2. Provide support to the ACCESS Florida System Replacement Project where necessary and as directed throughout the duration of the contract. This Statement of Purpose provides only a summary of the Department s needs; however, it is not meant to replace the detailed supporting documentation and requirements in the remainder of this ITN. To fully understand the Department s needs, vendors should carefully review and fully understand the rest of this ITN, including all parts and attachments. 1.3 Term of the Agreement The anticipated start date of the resulting contract is January 14, 2013. The contract is anticipated to end on May 31, 2017 but will be dependent on the approach provided by the selected vendor. The contract will include the implementation period and a one year warranty period. The contract may be renewed for a period not to exceed three (3) years or for the term of the original contract, whichever period is longer. Such renewal shall be made by mutual agreement and shall be contingent upon satisfactory performance evaluations as determined by the Department and shall be subject to the availability of funds. Any renewal shall be in writing and shall be subject to the same terms and conditions as set forth in the initial contract including any amendments. The renewal contract will not include any compensation for costs associated with the renewal. 1.4 Definitions The following program or service specific terms and definitions apply to the ITN. Contract terms and additional program or service specific terms and definitions can be found in Appendix I, Attachments I and II, which are being posted on the Department of Management Services (DMS) Vendor Bid System (VBS) website along with this ITN, and are herein incorporated by reference. Term ACCESS Florida System ACA APD AHCA Business Day Certified PMP Definition The Department's existing public assistance eligibility system, which includes the following applications and subsystems: FLORIDA, ACCESS Community Partner Internet Search, ACCESS Document Imaging, ACCESS Florida KidCare, ACCESS Florida Prescreening Tool, ACCESS Florida Web Application, ACCESS Integrity Online System, ACCESS Knowledge Bank, ACCESS Management System, MyACCESS Account Authentication and User Administration, Community Partners Tracking System, Data & Reports System, Exceptions Management System, Exstream Notice System, Food For Florida, Food For Florida Volunteer and DHL Tracking, Food Stamps Data Sharing System, Integrated Benefit Recovery System, MyACCESS Account, Quality Management System, Streaming Tools, Telephonic Audio Response Unit, Quality Control System. The Patient Protection and Affordable Care Act of 2010 and the Healthcare and Education Reconciliation Act of 2010, collectively referred to as the Affordable Care Act Advanced Planning Document Florida Agency for Health Care Administration, the State Medicaid Agency which is responsible for the administration of the State s Medicaid Program Days in which the Department conducts routine business. This is typically Monday through Friday from 8 a.m. to 5 p.m. local time, excluding evenings, weekends and Department observed holidays. Certified Project Management Professional by the Project Management Institute CHIP Children s Health Insurance Program, which includes: MediKids for children ages 1 through 4 which is administered by AHCA; Children s Medical Services Network for children ages 0 through 18 with special physical health care needs which is administered by DOH; Behavioral Health Network for children ages 0 through 18 with behavioral health care needs which is administered by the Department; and Florida Healthy Kids for children ages 5 through 18 which is administered by FHKC CMS Centers for Medicare & Medicaid Services, a division of the U.S. Department of Health and Human Services which provides federal oversight for the Medicaid Program and CHIP 4
Term Reply SNAP Stakeholders Subcontractor TANF Vendor WIC as a component of Medicaid. Definition The submittal required by Section 4 of the Invitation to Negotiate Supplemental Nutrition Assistance Program, federal food assistance program administered by the Department to help low-income households pay for food. Also known in Florida Statute as the Food Assistance Program. Anyone affected in any way by the project being conducted, or the outcome of the project A person or entity contracting to perform part of the services under the Provider s contract with the Department, upon Department approval Temporary Assistance for Needy Families, federal cash assistance program administered by the Department for low-income families with children A person or entity submitting a reply in response to an ITN Women, Infants and Children Program, federal program that provides grants to states to ensure proper nutrition for low-income mothers and their children; administered by DOH 1.5 Supporting Documentation The table below lists the supporting documentation, filename(s) of the supporting documentation made available for background information, and the associated link to download the supporting documentation. Description Filename Link Schedule IV-B Feasibility Study ACCESS Florida System Technical Architecture Document Requirements Definition Document Cost Reply Form Requirements Response Matrix APPENDICES II-III-IV- VII-X APPENDICES VI-VIII-XII FLORIDA Operational Data Store Data Dictionary FLORIDA Information Management System Data Dictionary DCF Feasibility Study.v.3.0.pdf ACCESS Florida Technical Architecture.v.1.0.pdf Requirements Definition Document.v.1.3.pdf APPENDIX XI - Cost Reply Forms.v.1.1 APPENDIX IX-System Requirements Response Matrix.v.1.4 APPENDICES II-III-IV- VII-X v 1.0 APPENDICES VI-VIII- XII.v.1.0 FLODS_Data Dictionary FLORIDA IMS_Data Dictionary http://www.dcf.state.fl.us/admin/contracts/floridareplacement http://www.dcf.state.fl.us/admin/contracts/floridareplacement http://www.dcf.state.fl.us/admin/contracts/floridareplacement http://www.dcf.state.fl.us/admin/contracts/floridareplacement 6
