Request for Proposal DACSES Replacement (HSS-10006) STATE OF DELAWARE REQUEST FOR PROPOSAL DACSES Replacement JULY 9, 2009 Division of Child Support Enforcement 1 of 189 Department of Health and Social Services State of Delaware Request for Proposal DACSES Replacement (HSS-10006) STATE OF DELAWARE DELAWARE HEALTH AND SOCIAL SERVICES DIVISION OF MANAGEMENT SERVICES 1901 N. DuPont Highway New Castle, DE 19720 REQUEST FOR PROPOSAL NO. HSS-10006 FOR DACSES Replacement FOR DIVISION OF CHILD SUPPORT ENFORCEMENT RFP Notification Date: Monday, July 13, 2009 Deposit Waived Performance Bond Waived Date Due: Thursday, September 10, 2009 11:00 AM EDT A mandatory bidders’ conference will be held on Monday, August 03, 2009 at 10:00 AM EDT at the Delaware Health and Social Services, Herman M. Holloway Sr. Campus, Main Administrative Building, South Loop, 1st Floor Conference Room #198, 1901 N. DuPont Highway, New Castle, DE 19720. All bidders who wish to bid on this proposal must be present, on time, at the mandatory bidders’ conference. No proposals will be accepted from bidders who either did not attend the mandatory bidders’ conference or who are more than fifteen (15) minutes late. DELAWARE HEALTH AND SOCIAL SERVICES DIVISION OF MANAGEMENT SERVICES PROCUREMENT BRANCH HERMAN M. HOLLOWAY SR. CAMPUS 1901 N. DUPONT HIGHWAY NEW CASTLE, DELAWARE 19720 Division of Child Support Enforcement 2 of 189 Department of Health and Social Services State of Delaware Request for Proposal DACSES Replacement (HSS-10006) Sealed proposals for DACSES Replacement for the Division of Child Support Enforcement will be received by the Delaware Health and Social Services, Herman M. Holloway Sr. Campus, Procurement Branch, Main Administration Building, South Loop, Second Floor, Room #259, 1901 North DuPont Highway, New Castle, Delaware 19720, until Thursday, September 10, 2009 11:00 AM EDT local time, at which time the proposals will be opened and read. A mandatory bidders’ conference will be held on Monday, August 03, 2009 at 10:00 AM EDT at Delaware Health and Social Services, Herman M. Holloway Sr. Campus, South Loop, First Floor Conference Room #198, 1901 N. DuPont Highway, New Castle, DE 19702. For further information concerning this RFP, please contact Madhavi Karanam at (302)-395-6524 or madhavi.karanam@state.de.us All RFPs can be obtained online at http://www.dhss.delaware.gov/dhss/rfp/fundopps.htm. A brief “Transmittal Letter” must be submitted with your proposal. Specifications and administration procedures may be obtained at the above office or phone (302) 255-9290. NOTE TO VENDORS: Your proposal must be signed and all information on the signature page completed. If you do not intend to submit a bid and you wish to be kept on our mailing list you are required to return the face sheet with “NO BID” stated on the front with your company’s name, address and signature. IMPORTANT: ALL PROPOSALS MUST HAVE OUR HSS NUMBER ON THE OUTSIDE ENVELOPE. IF THIS NUMBER IS OMITTED YOUR PROPOSAL WILL IMMEDIATELY BE REJECTED FOR FURTHER BIDDING INFORMATION PLEASE CONTACT: SANDRA SKELLEY DELAWARE HEALTH AND SOCIAL SERVICES HERMAN M. HOLLOWAY SR. CAMPUS PROCUREMENT BRANCH MAIN BLD-2ND FLOOR -ROOM #259 1901 NORTH DUPONT HIGHWAY NEW CASTLE, DELAWARE 19720 PHONE: (302) 255-9290 This contract resulting from this RFP shall be valid for the period of time as stated in the contract. There will be a ninety (90) day period during which the agency may extend the contract period for renewal if needed. If a bidder wishes to request a debriefing, they must submit a formal letter to the Procurement Administrator, Delaware Health and Social Services, Main Administration Building, Second Floor, (South Loop), 1901 North DuPont Highway, Herman M. Holloway Sr. Campus, New Castle, Delaware 19720, within ten (10) days after receipt of “Notice of Award”. The letter must specify reasons for request. Division of Child Support Enforcement 3 of 189 Department of Health and Social Services State of Delaware Request for Proposal DACSES Replacement (HSS-10006) IMPORTANT: DELIVERY INSTRUCTIONS IT IS THE RESPONSIBILITY OF THE BIDDER TO ENSURE THAT THEIR PROPOSAL HAS BEEN RECEIVED BY DELAWARE HEALTH AND SOCIAL SERVICES BY THE DEADLINE. Division of Child Support Enforcement 4 of 189 Department of Health and Social Services State of Delaware Request for Proposal DACSES Replacement (HSS-10006) This page is intentionally left blank. Division of Child Support Enforcement 5 of 189 Department of Health and Social Services State of Delaware Request for Proposal DACSES Replacement (HSS-10006) Table of Contents 1 Project Overview ... ...13 1.1 Introduction ... .13 1.2 Background and Purpose ... ..13 2 DCSE Overview ... ...16 2.1 Delaware Department Health and Social Services (DHSS)... .16 2.2 Division of Child Support Enforcement... ..16 2.3 DCSE Service Partners ... ..17 2.3.1 Division of Social Services ... .18 2.3.2 Division of Medicaid and Medical Assistance ... ...18 2.3.3 Division of Public Health ... .18 2.3.4 Department of Services for Children, Youth, and their Families ... ..18 2.4 Partners through Cooperative Agreement or Contract ... .19 2.4.1 Family Court ... .19 2.4.2 Department of Justice ... .19 2.5 Vendors... .19 2.5.1 Northrop Grumman... ..20 2.5.2 Ciber, Inc ... ..20 2.6 Organizational Chart ... ..20 2.7 IT Support Environment... .21 2.7.1 Information Resource Management (IRM)... ..21 2.7.2 Department of Technology and Information (DTI)... .21 2.7.3 DCSE Computer and Application Support Unit ... ...21 3 State Responsibilities and Organizational Structure ... ..22 3.1 Overview of State Responsibilities ... ..22 3.2 State Project Organization and Staffing Structure ... ..22 3.2.1 Management, Review and Advisory Groups ... ..23 3.2.2 Project Executive Board ... ..23 3.2.3 Project Sponsors Group ... ...24 3.2.4 Stakeholders Advisory Board... .24 3.2.5 Senior Project Management Staff Responsibilities... ..25 3.2.5.1 State Project Executive ... ...25 3.2.5.2 State Project Manager ... ..25 3.2.5.3 Other Senior State Project Staffing Resources ... ...26 3.2.5.4 Other key state functions... ..26 3.2.5.5 Independent Verification and Validation Contractor ... .26 3.2.5.6 Quality Assurance Contractor... ..27 3.3 State Review and Approval of Project Deliverables ... ..27 3.3.1 State Review and Approval Timeline ... .27 3.4 State Staff Participation ... ..28 3.4.1 Availability ... .28 3.4.2 Exclusions ... ...28 3.5 State Resource Availability ... ..28 3.5.1 State Systems Availability... ..28 3.5.2 Test Systems Availability ... ...28 3.5.3 Systems Staff Support... .28 Division of Child Support Enforcement 6 of 189 Department of Health and Social Services State of Delaware Request for Proposal DACSES Replacement (HSS-10006) 3.5.4 State Network Availability... .29 3.5.5 Data Center Business Continuity and Disaster Recovery ... .29 3.5.6 Remote Access ... ...29 3.6 Access to Information Regarding ARCSIS... .29 3.7 Standard Reporting Processes and Procedures... .29 3.8 Project Control Structures ... ...30 4 Project Requirements, Tasks, Deliverables and Scope ... ..31 4.1 Required Contractor Expertise and Experience ... ...31 4.1.1 Overview of Contractor Responsibilities and Requirements... ...31 4.1.2 Creation and Maintenance of a Professional Work Environment... ...32 4.1.3 Required Qualifications ... ...32 4.1.4 Eligibility ... ..33 4.1.4.1 Mandatory Attendance of Bidders’ conference ... .34 4.1.4.2 Notification of Bidder’s Conference Attendees’ Intent Not to Bid ... .34 4.1.4.3 Ineligible Bidders ... ..34 4.2 Staffing Requirements ... ..34 4.2.1 On-Site Staffing Requirement... .37 4.2.2 Location of Project Work/Project Staff ... ...38 4.2.2.1 Off-shore Project Work Prohibited... .38 4.2.2.2 Off-site Project Work... .38 4.2.2.3 On-site Project Work ... .39 4.2.3 Project Director Requirements... .40 4.2.4 Project Manager Requirements... ...41 4.2.5 Project Help Desk Requirements ... ...41 4.2.5.1 Post-Implementation Help Desk ... ..41 4.2.5.2 Development Site Help Desk ... .42 4.3 Project Management Requirements ... ..42 4.4 Requirement to Comply with HIPAA Regulations and Other Standards ... .44 4.5 Requirement to Comply with State Policies and Standards ... .44 4.6 Technical Requirements ... .45 4.6.1 Security... ..45 4.6.2 Technical Architecture ... ..46 4.6.3 Application Environments... .46 4.6.4 Configuration Management System Support ... .46 4.6.5 File Transfer Capability ... ...46 4.6.6 Enterprise Application Integration... ..46 4.6.7 Database Management ... ..47 4.6.8 Integrated Reporting Tool ... .47 4.6.9 Programming Languages ... ...47 4.6.10 System Documentation ... .47 4.6.11 Date/Time Handling ... ...47 4.6.12 Source and Documentation Control ... ...47 4.6.13 Source Audit Capability ... ...48 4.6.14 Development Utilities ... .48 4.6.15 Development Task Management ... ...48 4.6.16 Release Planning... ..48 4.6.17 Integration, Regression, Performance, and User Testing ... .48 4.6.18 State Network ... .48 Division of Child Support Enforcement 7 of 189 Department of Health and Social Services State of Delaware Request for Proposal DACSES Replacement (HSS-10006) 4.6.19 Electronic Signature ... .48 4.6.20 Public Key Infrastructure... ...49 4.6.21 Response Time ... ..49 4.6.22 Performance Analysis Tools ... ...49 4.6.23 Cost Allocation... ...49 4.6.24 Capacity for Growth ... .49 4.6.25 Technical Upgrades ... ..50 4.6.26 New Functional Requirements ... .50 4.6.27 Online Availability... ..50 4.6.28 Help Desk - Problem Tracking and Reporting... ..50 4.6.29 Batch Job Monitoring and Reporting... ..50 4.6.30 System Backup ... ..50 4.6.31 Business Continuity... ..50 4.6.32 Disaster Recovery ... ..51 4.6.33 Data Conversion - DACSES... ...51 4.6.34 Data Conversion - Other Systems ... .51 4.6.35 Site Requirements ... ..51 4.6.35.1 Compliance with State IT Environment ... .51 4.6.35.2 Third Party Software Products ... ...52 4.6.35.3 Acquisition of Required Hardware and Software ... ...52 4.6.35.4 Client Stubs and/or Cookies... ...52 4.6.35.5 Support of Planned State Systems Upgrades ... ...52 4.6.35.6 Contractor-Provided Project Control Structures Software ... ...53 4.6.36 Installation of IT Hardware and Software ... ...54 4.6.37 Maintenance of Legacy DACSES System ... .54 4.7 Functional Requirements ... ..54 4.7.1 Case Initiation ... .55 4.7.2 Person Entity Management Capability ... .55 4.7.3 Employer Entity Management Capability ... .56 4.7.4 Referral Management Capability ... ...56 4.7.5 Family Court Interface ... ..56 4.7.6 Interface with the Department of Justice ... ..56 4.7.7 Case Data Management ... .56 4.7.8 Locate Data Management... ...57 4.7.9 Establishment Data Management... ..57 4.7.10 Caseload Monitoring ... ...57 4.7.11 Enforcement Data Management... ..57 4.7.12 Financial Data Management... .57 4.7.13 Reporting ... .58 4.7.14 Imaging ... ..58 4.7.15 Integrated Reporting Tool ... .58 4.7.16 Security... ..58 4.7.17 Ease of Use ... .58 4.8 Project Tasks ... ..59 4.8.1 Management of the Project ... ..60 4.8.1.1 Establishment, Maintenance and Management of the Project Site ... ..60 4.8.2 Project Status Reporting... ..61 4.8.2.1 Weekly Reports ... ..62 Division of Child Support Enforcement 8 of 189 Department of Health and Social Services State of Delaware Request for Proposal DACSES Replacement (HSS-10006) 4.8.2.2 Monthly Reports... .63 4.8.3 Quality Assurance ... ..63 4.8.4 Project Initiation and Planning ... .64 4.8.5 Analysis and Design... ..65 4.8.6 System Development and Unit Testing ... ...67 4.8.7 Legacy Data Conversion ... ..68 4.8.8 Integration, System, and Performance Testing... ...71 4.8.9 Acceptance and Distribution Testing ... .72 4.8.10 Statewide Implementation ... ...73 4.8.11 Deliver an OCSE-Certified DACSES... ...74 4.8.12 Warranty and Post-Implementation Support Period... ...75 4.8.12.1 Required Warranty Repairs or Modifications ... .75 4.8.12.2 System Operations Transition... ..76 4.8.13 Training ... .77 4.8.13.1 Training Location/Classroom Facilities ... .77 4.8.13.2 Training Staff ... ..77 4.8.13.3 Training Materials ... .78 4.8.13.4 Training Scope ... ..78 4.8.13.5 Scheduling ... .78 4.8.14 Documentation ... ..79 4.8.15 System Maintenance ... ...80 4.9 Project Phases ... ...81 4.9.1 Organization by Phases... .81 4.9.2 Pricing by Phases... .82 4.9.3 Proposed Modifications to Phases, Deliverables and/or Milestones... ...83 4.9.4 Narrative of Project Phases ... ..84 4.10 Project Deliverables... .92 4.10.1 Format... .92 4.10.2 Timeline for Review of Deliverables ... ..92 4.10.3 Formal Approval Process ... ...93 4.10.3.1 Deliverable Review Schedule ... ...94 4.10.3.2 Sequencing/Timing of Deliverables ... ..95 4.11 Itemized Deliverables ... ...96 5 Proposal Evaluation and Contractor Selection ... ..104 5.1 Tier One: Evaluation of Compliance ... ..104 5.2 Tier Two: Evaluation of Proposals ... ..104 5.2.1 Proposal Evaluation and Scoring ... ...105 5.2.2 Clarification of Bid Proposal ... ...107 5.3 Tier Three: Oral Presentations ... ...107 5.3.1 Selection Criteria ... .108 5.3.2 Notification ... ...108 5.3.3 Format... .108 5.4 Tier Four: Selection of Contractor ... ...111 5.5 Reserved Rights of DHSS ... ...112 5.6 Additional Reserved Rights of DHSS... ..112 6 Bidder Instructions ... .113 6.1 Proposal Delivery ... ..114 6.2 Closing Date ... .115 Division of Child Support Enforcement 9 of 189 Department of Health and Social Services State of Delaware Request for Proposal DACSES Replacement (HSS-10006) 6.3 Notification of Award... .115 6.4 Bidder Questions ... ...115 6.5 Anticipated Schedule... ..116 6.6 Proposal Becomes State Property ... ...116 6.7 RFP and Final Contract... .116 6.8 Proposal and Final Contract ... ...116 6.9 Amendments to Proposals ... ...117 6.10 Alternative Solutions... ..117 6.11 Cost of Proposal Preparation ... .117 6.12 Mandatory Bidders’ conference ... .117 6.13 Oral Presentations... .117 6.14 Volume 1 - Technical Proposal Contents ... .118 6.14.1 Transmittal Letter (Section A) ... ..118 6.14.2 Required Forms (Section B)... .119 6.14.3 Executive Summary (Section C) ... ..120 6.14.4 Project Management Plan (Section D) ... ..120 6.14.5 Project Requirements (Section E) ... .121 6.14.6 Staff Qualifications and Experience (Section F)... ..121 6.14.7 Firm’s Past-Performance and Qualifications (Section G) ... .123 6.15 Volume 2 - Business Proposal Contents ... ...124 6.15.1 Project Costs Information (Section A) ... ..124 6.15.2 Hardware and Software Information (Section B) ... .125 6.15.3 Bidder Stability and Resources (Section C) ... .125 7 Terms and Conditions ... ..127 7.1 Contract Composition ... ...127 7.2 Payment for Services Rendered ... .128 7.3 Contract Term ... ...128 7.4 Contractor Personnel ... .129 7.5 DTI Requirements ... .129 7.5.1 Standard Practices ... .129 7.5.2 Confidentiality and Data Integrity... .130 7.5.3 Security... ..130 7.5.4 Cyber Security Liability... .130 7.6 Funding ... .131 7.7 Confidentiality ... ..131 7.8 Contract Transition... ..131 7.9 Ownership Rights ... ..131 7.10 Business Licenses ... ..131 7.11 Standard for Subcontractors... ..132 7.12 Completion of Delaware Form W-9 ... ...132 8 Appendices ... ..135 8.1 Appendix A - General Terms and Conditions ... ...135 8.2 Appendix B - Certification and Statement of Compliance... ...138 8.3 Appendix C - Standard Departmental Contract... ..142 8.4 Appendix D - Website Links ... ...151 8.5 Appendix E - Key Position Resume ... .152 8.6 Appendix F - Project Cost Forms ... ...153 8.6.1 Appendix F.1 - Project Costs by Deliverables and Milestones ... .156 Division of Child Support Enforcement 10 of 189 Department of Health and Social Services State of Delaware Request for Proposal DACSES Replacement (HSS-10006) 8.6.1.1 Appendix F.1.A - Quarterly Payments Schedule... ...157 8.6.1.2 Appendix F.1.B - Costs By Deliverables and Milestones ... ..158 8.6.2 Appendix F.2 - Schedule of Rates for Project Staff... ...159 8.6.3 Appendix F.3 - Software Licensing Schedule ... .160 8.6.4 Appendix F.4 - Out-Year Maintenance Costs... ..161 8.6.5 Appendix F.5 - Purchased Software... .162 8.6.6 Appendix F.6 - Purchased Hardware Schedule ... ...163 8.7 Appendix G - Mandatory Requirements Checklist ... ..164 8.8 Appendix H - State of Delaware Contracts Disclosure ... ...166 8.9 Appendix I - Crosswalk of RFP Section ... ...167 8.10 Appendix J - Bidder’s Signature Form... ..175 8.11 Appendix K - Minority and Women Business Enterprise... ...176 8.12 Appendix L - Bidder Project Experience ... ...178 8.13 Appendix M - Intentionally Left Blank ... ...179 8.14 Appendix N - Non-Disclosure Statement ... .180 8.15 Appendix O - Inventory of DACSES Interfaces ... ...181 8.16 Appendix P - Sub-Contractor Roster ... .183 8.17 Appendix Q - Non-Collusion Statement ... .184 8.18 Appendix R - Contractor Confidentiality and Data Integrity Agreement ... ..186 8.19 Appendix S - IRS Publication 1075 - General Services ... .187 Division of Child Support Enforcement 11 of 189 Department of Health and Social Services State of Delaware Request for Proposal DACSES Replacement (HSS-10006) This page is intentionally left blank. Division of Child Support Enforcement 12 of 189 Department of Health and Social Services State of Delaware Request for Proposal DACSES Replacement (HSS-10006) 1 Project Overview 1.1 Introduction This Request for Proposal (RFP) is issued by the State of Delaware, Department of Health and Social Services (DHSS), Division of Child Support Enforcement in conjunction with the Division of Management Services (DMS). The purpose of the RFP is to solicit proposals from qualified bidders for the development and implementation of a statewide Automated Child Support Enforcement System meeting the requirements of the Federal Office of Child Support Enforcement (OCSE) and the State of Delaware that, • Is based upon the transfer of the federally-certified Arkansas Child Support Information System (ARCSIS) to Delaware • Utilizes and leverages, but is not limited to, the features, functionalities and components of the ARCSIS system to the best advantage of DCSE • Attains the required federal certification 1.2 Background and Purpose The Child Support Program (Part D of Title IV of the Social Security Act) was established by the US Congress in 1975. The purpose of this program is to protect the welfare of affected children by obtaining and enforcing child support and medical support orders. Tasks associated with these duties include locating non-custodial parents, establishing paternity for children born out of wedlock, establishing court orders for support, monitoring associated payment and collection activities and legally enforcing such orders for support. DHSS through DCSE is the Delaware state IV-D agency responsible for the administration of the child support program. In this regard, DCSE relies on a legacy Delaware Automated Child Support Enforcement System (DACSES) that, while federally certified, is old and dated, and thereby is no longer able to support the mission and goals of a contemporary enforcement program. While the legacy DACSES system has been enhanced many times over the years, the system’s antiquated technical core (dating back to 1987) is technologically obsolete, making it no longer capable of providing the backbone necessary to support DCSE’s current and future business needs. In 2006, the State commenced a project to review the DCSE’s current and future business needs in regard to an automated enforcement system, to document the deficiencies of the legacy DACSES system, to study the alternatives available regarding the replacement and/or enhancement of the legacy system, and to recommend an optimal course of action. This Division of Child Support Enforcement 13 of 189 Department of Health and Social Services State of Delaware Request for Proposal DACSES Replacement (HSS-10006) project included a Reengineering Feasibility Study, creation of an Implementation Advanced Planning (IAPD) document, a Business Process Reengineering Study and the development of this Request for Proposal. The project referenced in the prior paragraph defined the functional and technical requirements needed to support both the current and future business needs of DCSE and then evaluated the functional and technical requirements of the legacy DACSES system in this context. This evaluation concluded the legacy DACSES system has significant limitations. At a high level, while the current DACSES system is federally certified, the need for responding to ever increasing demands with limited resources has led to a complex and fragmented solution. DACSES lacks the capability for real-time updates and relies primarily on batch processing. The system logic that coordinates multiple functions is limited, and logic supporting the actual flow of the business processes is minimal. As such, the system in inefficient and places undue strain both on workers using it and the IT staff maintaining it. In terms of being able to adapt to future regulatory requirements, the current DACSES is severely limited by its use of outdated and labor-intensive coding. Further, the lack of system documentation and years of patches to existing code have created what DCSE technical staff refers to as “spaghetti code,” referring to an image of intertwined yet unorganized options. Therefore, the level of effort needed to adapt the status quo to new regulatory requirements is greater than the level of effort needed to adapt a technologically modern system. The Reengineering Feasibility Study included an analysis that evaluated the potential alternatives available for Delaware to develop and implement a new child support enforcement system. The goal of this analysis was not simply to recommend an alternative, but to identify the preferred alternative based on the most objective possible analysis of the new system requirements with respect to the functional and technical capabilities of the alternatives and the State’s exposure to risk by pursuing the respective alternative. Based upon the extensive analysis conducted for the Reengineering Feasibility Study, Delaware determined the preferred alternative for Delaware’s replacement system was the transfer of the Arkansas (ARCSIS) system. This alternative exposes Delaware’s project to the least likelihood and impact of risk to a successful implementation and meets the functional and technical requirements most cost-effectively with the lowest cost and greatest benefit. Delaware expects the new system to accrue tangible benefits in the following categories: • Improvements in system effectiveness that yield increases in collections • Improvements in staff productivity that are translated into collections increases • Decreases in system training time Delaware further expects the new system to accrue intangible benefits in the following categories: • Increased customer service and satisfaction • Increased ability to track individuals involved in cases and the cases themselves Division of Child Support Enforcement 14 of 189 Department of Health and Social Services State of Delaware Request for Proposal DACSES Replacement (HSS-10006) • Increased worker satisfaction • Increased management information • Improved administration of system operation, maintenance and updating • Increased public access to system information Division of Child Support Enforcement 15 of 189 Department of Health and Social Services State of Delaware Request for Proposal DACSES Replacement (HSS-10006) 2 DCSE Overview 2.1 Delaware Department Health and Social Services (DHSS) The mission of DHSS is to improve the quality of life for Delaware's citizens by promoting health and well-being, fostering self-sufficiency, and protecting vulnerable populations. DHSS is comprised of twelve divisions, as follows: • Division of Substance Abuse and Mental Health • Division of Child Support Enforcement • Division of Long Term Care Resident’s Protection • Division of Management Services • Division of Developmental Disabilities Services • Division of Public Health • Division of Services for Aging and Adults with Physical Disabilities • Division of Social Services • Division of Medicaid and Medical Assistance • Division of State Service Centers • Division for the Visually Impaired • Office of the Chief Medical Examiner 2.2 Division of Child Support Enforcement The child support program in Delaware was established in 1975 in conformance with Part D of Title IV of the Social Security Act. As noted above in section 1.2, the Delaware Department of Health and Social Services, Division of Child Support Enforcement is the state IV-D agency responsible for the administration of the child support program. DCSE ensures compliance with federal and state laws and with associated regulations, sets policy, and directly manages program operations throughout the state. In the daily course of fulfilling these responsibilities, DCSE relies on, maintains and uses a federally required child support computer system: the legacy DACSES. In addition, DCSE is the designated agency responsible for coordinating the efforts of all state offices participating in the child support program to ensure that all federal and state requirements are met. DCSE program coordination includes performance of the following functions: • Administration of the child support program’s funding • Management of cooperative agreements and vendor contracts • Promulgation of child support policies, procedures, and regulations • Operation of the DACSES statewide child support computer system • Provision of child support staff training • Analysis of program performance and compliance • Coordination with the federal OCSE and completion of all federal child support reporting requirements Division of Child Support Enforcement 16 of 189 Department of Health and Social Services State of Delaware Request for Proposal DACSES Replacement (HSS-10006) • State Parent Locator Service • Central Registry • Tax Offset Programs • Unemployment Insurance Benefit (UIB) Offset • Financial Institution Data Match (FIDM) Asset Seizures • Driver’s and Professional License Suspension • Program monitoring, self-assessment, and data reliability reporting The child support program in Delaware was established in 1975 in conformance with Part D of Title IV of the Social Security Act. As noted above in section 1.2, the Delaware Department of Health and Social Services, Division of Child Support Enforcement is the state IV-D agency responsible for the administration of the child support program. DCSE ensures compliance with federal and state laws and with associated regulations, sets policy, and directly manages program operations throughout the state. In the daily course of fulfilling these responsibilities, DCSE relies on, maintains and uses a federally required child support computer system: the legacy DACSES. In addition, DCSE is the designated agency responsible for coordinating the efforts of all state offices participating in the child support program to ensure that all federal and state requirements are met. DCSE program coordination includes performance of the following functions: • Administration of the child support program’s funding • Management of cooperative agreements and vendor contracts • Promulgation of child support policies, procedures, and regulations • Operation of the DACSES statewide child support computer system • Provision of child support staff training • Analysis of program performance and compliance • Coordination with the federal OCSE and completion of all federal child support reporting requirements • State Parent Locator Service • Central Registry • Tax Offset Programs • Unemployment Insurance Benefit (UIB) Offset • Financial Institution Data Match (FIDM) Asset Seizures • Driver’s and Professional License Suspension • Program monitoring, self-assessment, and data reliability reporting 2.3 DCSE Service Partners Following is a list of four program partners within the State of Delaware that assist DCSE in the delivery of child support services to families in Delaware. Also included is a brief discussion of the interface/lack thereof between the program partner’s computer system and the legacy DACSES system. Division of Child Support Enforcement 17 of 189 Department of Health and Social Services State of Delaware Request for Proposal DACSES Replacement (HSS-10006) 2.3.1 Division of Social Services The primary responsibilities of the Division of Social Services (DSS) is the administration of Delaware’s Temporary Assistance for Needy Families (TANF), Food Assistance, Subsidized Child Care, General Assistance and Refugee Cash Assistance programs and the delivery of these benefits. DSS must refer its TANF clients to DCSE so that child support can be established and enforced for the clients. DSS staff utilizes an automated system, DCIS II, (Delaware Client Information System) to manage its public assistance client cases. There is systems interface between DCIS II and DACSES that provides for the sharing of client, child, and financial information, and for the automated referral of new applicant cases requiring child support services. The IV-A/IV-D interfaces are not sufficient to support current business needs. 2.3.2 Division of Medicaid and Medical Assistance The Division of Medicaid and Medical Assistance (DMMA) administers Delaware’s publicly funded health care (4A) programs. DMMA must refer its clients who have dependent children to DCSE so that child support can be established and enforced for the clients. DMMA uses DCIS II (Delaware Client Information System) as its automated system for determining eligibility and delivering services. There is a systems interface between DCIS II and DACSES that provides for the sharing of client, child, and financial information, and for the automated referral of new applicant cases requiring child support services. These Medicaid/IV-D interfaces are not sufficient to support current business needs. 2.3.3 Division of Public Health The Division of Public Health (DPH) protects and enhances the health of people who live and work in Delaware. It also collects and processes health-related data about Delaware’s population. Specific to the child support program, DPH processes voluntary acknowledgements of paternity signed in Delaware. In 2007 DPH implemented a new system, Electronic Vital Records System (EVRS) for managing vital statistical data, including the voluntary acknowledgement of paternity affidavits. Currently, this information is conveyed to DCSE through a batch process, and DCSE staff has limited access to information on DPH’s system. The new system will be required to support an automated interface to EVRS. 2.3.4 Department of Services for Children, Youth, and their Families The Department of Services to Children, Youth, and their Families (DSCYF) administers the State’s 4E Foster Care program. Division of Child Support Enforcement 18 of 189 Department of Health and Social Services State of Delaware Request for Proposal DACSES Replacement (HSS-10006) DCSE and DSCYF are in the process of implementing and testing an automated file sharing interface that would allow for child support case updates and the sharing of payment information. It is expected that the system described in this RFP will support and enable this interface. 2.4 Partners through Cooperative Agreement or Contract In addition to coordinating with service partners, DCSE secures services through cooperative agreements with the Family Court and Department of Justice, as described below: Included is a discussion of the interface/lack thereof between the computer system used by the partner agency and the legacy DASCES system. 2.4.1 Family Court Paternity and support orders are established through the Judiciary’s Family Court division. Judicially-based enforcement actions are also handled by Family Court. The Family Court plans to install a new, automated information system that will interface with DCSE, concurrent with the project defined in this RFP. It is expected that the new system described in this RFP will provide an effective interface with the new system, which will be known as “COTS-FAMIS” 2.4.2 Department of Justice The Department of Justice (DOJ) provides legal services to DCSE under a cooperative agreement. These legal services include the recruitment of attorneys and support staff for the prosecution of cases on behalf of DCSE. These prosecutions include the establishment of paternity and the establishment of financial and medical support obligations. The DOJ is also responsible for litigating enforcement cases when the obligated parent defaults on their court ordered obligation. DOJ is a user of the legacy DACSES system and will be a user of the new system described herein. There is no existing system interface between DCSE and internal DOJ systems 2.5 Vendors Several vendors assist DCSE in delivering child support services to Delaware’s citizens. Below is information regarding vendors whose responsibilities to the State include participation in this project or who will be affected by this project. Division of Child Support Enforcement 19 of 189 Department of Health and Social Services State of Delaware Request for Proposal DACSES Replacement (HSS-10006) 2.5.1 Northrop Grumman Northrop Grumman is under contract to DCSE to assist state technology resources in maintaining the legacy DACSES child support system. Under the terms of this contract, Northrop Grumman was also responsible for converting the DACSES database from IMS to DB2. The IMS to DB2 conversion was completed in 2006. 2.5.2 Ciber, Inc Ciber, Inc. was selected in September 2008 to provide professional project management services to the State for the duration of the DACSES replacement project. Ciber will provide, at a minimum, a project manager and a project control officer who will work together with the State project executive to create, maintain and direct the DACSES replacement project management office. 2.6 Organizational Chart The following Organizational Chart displays the Division of Child Support Enforcement and its primary service partners, cooperative agreement agencies, and vendor contracts affecting this procurement. Figure 1: Delaware Child Support Program Organization Delaware Department of Health and Social Services (DHSS) Division of Child Support Enforcement (DCSE) Service Partners Cooperative Agreements Vendor Contracts Northrup Gruman Division of Social Services Family Court Division of Medicaid and Medicare Department of Justice Ciber, Inc Division of Public Health Department of Services for Children, Youth, and Families Division of Child Support Enforcement 20 of 189 Department of Health and Social Services State of Delaware Request for Proposal DACSES Replacement (HSS-10006) 2.7 IT Support Environment Three IT groups provide support for the management, development and operation of the legacy DACSES system. The current roles of each respective group, along with a brief description of each unit’s role within this project, are described below. 2.7.1 Information Resource Management (IRM) The Information Resource Management (IRM) unit reports directly to the DHSS Division of Management Services (DMS) and is responsible for providing DHSS divisions, including DCSE, with direct programming support of automated systems, with IT consulting support and with advice on automated systems software and development. IRM consists of an Applications Development, Technology Planning, Base Technology, Telecommunications and Help Desk support groups. For this project, IRM will provide DCSE management with staffing resources, consulting support and technical advice to assure project-related technical questions and issues are resolved in a timely manner. 2.7.2 Department of Technology and Information (DTI) DTI is a separate cabinet-level State agency functioning as the “Chief Information Office” for the State. Its responsibilities include setting statewide IT policy and standards. DTI will work closely through IRM to ensure the project and system implemented is in full compliance with State IT standards. 2.7.3 DCSE Computer and Application Support Unit This unit reports directly to DSCE and provides DCSE with on-site network/desktop systems support, including primary support for DCSE Local Area Network (LAN), as well as managing and administering access to DCSE applications. The unit coordinates and approves all DCSE related enhancements, reports, application schedule changes, and production support. This unit is staffed by four network/desktop support positions, three business analyst positions, and a manager. For this project, the Computer and Applications Support Unit will provide technical advice and answers to project-related technical questions on an “as assigned/as needed” in addition to their daily responsibilities of supporting the legacy DACSES. Division of Child Support Enforcement 21 of 189 Department of Health and Social Services State of Delaware Request for Proposal DACSES Replacement (HSS-10006) 3 State Responsibilities and Organizational Structure In their proposals, Bidder’s must show their understanding of all the various aspects outlined in this section and must show their approach in addressing each aspect. 3.1 Overview of State Responsibilities The State’s DCSE project management team will work with the Contractor to facilitate project goals and to ensure project success. The State’s project management team will manage the project on behalf of the State and will oversee and direct the project in accordance with the requirements of the Project Management Plan. The DCSE plans a significant commitment of its staff to work with the Contractor in managing the project on a day-to-day basis. To exercise effective direction, management, and control of the project, the DCSE Project Management Team has begun to assume and exercise specific project management responsibilities. The preparatory tasks and plans that will be implemented to ensure effective project management leadership include, but are not limited to the following: • Project Organization • Project Charter • Communications Management Plan • Risk Management Plan • Procurement Management Plan • Scope Management Plan • Time Management Plan • Cost Management Plan • Quality Management Plan • Resource Management Plan These plans will be finalized before identifying the implementation contractor and will be used as structure for project management activities throughout development and implementation of new DACSES. However, they could be refined after the implementation contractor has been selected. The plans listed above does not preclude implementation vendor to develop deliverables listed in the deliverable section. 3.2 State Project Organization and Staffing Structure The DACSES development and implementation project will be managed by the Delaware Department of Health and Social Services, of which the Division of Child Support Enforcement is a part. DCSE staff will direct, review and control the development and implementation effort. Division of Child Support Enforcement 22 of 189 Department of Health and Social Services State of Delaware Request for Proposal DACSES Replacement (HSS-10006) DCSE may use contractor staff to fill positions on the management team. This section presents the organizational structure within which project management will be accomplished. Figure 2, below, depicts the project organizational structure. Greater detail is provided in the summary narrative that follows the chart. Figure 2: Project Organizational Structure 3.2.1 Management, Review and Advisory Groups Three advisory groups, the Project Executive Board, the Project Sponsors Group, and the Stakeholders’ Advisory Board, will aid DCSE project management to bring the project to a successful conclusion. 3.2.2 Project Executive Board The Project Executive Board will consist of department heads (or their designees) of the agencies most involved in the design and implementation of DACSES replacement system. The Executive Board members will include representatives from the Department of Health and Social Services, Family Court, Department of Justice, and the Department of Technology and Information. Division of Child Support Enforcement 23 of 189 Department of Health and Social Services State of Delaware Request for Proposal DACSES Replacement (HSS-10006) The Project Executive Board will: • Review and advise project management on key project decisions. • Assist in negotiating the political commitment by the external agencies to schedule and implement the necessary changes on schedule. • Review the quarterly Independent Verification and Validation reports and assist in devising the appropriate response to report recommendations. • Meet quarterly, or more frequently if needed, to discuss project status and resolve issues that may impede progress. 3.2.3 Project Sponsors Group The Project Sponsors Group will be comprised of the Chief of DCSE Administrative Services, the Applications Director of DHSS IRM, the State DACSES System Project Manager, the Manager of the DCSE systems unit and an additional senior-level representative from IRM. The Project Sponsors Group will review and advise project management on those components of the project that affect their constituencies and assist in negotiating the political commitment by their constituencies to plan and implement the necessary changes on schedule. 3.2.4 Stakeholders Advisory Board The specific members and responsibilities of the Stakeholders Advisory Board will be determined during the initial stages of the project. The Board will be comprised of representatives from agencies that are involved in cooperative efforts with the child support program. Members will be responsible for coordinating the new system development effort with initiatives and activities within their own departments. The Stakeholders Advisory Board will meet bi-monthly, but more frequently if issues arise needing the Board’s attention. Representatives from the Department of Technology and Information (DTI) and Information Resources Management (IRM) will provide advice relating to technology issues and approaches. Also, at minimum, representatives from the following programs and departments will be represented on the Stakeholders Advisory Board: • IV-A (TANF) • IV-E (Child Welfare) • Title XIX (Medicaid Eligibility) • Department of Justice • Family Courts • Department of Revenue • Division of Motor Vehicles Division of Child Support Enforcement 24 of 189 Department of Health and Social Services State of Delaware Request for Proposal DACSES Replacement (HSS-10006) • Department of Correction • Office of Vital Statistics • DCSE • Other End Users, as appropriate 3.2.5 Senior Project Management Staff Responsibilities State senior project management will be responsible for the day to day details of the project, and is referenced as follows: 3.2.5.1 State Project Executive The Project Executive will maintain overall responsibility for all aspects of the project and direct the efforts of state and contractor staff, including planning, management, communications, configuration management, change management, contract management, training, budget, and control of the project. He/She will direct and coordinate the efforts of the Project Manager and other members of the Project Management Team. The Project Executive will review and comment on all documents, reports, and deliverables prior to their being forwarded to the project Boards for final approval. She or he will also coordinate the development of the new/revised cooperative agreements with other State Departments and Divisions needed to define the changes to the interactions between the new DACSES and these entities and their systems. 