present any other information pertinent to its position on the matter. Bidders must present any such information in its completion of the Bidder’s Letter of Submittal.

- DSHS will evaluate the information and may, at its sole discretion, reject the Bidder’s proposal if the information indicates that completion of a Contract or Work Order resulting from this Work Request may be jeopardized by selection of the Bidder. If the Bidder has experienced no such Terminations for Default in the past five years, the Bidder must so declare in the Bidder’s Letter of Submittal.

Bidder Certification and Assurances Form 4.1.2.

Expectation: One separate, scanned email attachment labeled in accordance with the file naming convention specified below using the template provided in ‘Exhibit B – Bidder Certification and Assurances’. Bidder should include signatures in required locations and the inclusion of all required attachments as provided in the exhibit.

Required Format: Microsoft Word or PDF

File naming convention: ‘Exhibit B – Bidder Certification and Assurances_<bidder name>’

Project Organization and Staff Members 4.1.3.Expectation: One separate, scanned email attachment labeled in accordance with the file naming convention specified below using the ‘Exhibit C – Bidder Response Template.’ This template discusses the proposed Project Organization and proposed Project Staff Members, as well as identifying the Key Staff Members (Lead Project Manager, Lead Business Analyst and Lead RFP Writer) for this effort.

This is the only section of Exhibit C – Bidder Response Template that is not scored and will be evaluated as a Pass/Fail Administrative review.


File naming convention: ‘Exhibit C – Bidder Response Template_<bidder name>’

• Provide a description of the proposed project organization and staffing (e.g. Org Chart)

• State the names of the proposed project staff and clearly identify which of your team members are considered Key Staff Members (Lead Project Manager, Lead Business Analyst, Lead RFP Writer). DSHS will evaluate only Key Staff Member’s experience and qualifications as part of the evaluation process.

• Provide the title or position of all proposed project staff for this work request, their primary responsibility/area of focus, the amount of time each project staff will be assigned to the


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project, whether the staff will be onsite with DSHS or working remotely and their anticipated engagement (Start / Finish).

• DSHS requires the Key Staff Member (Lead Project Manager, Lead Business Analyst and Lead RFP Writer) are 100% on the project for the duration and onsite at DSHS.

• Bidder must agree that the proposed project staff for this Work Request will be available to begin work with 10 business days of the start date of a work order resulting from this work request.

4.2. Non-Cost Submittals (SCORED)

Executive Summary 4.2.1.

Expectation: One separate, scanned email attachment labeled in accordance with the file naming convention specified below using the template provided in ‘Exhibit C – Bidder Response Template.’


File naming convention: ‘Exhibit C - Bidder Response Template_<bidder name>’

The executive summary should describe your company’s high-level engagement approach and methodology and overall work description. Description should also include your proposed strategy for engaging with DSHS Economic Services Administration staff and other administrations/agencies to achieve the project goal. It should demonstrate that the Bidder understands the scope and objectives of the engagement, as well as anticipated challenges and risks.

The executive summary should include a robust description of the proposed project approach and methodology.

Experience of the Bidder/Continuity of Personnel 4.2.2.




The Work Order resulting from this Work Request will require that any change in Key Staff Members (as identified in Bidder’s response to this Work Request) will be subject to prior DSHS approval. The Work Order will also provide that DSHS may request that the Contractor remove selected staff on a minimum of three (3) days’ notice and provide replacement staff without impacting the schedule.

4.2.2.1. The Bidder must commit that staff identified in its response will actually perform the assigned work. Any staff substitution must have the prior approval of DSHS.

4.2.2.2. Describe the Bidder’s policies, plans, and intentions regarding maintaining continuity of personnel assignments throughout the performance of any Work Order resulting from this Work Request.

4.2.2.3. Address how availability of any of the proposed staff for this engagement could be impacted from existing contracts to which they are currently assigned or from other potential contracts for which they are proposed. Where such cases exist, identify the priority DSHS would have in cases of conflict.


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4.2.2.4. Discuss the Bidder’s plans to avoid and minimize the impact of staff changes.

4.2.2.5. Identify planned back-up staff assignments.

Bidder Engagements 4.2.3.




This section discusses Bidder’s and subcontractor’s (if applicable) knowledge, abilities, and experience. The ideal Bidder will have conducted at least three (3) successful Engagements. At least one of the Engagements should be similar or larger in scope and complexity to this Work Request.

Present a discussion of the Bidder’s specific experience in the performance of similar engagements (preferably related to the Health and Human Services industry) to manage, plan, design, develop, and implement successful efforts that meet the criteria of this Work Request. Clearly describe the scope and scale of those engagements. Describe why your experience positions your firm as the best candidate for this engagement.