6. Describe the reliability, availability, and disaster recovery capabilities of the proposed solution. 7. If proposing Commercial Off-the-Shelf (COTS) products within the proposed solution, describe the proposed approach and strategy of handling necessary customizations to the COTS products to support the requirements without compromising the architecture or maintenance of the products. Vendors proposing a solution without COTS product(s) shall respond to this requirement as Not Applicable. 8. Describe the integration strategy for the proposed solution with the current ACCESS Florida System during the phased implementation. 9. Describe the external interface strategy for the proposed solution. 10. Describe any assumptions made about modifications that will need to be made to the current ACCESS Florida System. 11. Describe how the solution will scale to meet Florida s transaction levels. 12. Provide a detailed list of hardware required for the proposed solution. If the hardware listed is COTS or Proprietary, the item must be identified as such. The reply, at a minimum, must include descriptions and configurations for the following (if proposed): a. Servers b. Workstations c. Storage d. Uninterruptible Power Supply (UPS) e. Printers and Peripheral Equipment f. Network g. Other Required Hardware for the Proposed Solution 13. Provide a detailed list of the software required for the proposed solution. If the software listed is COTS or Proprietary, the item must be identified as such. The reply, at a minimum, must include descriptions for the following (if proposed): a. Proposed Application Software b. Operating System Software (for both Servers and Workstations) c. Network Software d. Network Management Software e. Data Management Software f. System Software Tools g. Development Tools h. Security And Control Software i. Version Control Software j. Business Rule Management Software k. Other Required Software for the Proposed Solution 4.2.7.4 Warranty, Maintenance and Operations 1. Describe the proposed approach for providing maintenance and operations services in support of the system. Refer to Appendix I, Attachment I, Section 11: Operations and Maintenance Performance Period. 2. Describe the warranty support and maintenance that will be provided for the proposed solution. Refer to Appendix I, Attachment I, Section 10: Warranty Performance Periods. 3. Describe the skill sets, training, and technologies needed for Department staff to maintain the proposed solution. 20
The vendor s reply must provide information demonstrating the vendor has the personnel with the experience to provide the ACCESS Florida System Replacement Project products and services requested in this ITN and Appendix I, Attachment I. A concise, but thorough, description of relevant experience for each individual of the proposed project team is desired. If the vendor is proposing subcontractors, then the vendor s and the proposed subcontractor(s), information shall be provided separately. Specifically, the vendor and its subcontractor(s) must provide: 1. A project organization chart(s) including all key team members names and roles within the Project for the DDI, Warranty, and O&M Performance Periods. 2. A table with the following columns, listing for each of the proposed key project team members: a. Name: Team member name or role title b. Role: Role descriptions and responsibilities c. Duration: Timeframes of their role on the Project d. Experience: Evidence of previous experience with a highly similar task on a large scale project. For Project Manager(s) the vendor shall provide the amount of time that the Project Manager has been managing projects as a certified PMP. e. Tenure: How long each person has been employed by the company, or if they are contract staff 3. Résumés of the key personnel assigned to work on the Project describing their work experience, education, and training as it relates to the requirements of this ITN and Appendix I, Attachment I. The vendor reply must include a Project Manager who is Project Management Professional (PMP ) certified. Each vendor should use their own resume template for all team members proposed for this Project. Resumes shall be limited to two (2) pages per individual. For all resumes submitted for this Project, the following disclosures must also be provided: 1. For all team members, indicate if there are any current relationships (professional or personal) to any of the following organizations: (1) State Agencies, (2) School Districts, (3) Local governments (Florida cities or counties), (4) Governor s Office, and (5) Legislative Offices 2. For all team members, describe (1) education, (2) professional certifications, (3) professional and business affiliations, (4) previous work experience (in general) and (5) work experience specifically related to this Project 3. For team members that are contracted individuals or subcontractors, clearly note the name of their current employer The Department reserves the right to request references for each proposed member of the project team, including subcontractors. The vendor shall describe its plan for submitting verification that all personnel, including subcontractor(s) personnel, assigned to this Project must have successfully completed a background-screening that is equivalent to a Level Two (2) screening standard specified in Section 435.04, F.S., and Department Operating Procedure Number 60-25, as specified in Appendix I, Attachment I, Section 8.7.1: Background Investigations. The vendor and subcontractor(s) must confirm that personnel assigned to work on this Project are free from any conflict of interest with the Department prior to assignment to this Project. 4.2.10.2 ACCESS Florida System O&M Personnel (Limited to 20 pages, plus 2 pages per resume) The vendor s reply must provide information demonstrating the vendor has the personnel with the experience to provide the ACCESS Florida System O&M products and services requested in this ITN and Appendix I, Attachment II. A concise, but thorough, description of relevant experience for each individual of the proposed project team is desired. If the vendor is proposing subcontractors, then the vendor s and the proposed subcontractor(s), information shall be provided separately. Specifically, the vendor and its subcontractor(s) must provide: 1. An organization chart(s) including all key team members names and roles. 2. A table with the following columns, listing for each of the proposed key team members: 23