3.2.5.2 State Project Manager The Project Manager will assume primary day-to day responsibility for project management and quality assurance. She or he will provide leadership in negotiating and coordinating system interfaces with the Administrative Office of the Courts, the IV-A, Title XIX, IV-E, Correction, Labor, and other departments and agencies. She or he will be responsible for State oversight of the Implementation Contractor and State staff assigned to the project. Other responsibilities include: • Organizing, managing, and controlling all aspects of the development and implementation effort • Writing and obtaining approval of the Project Charter • Reporting to the Project Sponsors Group • Coordinating formal communication to all affected State departments, agencies and groups • Approving project deliverables Division of Child Support Enforcement 25 of 189 Department of Health and Social Services State of Delaware Request for Proposal DACSES Replacement (HSS-10006) 3.2.5.3 Other Senior State Project Staffing Resources The State plans the following staffing resources in addition to the State Project Executive and Project Manager positions. Note that these positions may be filled by contractors, depending on need. • State Project Coordinator • State Project Control Administrator • State Technical Design Manager • State Functional Design Manager • State Quality Assurance Manager • State Change Management Officer 3.2.5.4 Other key state functions The following outlines additional State project positions that will work on the project. Note that these positions may be filled by contractors, depending on need. One person may perform more than one function. • State Functional Design Subject Matter Experts • State Staff Technical Coordination functions , to include: o Database Administration - Operating System Tier o Database Administration - Application Tier o Database Administration - Database Tier o Application Development o Network Administration o Personal Computer and Security Administration • State Conversion Coordinator - Installation and Conversion. • State Administrative Assistant 3.2.5.5 Independent Verification and Validation Contractor DCSE in conjunction with State Auditor will use state procurement procedures to secure the services of an Independent Verification and Validation Contractor. The IV & V Provider will not be associated with the successful bidder on this contract nor will Bidders on this contract be eligible to bid in the associated procurement for the IV & V Provider. The IV & V Provider will not participate in daily project management or project activities but will review project plans and documentation from a perspective external to the project. The IV&V Provider will be required to complete a report assessing project plans, documentation, accomplishments, and vulnerabilities. The IV&V Provider will provide all plans, reports of findings, and recommendations to the ACF Central and Regional Offices at the same time they are supplied to the State, as specified in 45 CFR 307.15(b)(10)(ii). Division of Child Support Enforcement 26 of 189 Department of Health and Social Services State of Delaware Request for Proposal DACSES Replacement (HSS-10006) 3.2.5.6 Quality Assurance Contractor DCSE will use state procurement procedures to secure the services of an independent Quality Assurance Contractor, not associated with the successful bidder on this contract. The Quality Assurance Contractor will work with the State’s Quality Assurance Manager to monitor project tasks and activities and report on deviations from the approved Project Plan. 3.3 State Review and Approval of Project Deliverables It is the sole responsibility of the State to review and approve all aspects of the project, to include: • All Contractor project deliverables and tasks defined herein • The acceptability of the efforts of the Contractor and the Contractor staff • The acceptability of all Contractor results 3.3.1 State Review and Approval Timeline Implementation contract deliverables include critical system planning and development components. Sufficient deliverables have been identified at key steps in the project to guide the project toward meeting its functional and technical requirements and preparing for system implementation. The successful Bidder must schedule Deliverables for submission and review at intervals sufficient to verify project progress and direction while assuring timely completion of the project. Deliverables must be submitted using software from the MS Office Suite, including Word, Project, Excel, Visio, Power Point, etc. The State will utilize SharePoint software to facilitate the management, review and archival of such deliverables. The Contractor shall assure its efforts in regard to deliverables facilitate and are compliant with the State’s methodology. The specific timeline for the review deliverables by the State, and for Contractor revisions and corrections to such deliverables is defined in Section 4.10.2, below. In accordance with the deliverable timeline defined in project plan, all Deliverables will be submitted to the State for review by the State Project Management Team. Corrections, additions and changes will be requested as a result of the review. These changes will be communicated to the Contractor who will modify the deliverables as appropriate. It is not expected that Contractor efforts on the subsequent tasks will be delayed awaiting the results of the review. Rather, changes must be factored into the subsequent tasks and deliverables as soon as agreed upon. The State reserves the right to extend the ten (10) State business day requirement for review and comment on any revised deliverable. Any such extension, however, will be Division of Child Support Enforcement 27 of 189 Department of Health and Social Services State of Delaware Request for Proposal DACSES Replacement (HSS-10006) specific to each deliverable. The total number of days for all extensions to review revised deliverables shall not exceed twenty-five (25) State business days. 3.4 State Staff Participation The State will make reasonable efforts to facilitate the project by making State Staff and resources available to enable Contractor efforts. 3.4.1 Availability State staff is normally scheduled to work 7.5 hour days from 8:00 AM - 4:30 PM, Monday through Friday, excluding State recognized holidays. Implementation Vendor staff will be scheduled to work 8 hour days from 8:00 AM - 5:00 PM, Monday through Friday, excluding State recognized holidays. 3.4.2 Exclusions No state staff shall be available to work on or complete the tasks assigned as Contractor responsibilities under this RFP. 3.5 State Resource Availability State resource availability is generally subject to the following conditions. 3.5.1 State Systems Availability During State business days, the Biggs mainframe production systems are normally available from 7:00 AM to 7:00 PM. On Saturday the hours are 8:00 AM to 4:30 PM. Production systems are taken down earlier on specific monthly dates to accommodate particularly heavy batch schedules. 3.5.2 Test Systems Availability The availability of legacy systems for testing associated with this project must be scheduled with the State. 3.5.3 Systems Staff Support DTI has mainframe systems support staff on-site from 7:00 AM to 4:30 PM on State business days. DTI Operations and Service Desk staff is available 24 x 7. IRM applications, Division of Child Support Enforcement 28 of 189 Department of Health and Social Services State of Delaware Request for Proposal DACSES Replacement (HSS-10006) telecommunications and Help Desk staff is on-site from 8:00 AM to 4:30 PM on State business days. 3.5.4 State Network Availability The State network is very stable and unscheduled downtime is minimal. Given that the network is an essential state resource, any reported problems have a very high priority and are dealt with immediately. 3.5.5 Data Center Business Continuity and Disaster Recovery The Biggs Data Center and the systems hosted therein are covered by a comprehensive business continuity and disaster recovery plan. Power is conditioned and outside supply fluctuations can trigger a switch to automatic local power generation capability, when/if needed. 3.5.6 Remote Access Remote connectivity through SSL-VPN is available for off-site work for contracted staff that must access, update or maintain servers and/or applications in the DMZ. Such access is subject to State approval on a user basis and is subject to all applicable State networking and security requirements and standards. 3.6 Access to Information Regarding ARCSIS This procurement calls for the transfer of the Arkansas Child Support Information System (ARCSIS) along with modification of that system to meet the business requirements of the State of Delaware. The services under this solicitation will be procured through free and open competition. To facilitate the Bidding process and to adhere to the principles of a free and open competition to the maximum extent possible, the State will make available to Bidder’s attending the mandatory bidders’ conference, available documentation and source code for the ARCSIS system via CD ROM. 3.7 Standard Reporting Processes and Procedures The State will subject all project activities to standard reporting processes and procedures, including the following: • Weekly Project Progress Reporting and Management • Monthly Project Progress Reporting and Management • Project Meeting Protocol Division of Child Support Enforcement 29 of 189 Department of Health and Social Services State of Delaware Request for Proposal DACSES Replacement (HSS-10006) • Risk Management Processes • Change Control Processes • Issue Tracking and Resolution Processes • Unit, Integration, Performance/Stress, Regression and User Acceptance Testing Procedures • Training Procedures • Implementation Procedures 3.8 Project Control Structures The State will subject all project activities to project control structures, including but not limited to the following: • Central Project Repository • Requirements Traceability Matrix • Standardized Functional and Technical Design Templates • Configuration Management Automation Software • Data and Object Analysis Software • Defect Tracking Software • Regression Testing Software • Performance Testing Software • Performance Monitoring Software • Automated Testing Software Division of Child Support Enforcement 30 of 189 Department of Health and Social Services State of Delaware Request for Proposal DACSES Replacement (HSS-10006) 4 Project Requirements, Tasks, Deliverables and Scope In their proposals, Bidders must discuss each of these subsection requirements within Section 4 in detail to acknowledge their understanding of, and responsibilities under, this RFP. Further, they must describe their approach in addressing all requirements. 4.1 Required Contractor Expertise and Experience The following section outlines both project requirements and contractor responsibilities under this RFP. 4.1.1 Overview of Contractor Responsibilities and Requirements The Contractor shall develop and implement a statewide Automated Child Support Enforcement System based upon the transfer of the Arkansas Child Support Information System (ARCSIS). The statewide system must meet all of the defined functional and technical requirements provided in section 4. Specifically, the Contractor shall: • Develop detailed functional and technical design documents • Recommend, acquire and install required system hardware • Develop and implement the software as designed • Test all aspects of the system • Develop all required interfaces • Convert data from the legacy systems • Develop and deliver functional and technical training • Produce documentation • Develop production reports • Initiate system operations • Obtain required OCSE system certification • Provide post-implementation support • Provide a system warranty • Support system operations • Provide an effective transition at the completion of the contracted term • Provide appropriate and sufficient project management, reporting, and communication to enable the project’s progress The Contractor is expected to provide appropriate professional expertise combined with a comprehensive and complete range of professional, technical, consulting and management services for the duration of the project. The State expects all work under this contract must be performed in accordance with appropriate, contemporary professional standards. Division of Child Support Enforcement 31 of 189 Department of Health and Social Services State of Delaware Request for Proposal DACSES Replacement (HSS-10006) 4.1.2 Creation and Maintenance of a Professional Work Environment The State requires the Contractor to create and maintain at all times a professional work environment that facilitates the timely and efficient implementation of the project. The associated work environment must meet contemporary professional standards that reflects positively on the public perception of the State of Delaware and DCSE and that supports and attains DHSS workplace goals, which include but are not limited to the following: A work environment: • Committed to open communication where practices such as open door policies, active listening, inclusive information sharing, respect for differing opinions and tolerance are the norm; • Dedicated to mutual respect that recognizes each individual has value, and that enables each individual to achieve his or her very best; • Celebrating and promoting the value of diversity in an effort to build trust, harmony and understanding; • That recognizes Employees for their many contributions and reward individuals and groups in an appropriate, timely and specific manner; • That strives toward continuous improvement of the workplace by employing these essentials: flexibility, responsibility and accountability, respect, trust, and professional courtesy; • That does not tolerate behaviors that demean and offend people. Such behaviors include, but are not limited to: o Slurs or jokes that reflect negatively on a group or individual o Sexual harassment in any form, in accordance with the State of Delaware’s harassment policy o Displays of pictures, posters, calendars, flyers or other material that belittles, ridicules or show hostility or dislike toward another individual or group, or that is otherwise inappropriate in a professional work environment • That protects individuals reporting violations of these principles or in testifying in cases involving harassment or discrimination from retaliation • That is in compliance with the DHSS drug-free workplace policy • Committed to the equal enforcement of all applicable Federal and State laws along with all Contractor employment rules, regulations and policies Contractor employees assigned to work in or visit to Delaware in conjunction with their job duties must be housed and maintained by the Contractor in an appropriate, professional manner. 4.1.3 Required Qualifications The successful bidder will demonstrate their compliance with the following required qualifications. Bidders unable to demonstrate compliance with these requirements will be disqualified from further consideration for this procurement. Division of Child Support Enforcement 32 of 189 Department of Health and Social Services State of Delaware Request for Proposal DACSES Replacement (HSS-10006) Bidders must have demonstrated corporate experience and depth of knowledge in the successful design, applications development, integration and implementation of one or more OCSE-compliant Child Support Enforcement systems similar to the size, scope, scale and functionality of the proposed replacement system. Bidders must have sufficient staff with experience in implementing an OCSE-compliant child support enforcement system in at least one state similar to the size, scope, scale and functionality of the proposed replacement system; such staff must be assigned to key roles in the project. Bidder experience should include, but not be limited to, the following: • Appropriate levels and examples of project management, system and workflow analysis, system design, and integration and engineering expertise • Appropriate levels of systems programming and development, to include systems testing and implementation • Appropriate experience in the development and implementation of such systems on an accelerated time schedule • Appropriate experience creating systems documentation, training, and successful knowledge transfer to affected state staff • Effective implementation of systems to include successful Federal certification of the system • Prior experience in the design, implementation and integration of such systems with State Disbursement Unit Automation • Experience with the integration of such systems with image-based payment processing systems • Experience in the design, implementation and integration of such systems with document imaging systems along with experience in the design, implementation and integration of document imaging systems • Experience in providing system “help desk” support during implementation and the post implementation time periods • Experience in providing ongoing maintenance and support of such systems, including system enhancements • An appropriate level of financial resources and stability to enable the fulfillment of all requirements under this RFP • An appropriate level of experience in managing large project staffs, in creating and effectively implementing appropriate management policies and procedures affecting such staffs, as will be engendered by this project, with the hiring and retention of such staff and with the creation, management and maintenance of free- standing project work sites. 4.1.4 Eligibility Bidders must meet the following eligibility standards: Division of Child Support Enforcement 33 of 189 Department of Health and Social Services State of Delaware Request for Proposal DACSES Replacement (HSS-10006) 4.1.4.1 Mandatory Attendance of Bidders’ conference All potential bidders who wish to bid on this proposal must be present on time at the mandatory bidders’ conference and must deliver to the State a duly executed copy of the required non-disclosure agreement (see NT) at the start of the Mandatory Bidders’ conference. No proposals will be accepted from bidders who did not attend the Mandatory Bidders’ conference, who were MORE than 15 minutes late for the Mandatory Bidders’ conference Meeting or who do not deliver the duly executed non-disclosure agreement, as required. 4.1.4.2 Notification of Bidder’s Conference Attendees’ Intent Not to Bid Potential bidders who attend the bidder’s conference, who elect not to submit a proposal in support of this procurement, shall provide formal notice to the State of such intent on or before the required submission date for proposals under this RFP. 4.1.4.3 Ineligible Bidders Contractors and individuals who have assisted in the preparation of this RFP or with the associated project management oversight, or the Project Management Office are precluded from bidding or participating at any level in the preparation of a proposal for this contract. 4.2 Staffing Requirements Contractor will propose and supply resumes for the following key positions: • Contractor Project Director • Contractor Project Manager • Contractor Functional Design Manager • Contractor Development Manager • Contractor Testing Manager • Contractor Implementation Manager • Contractor Training Manager If the resumes submitted are not the resumes of individuals who are already employees of the Bidding organization, or subcontractors of the Bidding organization for this proposal, such resumes must be accompanies by a letter of intent signed by both the bidding organization/subcontractor organization for purposes of this proposal (as appropriate) AND the associated individual. Such letter of intent shall attest to both the individual’s intent to work on the project in the role proposed in the event of a contract award and the associated organizations offer of employment for same. Division of Child Support Enforcement 34 of 189 Department of Health and Social Services State of Delaware Request for Proposal DACSES Replacement (HSS-10006) Job responsibilities for these positions are defined in the table below: Figure 3 Contractor Key Staff Job Responsibilities Role Project Responsibility Contractor The Implementation contractor’s Project Director is the senior- Project Director level individual who has direct authority over the contractor’s Project Manager and is the responsible party for resolving issues not resolvable by the contractor’s Project Manager. Contractor Working directly with the State Project Manger and the State Project Manager Project Management Team, the Project Manager is expected to assume responsibility for overall project management, quality assurance and contract compliance on behalf of the Implementation Contractor. Will provide or delegate authority for all required negotiation and coordination with the State project management staff, as well as participation in regularly-scheduled project status meetings and emergency meetings as required. The Project Manager also bears responsibility for the implementation of the project management plans developed by the State staff and for the establishment and practice of the planning tasks specified for the Implementation Contractor in the Request for Proposal. Contractor Working with the support of the State’s Functional Design Functional Manager, the contractor Functional Design Manager is expected to Design Manager manage and direct the Implementation Contractor’s functional design tasks. This role should include overall responsibility for design development planning, initiation, development, presentation, testing and maintenance of all functional design documents. Contractor This role should encompass the Contractor’s management of the Development development phase activities when the functional and technical Manager design requirements are being integrated to support a coherent interactive system. The Development Manager is expected to work directly with the Implementation Contractor’s Functional Design Manager and Technical Design Manager as their designs are being implemented. This manager will also work directly with the Testing Manager and will be responsible for requirements traceability as designs are changed during development or in response to system testing. The Development Manager will also work closely with Delaware’s Technical Design Manager and other members of the State’s project team so as to manage and direct the Implementation Division of Child Support Enforcement 35 of 189 Department of Health and Social Services State of Delaware Request for Proposal DACSES Replacement (HSS-10006) Role Project Responsibility Contractor’s technical design tasks. This role should include overall responsibility for design development planning, initiation, development, presentation, testing and maintenance of all technical design documents. It should also establish and implement the Implementation Contractor’s standards and methodology for database development, deployment, operations and maintenance, as well as verify the methodology and rules for entity relationship determination and documentation. The position will also implement the procedures prescribed by the State to identify new database tables and new or revised columns on existing database tables. This role should also assume responsibility for developing provisions for the physical security, capacity, electrical power and backup of the new system, as well as the integration of new system components into Delaware’s current structure. Contractor In cooperation with State’s Quality Assurance Manager, the Testing Testing Manager will lead the Implementation Contractor’s establishment Manager and implementation of protocols for integration, performance, regression and acceptance testing including the provisions for test case preparation and the performance and documentation of testing activities. Will also be responsible for the identification and tracking of application defects, including the prioritization of defects as critical, major, and minor and for reporting on their number, type and correction. Will work closely with the Implementation Contractor’s Development Manager as well as other members of the State’s project team. Contractor Working with the support of the State’s implementation team, the Implementation Implementation Manager is expected to assume responsibility for Manager planning, data conversion design and development, training preparation. This manager is also expected to organize and verify the data cleanup in preparation for the new system installation and conversion. The Implementation Manager will prepare procedures for day-to- day system operations that will include the batch job and the online technical support standards, the provisions for equipment and communications problem-solving and the establishment of a customer support staff to triage application problems and manage data correction problems. The application and data problems should be prioritized for immediate attention and includes responsibility for the control and documentation of any changes that are required. The Implementation Manager will work closely with all project management staff to effect the smooth implementation of each phase of the project. Division of Child Support Enforcement 36 of 189 Department of Health and Social Services State of Delaware Request for Proposal DACSES Replacement (HSS-10006) Role Project Responsibility Contractor The Training Manager will work closely with the other members of Training the Implementation Contractor’s project team throughout the Manager design, development and testing activities of the project to confirm development of the necessary training materials for each functional design. The Training Manager will be expected to finalize the information needed for full use of the system functionality at the conclusion of the acceptance testing processes. Required training materials will include development of the necessary training modules, user manuals and help utilities. The resumes should be for specific named individuals and should be in the format specified in Appendix E. Other positions may be proposed at the Bidder’s discretion, including additional “key” positions. One person may be proposed to fill more than one role with the exception of the Project Manager. In their proposals, Bidder’s must provide detailed job description for all positions and roles included in their proposal. In their proposals, Bidder’s should designate the “key” staff member who will serve as the Contractor Project Manager in the Contractor Project Manager’s absence. Should any “key” position become vacant during the duration of the project, the contractor shall fill such position with a qualified replacement within 45 days. Such replacements must be approved by the State Project Executive prior to joining the project. Should the State determine any Contractor employee is unsuitable for continued employment on the project, for any reason, the State Project Executive will notify the Contractor Project Manager and such designated employee shall immediately be replaced by the Contractor in a timeframe to be mutually agreed to by the State Project Executive and the Contractor. 