Bidder References 4.2.4.

Expectation: One separate, scanned email attachment labeled in accordance with the file naming convention specified below using the template provided in ‘Exhibit G – Bidder: Customer Reference Form.’


File naming convention: ‘Exhibit G – Bidder: Customer Reference_<bidder name>’

DSHS reserves the right to contact all references, and that contact may be considered in evaluating the Bidder’s response.

4.2.4.1. For every bidder reference, the Bidder must provide the company name, contact name, contact job title, address, telephone number, email, dates of services, and a brief description of the similar services the Bidder provided them in the past for that reference. The Bidder will provide three (3) customer references and ask them to fill out the ‘Exhibit G – Bidder: Customer Reference Form_<bidder name>’ form, sign it and return it directly to the Solicitation Coordinator. Any responses not provided directly from the reference will be assigned a score of zero (0). At least two (2) of these references must be from comparable engagements. It is the Bidder’s responsibility to ensure that the ‘Exhibit G – Bidder: Customer Reference Form_<bidder name>’ forms are completed and returned to DSHS by the Proposal Due date. References not received by the Final Response date will be assigned a score of zero (0).

4.2.4.2. For any additional Bidder References, the Bidder agrees that, in addition to the references identified by the Bidder in response to this section, DSHS may contact any other entity or person DSHS wants to contact with regard to the Bidder and/or proposed Staff Resource and that this contact may be used by DSHS in evaluating the Bidders response.

Staff Experience and Qualifications 4.2.5.


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See Section 3.6 for the definitions of “Mandatory Experience and Qualifications” and “Highly Desired Experience and Qualifications”. Only Key Staff Members (Lead Project Manager, Lead Business Analyst, Lead RFP Writer) are evaluated and scored.

4.2.5.1. Lead Project Manager - Mandatory Experience and Qualifications

Expectation: One separate, scanned email attachment labeled in accordance with the file naming convention specified below using the ‘Exhibit E.PM – Staff Experience, Qualifications and References Template.’ This section discusses the knowledge, skills, abilities, and experience as well as specific requirements for the proposed Lead Project Manager. Bidder will also provide a resume for the proposed staff. The information should include the individual’s particular skills and qualifications related to this engagement, education, significant accomplishments and any other pertinent information.


File naming convention: ‘Exhibit E.PM – Staff Exp Qual Ref Template<bidder name>.pdf’

4.2.5.1.1. Eight (8) or more years’ experience (within the past 10 years) as a Project Manager in contracting, contracting compliance

4.2.5.1.2. Five (5) or more years’ Management experience (within the past 8 years) with large (over $10M in scope) cross-functional projects or multi-stakeholder systems

4.2.5.1.3. Five (5) or more years’ Project Lead experience (within the past 8 years) in Information Technology,

4.2.5.1.4. Three (3) or more years’ experience (within the past 5 years) with state contracting and state RFP processes

4.2.5.1.5. Experience working with a state enterprise architecture at the agency and/or statewide levels

4.2.5.1.6. Demonstrated experience working with CMS and Health and Human Services

4.2.5.1.7. Knowledge of the political, technical, managerial and fiscal environments and the relationships that exist between the State and federal health and human services organizations.

4.2.5.1.8. Knowledge of the Washington State IT oversight structures and investment standards and requirements

4.2.5.1.9. Working knowledge of federal IT project management requirements, including program/project oversight, performance monitoring and interpretation of federal guidelines, rules and regulations

4.2.5.2. Lead Business Analyst - Mandatory Experience and Qualifications

Expectation: One separate, scanned email attachment labeled in accordance with the file naming convention specified below using the ‘Exhibit E.BA – Staff Experience,


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Qualifications and References Template.’ This section discusses the knowledge, skills, abilities, and experience as well as specific requirements for the proposed Lead Business Analysts. Bidder will also provide a resume for the proposed staff. The information should include the individual’s particular skills and qualifications related to this engagement, education, significant accomplishments and any other pertinent information.