a. Name: Team member name or role title b. Role: Role descriptions and responsibilities c. Duration: Timeframes of their role to provide ACCESS Florida System O&M services d. Experience: Evidence of previous experience with a highly similar task on a large scale project e. Tenure: How long each person has been employed by the company, or if they are contract staff 3. Résumés of the key personnel assigned, describing their work experience, education, and training as it relates to the requirements of this ITN and Appendix I, Attachment II Each vendor should use their own resume template for all team members proposed. Resumes shall be limited to two (2) pages per individual. For all resumes submitted, the following disclosures must also be provided: 1. For all team members, indicate if there are any current relationships (professional or personal) to any of the following organizations: (1) State Agencies, (2) School Districts, (3) Local governments (Florida cities or counties), (4) Governor s Office, and (5) Legislative Offices 2. For all team members, describe (1) education, (2) professional certifications, (3) professional and business affiliations, (4) previous work experience (in general) and (5) work experience specifically related to the requirements of this ITN and Appendix I, Attachment II 3. For team members that are contracted individuals or subcontractors, clearly note the name of their current employer The Department reserves the right to request references for each proposed team member, including subcontractors. The vendor shall describe its plan for submitting verification that all personnel, including subcontractor(s) personnel, assigned to this Project must have a background-screening that is equivalent to a Level Two (2) screening standard specified in Section 435.04, F.S., and Department Operating Procedure Number 60-25, as specified in Appendix I, Attachment II, Section 2.7.1: Background Investigations. 4.2.11 TAB 9: Past Performance References Confidential clients shall not be included. Do not list the Department as a client reference. The same client may not be listed for more than one (1) reference. For example, if the vendor has completed a project for the Florida Department of Transportation District One and another project for the Florida Department of Transportation District Two, only one of the projects may be listed because the client, the Florida Department of Transportation, is the same. Firms that are currently parent or subsidiary companies to the vendor will not be accepted as past performance references under this solicitation. In the event that the vendor has had a name change since the time work was performed for a listed reference, the name under which the vendor operated at the time that the work was performed must be given at the end of the project description for that reference in the Reference Form provided in Appendix VI. In the event that vendors submit a response as a joint venture, at least one (1) past performance client must be listed for each member of the joint venture. However, the total minimum number of client references to be provided remains three (3). References should be available for contact during normal business hours. The Department reserves the right to contact the client references provided or conduct site visits to the client references provided to verify the vendor s assertion of the project type, size, scope, successful completion of the client s project and performance against service levels. The Department reserves the right to contact clients not listed in the reply. Failure to provide the information required by Section 4.2.11 in the template provided in Appendix VI shall result in the vendor receiving a score of zero (0) for the Past Performance References section of the evaluation. 4.2.11.1 ACCESS Florida System Replacement Project References The vendor must provide the required information as follows: 1. The vendor must list all projects where the vendor has served or is serving as a prime implementation vendor for a Medicaid, SNAP or Cash Assistance eligibility system in the past fifteen (15) years. The vendor must provide references for all of those projects which have been active in the past five (5) years. 24
2. If the vendor does not have at least three (3) references that meet the criteria in Section 4.2.11.1(1): a minimum of three (3) separate and verifiable clients that will serve as references. The client references included should be for projects where the vendor was the prime contractor. The clients listed must be for projects within the past five (5) years and for work similar in nature to that specified in this ITN and Appendix I, Attachment I. References provided to meet Section 4.2.11.1(1) above can be counted toward this minimum requirement. 3. References for all current State of Florida projects with revenue over $1 Million. If the vendor does not have any current projects with the State of Florida over $1 Million, they shall provide a minimum of three (3) separate and verifiable clients for their largest projects, by revenue, that will serve as references for work conducted for the State of Florida in the past five (5) years. If the vendor has not performed work with the State of Florida in the past 5 years this requirement is waived. The client references included should be for projects where the vendor was the prime contractor. The clients listed should preferably be for work similar in nature to that specified in this ITN. References provided to meet Sections 4.2.11.1(1) and 4.2.11.1(2) above can be counted toward this minimum requirement. 