4.2.1 On-Site Staffing Requirement The State and the key Contractor staff will work very closely together on this project. The contractor must continuously work in collaboration with the State’s project management team to ensure project success. This expectation requires a continuous on-site presence by senior-level Contractor project staff to ensure the level of collaboration and communication required for project success. It is vital the Contractor project manager and key staff foster and consistently maintain a proactive on-site role in the project and be accessible at all times. Division of Child Support Enforcement 37 of 189 Department of Health and Social Services State of Delaware Request for Proposal DACSES Replacement (HSS-10006) Accordingly, the following key Contractor staff are required to be on-site in New Castle County Delaware, on a full-time basis, at the Contractor’s project office (section 4.2.2.3, below), a minimum of four days per week: • Contractor Project Manager • Contractor Functional Design Manager • Contractor Development Manager • Contractor Testing Manager • Contractor Implementation Manager • Contractor Training Manager • Contractor Help Desk Analysts In addition, the Project Director shall be on-site on an “as needed/ when required” basis as determined by the State. 4.2.2 Location of Project Work/Project Staff The Contractor supporting resources for this project shall be located as follows: 4.2.2.1 Off-shore Project Work Prohibited DHSS will not permit any project work under this contract to be performed “off-shore”, defined as outside the confines of the United States of America. All proposals shall definitively confirm the Contractor’s understanding of this requirement and shall include the statement “no work under this proposal will be performed “off-shore”, defined as outside the territorial confines of the United States of America.” 4.2.2.2 Off-site Project Work DCSE will permit work focusing on fulfillment on this contract to be performed “off-site”, as defined as “outside of New Castle County Delaware but otherwise within the territorial confines of the United States of America.” For off-site work, DCSE requires strong management of the resources and assigned tasks; adequate, timely and accurate communications; and completion of assigned work by specified deadlines. If the Bidder is proposing off-site project work, the Bidder must specifically address each of the bulleted items below in this section of the proposal. If all of the Bidder’s work will be done on-site, the Bidder will respond to this section 4.2.2.2 as follows: “No off-site project work proposed.” If the Bidder plans include the performance of project work on an off-site basis, the Bidder’s proposal shall include the following information: Division of Child Support Enforcement 38 of 189 Department of Health and Social Services State of Delaware Request for Proposal DACSES Replacement (HSS-10006) • A detailed description of work to be completed off-site, along with a breakdown of the type of work to be provided on-site. This description must include a quantification estimating, for each of the deliverables identified in this Section, the percentage of work to be done off-site. • An organization chart with job titles of off-site staff and their relationship to the Bidder • A description of what tasks each job title is responsible for performing. • A clear definition of off-site work is to be performed by Bidder staff as compared to off-site work to be done by sub-contractors. • For proposed off-site staff, a roster that defines the off-site positions in question by name and title, to include resumes of “key offsite” staff and a table highlighting prior participation by such staff on similar projects. Named or sample resumes for lower level staff should also be provided. • A detailed plan for managing off-site work including communication strategy to accommodate time differences if any. Include contingency plan for completing work should off-site relationship be terminated. • A proposed meeting schedule for project status discussions with off-site management staff. • Identification of an off-site single point of contact who will serve as the project manager of off-site resources, including a description of how this project manager and the on-site project manager will interact. The State prefers that the off-site project manager be a Bidder employee. Please refer to RFP Section 4.2 for normal Contractor staffing requirements. • A contingency plan for substituting on-site staff if off-site relationship becomes problematic as determined by the State. • A description of prior Bidder organization experience with use of off-site Contractor staff or subcontractors and provide U.S. client references for that work. • A detailed description of proposed project manager's experience in directing off-site staff and/or subcontractors. • A statement of the Bidder understands that the State will only provide management of this project and Contractor resources through the on-site project manager. All management/relationships with off-site resources, whether Contractor staff or subcontractors, will be handled by the respective contracting organization. Any remote access by Contractors and their staff will be accomplished through the use of SSL VPN. Direct modem dial-up access is not allowed. If a Bidder expects or requires remote access for proper implementation and/or support of its product, proposals must detail the exact nature of the remote access required and why it cannot be accomplished through other means. Bidders should note that under no circumstances is "remote control" of user desktops ever allowed and the State of Delaware firewall will block such access. For remote access to Windows based servers the DMZ, either RDP or Citrix must be used. 4.2.2.3 On-site Project Work • As referenced above in section 4.2.1, this project requires close daily collaboration between the State and the Contractor staff to ensure success, and the State requires a continuous and sustained on-site presence by key Contractor staff. Division of Child Support Enforcement 39 of 189 Department of Health and Social Services State of Delaware Request for Proposal DACSES Replacement (HSS-10006) • Accordingly, the State expects a material amount of the work performed in support of the contract will be performed in close proximity to DCSE offices at 84 A Churchman’s Road, New Castle, Delaware 19702. • Since available space at the State’s Churchman’s Road and at the Biggs Building locations is limited and cannot accommodate the full level of staffing required for this project, the Contractor must acquire space for a project office site for the duration of the project. The project site must be located in New Castle County Delaware within ten (10) miles of DCSE offices at 84 A Churchman’s Road, New Castle, Delaware 19720. The office must be large enough to house Contractor staff and approximately forty (40) additional State project staff. • The successful bidder must submit project office site lease for approval by the state within 30 days of the execution of the contract. • The Contractor’s project office site as provided must have sufficient conference space, private office space and other such amenities to enable project effectiveness and success. The contractor must provide all office furnishings, telephone, fax, voice mail, e-mail, LAN, personal computer, personal computer software (to include MS Office Suite, and MS Project), Internet connectivity and photocopying services for the project office including the additional State project staff referenced in the prior paragraph. • Should incremental space be required during the life of the project, the Contractor must acquire and furnish office space within close proximity of the selected site. This incremental space must also be in compliance with the above paragraph. • The Contractor must obtain State approval of the location of the project office site prior to execution of any lease and shall collaborate with the State to identify, procure, build-out and manage project office space. All such space, along with the computer hardware and software provided by the Contractor for all project purposes must meet State standards and must be approved by the State to ensure compatibility with state systems and policies. The contractor will be responsible for providing network connectivity from the project office to the State Intranet. Such connectivity must be fully compliant with current State network and security requirements. • In their proposals, Bidder’s shall provide confirmation of these requirements and shall provide detail about their proposed project office site location. 4.2.3 Project Director Requirements The Contractor Project Director is the senior-level individual who has direct authority over the Contractor Project Manager and is the responsible party for resolving issues not resolvable by the Contractor Project Manager. Division of Child Support Enforcement 40 of 189 Department of Health and Social Services State of Delaware Request for Proposal DACSES Replacement (HSS-10006) The Director does not need to be on-site except for designated meetings or as otherwise requested. It is critical that a named Project Director with appropriate experience be proposed. The Contractor’s proposed Project Director must have at least five years experience in the management of a human services systems implementation project and at least ten years experience in the development and implementation of large-scale computer systems similar in size and scope to the proposed system. 4.2.4 Project Manager Requirements The Contractor Project Manager is the individual who, on behalf of the Contractor, is ultimately responsible for the outcome of the project. He/she manages the project from the contractor perspective, is formally empowered to use the Contractor’s resources and is authorized to both spend the project’s budget and to make decisions on the project on behalf of the Contractor. He/she is the chief liaison for the State Project Executive. The Contractor Project Manager shall direct daily project activities to enable achievement of all project goals, timelines and deliverables. Duties of the Project Manager include, but are not limited to the following: • The on-time, on-budget attainment of all project requirements • Initiating all project activities • Directing and overseeing all planning activities • Assuring the timely execution of all project tasks • Monitoring and controlling all project activities • Assuring the completed project is properly closed out • Managing and overseeing all Contractor and subcontractor staff • Communicating with the State project staff It is required that an experienced Contractor Project Manager be proposed. The Contractor’s project manager must have at least five years experience in the management of a human services systems implementation projects. Project Management Professional (PMP) certification is required. Additional professional training and designations are desirable. 4.2.5 Project Help Desk Requirements Contractor help desk requirements under this RFP are defined below: 4.2.5.1 Post-Implementation Help Desk Contractor Help Desk expertise is critical to the success of the system. The State will provide first-level Help Desk support. First-level support typically includes resolution of issues such as network connectivity, application log-in problems and general PC advice. Division of Child Support Enforcement 41 of 189 Department of Health and Social Services State of Delaware Request for Proposal DACSES Replacement (HSS-10006) The Contractor shall provide second-level Help Desk support. This level of support involves resolution of issues that are specific to the new DACSES application and therefore requires application-specific expertise to resolve. The Contractor shall staff the Help Desk function during the UAT, training, and production implementation phases of the project, and throughout the warranty period. The Contractor’s Help Desk staff must provide second-level support during regular State business hours. All Bidder proposals must include a description of the staff resources required to support this requirement. 4.2.5.2 Development Site Help Desk The Contractor shall provide first-level help desk support for contractor and state staff housed in the project office site defined in Section 4.2.2.2, above. The State will provide second-level help desk support in this regard, pertaining to connectivity to or issues with State managed systems. 4.3 Project Management Requirements The Contractor shall provide appropriate resources to fulfill project requirements at all times. The Contractor referenced herein shall be the prime contractor for this project. The prime contractor shall be directly be responsible for the means and methods to be used in fulfilling the contract in according with the contract documents and shall provide all labor, equipment, material and services necessary for completion of the deliverables under this RFP. The prime contractor may delegate, with State approval, certain portions of the tasks and work herein to subcontractors that shall be contracted to and managed by the prime contractor. The State requires the project be conducted in accordance with industry and government standards for system design, development and project management. The following documents establish the reference library for project standards: a. A Guide to the Project Management Body of Knowledge - Fourth Edition (PMBOK Guide: 2008 Edition) from the Project Management Institute (PMI) b. Government Extension to A Guide to the Project Management Body of Knowledge (2006 Edition) from the Project Management Institute (PMI) c. Capability Maturity Model Integration (CMMI), Version 1.1: CMMI for Software Engineering - Staged Representation from the Software Engineering Institute (SEI) Division of Child Support Enforcement 42 of 189 Department of Health and Social Services State of Delaware Request for Proposal DACSES Replacement (HSS-10006) d. Practice Standard for Work Breakdown Structures; published by the Project Management Institute (PMI) e. IEEE Std. 610.12-1990 (R2002): IEEE Standard Glossary of Software Engineering Terminology f. IEEE Std. 1058-1998: IEEE Standard for Software Project Management Plans g. Software Risk Evaluation (SRE) from the Software Engineering Institute (SEI) h. Continuous Risk Management (CRM) from the Software Engineering Institute (SEI) i. IEEE Std. 1540-2001: IEEE Standard for Software Lifecycle Processes - Risk Management j. IEEE Std. 12207.2-1997 - Software Lifecycle Processes - Implementation Considerations k. IEEE Std. 730-1998 - IEEE Standard for Software Quality Assurance Plans l. IEEE Std. 1233-1998 (R2002): IEEE Guide for Developing System Requirements Specifications m. IEEE Std. 828-1998: IEEE Standard for Software Configuration Management Plans n. IEEE Std. 829-1998: IEEE Standard for Software Test Documentation o. IEEE Std. 1016-1998: IEEE Recommended Practice for Software Design Descriptions p. IEEE Std. 1063-2001: IEEE Standard for Software User Documentation q. IEEE Std. 1471-2000: IEEE Recommended Practice for Architectural Description of Software-Intensive Systems r. ANSI/IEEE Std. 1008-1987: ANSI/IEEE Standard for Software Unit Testing The State requires that a very high level of transparency be maintained at all times in regard to the project, the status of associated tasks, the timeline and any issues or problems being encountered. A resource loaded and fully detailed, up-to-date project plan must be created and maintained weekly in MS Project to accurately reflect project timelines and tasks. This project plan must include each phase of the project with clear identification of the resources and responsible parties necessary to meet project goals. It must also clearly define variances to the plan in a fully transparent manner. For each document deliverable, the Contractor will first deliver for State approval a template with an outline and sample contents. The actual deliverable will follow the approved template. It will be the Contractor’s responsibility to provide complete and accurate backup documentation as required for all document deliverables. The Contractor is expected to employ a rapid application design methodology to speed customization/development. An iterative model of testing is required which will require early prototypes and subsequent demonstrations of working modules to ensure that the product meets user specifications in terms of user interface and functionality. It will be the Contractor’s responsibility to provide complete and accurate documentation for the system. Division of Child Support Enforcement 43 of 189 Department of Health and Social Services State of Delaware Request for Proposal DACSES Replacement (HSS-10006) The Contractor is expected to release prototypes/drafts of project deliverables and components for early State consideration and comment in order to expedite the final review process. Bidders must provide specific detail in their proposals describing their approach and experience in meeting this requirement. 4.4 Requirement to Comply with HIPAA Regulations and Other Standards The Contractor shall certify compliance with Health Insurance Portability and Accountability Act (HIPAA) regulations and requirements as described in Department of Health and Human Services, Office of the Secretary, 45 CFR Parts 160, 162 and 164, as well as all HIPAA requirements related to privacy, security, transaction code sets (where applicable) and medical provider enumeration. In addition the Contractor shall certify compliance with the Safeguard requirements of IRS Publication 1075 Tax Information Security Guidelines for Federal, State and Local Agencies and Entities, as defined in the following internet link: (http://www.acf.hhs.gov/exit_page.html?http://www.irs.gov/pub/irs-pdf/p1075.pdf) The Contractor shall customize/develop the system in accordance with HIPAA and IRS Safeguard requirements, implement the system in accordance with HIPAA and Safeguard requirements and, where the Contractor will operate and maintain the system, operate and maintain the system in compliance with HIPAA and Safeguard requirements. In the proposal, Bidders shall explain their understanding of the HIPAA and Safeguard regulations and their impact on this project especially in the area of security. 4.5 Requirement to Comply with State Policies and Standards All proposed solutions submitted in response to this RFP and all worked performed in support of this procurement, must be fully compatible with the Department of Health and Social Services’ technical environment and Contractors must comply at all times with the following: • State of Delaware Web Standards • DTI Executive Sponsor Reporting Standards and Change Management Standards • DTI policies and standards • DHSS Information Technology (IT) Standards Detail as to the above standards will be distributed at the mandatory Bidders meeting upon Bidder signature of a non-disclosure agreement (Appendix N), and Contractor Confidentiality and Data Integrity Agreement (Appendix R). Division of Child Support Enforcement 44 of 189 Department of Health and Social Services State of Delaware Request for Proposal DACSES Replacement (HSS-10006) Contractor staff accessing State IT resources must comply with DHSS policies and standards, and will be required to sign the DTI Acceptable Use Policy, the DHSS Biggs Data Center User Authorization Form and the Biggs Data Center Non-Disclosure Forms. Contractor staff requiring physical access to State systems, including the Biggs Data Center will be required to pass standard State security access screening processes and policies, including a criminal background investigation. All components of the proposed solution, including third party software and hardware, are required to adhere to the policies and standards described herein, as modified from time to time, during the term of the contract resulting from this RFP. All proposed exceptions must be addressed in the Executive Summary (Section C) of the Technical Proposal. 4.6 Technical Requirements A summary of the project’s technical requirements follows. Note that a more detailed description of these technical requirements are available in “DACSES Re-engineering Requirements” which will be provided during the mandatory bidders’ conference. In their proposals, Bidders must address in detail the following technical requirements, to include the detail provided in DACSES Re-engineering Requirements, so as to show their technical understanding of these requirements. Bidders must also demonstrate their approach to validate that their proposed solution fully meets these requirements. The following section summarizes the technical requirements defined by the State for reengineering DACSES, based upon the transfer of the Arkansas ARCSIS. DACSES Reengineering Requirements Definitions provides the full detail of the technical requirements. In their proposal, the successful Bidder will rely on and respond to the detail in “DACSES Re-engineering Requirements” which will be provided during the mandatory bidders’ conference. 