File naming convention: ‘Exhibit E.BA – Staff Exp Qual Ref Template<bidder name>.pdf’

4.2.5.2.1. Three (3) or more years’ experience (within the past 5 years) in Information Technology

4.2.5.2.2. Five (5) or more years’ experience (within the past 8 years) eliciting, documenting and tracking business, technical, functional and non-functional requirements

4.2.5.2.3. Familiarity with the political, technical, managerial and fiscal environments and the relationships that exist between the State and federal health and human services organizations

4.2.5.2.4. Familiarity with federal IT project management requirements, including program/project oversight, performance monitoring and interpretation of federal guidelines, rules and regulations

4.2.5.3. Lead RFP Writer – Mandatory Experience and Qualifications

Expectation: One separate, scanned email attachment labeled in accordance with the file naming convention specified below using the ‘Exhibit E.RFPW – Staff Experience, Qualifications and References Template.’ This section discusses the knowledge, skills, abilities, and experience as well as specific requirements for the proposed Lead RFP Writer. Bidder will also provide a resume for the proposed staff. The information should include the individual’s particular skills and qualifications related to this engagement, education, significant accomplishments and any other pertinent information.


File naming convention: ‘Exhibit E.RFPW – Staff Exp Qual Ref Template<bidder name>.pdf’

4.2.5.3.1. Three (3) or more years’ experience (within the past 8 years) creating an RFP for enterprise level IT Health and Human Services solution

4.2.5.3.2. Three (3) or more years’ experience (within the past 5 years) demonstrated experience working with CMS and Health and Human Services

4.2.5.3.3. Three (3) or more years’ experience (within the past 5 with state contracting and state RFP processes

4.2.5.4. Key Staff [Lead Project Manager, Lead Business Analyst, Lead RFP Writer]- Highly Desired Experience and Qualifications

4.2.5.4.1. Three (3) or more years’ experience (within the past 8 years) with state procurement and contracting processes.


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4.2.5.4.2. Three (3) or more years’ experience (within the past 8 years) of demonstrated expert-level skill in preparing and maintaining detailed funding and budgetary worksheets, including the ability to manage to multiple fiscal year breakdowns (e.g. state, federal, calendar).

4.2.5.4.3. Three (3) or more years’ experience (within the past 8 years) of demonstrated experience planning for a transformational effort of a large application mainframe maintenance and operations (M&O) environment.

4.2.5.4.4. Three (3) or more years’ experience (within the past 8 years) of demonstrated experience working with federal cash, food and child care programs.

4.2.5.4.5. Project Management credentials / certification (e.g. Project Management Professional credentials from PMI or Project Management certificate from an accredited college, university, or organization that has been recognized by PMI as a Registered Education Provider).

Work Product Examples 4.2.6.

Expectation: One separate, scanned email attachment labeled in accordance with the file naming convention specified below using the template provided in ‘Exhibit E.RFPW - Staff Experience, Qualifications and References Template.’ This section provides examples showing the knowledge, skills, abilities, and experience of the proposed Lead RFP Writer.

Required Format: Microsoft Word or PDF. Do not use a link. Attach an actual Word or PDF document.

File naming convention (for RFP examples): ‘Exhibit E.RFPW – RFP Example<example name>_<bidder name>.pdf’

4.2.6.1. Lead RFP Writer must provide a selection (no more than 3) of example RFPs, of which at least one example required federal CMS approval. The example RFPs must be work product created by the Lead RFP Writer resource being proposed by the Bidder. Bidder will provide a list of the RFP examples in ‘Exhibit E.RFPW - Staff Experience, Qualifications and References Template.’

4.2.6.2. Each RFP example provided will be named using the File naming convention identified above

Staff References 4.2.7.

Expectation: One separate, scanned email attachment labeled in accordance with the file naming convention specified below using the template provided in ‘Exhibit E.XX - Staff Experience, Qualifications and References Template.’ This section will list the references used for each Key Staff Member.

One separate, scanned email attachment labeled in accordance with the file naming convention specified below using the template provided in ‘Exhibit H.XX – Staff: Customer Reference Form’, this form will be provided to the references to be completed.

Required Format: Microsoft Word or PDF. Do not use a link. Attach an actual Word or PDF document.

File naming convention: ‘Exhibit E.XX –Staff Experience, Qualifications and References Template_<bidder name>’ and ‘Exhibit H.XX – Staff: Customer Reference Form_<bidder name>’


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DSHS reserves the right to contact all references, and that contact may be considered in evaluating the Bidder’s response.

4.2.7.1. For every proposed staff reference, the Bidder must provide the company name, contact name, contact job title, address, telephone number, email, dates of services, and a brief description of the similar services the key staff members provided them in the past for that reference. The Bidder will provide three (3) customer references, to be identified in ‘Exhibit E.XX Staff Experience, Qualifications and References’ for each of the Bidder’s proposed Staff Resource(s) The Bidder will provide the customer references with the ‘Exhibit H.XX Staff: Customer Reference Form_<bidder name>’ form, asking them to fill out the form, sign it and return it to the Solicitation Coordinator. At least one (1) of these referenced engagements must be from a comparable Engagement to this Work Order. It is the Bidder’s responsibility to ensure that the ‘Exhibit H.XX – Staff: Customer Reference Form_<bidder name>’ forms are completed and returned to DSHS by the Proposal Due date.