4.2.11.2 ACCESS Florida System O&M References The vendor must provide the required information for a minimum of three (3) separate and verifiable clients that will serve as references. The client references included should be for projects where the vendor was the prime contractor. The clients listed must be for work performed within the past five (5) years and for work similar in nature to that specified in this ITN and Appendix I, Attachment II. 4.2.11.3 Past Performance Reference Questionnaire The Reference Questionnaire provided in Appendix VII must be completed by an individual representing each of the clients listed in the Reference Form provided in Appendix VI. All references must be provided using the questionnaire provided in Appendix VII. References that are not completed as required will be considered non-responsive and will not be evaluated. The vendor is solely responsible for obtaining the fully completed reference questionnaires and for including them within the vendor s sealed Programmatic Reply by the submission deadline. In order to obtain and submit the completed reference questionnaires, the vendor must follow the process detailed below. 1. Make exact duplicates of the form for completion by references 2. Send the reference questionnaires to each individual chosen to provide a reference along with a new standard #10 envelope 3. Instruct the individual to: a. Complete the reference questionnaire on the form provided or an exact duplicate of the form b. Sign and date the completed reference questionnaire c. Seal the completed, signed, and dated reference questionnaire within the envelope provided d. Sign his or her name in ink across the sealing flap of the envelope e. Return the sealed envelope containing the completed reference questionnaire directly to the vendor 4. Do NOT open the sealed references upon receipt 5. Enclose all sealed reference envelopes within a larger, labeled envelope for inclusion in the Programmatic Reply The Department will not accept late references or references submitted by any means other than that which is described above, and each reference questionnaire submitted must be completed as required. The Department will not evaluate more than the number of required references indicated above. The Department reserves the right to contact references directly to confirm and clarify information detailed in the completed reference questionnaires and may consider clarification of responses in the evaluation and scoring of references. The Department will make a reasonable effort to contract references, if required; however, the Department is under no obligation to directly contact references or to clarify any reference information. 4.2.12 TAB 10: Subcontractors The reply shall include a completed Subcontractor List which is provided in Appendix VIII. The Subcontractor List must be completed whether or not the vendor intends to use a subcontractor to perform work under the contract resulting from this ITN. The vendor must include two (2) Subcontractor Lists, one for the ACCESS Florida System Replacement Project and one for the ACCESS Florida System O&M. 25
destruction not feasible as the Provider maintains such Covered Data. This includes any and all copies of the data such as backup copies created at any Provider site. Upon request by the Department, made before or within sixty (60) days after the effective date of termination, the Provider will make available to the Department for a complete and secure (i.e. encrypted and appropriated authenticated) download file of Department Covered Data in Extensible Markup Language format including all schema and transformation definitions and/or delimited text files with documented, detailed schema definitions along with attachments in their native format. The downloaded file shall include all Covered Data provided to the Provider s employees, subcontractors, agents, or other affiliated persons or entities must also comply with this requirement. The Provider s employees, subcontractors, agents, or other affiliated persons or entities must be available throughout this period to answer questions about data schema, transformations, and other elements required to fully understand and utilize the Department's data file. 13. Liability for System Failure The Department is not liable to the Provider for a failure of any of the Department s systems or for the degradation or disruption of any connection or system. Provider loss or diminution of access to the Department s systems for any reason shall not excuse the Provider from its obligations under this contract. 14. Termination for Change of Control For purposes of this contract, a "Change in Control" means any one or more of the following events: a. The completion of one or more transactions by which any person or entity (and his, her, or its affiliates) becomes the beneficial owner of more than 50 percent of the voting power of the Provider s securities; or b. Any merger, consolidation or liquidation of the Provider in which the Provider is not the continuing or surviving company or pursuant to which stock would be converted into cash, securities or other property, other than a merger of the Provider in which the holders of the shares of stock immediately before the merger have the same proportionate ownership of common stock of the surviving company immediately after the merger; or c. The shareholders of the Provider approve any plan or proposal for the liquidation or dissolution of the Provider; or d. Substantially all of the assets of the Provider are sold or otherwise transferred to parties that are not within a "controlled group of corporations" (as