4.6.1 Security The system must provide for user authorization control by function and role, providing for variance by environment. The system must comply with the State’s Department of Health and Social Services security standards and federal HIPAA security rule and standards. The system must provide for a single user sign on that establishes user roles and authorizations for use throughout the system as well as access to pre-defined components through the Internet. The system must allow secure access to and maintenance of parameter tables. Division of Child Support Enforcement 45 of 189 Department of Health and Social Services State of Delaware Request for Proposal DACSES Replacement (HSS-10006) 4.6.2 Technical Architecture The system must employ a fully scalable, multi-tier/multi-layered architecture consisting of presentation, application, and data tiers/layers. Each tier/layer must reside in a separate environment; the presentation tier/layer must use a Graphical User Interface (GUI). User access will be limited to the presentation tier/layer only. The system must be a Web-based application, which uses thin client browser architecture. Updates to the application must be accomplished at the server level. 4.6.3 Application Environments The system must have at least six environments: • Development • Integration Test • User Acceptance Test • Training • Production • Failover Each of the latter four environments must be capable of full system operational capability. The system must have the capability to copy production case and/or participant information to the development, integration test, user acceptance test, and training environments. 4.6.4 Configuration Management System Support The system must have the capability to efficiently manage, audit, and migrate multiple versions of software among system environments. 4.6.5 File Transfer Capability The system must provide for secure transmission of incoming and outgoing files using Secure File Transfer Protocol (SFTP), Secure Socket Layer (SSL), Connect:Direct, and Cyberfusion (the methods used for federal file transmissions). 4.6.6 Enterprise Application Integration The system must provide for real-time interaction with at least the systems supporting IV- A, Food Stamps, Medicaid Eligibility Title XIX, Child Welfare (IV-E), and the Family Court. Division of Child Support Enforcement 46 of 189 Department of Health and Social Services State of Delaware Request for Proposal DACSES Replacement (HSS-10006) 4.6.7 Database Management The system must use a single integrated, relational database, with interfaces to other databases external to the system. The database must conform to the State’s architectural standards. 4.6.8 Integrated Reporting Tool The system must provide extracted production-quality data to a non-production database to support management and other reporting requirements. The system must also provide tools that allow users to perform inquiry and prepare ad hoc reports. DCSE will determine accessibility based on user role. The intent is for the reporting tool to be intelligent, easy to use, and allow access to data drawn from an extract of the live database. Access to the tool will be controlled by the security structure ad DCSE authorization. 4.6.9 Programming Languages The system presentation layer should be developed using Microsoft Visual Studio.Net Professional IDE and C Sharp in addition to HTML, SQL, and XML. Wherever possible, the application must have reusable components and make use of the State’s standard shared architectural components. 4.6.10 System Documentation The system must have updated technical and functional specifications for all software objects. This documentation must address the goals and objectives of each system component, flow of control graphics, functional descriptions, object specifications, database requirements, unit testing scenarios with expected results, and any extraordinary installation requirements. Context sensitive help must be available. 4.6.11 Date/Time Handling The system must provide for full date and time handling to support calculating, comparing, and sequencing. The system modules that enable the testing of new features and functionalities prior to production implementation of such new features and functionalities shall allow the system date to be adjusted consistent with an effective test regimen. 4.6.12 Source and Documentation Control The system must have software object version management control over all software objects and documentation. Division of Child Support Enforcement 47 of 189 Department of Health and Social Services State of Delaware Request for Proposal DACSES Replacement (HSS-10006) 4.6.13 Source Audit Capability The system must have the audit capability to identify who, what, and when any software object was touched by programming or other staff. 4.6.14 Development Utilities The system must provide for a library of development utilities for development staff usage. The system must have a task management capability to provide for development staff assignments and linking assignments to software objects. 4.6.15 Development Task Management The system must have an established development structure that provides for the creation and management of application development tasks. This development structure must provide for aggregating development tasks together into a software release. 4.6.16 Release Planning The system should support the release planning effort by tracking objectives, milestones, task descriptions, resources, schedules, and communication plans. 4.6.17 Integration, Regression, Performance, and User Testing The system must include a test tool that will monitor and control all testing efforts for the following levels of testing: • Unit • Integration • Performance • Regression • User Acceptance 4.6.18 State Network The system must provide for reliable access and adequate bandwidth to support the required response time. It must conform to the State’s network standards. The system must provide for encrypted data transmission. 4.6.19 Electronic Signature The system must provide digital and electronic signature capability. Division of Child Support Enforcement 48 of 189 Department of Health and Social Services State of Delaware Request for Proposal DACSES Replacement (HSS-10006) 4.6.20 Public Key Infrastructure The system must be compatible with a public key infrastructure security services and the State’s standards. 4.6.21 Response Time Response time must average below two seconds 98% of the time and should not exceed five seconds. (The response time requirement is meant to apply to everyday use of the system, that is, transactions needed to process cases through child support functions. Ad hoc queries and special management reports are not included in this requirement. In fact, reports will need to be run in batch to ensure that the processing to prepare the report does not interfere with the user response time requirement. Once the reports are prepared in batch, they will be displayed to authorized users online within the above response time requirements.) 4.6.22 Performance Analysis Tools The system must use a performance-monitoring tool that routinely analyzes resource usage and identifies inefficient software. This performance monitoring capability must be able to identify inefficiencies by object and job. 4.6.23 Cost Allocation The system must have the capability to monitor CPU usage and I/O by software object or user if the technical platform is not fully dedicated to child support enforcement. 4.6.24 Capacity for Growth The system must be capable of incremental growth tailored to specific capacity requirements. (DCSE expects that the hardware and software supporting the new system will be tailored to the capacity conditions as they exist at the time the system is implemented. The system architecture will be based on a tiered or layered approach using multiple processing servers and personal computers for the presentation layer. If capacity requirements change over time, DCSE requires adding hardware or system software in small increments to minimize the additional investment required and tailor the increment to the change. At this time DCSE cannot be more specific about growth requirements as there are no plans for additional functionality or growth in the child support caseload. It should be noted that during the last five years (2002 through 2006) the child support caseload grew by 5%, from 54,132 to 56,971. DCSE anticipates that this relatively small growth rate will continue in future years. Division of Child Support Enforcement 49 of 189 Department of Health and Social Services State of Delaware Request for Proposal DACSES Replacement (HSS-10006) 4.6.25 Technical Upgrades The system must conform to the State’s standards to assure conformance with periodic product upgrades. 4.6.26 New Functional Requirements The system must use parameter tables with standard templates to facilitate new requirements consistent with the application. 4.6.27 Online Availability Some components of the system must be available 24 hours a day, 7 days a week with a window for batch processing and system maintenance. DCSE requires that the new system be available to clients through an Internet Web site to perform such limited functions as review and update of restricted case information, certain customer service functions, to make automated payments, check account balances, verify court dates, etc. This component of the system must be available 24 hours a day, 7 days a week with the exception of planned system maintenance, system upgrades, and unavoidable unplanned downtime. The Help Desk software must record problems and provide tracking capability. 4.6.28 Help Desk - Problem Tracking and Reporting The system must report problems to the Help Desk automatically. The Help Desk software must be integrated with the system to allow this interaction. 4.6.29 Batch Job Monitoring and Reporting The system must incorporate a statistical status-reporting component into each batch job and make reports available on line. 4.6.30 System Backup The schedule must include regular backups and off site storage. 4.6.31 Business Continuity A risk assessment of potential threats to continued operations must be performed periodically. Risk assessment to define threats to the child support system will be performed at the same time that assessments are made for other systems running in the operations center. Risk assessment is performed on an annual basis (or as frequently as achieved by the State). Division of Child Support Enforcement 50 of 189 Department of Health and Social Services State of Delaware Request for Proposal DACSES Replacement (HSS-10006) 4.6.32 Disaster Recovery The system must have a full disaster recovery plan with an active remote location for continued operations, in compliance with state requirements. 4.6.33 Data Conversion - DACSES The data and system conversion from DACSES to the new system must be designed, developed, tested, and executed, including all automated and manual procedures. 4.6.34 Data Conversion - Other Systems The system implementation must provide for the design, development, and execution of software and manual procedures to convert information from the current DACSES system interfaces to the new system. 4.6.35 Site Requirements The application, including the associated database infrastructure and hardware platforms must be located at the Biggs Data Center on the DHSS Herman Holloway Sr. Health & Social Services Campus in New Castle, Delaware. 4.6.35.1 Compliance with State IT Environment All software purchased or developed for DHSS must be an appropriate fit into the DHSS IT Environment. The DHSS IT environment will be distributed at the bidders’ conference. Bidders shall describe how their proposal's components are consistent with the current environment. Bidders may propose solutions that are not consistent with the current environment but in that case must include a detailed analysis of how their solution's requirements will be integrated into the existing DHSS IT Environment (including, but not limited to, purchases required, set up requirements and so on). The State wishes to leverage the existing infrastructure at the Biggs Data Center to the extent possible. Bidders will describe how their system will take advantage of the existing infrastructure. All proposals (and/or their attendant integration suggestions) will be evaluated for their fit into the current environment. Utilization of this infrastructure will be a factor in proposal evaluation. The Contractor shall review their proposed system in the context of the present data center environment, to include infrastructure, hardware, power, capacity of the network (especially in terms of connectivity to the Division business sites) service upgrade plans, future capacity and response time needs.. The Contractor is must review this analysis with IRM and DTI to ensure the infrastructure is sufficient to support the proposed system, backups, full backups or dataset reloads are appropriate. System backup plans must include a full failover capability. Division of Child Support Enforcement 51 of 189 Department of Health and Social Services State of Delaware Request for Proposal DACSES Replacement (HSS-10006) The Contractor is expected to review the system and this process with IRM and DTI to ensure that it complies with State requirements. 4.6.35.2 Third Party Software Products If the Bidder proposes the use of any third party products during the course of this project, such products must be approved in writing by DHSS prior to their use. In order to receive such approval the contractor shall submit a list of the products, the number of licenses that will be procured (if applicable), and a description of how the product will be used. The description must include whether the product is only required for customization/development or whether it would be required for ongoing support/maintenance. Each product must also have an outline as to its initial and ongoing costs (including, but not limited to, licensing, maintenance, support, run time licensing versus developer licensing, and so on). Approval of third party products is ultimately at the discretion of DHSS. 4.6.35.3 Acquisition of Required Hardware and Software Bidders shall recommend and include in their proposal the purchase of all required hardware and software required to support the system through development, testing, implementation and production. The State generally prefers to purchase third party hardware and software directly, unless there is a significant advantage to the State in having the hardware and software as vendor deliverables. Accordingly, the State reserves the right to procure the mutually agreed to hardware and software separately from this RFP and associated contract. In either case, all software licenses must be in the name of the State and must provide for all required environments from section 4.6.3. 4.6.35.4 Client Stubs and/or Cookies In the design and functionality of the new system, client stubs and/or cookies, if necessary for system performance or functionality, must be kept as small as possible. The storage of client or other confidential information in stubs and/or cookies should be avoided. If it becomes necessary to store confidential information, the data must meet DHSS encryption requirements. 4.6.35.5 Support of Planned State Systems Upgrades Various mainframe software version upgrades are planned throughout the duration of this project. The State will provide up-to-date mainframe, server, network and security testing and implementation schedules to the winning Contractor. Contractors are expected to take this changing technical environment into consideration for their analysis and recommendations. Division of Child Support Enforcement 52 of 189 Department of Health and Social Services State of Delaware Request for Proposal DACSES Replacement (HSS-10006) 4.6.35.6 Contractor-Provided Project Control Structures Software The Contractor shall provide the following software to facilitate project control structures. This software shall be conveyed to the State, consistent with the licensing provisions referenced in this document, at the end of the project period. Costs for such software, including post-project licensing requirements must be included in the Business proposal consistent with the provisions of Section 6, below. Detail regard such software, excluding cost/pricing information, must be included in the Technical Proposal consistent with the provisions of Section 6, below. A. Configuration Management Automation Software - The Implementation Contractor will acquire configuration management software to assist in the control of software objects and their deployment to the multiple testing and training environments as well as to the production environment. B. Data and Object Analysis Software - The Implementation Contractor will acquire data and object analysis software to assist in building cross-reference capability to identify where and how data is used by system objects, what manipulations each object accomplishes, and how the flow of control manages system processes. C. Defect Tracking Software - The Implementation Contractor will acquire defect tracking software to assist in documenting system test plans and tracking defects when identified, how they are assigned, resolved and retested. This software will provide for an overview of testing efforts and assist in assessing the remaining effort to achieve compliant software. D. Regression Testing Software - The Implementation Contractor will acquire regression testing software to provide for standardized system wide regression testing. This will reduce the number and magnitude of unexpected and unintended results of system changes. This software will be used to prepare a PRWORA Test Deck regression test capability to assure continued compliance with distribution requirements. E. Performance Testing Software - The Implementation Contractor will acquire performance testing software to assist in stress testing the application. This will assist the efforts to achieve the response time goals of an average below two seconds (98% of the time) and an upper limit of five seconds. F. Performance Monitoring Software - The Contractor will acquire performance monitoring software to routinely analyze resource usage and identify inefficient software. This performance monitoring capability is expected to be able to identify inefficiencies by object and job. G. Requirements Traceability Matrix Software - The Contractor will acquire a requirements traceability matrix (RTM) software tool to enable the maintenance of a clear correlation of the established project software goals and objectives. H. Central Project Repository Software - The Contractor will acquire software enabling software object version control over all software objects and documentation. This software will enable standardized function and technical design templates. As the State will rely on SharePoint software in this regard in its Project Management Office, the Contractor software selected must enable an appropriate interface with SharePoint. Division of Child Support Enforcement 53 of 189 Department of Health and Social Services State of Delaware Request for Proposal DACSES Replacement (HSS-10006) I. Automated Testing Software - The Implementation Contractor will acquire automated testing software that will enable performance, stress, and high transaction volume testing of the software. This requirement may be fulfilled, in total or in part, via the software otherwise referenced in this section. 4.6.36 Installation of IT Hardware and Software As referenced in Section 4.6.35.1, above, the proposed system must be compatible with the existing State IT infrastructure. In that regard, the proposed system will be installed within the State’s Biggs Data Center. As referenced in Sections 4.2.2.2 and 4.2.2.3, substantially all project work will be performed within a Contractor provided project office site and/or at other locations external to State offices and facilities. The State requires that the enabling system hardware and software be installed within the Biggs Data Center, and that the associated developmental and acceptance testing associated with this RFP be performed within the Biggs Data Center environment. The State recognizes that substantial development effort and initial testing may be performed external to hardware and software installed within the Biggs Data Center as part of this project. Accordingly, the successful Bidder will include in their proposal a detail plan and explanation regarding their strategy and schedule for installing required hardware and software within the Biggs Data Center along with detail surrounding the configuration, maintenance and back up of such systems the Bidder may require to perform services under this RFP that will be external to the Biggs Data Center prior to full implementation of the system. 4.6.37 Maintenance of Legacy DACSES System The Legacy DACSES system will be operationally available for an undefined duration after implementation of the replacement system called for in this RFP. However, the State will maintain legacy DACSES. Accordingly, this RFP specifically does NOT include services for the continued maintenance of the Legacy DACSES. 4.7 Functional Requirements A summary of the project’s functional requirements follows. Note that a more detailed description of these functional requirements are available in ”DACSES Re-engineering Requirements” which will be provided as handout during mandatory bidders’ conference which includes excerpts from state’s Business Process Re-engineering Study that completed in 2008. In their proposals, bidders must demonstrate their full understanding of the functional requirements. The bidder must show in their approach to conducting Joint Division of Child Support Enforcement 54 of 189 Department of Health and Social Services State of Delaware Request for Proposal DACSES Replacement (HSS-10006) Application Design (JAD) sessions with the State to fully define the exact functionality required of the new system, their recommended means of documenting and revising JAD session results and their approach in assuring the functionality defined in final requirements is fully engineered into the software. The IV-D program is continuously changing to improve its efficiency and effectiveness. The use of automation to implement the program directives is an essential component of program administration. As referenced within this RFP, this project will replace the legacy DACSES by transferring the current Arkansas Child Support Information System (ARCSIS) to Delaware. Therefore, when deemed appropriate by the state, the new DACSES will employ the existing ARCSIS functionality. However, as multiple business processes used by Delaware in child support enforcement vary materially from the processes used by Arkansas, ARCSIS functionality will require modification in order to accommodate Delaware business requirements. The following sections summarize the requirements for reengineering Delaware’s automated support system to achieve much needed efficiencies. The bulk of the requirements come from the certification requirements found in OCSE’s “Automated Systems for Child Support Enforcement: A Guide for States”. Some of the requirements are specific to Delaware’s business methods. DACSES Re-engineering Requirements- Technical and Functional Requirements Definitions provide the full detail of the requirements. In their proposal, the successful Bidder will rely on and respond to the detail provided in these Appendices. The following summarizes the functional requirements identified by the State for the reengineering of the legacy DACSES by means of the transfer to Delaware of the ARCSIS system. 