4.3. Cost Submittals (SCORED)

All costs and expenses associated with providing, equipping and retaining Contractor staff and other personnel must be included in your total proposed deliverables cost. Other costs that must be included in the total proposed cost are, without limitation, all wages (including overtime payments), training and education, refreshments, travel and lodging costs (including all travel and lodging costs that may be associated with providing the Services, regardless of location), and recruiting and relocation expenses. DSHS will not be responsible for any costs above what has been quoted and agreed to, including travel, out of pocket or other additional costs.

Bidders will be scored based on their proposed total deliverables cost and an average hourly for the Key Staff Members (defined in Section 4.1.3) as defined in Section 6.4.

Expectation: One separate, scanned email attachment labeled in accordance with the file naming convention specified below using the template provided in ‘Exhibit F - Cost Template.’


File naming convention: ‘ITPS 1634-615 Exhibit F - Cost_<bidder name>.pdf’

Deliverables 4.3.1.Submit your company’s fixed-price by Phase for each proposed deliverable. Scoring will be based on the total deliverables cost (Grand Total), as described in Section 6.4 Cost Evaluation.

Hourly Rate (OPTIONAL) 4.3.2.Submit your company’s hourly rate for each proposed Key Staff Member (Lead Project Manager, Lead Business Analyst, Lead RFP Writer). These rates will only be used for optional deliverables, should there be a need. Hourly rates proposed must not exceed the maximum hourly rate allowed under the Bidder’s master contract with DES.

5. Submission Requirements 5.1. Delivery of Proposals

The Proposal and all required Exhibits must be sent to the Solicitation Coordinator electronically as an attachment to an email using the email address specified on the first page of this Work Request.

The email subject line must identify the email as “Proposal to Work Request #1724-654.

All Proposals and all accompanying documentation and material become the property of DSHS and will not be returned.


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Acceptable Electronic Formats (Software) for Submission of Proposals are as follows:

• Files must be formatted in Portable Document Format (Adobe Acrobat PDF) or Microsoft Office 2013 and lower versions of Microsoft Word.

• Any 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 should be set to at least 300 dots per inch.

• Other electronic format. If you wish to submit an offer using any format other than described here, e-mail the Solicitation Coordinator who issued the solicitation. Please submit your request at least ten (10) calendar days before the scheduled closing date of the solicitation. Request a decision as to the format acceptability and make sure you receive approval of the alternate format before using it to send your proposal.

Please note that we cannot accept compressed or “.zip” files due to security concerns.

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 proposal. If your Proposal approaches or exceeds 30MB, you must break it up and send it by more than one email so that no single email exceeds 30MB.

5.2. Due Date and Time

Proposals in their entirety must be received by the Solicitation Coordinator by the due date and time as indicated on the cover page of this Work Request. Late proposals will be rejected as non-responsive.

The "receive date/time" posted by the DSHS’ email system will be used as the official time stamp. Bidders should allow sufficient time to ensure timely receipt.

DSHS assumes no responsibility for delays and or errors caused by bidder’s e-mail, DSHS’ email, network events or any other party.

5.3. Required Submittals

All required submittals must be submitted as instructed in this Work Request. Proposals that do not include all required submittals may be determined to be non-responsive and may be rejected. The bidder will be notified of the reasons for such rejection.

5.4. Format of Proposal

The Bidder must use a font size of twelve (12) or larger (unless the form provided does not allow). Proposals must also address all sections of this Work Request in the same order as presented in this Work Request using the same headings and numbering scheme. Other than the Letter of Submittal, the following templates must be used in responding to this Work Request.

Referred to in: Template Name Used For:

4.1.1 ‘Exhibit A Sample Work Order’ Any and all exceptions and/or revisions submitted by the Bidder

4.1.2 ‘Exhibit B Bidder Certification and Assurances’ Required Bidder declarations

4.1.3, 4.2.1, 4.2.2, 4.2.3

‘Exhibit C Bidder Response Template’ Administrative. Used for responding to the work requirements as set out in this document.


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4.2.5.1, 4.2.7

Exhibit E.PM – Staff Experience, Qualifications and References Template

Non-Cost. Used for responding to the work requirements regarding the Lead Project Manager role, as set out in this document.

4.2.5.2; 4.2.7

Exhibit E.BA – Staff Experience, Qualifications and References Template

Non-Cost. Used for responding to the work requirements regarding the Lead Business Analyst role, as set out in this document.