defined in Section 1563 of the Internal Revenue Code) in which the Provider is a member at the time of such sale or transfer. In the event of a change of control of the Provider during the term of this contract and any renewals or extensions to this contract, the Department, at its sole discretion, shall be entitled to terminate this contract with thirty (30) days written notice to the Provider. Such termination notice shall initiate transition responsibilities for the Provider as directed by the Department 15. Section 30.a. of the Standard Contract is revised to read as follows: This contract may be terminated by the Department without cause upon no less than thirty (30) calendar days notice in writing to the other party unless a sooner time is mutually agreed upon in writing. Said notice shall be delivered by U.S. Postal Service or any expedited delivery service that provides verification of delivery or by hand delivery to the Contract Manager or the representative of the Provider responsible for administration of the program. 97
iv. The Provider must meet all of the Department and state requirements for individual employee security, information security, and physical security of all non-public data in the possession of the Provider. v. The Provider acknowledges that all Covered Data, other data and Department content uploaded to the Provider s servers, workstations or mobile devices from the Department, or made accessible to the Provider s servers, workstations or mobile devices or personnel remains the property of the Department. n. Termination Provisions Related to Data Within 30 days after the termination or expiration of this contract for any reason, the Provider shall either: return or physically or electronically destroy, as applicable, all Covered Data provided to the Provider by the Department, including all Covered Data provided to the Provider s employees, subcontractors, agents, or other affiliated persons or entities according to the standards enumerated in Department of Defense 5015.2; or in the event that returning or destroying the Covered Data is not feasible, provide notification of the conditions that make return or destruction not feasible, in which case, the Provider must continue to protect all Covered Data that it retains and agree to limit further uses and disclosures of such Covered Data to those purposes that make the return or destruction not feasible as the Provider maintains such Covered Data. This includes any and all copies of the data such as backup copies created at any Provider site. Upon request by the Department, made before or within sixty (60) days after the effective date of termination, the Provider will make available to the Department for a complete and secure (i.e. encrypted and appropriated authenticated) download file of Department Covered Data in Extensible Markup Language format including all schema and transformation definitions and/or delimited text files with documented, detailed schema definitions along with attachments in their native format. The downloaded file shall include all Covered Data provided to the Provider s employees, subcontractors, agents, or other affiliated persons or entities must also comply with this requirement. The Provider s employees, subcontractors, agents, or other affiliated persons or entities must be available throughout this period to answer questions about data schema, transformations, and other elements required to fully understand and utilize the Department's data file. 14. Liability for System Failure The Department is not liable to the Provider for a failure of any of the Department s systems or for the degradation or disruption of any connection or system. Provider loss or diminution of access to the Department s systems for any reason shall not excuse the Provider from its obligations under this contract. 15. Termination for Change of Control For purposes of this contract, a "Change in Control" means any one or more of the following events: a. The completion of one or more transactions by which any person or entity (and his, her, or its affiliates) becomes the beneficial owner of more than 50 percent of the voting power of the Provider s securities; or b. Any merger, consolidation or liquidation of the Provider in which the Provider is not the continuing or surviving company or pursuant to which stock would be converted into cash, securities or other property, other than a merger of the Provider in which the holders of the shares of stock immediately before the merger have the same proportionate ownership of common stock of the surviving company immediately after the merger; or c. The shareholders of the Provider approve any plan or proposal for the liquidation or dissolution of the Provider; or d. Substantially all of the assets of the Provider are sold or otherwise transferred to parties that are not within a "controlled group of corporations" (as defined in Section 1563 of the Internal Revenue Code) in which the Provider is a member at the time of such sale or transfer. In the event of a change of control of the Provider during the term of this contract and any renewals or extensions to this contract, the Department, at its sole discretion, shall be entitled to terminate this contract with thirty (30) days written notice to the Provider. Such termination notice shall initiate transition responsibilities for the Provider as directed by the Department 16. Section 30.a. of the Standard Contract is revised to read as follows: This contract may be terminated by the Department without cause upon no less than thirty (30) calendar days notice in writing to the other party unless a sooner time is mutually agreed upon in writing. Said notice shall be delivered by U.S. Postal Service or any expedited delivery service that provides verification of delivery or by hand delivery to the Contract Manager or the representative of the Provider responsible for administration of the program. 122