4.7.1 Case Initiation A real time automated linkage must be established with the IV-A, Title XIX and IV-E systems. This linkage must eliminate or reduce the manual processing, and support staff intervention at key decision making steps. 4.7.2 Person Entity Management Capability The system must establish a person entity. Person entity management must address the full range of attributes of a person including demographics, identification data, addresses, employment, income, expenses, program status, occupation, licenses, assets, and health insurance. The person entity management must have effective automated support for minimizing duplicates. Division of Child Support Enforcement 55 of 189 Department of Health and Social Services State of Delaware Request for Proposal DACSES Replacement (HSS-10006) 4.7.3 Employer Entity Management Capability The system must establish an employer entity. Since income withholding has been established as a primary means of support enforcement, effective administration of employer data is essential to effective communication and interaction with employers. 4.7.4 Referral Management Capability The system must have an efficient case referral management capability. With a significant portion of the caseload coming to the IV-D program from IV-A, Title XIX, IV-E, and other states’, tribes’, or countries’ child support agencies, the automated support for examining the incoming data and moving referrals to the next appropriate processing step is essential. 4.7.5 Family Court Interface The system must interface with the court to manage synchronization of participant and case information and provide for the initial entry of such information without dual data entry. It must support docket number, petition number, family court file number, judicial officer assignment, monitor and accept court filings for intervention in legal processes when the Division of Child Support Enforcement has an interest, update court calendars when hearings are scheduled and rescheduled and location information changes, record hearing dispositions, record the status of the Capias, and document the terms of court orders. The court interface includes the referral of non-IV-D, Family Violence, and Direct Pay orders. The system must be capable of managing the unique properties of these court orders. 4.7.6 Interface with the Department of Justice The system must manage referrals to the Department of Justice (DOJ). It must track petitions rejected by the DOJ and record the reason for rejection. It must support the referral of petitions for review and approval. It must automatically refer approved legal documents to the court. It must be capable of generating reports of petitions pending at the DOJ. It must track petitions referred to the DOJ by type, date, office, unit, and worker. 4.7.7 Case Data Management The system must support efficient case management with clear designation of case type and status, case participant role, interstate status, and routinely exchange case and person data with other child support agencies and the Federal Case Registry. Division of Child Support Enforcement 56 of 189 Department of Health and Social Services State of Delaware Request for Proposal DACSES Replacement (HSS-10006) 4.7.8 Locate Data Management The system must establish clear control of the location status of both noncustodial and custodial parents. It must routinely interact with state and national databases to acquire and maintain identification, address, asset, license, and employment data about parents. 4.7.9 Establishment Data Management The system must bring automation to the establishment process with support for appointment scheduling, long arm usage evaluation, participant notification, legal document preparation, docketing, service of process, genetic testing, guidelines calculations, hearing disposition, and order entry. The system must monitor the establishment process to ensure that at each step the case is moved forward efficiently. At each step, automatic document generation must occur, if possible. Monitoring must continue even when the referral is forwarded to another state child support agency for action. 4.7.10 Caseload Monitoring The system must monitor all cases for circumstances and conditions requiring immediate attention. The system must record worker and case actions to a case chronology and provide efficient access to the chronology. The system must support the review and adjustment of child support orders and the interaction with other child support agencies for effective administration of interstate cases. The system must monitor and support the case closure process. 4.7.11 Enforcement Data Management The system must monitor all case accounts and provide automated support for use of the wide variety of enforcement remedy options now available, including income withholding, relief to litigant filings, bench warrant issuance, account seizure, license suspension, property liens, credit reporting, tax return intercept, passport denial, et al. The system must allow for enforcement remedy exemptions and bankruptcy restrictions. 4.7.12 Financial Data Management The system must provide additional support for obligation management by automatically prorating partial month obligations, activating future obligations, and calculating the account balance when retroactive obligations are recorded. The system must provide for account billing, receipting, distribution, disbursement, held fund management, electronic funds transfer, account adjustments, and retroactive distribution. Division of Child Support Enforcement 57 of 189 Department of Health and Social Services State of Delaware Request for Proposal DACSES Replacement (HSS-10006) 4.7.13 Reporting The system must provide for an online operational report to support both specialized and generalized case management. The system must provide for the required federal reports as well as online case and financial management reports. These reports must be presented at the worker, unit, office, and state level. 4.7.14 Imaging The system must be capable of managing, displaying, and printing images of documents. The imaging functionality must be maintained on a separate system and be compatible with the imaging system operating in the SDU. 4.7.15 Integrated Reporting Tool The system must provide for the daily export of case and accounting data through daily extract or live (real-time) query to the Integrated Reporting Tool. The Integrated Reporting Tool will not be available to all users. DCSE will determine accessibility based upon user role. The intent is for the reporting tool to be intelligent, easy to use and allow access to data drawn from an extract of the live database. Access to the tool will be controlled by the security structure of DCSE authorization. 4.7.16 Security The system must support a single HIPAA compliant sign-on. System users must be automatically linked to their security profile to establish the system components for which they have authorization to use. 4.7.17 Ease of Use The system screens must conform to established standards that include but are not limited to the following: • All screens must identify the signed-on user, terminal location and ID, environment, date, and time. • All case-specific screens must identify the noncustodial parent name and SSN, the custodial parent name and SSN, the IV-D case number, and the docket number. • The position of identifying data elements must be standard across all screens. • All screen titles must consist of a verb and object (e.g., Display Case). • All screens must display special alerts Division of Child Support Enforcement 58 of 189 Department of Health and Social Services State of Delaware Request for Proposal DACSES Replacement (HSS-10006) The system screens must conform to established screen transition standards that include but are not limited to the following: • All screens must be displayed through a browser that operates on a personal computer, such as Internet Explorer, Netscape, or Firefox. • All screens must have a standard tool bar that provides for control of the options available to the signed-on user. • All screens must have an abbreviation that can be used for direct screen navigation. The four-character abbreviation must have an intuitive association with the purpose of the screen. • All screens must provide for global data that includes user role data and current case data. The system must use the case identification information as the user navigates from screen to screen to eliminate the reentry of case identifiers until changing cases. • The system must provide for case and participant selection from search screens that allow the user to select a participant or case and move among screens without entering case or participant identifiers. The search criteria must support lookup by name or portion of name (regardless of role within a case), SSN, docket number, case number, MCI number, IV-A case number, Title XIX case number, Child welfare (IV-E) Case number, Correction ID number, etc. • The system must provide for scroll bars to move forward and backward on screens that provide data beyond the visible screen area. • The system must provide for automatic screen transition for the case entry process. • The system must provide for automatic screen transition for certain accounting management processes. 4.8 Project Tasks In their proposals, Bidders must address each of the following project tasks demonstrating their understanding of the project. In their proposals, Bidders must express their understanding that they assume primary responsibility for each of these project tasks. This section outlines the tasks required for the project management, design, development and implementation of the new system. NOTE: Reference should be made to the requirements and standards defined in section 4.3, 4.4, and 4.5. Division of Child Support Enforcement 59 of 189 Department of Health and Social Services State of Delaware Request for Proposal DACSES Replacement (HSS-10006) 4.8.1 Management of the Project This task is ongoing for the duration of the contract. The primary objective of project management is the timely and systematic completion of all tasks and deliverables. A. Contractor Management Responsibilities Include: • Participate in weekly meetings. • Prepare and submit weekly and monthly project status reports. • Participate in development of problem/issue escalation procedures • Participate in issue resolution. • Develop and maintain project schedule, resources and updates in MS Project. • Propose changes to schedule, resources and the project management plan. • Revise the project management plan as agreed with the State. • Establish communication procedures with input of all principal project participants. • Record and distribute the minutes of all meetings. • Participate and cooperate in federal audits, reviews, and IV&V. B. State Management Responsibilities Include: • Review the coordination of the reporting, review, and quality control process, and if deemed satisfactory, approve. • Monitor the progress of all principal project participants. • Facilitate the timely resolution of issues raised by the project participants. • Review and if appropriate approve the resolution of escalated problems. • Review and if appropriate approve schedule, method of status reporting, and other changes to the project management plan. • Negotiate changes of scope when and if new regulations require revised or additional functionality. • Interface with stakeholder agencies to prepare for the implementation of the new system. • Perform project risk assessments and initiate risk mitigation strategies in cooperation with the Contractor. • Interface with the IV&V Contractor to evaluate and incorporate the semi-annual report recommendations into the project management plan. • Coordinate the incorporation of legacy system improvement projects into the project management plan and schedule. • Interface with the State Director of Purchase and Property on contractual issues. 4.8.1.1 Establishment, Maintenance and Management of the Project Site This task is ongoing for the duration of the project, with the following limitations and conditions: 1. The project site will be established and maintained by the Contractor in accordance with section 4.2.2.3, above. Division of Child Support Enforcement 60 of 189 Department of Health and Social Services State of Delaware Request for Proposal DACSES Replacement (HSS-10006) 2. The project site will begin operations concurrent with the completion of the Project initiation and Planning Tasks defined in Section 4.8.4, below. 3. The project site will remain in full operation until the Warranty Phase of the Project, at which time the project site will be phased out, with associated State and remaining contractor staff being transitioned to appropriate State locations. 4. The timing and logistics of the phase out of the project site will mutually agreed to by the Contractor and the State, in accordance with the project plan, the staffing needs of the project at the time of project site phase out and the availability of space at State locations. A. Contractor responsibilities include • Identification of a suitable project site and negotiation of a lease • Execution of the lease as lessee upon contract award and State approval of the recommended site • Identification, lease negotiation and submission for State approval of a suitable alternative site, should State approval not be obtained for the initial site • Required facilities build-out, to include furniture fixtures, telecommunications and internet connectivity • Supply all required equipment, to include telephones, PC’s, copiers, and faxes • Obtain and maintain necessary certificates of occupancy • Assure appropriate physical security provisions for the project site • Assure a professional and comfortable work environment within the project site • As lessee, maintain an appropriate professional relationship with the facility landlord • Assure that all expenses associated with the Contractor’s responsibility in fulfilling this section hard handled in a timely and professional manner B. State responsibilities include • Approval of the location selected for the project site • Approval of all project site facilities, furniture, fixtures, telecommunications and internet provisions, and security provisions as required and appropriate 4.8.2 Project Status Reporting This task is ongoing for the duration of the contract. Continuous transparent communications are integral to project success. Throughout the project, the Contractor’s Project Management Team and the State Project Management Team will meet to discuss project status on both an informal and formal basis. Division of Child Support Enforcement 61 of 189 Department of Health and Social Services State of Delaware Request for Proposal DACSES Replacement (HSS-10006) A. Contractor responsibilities include: • Participate in weekly status meetings with the State project management team to review progress • Prepare and submit an updated project management plan on a weekly basis • Prepare and submit a weekly status report on the progress of tasks against the approved project management plan • Prepare and submit a monthly project status report on the progress of the project as compared to approved project plan • Develop and maintain the project schedule, resources and updates in MS Project • Prepare and submit required project metrics and variance reports • Record and distribute the minutes of the meetings B. State responsibilities include: • Conduct weekly status meetings with the Contractor to review and consult on progress against the project management plan • Compile and distribute agendas in conjunction with scheduling and planning weekly status meetings • Review and approve the Contractor’s meeting minutes and weekly and monthly written status report 4.8.2.1 Weekly Reports Weekly Reporting Requirements are ongoing for the duration of the project. On a weekly basis throughout the project, the Contractor’s Project Manager shall create and submit a weekly status report, describing project status, current project issues, the previous week’s activities and project updates since the last report. The proposed format and level of detail for such reports shall be subject to State approval. The narrative portion of the report must include, at the minimum, the following: • Activities performed during the period by area (e.g., Design, Development, Testing) • Overall completion status of the project in terms of the approved project work plan • Plans for activities for the next period • Deliverable status, with percentage of completion and time ahead or behind schedule for particular tasks • Problems encountered and proposed/actual resolutions Division of Child Support Enforcement 62 of 189 Department of Health and Social Services State of Delaware Request for Proposal DACSES Replacement (HSS-10006) • Proposed changes to the project work plan, if any • An issues log A. Contractor Responsibilities Include: • Compilation and issuance of weekly reports on a timely basis • Compilation and issuance of a weekly update of the project plan in MS Project B. State Responsibilities Include: • Timely review, comment on and approval of weekly reports 4.8.2.2 Monthly Reports Monthly Reporting Requirements are ongoing for the duration of the project. The Contractor shall submit a written status report that is due to the State Project Executive no later than the tenth working day following the end of the month. This document, in a format to be approved by the State, will be a basic tool for reporting to federal officials and other State officials on funding issues and program matters. A complete set of updated and current output from the Contractor’s project management software, along with the corresponding electronic project plan files, is to be provided with each monthly status report. A. Contractor Responsibilities Include: • Compilation and issuance of monthly reports on a timely basis B. State Responsibilities Include: • Timely review, comment on and approval of monthly reports 4.8.3 Quality Assurance Quality Assurance Requirements are ongoing for the duration of the contract. Quality controls must be built into every stage of the project. Systematic approaches for planning, scheduling, comparing deliverables to their requirements, problem reporting, and obtaining acceptance are critical to ensuring that the dependent phases of the project proceed on schedule. A. Implementation Contractor QA Responsibilities Include • Develop an overall quality assurance plan Division of Child Support Enforcement 63 of 189 Department of Health and Social Services State of Delaware Request for Proposal DACSES Replacement (HSS-10006) • Develop quality assurance standards for each project deliverable • With each deliverable cover memorandum, provide a narrative description of quality assurance measures applied to the deliverable • Provide project information required for quality assurance monitoring to the State Project Manager and the IV&V Contractor • Provide plans, staffing, and schedules for addressing any deficiencies identified through the quality assurance process B. State QA Responsibilities Include • Review and approve contractor’s overall quality assurance plan and quality assurance deliverable standards • Develop and implement State quality assurance standards and procedures for reporting to State project management • Review and approve plans and schedules for addressing identified deficiencies • Review and approve project deliverables as conforming to project quality standards • Communicate the findings of the IV&V project reviews and assist in the development of a plan and schedules for addressing the deficiencies identified during the quality assurance process 4.8.4 Project Initiation and Planning The State’s project management team and the Contractor will work together to refine the project work plan submitted in the bid proposal. The contractor is responsible for preparing the work site for occupation by the project team and for installation of all work site hardware and software. In the first months of the project, a series of planning deliverables have been scheduled to provide a review of the project as a whole before expending significant resources. A. Contractor Project Initiation and Planning Responsibilities Include • Prepare the work site/project office as referenced in Sections 4.2.2.3, above • Install workstations and software • Prepare the Project Management Plan deliverable • Prepare the Change Control/Change Management deliverable • Prepare the Enterprise Architecture Plan deliverable • Prepare the Disaster Recovery Plan deliverable • Prepare the System Capacity Plan deliverable Division of Child Support Enforcement 64 of 189 Department of Health and Social Services State of Delaware Request for Proposal DACSES Replacement (HSS-10006) • Prepare the Hardware and Software Acquisition Plan deliverable • Prepare the Database Migration Plan deliverable • Prepare the Application Development Plan deliverable • Prepare the Configuration Management Plan deliverable • Prepare the Requirements Review and Release Plan deliverable • Prepare the Application Quality Assurance Plan deliverable • Prepare the Operation Support Plan deliverable • Prepare the Training Plan deliverable • Prepare the UAT Plan deliverable • Prepare the Implementation plan deliverable B. State Project Initiation and Planning Responsibilities Include • Participate in plan development by providing technical information and guidance • Review and approve all planning deliverables • Supply any hardware, software, and infrastructure for which the State is responsible 4.8.5 Analysis and Design This task will result in defining the detailed modifications to the ARCSIS software that are required to assure all State functional and technical requirements are met and to assure the new system fully supports State business requirements. During this task, the contractor must conduct JAD sessions with State and county staff to validate and refine the functional requirements summarized in this document. Based on these requirements and specifications, the contractor must prepare detailed functional design, technical design, training plan and test plan deliverables. Concurrent with this task, the contractor shall port the donor components of the ARCSIS donor-system from Arkansas to a host platform in Delaware and conduct testing to