4.2.5.3; 4.2.6; 4.2.7

Exhibit E.RFPW - Staff Experience, Qualifications and References Template

Non-Cost. Used for responding to the work requirements regarding the Lead RFP Writer role, as set out in this document.

4.3 ‘Exhibit F Cost Template’ Cost Worksheet of required deliverables and hourly rates for optional deliverables

4.2.4.1 ‘Exhibit G Bidder: Customer Reference Form’ Non-Cost. Used for the collection of references for the bidder.

4.2.7.1 ‘Exhibit H.PM Staff: Customer Reference Form’ ‘Exhibit H.BA Staff: Customer Reference Form’ ‘Exhibit H.RFPW Staff: Customer Reference Form’

Non-Cost. Used for the collection of references for each proposed Lead Staff Member.

6. Evaluation and Award To aid in the evaluation process, after the due date and time, DSHS may require individual bidders to appear at a date, time and place determined by DSHS for the purpose of conducting discussions to determine whether both parties have a full and complete understanding of the nature and scope of contractual requirements. In no manner shall such action be construed as negotiations or an indication of an intention to award.

6.1. Initial Review and Determination of Responsiveness

Proposals will be reviewed initially by the Solicitation Coordinator and/or project manager to determine, on a pass/fail basis, whether they meet all administrative requirements and mandatory experience and qualifications specified herein. The Proposals will also be reviewed to ensure that all required sections of the Work Request have been responded to by the Bidder.

If any of the Required Submittals are not met, DSHS reserves the right to deem the Bidder “non-responsive” and disqualify the Bidder from the solicitation process. DSHS reserves the right to determine at its sole discretion whether a Bidder’s response to a mandatory requirement is sufficient to pass. However, if all responding bidders fail to meet any single mandatory item, DSHS reserves the right to either: (1) cancel the procurement, or (2) revise or delete the mandatory item.

During evaluation, DSHS reserves the right to make reasonable inquiry to determine the responsibility of any bidder. Requests may include, but are not limited to, financial statements, credit ratings, references, record of past performance, clarification of Bidder’s offer, and on-site inspection of Bidder's or Bidder's subcontractor's facilities. Failure to respond to said request(s) or an unsatisfactory result after inquiry may result in a proposal being rejected as non-responsive.

Proposals that are determined to be non-responsive will be rejected and the Bidder will be notified of the reasons for such rejection.

6.2. Total Possible Points

Score weighting for each section out of the total possible points are as follows:

The maximum TOTAL point possible for this solicitation is: 1,500

Evaluation Questionnaire

Available Points

Weight Assigned

Non-Cost Points TOTAL 600 60%


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Executive Summary 50 5%

Bidder Experience, Qualifications and References (Exhibits C & G) 100 10%

Bidder Engagements (Exhibit C) 50 5%

Staff Experience, Qualifications and References (Exhibits E & H) 200 20%

RFP Examples (Exhibit E) 200 20%

Cost Points 400 40%

Deliverables 300 30%

Hourly Rate 100 10%

Total Written Evaluation Points 1,000 100%

Optional Oral Presentations 500

Total Possible Points (w/oral interview) 1,500

TOTAL Total Points Awarded 1,500

6.3. Non-Cost Evaluation Process

The evaluation for the non-cost submittals will be based only on the response and not on external experience with, or perception of the Bidder. An evaluation team will evaluate non-cost submittals and award points consistent with their values and best professional judgment.

Scored items will be awarded points by each evaluator. Points will be assigned based upon the evaluator’s interpretation of the Bidder’s response to each requirement.

Each question has been assigned a weighted percentage of the total available non-cost points and the available points per question have been calculated accordingly.

The evaluators will review each Bidder’s responses and award either all or a portion of the available points for each question.

Each Bidder’s awarded points will be averaged for each question. This process will repeat for all questions. The average points awarded for each Bidder’s questions will be summed to determine their non-cost point totals (example below).

Bidder A Bidder B Bidder C Bidder D Criteria 1

Evaluator 1 260 310 300 320 Evaluator 2 300 280 310 280

Evaluator Avg. 280 295 305 300 Criteria 2


Evaluator Avg. 310 290 285 290 Criteria 3



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Evaluator Avg. 120 145 105 135

Total 710 730 695 725

In addition to presiding over the evaluation team, the Solicitation Coordinator may review the submittals, provide input, assemble evaluation aids, or perform other functions helpful to the team. Evaluators may engage in a free flow of discussion among themselves and the Solicitation Coordinator prior to, during, and after the evaluation

6.4. Cost Evaluation

Deliverable Costs 6.4.1.

The Bidder with the lowest total deliverables cost will receive the maximum (300) cost points available for the proposal. Bidders with higher total project costs will receive proportionately fewer cost evaluation points based upon the lowest cost total as follows in the example below:

Phase Costs

Phase Bidder A Bidder B Bidder C Bidder D 1 $1000 $1250 $1850 $2000 2 $1250 $1500 $1000 $2350 3 $750 $1050 $2000 $1750

Total Phase Costs $3000 $3800 $4850 $6100

Bidder A: $3000 = 300 Points Lowest cost total. Bidder receives all 300 available points.

Bidder B: $3000 /$3800 = .79 * 300 = 157.89 Points Lowest Bid / Higher Bid = Percentage of Available Points * Available Points = Points Awarded

Bidder C: $3000 /$4850 = .62 * 300 = 123.71 Points Lowest Bid / Higher Bid = Percentage of Available Points * Available Points = Points Awarded

Bidder D: $3000 /$6100 = .49 * 300 = 98.36 Points Lowest Bid / Higher Bid = Percentage of Available Points * Available Points = Points Awarded

Hourly Rates 6.4.2.

Only Key Staff Members (Lead Project Manager, Lead Business Analyst, Lead RFP Writer) will be evaluated. The Bidder with the lowest average hour rate will receive the maximum (100) cost points available for the proposal. Bidders with higher total project costs will receive proportionately fewer cost evaluation points based upon the lowest cost total as follows in the example below:

Average Hourly Rates

KEY STAFF ROLES Bidder A Bidder B Bidder C Bidder D

Lead Project Manager $150 $180 $120 $150

Lead Business Analyst $110 $100 $110 $130


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Lead RFP Writer $130 $120 $130 $140

AVG HRLY RATE $130 $133 $120 $140

Bidder A: $120 / $130 = .92 * 100 = 92 Points Lowest Bid / Higher Bid = Percentage of Available Points * Available Points = Points Awarded

Bidder B: $120 / $133 = .90 * 100 = 90 Points Lowest Bid / Higher Bid = Percentage of Available Points * Available Points = Points Awarded

Bidder C: $120 = 100 Points Lowest Bid. Bidder receives all 100 Available Points

Bidder D: $120 / $140 = .86 * 100 = 86 Points Lowest Bid / Higher Bid = Percentage of Available Points * Available Points = Points Awarded

6.5. Oral Presentations (Optional - SCORED)

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, time, and location of the oral presentation. Interviews may be conducted in person, via video conference, or by phone.

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 500 possible points awarded.

6.6. Selection of Apparent Successful Bidder

As part of the selection process for 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:

Bidder A Bidder B Bidder C Bidder D

Non-Cost Points 710 730 695 725 Cost Points: Deliverables 300 237 186 147 Cost Points: Hourly Rates 92 90 100 86

Sub-Total 1102 1057 981 958

Oral Presentation (Optional) 390 420

Total 1492 1477 981 958

The bidder with the highest number of total points and which 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.


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The selection process shall determine which Bidder provides the best value in meeting the needs of DSHS in addition to total points. 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 also choose to consider whether the proposal encourages diverse contractor participation; whether the Bid provides competitive pricing, economies and efficiencies; whether the Bidder considers human health and environmental impacts; whether the proposal appropriately weighs cost and non-cost considerations; and life cycle cost, as applicable. DSHS may also consider a Bidder’s performance on current, or prior, State or other contracts and may reject proposals 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 proposal 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.

Should Contract negotiations fail to be completed within 10 business days after initiation, DSHS may immediately cease Contract negotiations and declare the second highest ranked Bidder the new Apparent Successful Bidder and enter into Contract negotiations with that Bidder. This process will continue until a contract is signed or no qualified Bidders remain.

6.7. Award

Award will be based on the criteria identified in this Work Request and will be in accordance with provisions identified in RCW 39.26.160.

DSHS 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-responsible and unable to suit the needs of the state. DSHS reserves the right to waive a reference check. Bidders deemed non-responsible may be rejected.

After all considerations, all Bidders responding to this solicitation will be notified when DSHS has confirmed its intent to award and have determined the Apparent Successful Bidder(s). An award notification will be sent out via WEBS, notifying all Bidders.

The date of announcement of award will be the date of the notification as noted in the solicitation schedule.

An award, in part or full, is made by DSHS’ signature on the Work Order that is delivered to the apparent successful bidder. In some circumstances, DSHS may include an award letter which will accompany the signed Work Order; an award letter will further define the award and is included by reference.