determine the performance and capacity impacts. A. Contractor Analysis and Design Responsibilities Include • Recommend, acquire and install the host platform hardware and software required to maintain the transferred version of the ARCSIS software to be transferred from Arkansas • Transfer from Arkansas and install in Delaware the ARCSIS software to be modified Division of Child Support Enforcement 65 of 189 Department of Health and Social Services State of Delaware Request for Proposal DACSES Replacement (HSS-10006) • Provide proposed schedule and locations for JAD sessions • Ensure that the contractor’s functional and technical experts are on-site during the JAD sessions • Conduct and document JAD sessions • Provide draft report of each JAD session, including issues addressed and decisions made, to State Project Contract Manager • Provide final report of each JAD session, incorporating comments and revisions provided by State to State Project Manager • Gain the necessary understanding of State processes, requirements, and data • Define user interface standards • Describe the business processes that will exist as a result of the new DACSES implementation • Identify any gaps between current and future processes. • Analyze and refine the database design • Validate needs through prototyping of forms/screens, menu navigation, and business functions • Prepare the Functional Design deliverables • Prepare the Technical Design deliverables • Prepare the Testing Plan deliverables • Prepare Training Plan deliverables • Document issues and decisions in the design deliverables • Conduct walk-through of deliverables • Revise deliverables as a result of the review and approval process • Acquire and install Contractor-provided Project Control Structures software as defined in section 4.6.35.6. B. State Analysis and Design Responsibilities Include • Review and approve JAD schedule and locations • Schedule appropriate State staff and Subject Matter Experts to attend required JAD sessions and assure staff attendance and participation • Provide contractor with comments and revisions to draft JAD report. • Provide repository control of design deliverables • Provide subject matter experts to clarify DCSE business processes • Provide policy, regulation, forms, and procedural reference material and interpretations as needed Division of Child Support Enforcement 66 of 189 Department of Health and Social Services State of Delaware Request for Proposal DACSES Replacement (HSS-10006) • Provide leadership in coordinating efforts with other agencies for interface development • Provide technical expertise to clarify State functional and technical requirements • Participate in system design reviews • Provide clarification of requirements and design option decisions • Track and review change control requests • Provide change control decisions as required to modify and clarify the requirements • Review and approve all design and test plan deliverables 4.8.6 System Development and Unit Testing The contractor shall develop the software and perform unit testing. The contractor must maintain unit-testing results for quality assurance reviews by the State. The change control procedure must be used to address requested changes in design and implementation. Design, development, and testing staff must initiate Change Control Requests when encountering inconsistencies or opportunities for refinement in the application. The State Project Manager, together with assigned management staff, will review and make a determination on the change control requests. This procedure will provide a clearance process for resolving the inconsistencies or incorporating refinements to the systems. The change control process must document approved changes to the functional and technical designs, test plans, and training plans. Concurrent with this task and in compliance with the project plan and the associated Hardware and Software acquisition plan the approved technical design deliverable, the Contract shall acquire, install and maintain the hardware and software required to host the planned system and the associated development activities. The costs of such acquisitions, installations and maintenance efforts shall be include in the bid proposal. A. Contractor Development Responsibilities Include • Code all new or modified program modules • Create unit test data and test environment • Design and perform unit testing • Report unit test results • Provide the new DACSES components ready for integration and system and acceptance testing B. State Development Responsibilities Include Division of Child Support Enforcement 67 of 189 Department of Health and Social Services State of Delaware Request for Proposal DACSES Replacement (HSS-10006) • Review system objects for conformance with software development and documentation standards • Provide clarification of requirements and design option decisions • Track and review change control requests • Provide change control decisions as required to modify and clarify the requirements • Review and approve unit test results • Review and approve all System Development and Unit Testing deliverables 4.8.7 Legacy Data Conversion The effectiveness and integrity of the new system requires a complete and accurate conversion of the legacy data residing on the existing DASCES system to the new system. Bidders must note that, in addition to the legacy DASCES database, certain legacy information is also resident on systems and platforms outside of the DASCES system. These systems and platforms are used to track and manipulate data in ways that are not supported by the legacy DASCES system, but will be supported by the new system. Accordingly, certain data residing on systems and platforms outside of the legacy DASCES must be converted into the new system. A list of interfaces to various platforms and systems outside the legacy DASCES system is defined in Appendix O, The contractor must plan and coordinate all conversion activities. The contractor must work closely with the State to formulate data conversion algorithms and develop a detailed data conversion plan to convert the existing computerized data from all legacy systems and subsystems. The contractor must analyze the impact the conversion will have on the existing State system infrastructure, and must include appropriate remediation in their recommendations and plans. The contractor must develop and test the data conversion and cleanup software. The State will also test the data conversion and cleanup software. The Contractor will be responsible for any required manual data conversion efforts, although automated methods must be used unless otherwise agreed upon by the State. Manual efforts are defined as single record efforts. Automated efforts are defined as the processing of groups of records. The contractor is responsible for developing a functional and technical design for the conversion software; designing and developing the overall conversion plan, including the manual conversion; developing and testing the conversion software, coordinating all conversion activities, developing the control processes to manage any manual conversion efforts, and supporting the State’s manual conversion as necessary. Sufficient converted data must be available for the unit test, system test and acceptance test. The data conversion software and procedures must be designed to be used during the Division of Child Support Enforcement 68 of 189 Department of Health and Social Services State of Delaware Request for Proposal DACSES Replacement (HSS-10006) phased implementation and during just-in-time conversion before an office goes online with the new DACSES. Conversion controls, especially the monitoring and proof of initial conversion results, are vital in ensuring the transactional source data converted into the system is accurate prior to implementation. Initial and ongoing conversion controls and balancing procedures must be described. Bidders must describe their approach to data conversion and describe in detail how they will convert existing data. Data conversion must be addressed in the proposed project plan. A. Contractor Conversion Responsibilities Include • Develop a comprehensive draft conversion plan and final conversion plan, both of which must include but not be limited to: o Determining and document the expect conversion impact on existing State infrastructure, including mainframe and servers o Development and implementation of a remediation plan (including the acquisition, installation or implementation of associated hardware and software) to address any adverse impacts the conversion may create for the existing infrastructure. The estimated costs of such remediation software/hardware must be included in the Bidder’s cost proposal o Creating, maintenance and updating of documentation associated with the conversion o Develop Data Conversion specification documents for users and support staff o Develop Data Conversion schedule o Develop Data Conversion programs o Develop Data Conversion materials o Develop Data Conversion test plan • Conduct mock conversion(s) • Produce reports of likely duplicate cases and clients, error reports and conversion efficiency reports for all conversion processes performed • Develop and run legacy system downloads to feed to the data conversion software • Develop and test the data conversion software • Develop and test automated data cleanup software • Run data conversion software for unit test, system test, acceptance test and implementation • Determine with State assistance the legacy system source data fields and Child Support Enforcement System target data fields for all legacy system data elements Division of Child Support Enforcement 69 of 189 Department of Health and Social Services State of Delaware Request for Proposal DACSES Replacement (HSS-10006) • Identify “missing” data (data needed by Child Support Enforcement System but unavailable from existing systems) • Recommend procedures for handling missing data, data exceptions, and default values • Perform manual data cleanup • Perform any manual data entry • Perform manual client merges • Draft and finalize versions of the Data Conversion Plan documents, including: o Data Conversion specification documents for users and support staff o Data Conversion schedule o Data Conversion programs o Data Conversion materials o Data Conversion test plan o Data Conversion verification result o Recommend the method to combine multiple client records into one record o Develop Data Conversion verification results B. State Data Conversion Responsibilities • Document legacy system coded fields, combinations of codes, and history of changes to codes • Provide support to enable contractor staff to write and execute data extract programs for legacy systems • Approve procedures for handling missing data, data exceptions, and default values • Approve the conditions when two or more clients are to be treated as one client • Approve the proposed method to combine multiple client records into one record • Determine the level of manual effort required • Verify correctness of data conversion software • Approve Data Conversion design deliverables • Approve the Data Conversion process as complete • Review and approve Data Conversion test results • Review and approve Mock Conversion results Division of Child Support Enforcement 70 of 189 Department of Health and Social Services State of Delaware Request for Proposal DACSES Replacement (HSS-10006) 4.8.8 Integration, System, and Performance Testing During the planning phase of the project, the Contractor shall prepare an Application Quality Assurance Plan. After software development and unit testing, each component of the system must undergo integration and system testing. The integration testing addresses the coordination of all system functions to achieve functional objectives. System testing addresses the coordination of all system capabilities for full functionality and adherence to performance standards. The Contractor must provide for the execution of the Application Quality Assurance Plan, identify and correct software defects, and document the systems full functionality. Each module must be subject to integration, system, and performance testing. One or more test environments must be established, configured with the full Child Support Enforcement System, and prepared with test data converted from the legacy systems and interfaces functional to the extent practicable or simulated. The Contractor must prepare and conduct a performance test plan employing system and network monitoring software and system load simulation software. The test plan must use full-size databases, increasing numbers of users, and increasing activity levels. The system test will continue until performance measures are met under full operational conditions. Unit, System Integration and Performance Testing Plans, test cases, test scripts and test results must be documented and maintained for State, Quality Assurance Vendor and IV & V review and audit. This task shall include a complete testing of all interfaces between the new system all other systems to which the new system will interface to fully achieve all functional and technical objectives. A listing of interfaces to the legacy DASCES system is provided in Appendix O. The project plan and all test plans must fully incorporate this requirement. If not performed previously, concurrent with this task and in compliance with the project plan and the associated Hardware and Software acquisition plan the approved technical design deliverable, the Contract shall acquire, install and maintain the hardware and software required to host the planned projection system and the testing activities. The costs of such acquisitions, installations and maintenance efforts shall be include in the bid proposal. A. Contractor Integration, System and Performance Test Responsibilities Include: • Establish the test environments • Configure the system to the most current production version of all underlying software, tools, and databases, unless the State agrees to an exception • Configure the system to the most current production version of all enabling interfaces to other supporting systems, unless the State agrees to an exception • Create test case data • Conduct integration and system tests. Each module can be tested as it is readied. The compatibility of all modules for the entire system must be tested when all modules have been completed. • Correct problems, repeating testing until expected results are obtained • Conduct performance testing Division of Child Support Enforcement 71 of 189 Department of Health and Social Services State of Delaware Request for Proposal DACSES Replacement (HSS-10006) • Identify/correct problems, repeating performance testing • Document integration, system and performance test results • Establish and manage test environment B. State Integration, System, and Performance Test Responsibilities • Review and approve the Contractor’s integration test result documentation • Review and approve the Contractor’s system test result documentation • Review and approve the Contractor’s performance test result documentation 4.8.9 Acceptance and Distribution Testing Each module must undergo an acceptance test cycle. All functional aspects of the system, including workflow components, shall be tested as each module is readied. The workflow for the entire system must be tested when all modules have been completed. Child Support distribution logic must be subject to the Federal Certification Distribution Test requirements. A special test environment must be established for the Distribution Testing process. This environment must provide for automated test scripting for regular regression testing repetition. Child Support functionality must be verified to be in compliance with federal Certification Requirements. An Acceptance Test Team—composed of State management and users will perform the Acceptance Test. The Acceptance Test will evaluate the Child Support Enforcement System as an integrated whole. The Acceptance Test will include all activities that will take place during the actual implementation. The acceptance testing will verify the following: • There are no critical and high-priority defects existing in the software • The application software is fully installed and fully functional • The conversion of legacy data and manual data is complete • Complete and accurate system documentation is present • The effectiveness of training methods and materials • The response time of the system and overall system performance • System hardware, software, and telecommunications performance • System, data, and application security • Accuracy/performance of system interfaces The Acceptance Test will be conducted upon successful completion of the integration, system, and performance testing effort and agreement by the State’s project management team that the system is ready for acceptance testing. As problems are discovered they must be evaluated, their impact determined and documented. Necessary modifications must be made to software, documentation, and training materials consistent with the System Design Documents and other deliverable acceptance criteria. Division of Child Support Enforcement 72 of 189 Department of Health and Social Services State of Delaware Request for Proposal DACSES Replacement (HSS-10006) A. Contractor Acceptance Test Responsibilities Include • Establish the application in the Acceptance Test environment • Supply training needed for Acceptance Test • Supply documentation needed for Acceptance test • Provide support during Acceptance Test in accordance with established service level agreements • Document and correct problems • Create and Distribute Acceptance Test Analysis Reports • Provide Federal Certification Distribution Test Documentation • Provide Federal Certification Compliance Narrative Documentation B. State Acceptance Test Responsibilities • Arrange and Coordinate Acceptance Test staff availability • Execute Acceptance Test Plan • Provide support during Acceptance Test • Review and approve documentation and correction of problems • Review and approve Acceptance Test Analysis Reports • Review and approve Federal Certification Compliance Narrative Documentation • Maintain Unit, System Integration and Performance Testing Plans, test cases, test scripts and test results documentation for State, Quality Assurance Vendor and IV & V review and audit. • Maintain System Acceptance Testing Plans, test cases, test scripts and test results documentation for State, Quality Assurance Vendor and IV & V review and audit. 4.8.10 Statewide Implementation The Contractor is responsible for planning, coordinating, and implementing the Child Support Enforcement System statewide. The system will be fully functional and implemented statewide on the same day. The Contractor must provide system support, help desk support, system maintenance, and corrective actions during the implementation and for the duration of the contract in accordance with established service level agreements.. At the conclusion of the implementation and again at the end of the contract, the Contractor must certify that the system is fully implemented and operational. Concurrently, the Contractor must provide a transfer of knowledge to the State, enabling the State to effectively operate and maintain the system. The help desk must provide support from 8 AM to 5 PM (EST) Mon, Tues, Thurs, and Fri. on State business days. The help desk must provide support from 8AM to 8PM (EST) to cover extended office hours on Wednesdays. In addition, the help desk must be available on an on-call basis 24 hours per day in order to support State technical and operational needs. Division of Child Support Enforcement 73 of 189 Department of Health and Social Services State of Delaware Request for Proposal DACSES Replacement (HSS-10006) A. Contractor Implementation Responsibilities Include • Develop Implementation and Initialization Plan • Develop and Distribute Implementation and Initialization Reports • Second-level help desk support • System maintenance and corrective actions B. State Implementation Responsibilities Include • Review and approve the Implementation Plan • Review and approve the Implementation Reports • First-level help desk support 4.8.11 Deliver an OCSE-Certified DACSES The Contractor must support the federal System Certification review, through successful certification, with the establishment of a Certification Environment for demonstration of the systems functionality and with the design, implementation and installation of all software corrections as needed to bring the system into compliance with Federal Certification standards. The contractor must assure the implementation of Child Support distribution logic to conform to the requirements of the Federal Certification Distribution Test Deck. A special test environment must be established for the Federal Certification Distribution Testing process. This environment must provide for automated test scripting for regular regression testing repetition of the Test Deck conditions. The contractor must document the conformance of DACSES with the requirements in the Federal Certification Guide by preparing responses and documentation for each requirement. The contractor must support the Federal System Certification review with the establishment of a Certification Environment for demonstration of the system’s functionality, with the preparation of demonstration case data, demonstration of system functionality, and with software corrections as needed to bring the system into compliance with federal Certification standards and certification review findings. The contractor must assure that the DACSES delivered is in conformance with federal requirements as may be applicable at the time of certification and is responsible for the design, coding and implementation of any system modifications required by the federal government to attain such certification.. A. Contractor System Certification Responsibilities • Provide Federal Certification Compliance Demonstration deliverable • Provide Federal Certification Compliance Corrections deliverable • Provide PRWORA Distribution Test Deck Documentation deliverable • Provide Federal Certification Compliance Narrative Documentation deliverable Division of Child Support Enforcement 74 of 189 Department of Health and Social Services State of Delaware Request for Proposal DACSES Replacement (HSS-10006) • Devise, program, document, train, test and implement any required systems modifications required to correct deficiencies cited in the Federal Certification process that otherwise prevent full Federal Certification B. State System Certification Responsibilities • Review and Approve the PRWORA Test Deck Documentation • Review and Approve the Federal Certification Compliance Narrative Documentation • Direct staff to use the Child Support System according to regulations and procedures • Submit the request for Federal System Certification • Coordinate the Federal System Certification Review • Support on-site office reviews of the system. • Participate in the Federal Certification Compliance Demonstration • Specify and authorize Federal Certification Compliance corrections • Review and approve Federal Certification Compliance corrections 4.8.12 Warranty and Post-Implementation Support Period The Contractor shall warranty the system against any defects for a period of 12 months from the State’s formal acceptance of the system and the implementation of the system into full production. Further, should the OCSE certification described in task 4.7.11- Deliver an OCSE Certified DACSES take place more than 6 months after implementation and acceptance of the system by the State, any system modifications made by the Contractor to affect OCSE certification shall be subject to a warranty period equal to the remaining 12-month warranty period described herein or a 6 month period after attainment of OCSE certification, whichever is greater. Following the implementation of the new DACSES, post-implementation help-desk support by the Contractor begins and continues for the 12-month warranty period of the contract as does the requirement for the Contractor to devise, test, document, train and implement post-implementation warranty “fixes” to the system, in accordance with established service level agreements.. The help desk must provide support from 8 AM to 5 PM (EST) Mon, Tues, Thurs, and Fri. on State business days. The help desk must provide support from 8AM to 8PM (EST) to cover extended office hours on Wednesdays. The help desk must also provide 24 hour technical support, via an “on call” process. 