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7. Additional Instructions to Bidders

7.1. Authorized Communication

All bidder communications concerning this solicitation must be directed to the Solicitation Coordinator. Contact with other state employees involved with the solicitation may result in disqualification. All verbal communications will be considered unofficial and non-binding. Bidders should rely only on written statements issued by the Solicitation Coordinator, such as written amendments.

7.2. Questions

Questions will be allowed consistent with the schedule. All questions must be submitted in writing to the Solicitation Coordinator.

Purchaser will provide written answers for questions received by the question and answer period’s deadline. Answers will be posted to WEBS.

Verbal responses to questions will not be provided. Only written answers posted to WEBS will be considered official and binding. Bidders will not be identified in answers.

When the question and answer period is complete, additional comments will be for the purpose of informing the Solicitation Coordinator of an issue only. Questions and comments outside the question and answer period will not be answered or acknowledged.

If interpretations or other changes to the solicitation are required as a result of inquiries made during the question and answer period, the solicitation may be amended. Amendments are posted to WEBS.

7.3. Complaints and Protests

Complaints Generally

Issues or concerns not resolved to a Bidder’s satisfaction during a normal question and answer period or a pre-bid meeting may be addressed through a complaint only on the following the grounds:

• The solicitation unnecessarily restricts competition;

• The evaluation or scoring process is unfair or flawed; or

• The solicitation requirements are inadequate or insufficient to prepare a proposal.

A complaint must:

• Be received by Solicitation Coordinator not less than five business days prior to the due date and time. Otherwise, an untimely complaint may be rejected without further consideration at the discretion of DSHS; and

• Be in writing.

A complaint should:

• Clearly articulate the basis of the complaint consistent with the compliant criteria; and

• Include a proposed remedy.

Upon receipt of a timely complaint, DSHS will consider all the facts available and respond in writing prior to the due date and time.

The Solicitation Coordinator shall promptly post the proposal to a timely complaint on WEBS.

DSHS’ response to the complaint is final and not subject to appeal although; the Solicitation Coordinator may issue further clarification if needed. Issues raised in a complaint may not be raised again during the protest period.


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Failure to follow the complaint procedure described herein may be seen as a waiver on the part of the Bidder and prevent the complaint from being honored and exercised.

7.4. Form and Substance of a Complaint

Complaints, must:

• Be in writing (e-mail is acceptable);

• Be submitted by an authorized agent of the Bidder;

• Be delivered within the time frame(s) outlined on page 1 of this work request;

• Be sent to the Solicitation Coordinator identified in the solicitation;

• Include solicitation identifiers (i.e. title and number);

• Be clearly labeled as a “Complaint”.

Additionally, all complaints must:

• State all facts and arguments on which the Bidder is relying as the basis for its action; and

• Include any supporting documentation.

7.5. Debrief and Protest

Debrief 7.5.1.A debriefing conference provides an opportunity for a Bidder to meet with the Solicitation Coordinator to discuss the evaluation and scoring.

Only Bidders who have submitted timely proposals, and who have not been disqualified or designated as non-responsive during the solicitation process, may request debriefing conferences.

Requests for debriefing conferences must be communicated in writing (email acceptable) to the Solicitation Coordinator within three (3) business days of the announcement of the Apparent Successful Bidder(s) by 3pm PST.

A debriefing conference may be conducted either in person or by telephone and may be limited to a specified period of time, as determined by the Solicitation Coordinator. Debriefing conferences may take place shortly following the request. Therefore, Bidders should plan ahead and have alternate representatives available. The Solicitation Coordinator will not allow for lengthy delays nor allow debriefing conferences to be used as delay tactics.

The failure of a Bidder to submit a timely request for and attend a debriefing conference shall constitute a waiver of the right to protest.

Protests 7.5.2.Only Bidders who have submitted timely proposals and have had a debriefing conference may protest.

Upon completion of a debriefing conference, a Bidder is allowed five (5) business days to file a protest with the Solicitation Coordinator by 3pm PST.

Protests may only be based on one or more of the following:

• Bias, discrimination, or conflict of interest on the part of an evaluator;

• Errors were made in computing the score;

• DSHS failed to follow procedures established in the solicitation document.

A protest must:


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• Be submitted to and received by the Solicitation Coordinator, within five business days of the protesting Bidder’s debriefing conference;


• Include a specific and complete statement of facts forming the basis of the protest; and

• Include a description of the relief or corrective action requested.

Upon receiving a protest, the Solicitation Coordinator will forward the protest and all relevant information to a neutral party which had no involvement with the solicitation process. This representative will conduct a review, and issue a written response within 10 business days of receipt of the protest, unless additional time is required. Should additional time be required, the protesting party will be notified.

The final determination of the protest will:

• Find the protest lacking in merit and uphold DSHS’ action; or

• Find only technical or innocuous errors in the acquisition process and determine the DSHS to be in substantial compliance and reject the protest; or

Find merit in the protest and provide options which may include:

• Correcting the errors and re-evaluating all proposals, and/or

• Reissuing the solicitation and beginning a new process, or

• Making other findings and determining other courses of action as appropriate.

If DSHS determines that the protest is without merit, they will enter into a contract with the Apparent Successful Bidder(s). If the protest is determined to have merit, one of the alternatives noted in the preceding paragraph will be taken.

The protest decision is final and not subject to appeal. If the protesting Bidder does not accept the agency protest decision, the Bidder may seek relief in Superior Court.

7.6. Form and Substance of Debrief Requests and Protests

Debrief requests and protests must:


• Be submitted by an authorized agent of the Bidder;

• Be delivered within the time frame(s) outlined herein;

• Be sent to the Solicitation Coordinator identified in the solicitation;

• Include solicitation identifiers (i.e. title and number);

• Be clearly labeled as a “Debrief”, or “Protest”.

Additionally, all protests must:

• State all facts and arguments on which the Bidder is relying as the basis for its action; and

• Include any supporting documentation.

A Bidder’s failure to follow debrief and protest procedures described herein may be seen as a waiver on the part of the Bidder and prevent a debrief request or protest from being honored and exercised.

8. General Information


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8.1. Option to Extend

DSHS reserves the right to extend a Work Order issued under this solicitation at its discretion.

8.2. Right to Cancel

DSHS reserves the right to cancel or reissue all or part of this solicitation at any time as allowed by law without obligation or liability.

8.3. Withdrawal of Proposal

After a proposal has been submitted, Bidders may withdraw their proposal at any time up to the start of written evaluations as specified in the schedule on page one (1). A written request to withdraw the proposal must be submitted to the Coordinator. If withdrawing the proposal prior to the proposal due date, the Bidder may submit another proposal at any time up to the proposal due date and time.

8.4. Ownership of Proposal

All materials submitted in response to this ITPS Solicitation become the property of DSHS, unless received after the deadline in which case the proposal 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 proposal that results in selection for a Contract.

8.5. Information Availability

Proposal contents (including pricing information) and evaluations are exempt from disclosure until DSHS announces apparent successful Bidders.

8.6. Proprietary or Confidential Information

All proposals submitted become the property of DSHS and a matter of public record after DSHS announces apparent successful Bidder(s).

Any information contained in the proposal that is proprietary or confidential must be clearly designated. Marking of the entire proposal or entire sections thereof as proprietary or confidential will not be accepted nor honored. DSHS will not honor designations by the Bidder where pricing is marked proprietary or confidential.

8.7. Work Orders

A proposal submitted to this solicitation is an offer to contract with DSHS. An order document resulting from this solicitation will be designated as a Work Order. Work Orders are established upon award, acceptance and signature by both parties. The resulting Work Order may incorporate this solicitation and the winning bid by reference.

8.8. Solicitation Amendments

DSHS reserves the right to revise portions of this solicitation at any time. Changes or corrections will be by one or more written amendment(s), dated, attached to or incorporated in and made a part of this solicitation. All changes must be authorized and issued in writing by the Solicitation Coordinator. If there is any conflict between amendments, or between an amendment and the solicitation, whichever document was issued last in time shall be controlling. Only Bidders who have properly registered and downloaded the original solicitation directly via WEBS will receive notification of amendments and other pertinent correspondence. Bidders must carefully read each amendment to ensure they have met all requirements of the solicitation.

8.9. Incorporation of Documents

This document, any subsequent amendments and the Bidder’s proposal will be incorporated into the Work Order which is in turn, incorporated into the successful Bidder’s ITPS Master Contract with DES.


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Work Orders may include additional or conflicting terms and conditions as determined by Purchaser. In the event of any conflict, the terms of the Work Order shall prevail.

9. Exhibits

Exhibit A – Sample Work Order

Exhibit B – Bidder Certification and Assurances

Exhibit C – Bidder Response Template

Exhibit E.PM – Staff Experience, Qualifications and References Project Manager Template

Exhibit E. BA – Staff Experience, Qualifications and References Business Analyst Template

Exhibit E.RFPW – Staff Experience, Qualifications and References RFP Writer Template

Exhibit F – Cost Template

Exhibit G – Bidder: Customer Reference

Exhibit H.PM – Staff: Customer Reference

Exhibit H.BA – Staff: Customer Reference

Exhibit H.RFPW – Staff: Customer Reference

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