4.8.12.1 Required Warranty Repairs or Modifications Post-implementation, the State and the Contractor shall review the performance of the system and identify required software and data corrections and modifications. This review will include examination of the: Division of Child Support Enforcement 75 of 189 Department of Health and Social Services State of Delaware Request for Proposal DACSES Replacement (HSS-10006) • Weekly and monthly reports submitted by the Contractor • IV&V Contractor’s quality assurance monitoring reports • Unit and system tests • Feedback from Help Desk and DCSE staff • Performance of interfaces• Operation of the online policy manual system, including the ability to update and amend policy Differences concerning what constitutes a necessary fix versus what is an enhancement outside the scope of the warranty will be resolved based upon a review of Delaware’s published Child Support Enforcement System requirements and the use of the scope control and change management procedures established at the project initiation phase. Prioritization of fixes and modifications will be the responsibility of the State, with input from the Contractor, State Project Management Team, and DCSE. The Contractor must continue to maintain appropriate on-site support for the duration of the contract, including regular releases for problem corrections and modifications. At the end of the contract, the Contractor must support an effective transition of programs, knowledge, data, and procedures to operation by the State or to a vendor chosen by the State, including developing and carrying out a system turnover plan. 4.8.12.2 System Operations Transition Concurrent with the statewide implementation of the new system, the State plans to assume full responsibility for daily operation of the system. The Contractor must support an effective transition of programs, knowledge, data, and procedures to the State or to a contractor chosen by the State, including developing and carrying out a system turnover plan. Bidder proposals in this regard should allow for a transition period of no more than one calendar month. In addition, the Contractor must provide on-site operations support for the following events: • Two (2) month-end processing events, after full and successful implementation of the system • One (10) quarter-end processing event, after full and successful implementation of the system. NOTE: A simultaneous month-end and quarter end can be used to fulfill both operational support requirements. A. Contractor Post-Implementation Support Responsibilities include: • Second-level help desk support (see Section 4.2.5, above) • Provide Operations Plan • Provide Operational Transition Plan deliverable • Provide Operations and Technical Training • Provide Operations Transition Report deliverable • Provide Warranty Completion Report • Provide estimates of cost and effort for fixes and enhancements Division of Child Support Enforcement 76 of 189 Department of Health and Social Services State of Delaware Request for Proposal DACSES Replacement (HSS-10006) • Correction of software and data problems • System Enhancements • Formal and on-the-job technical training of State staff • Recommend priority for fixes and enhancements • Regular releases • Operations documentation • Maintenance Transition Plan deliverable • Operational Transition Plan deliverable • Maintenance Transition Report deliverable • Warranty Completion Report • Monthly help desk reports • Customer Service Bulletins • Support of State audits and reviews B. State Post-Implementation Support Responsibilities Include: • First-level help desk support • Review and approve all contractor Transition deliverables. • Review and approve all contractor Warranty deliverable. • Prioritize software modifications • Review and approve software and data corrections • Approve Contractor reports concerning the performance of software corrections • Review and approve all Contractor deliverables 4.8.13 Training The Contractor shall be responsible for training users and technical staff in all aspects of the new system both from a user and technical perspective. The training strategy shall be outlined in a training plan that defines training goals, expectation, methods and schedules. A training planning session must be held to review the training plan prior to the first actual training session. The Contractor shall detail in their proposal a training plan outline and schedule for users of each component of the system. 4.8.13.1 Training Location/Classroom Facilities Delaware is approximately 200 miles long and averages 60 miles in width. The bulk of the population is in the northeast. Three well-chosen training sites located within 10 miles of each of the three local child support offices would keep commutes to within a half hour. State colleges and universities, community colleges, and private training centers are located throughout the State and may be utilized. 4.8.13.2 Training Staff The State will supply four part-time trainers during the implementation. The Contractor is to supply all additional trainers. The DCSE Training Office will certify the Contractor’s Division of Child Support Enforcement 77 of 189 Department of Health and Social Services State of Delaware Request for Proposal DACSES Replacement (HSS-10006) trainers before training begins. The State may request the replacement of any trainer who is viewed as unacceptable by the State. 4.8.13.3 Training Materials The Contractor must develop Technical and User Training Materials, including user quick reference guides, online help, test/training scenarios and scripts along with other documentation necessary to use and operate the system. The State and the Contractor must agree to specific formats during functional design. The Contractor must maintain the documentation to reflect the production release for the duration of the contract. The Contractor must use a documentation methodology to ensure consistency and quality. 4.8.13.4 Training Scope Bidders should base their training costs on a total of approximately 300 trainees. The Contractor shall train all users in the features of the system relevant to their job functions until the implementation is completed. Supervisors must receive the generic case worker training, plus additional training on supervisory functions such as setting up new workers on the Child Support Enforcement System, supervisory reports, case load balancing, and case transfers. The Contractor shall develop and implement appropriate trainee testing and evaluative measures, in collaboration with the State. The training of new or transferred workers after implementation will be the responsibility of the State. 4.8.13.5 Scheduling The State will provide lists of staff by office, by job function, and by training track needed. The Contractor shall schedule the date and location for each trainee and allow supervisors to request changes. The trainers must track attendance and class completion. A. Contractor Training Responsibilities Include • Functional Training Materials Deliverables • User’s Quick Reference Guides • Technical Support Procedures • Restart and Recovery Procedures • Software Change Procedures • Impact Analysis Procedures • Data Correction Procedures • Configuration Procedures • Ad Hoc Reporting Procedures Division of Child Support Enforcement 78 of 189 Department of Health and Social Services State of Delaware Request for Proposal DACSES Replacement (HSS-10006) • Performance Monitoring Procedures • Prepare Training Plan • Prepare User Manuals • Prepare Training Manuals • Devise and implement trainee testing and evaluative processes • Obtain and equip non-State training classrooms • Prepare and deliver training • Provide Trainers • Create, implement and maintain online training and user aids • Provide Large-volume reproduction of documentation and materials B. State Training Responsibilities Include • Supply Policies and Procedures, as needed • Review and Approve Training Materials and Documentation/Procedures • Review and Approve All Training Deliverables, to include the Training Curriculum, Training Plan and Training Schedule • Provide 4 Part-Time Trainers • Schedule State Staff to Attend Scheduled Training Classes and Assure Attendance/Participation 4.8.14 Documentation The Contractor shall be responsible for providing documentation of the new system. At a minimum, this includes user manuals and an online help system functionality to include context-sensitive help functionality. The Contractor is also responsible for providing sufficient system documentation to permit DHSS application maintenance. Technical documentation and user documentation must be developed by the Contractor and approved by the State. The State and the Contractor will agree on specific formats in the project planning deliverables. All documentation must be available electronically, and it will be printed as needed by the State. It must include the knowledge and information needed for normal system operations, as well as problem resolution and enhancements. Other required documentation includes the data dictionary, the logical and physical data models, and documentation that reflect the transfer system before customization. All program source code must be well documented internally through the use of imbedded comment lines describing the processing, as well as changes to the source code. Functional and technical design deliverables must be maintained in a repository with controlled access and version control for making and authorizing updates. User documentation must be available online through the help function, as well as through a print function that allows users to generate their own copies of selected documentation. The policy manual must be available online and accessible from within the child support application. User documentation and online policy shall include a table of contents and an index for searching. Division of Child Support Enforcement 79 of 189 Department of Health and Social Services State of Delaware Request for Proposal DACSES Replacement (HSS-10006) The Contractor shall design a quick reference guide for each major DCSE job function. These are to be concise, laminated pocket guides, which the Implementation Vendor must update annually for the length of the implementation contract. The Contractor must produce the documentation required by the OSCE Child Support System Certification Guide. A. Contractor Documentation Responsibilities Include • Create, maintain and archive: o Technical Support Procedures o Functional Procedures o Restart and Recovery Procedures o Software Change Procedures o Impact Analysis Procedures o Correction Procedures o Configuration Procedures o Ad Hoc Reporting Procedures o Performance Monitoring Procedures B. State Documentation Responsibilities Include • Supply policies and procedures are needed • Review and approve documentation • Review and approve documentation deliverables 4.8.15 System Maintenance Bidders must be prepared to offer the State post-project support services as defined herein. Such services will be at the State’s option, will be contracted in one-year (1) increments (unless otherwise negotiated at the time of such contracting) and may continue for five (5) years after the initial contracting date. The initial contracting date for such services is expected to occur during the Warranty period of the contract, to cover any required changes or enhancements identified in Section 4.8.15, above, as being outside the scope of warranty repairs. Such services may include the following: The design, coding, testing, training, documentation and implementation of system changes intended on: 1. Supporting future changes in child support laws and regulations. 2. Implementing new or revised business requirements as determined by the State. 3. Implementing interface changes with other state or federal systems as determined by the State. Division of Child Support Enforcement 80 of 189 Department of Health and Social Services State of Delaware Request for Proposal DACSES Replacement (HSS-10006) Tasks associated with such services may include the following A. Documenting such design changes to the functional and technical design libraries. B. Creating database documentation and test plans for each enhancement release. C. Management of the software configuration to maintain and migrate software to the testing, training and production environments. D. Comprehensive unit, integration system, and performance testing in preparation for the installation of system enhancements. Bidders must include a description of the ongoing support they are proposing, commencing after the implementation phase of the contract period. Support includes licenses, help desk support, bug fixes, updates, ASP charges (if applicable) and new releases. Costs for such services shall be shown in the Business Proposal volume, together with a statement that such services will be available for a minimum of five years after the warranty period. Bidders must also provide a single fully loaded hourly rate which will apply to this work, associated second--level help desk support, training and documentation. This information shall be shown in the Business Proposal. The Contractor must continue to maintain on-site support for the duration of support. At the end of a contract support period, the Contractor must support an effective transition of programs, knowledge, data, and procedures to the State or to a Contractor chosen by the State, including developing and carrying out a system turnover plan. Bidders must guarantee that their proposed solution(s) associated with supply support under this section will comply with all mandatory requirements defined herein, including HIPAA, throughout the entire support phase. Contractor and State responsibilities under this section will be defined at the time of such contracting. 4.9 Project Phases In their proposals, Bidders must discuss the project phases below to demonstrate their full understanding of each phase and to document their approach in addressing each project phase. 4.9.1 Organization by Phases For purposes of organization, sequencing and payment, the fifteen (15) Project Tasks outlined in section 4.8, above, have been organized into 13 phases, as outlined below in chart form. Included in the chart are references to the applicable task section (above), Division of Child Support Enforcement 81 of 189 Department of Health and Social Services State of Delaware Request for Proposal DACSES Replacement (HSS-10006) references to the associated deliverables and the corresponding payment milestone (M1-M- 13). 4.9.2 Pricing by Phases Bidders must price their proposal by each respective milestone in Section F1 of Appendix F. Division of Child Support Enforcement 82 of 189 Department of Health and Social Services State of Delaware Request for Proposal DACSES Replacement (HSS-10006) 4.9.3 Proposed Modifications to Phases, Deliverables and/or Milestones. Bidders may propose a different sequence of phase, deliverables and milestones. Bidders may recommend the deletion, modification or addition of milestones in their proposal. Schedule F1 of Appendix F (Project Cost Forms) must reflect such recommendations, if any. Such recommendations should be accompanied by a rationale for the recommendation along with expected benefits to the State. 4.8.2 PROJECT PHASES, DELIVERABLES AND MILESTONES PHASE TITLE COMPONENT TASKS DELIVERABLES MILESTONES STATE ACTION HOLD-BACK % 4.7.1 Management of the See Section Below Project 4.7.1.1 Establishment, Maintenance and Quarterly Invoicing and Approve Milestone Pmts. 1 Project Management Management of the Project 4.9.4.A Approval 10% Less hold-back Office Site 4.7.2 Project Status Reporting 4.7.3 Quality Assurance Project Initiation and 4.7.4 Project Initiation and Delivery and State approval Approve milestone payment 2 4.9.4.B 10% Planning Planning of listed deliverables less hold-back Delivery and State approval Approve milestone payment 3 Analysis and Design 4.7.5 Analysis and Design 4.9.4.C 10% of listed deliverables less hold-back Development and Unit 4.7.6 System Development Delivery and State approval Approve milestone payment 4 4.9.4.E 10% Testing and Unit Testing of listed deliverables less hold-back 4.7.7. Legacy Data Delivery and State approval Approve milestone payment 5 Data Conversion 4.9.4.D 10% Conversion of listed deliverables less hold-back 4.7.8 Integration, System and Delivery and State approval Approve milestone payment 6 Integration and Testing 4.9.4.F 10% Performance Testing of listed deliverables less hold-back 4.7.9 Acceptance and Delivery and State approval Approve milestone payment 7 System Acceptance 4.9.4.G 10% Distribution Testing of listed deliverables less hold-back 4.7.10 Statewide Delivery and State approval Approve milestone payment 8 Implementation 4.9.4.H 10% Implementation of listed deliverables less hold-back Delivery and State approval Approve milestone payment 4.7.11 Delivery and OCSE- of listed deliverables to 9 Certification 4.9.4.K of 50% of outstanding NONE Certified include final OCSE holdback dollars Certification Delivery and State approval Approve milestone payment 4.7.12 Twelve (12) Month Warranty and Warranty of listed deliverables to equaling remainder of 10 Warranty and post-implement- 4.9.4.L NONE Support include successful outstanding holdback dollars ion support completion of warranty period (see section below) Delivery and State approval Approve milestone payment 11 Training 4.7.13 Training 4.9.4.I 10% of listed deliverables less hold-back Delivery and State approval Approve milestone payment 12 Documentation 4.7.14 Documentation 4.9.4.J 10% of listed deliverables less hold-back 4.7.15 Provide System Negotiated at Negotiated at time of Negotiated at time of 13 Maintenance Support Maintenance via post-project time of - TBD contracting contracting support contracting Division of Child Support Enforcement 83 of 189 Department of Health and Social Services State of Delaware Request for Proposal DACSES Replacement (HSS-10006) 4.9.4 Narrative of Project Phases The 13 project phases referenced above are briefly discussed below: PHASE 1—Project Management Description The first “phase” of the project is the proper exercise of management control by the Contractor over all Contractor staff and responsibilities, transparent and systematic project status reporting, and the daily implementation of a Quality Assurance discipline to assure all project tasks are completed with a very high level of quality, and the ongoing management of the project office site. This phase is continuous from the inception of the project until the project is completed. The phase is summarized as follows: • Management of the Project The Contractor shall exercise professional management control over its staff and its responsibilities at all times to assure project success. • Project Status Reporting The Contractor shall compile and distribute weekly and monthly reporting describing project status, recent activities and project updates since the last report. • Quality Assurance The Contractor will build and implement quality controls into every stage of the project. Systematic approaches for planning, scheduling, comparing deliverables to their requirements, problem reporting, and obtaining acceptance are critical to ensuring that the dependent phases of the project are completed on schedule. Invoicing As Phase 1 is ongoing for the duration of the project, the costs associated with the Phase 1 shall be invoiced on a quarterly basis, subject to the following conditions: • During the Project Inception and Planning Phase of the project (4.8.4, below) the Contractor and the State Division of Child Support Enforcement 84 of 189 Department of Health and Social Services State of Delaware Request for Proposal DACSES Replacement (HSS-10006) shall negotiate and finalize a quarterly evaluation criteria that will be applied to the invoicing of this phase of the project. These quarterly payments will cover rent and site operations upon the successful completion and approval of Phase 1 deliverables on monthly basis. • The quarterly evaluation criteria should include the following: o The professional management control exercised by the Contractor over its staff and associate professional deportment and of Contractor staff o The maintenance of an appropriate level of staffing by the Contractor o The timeliness and quality all status, update and issues reporting by the Contractor o The effectiveness of Contractor quality assurance of all deliverables, responsibilities and requirements under this RFP o The effective management and maintenance of the project office site, including associated financial management o A process in which the State may raise issues of concern in this regard and an associated remediation and “cure” process o Associated objectives or goals that the Contractor shall meet during the quarterly period for matters affected by this project phase On a quarterly basis and upon the Contractor’s successful delivery of services under this section and under the associated evaluation criteria, the Contractor may bill the State for the associated Milestone (M1 quarter XX) less holdback. Should the Contractor fail to meet the State’s requirements in this regard for a quarterly period, the State shall defer payment of the invoice in full, until such time as any problems or issues are resolved to the State’s satisfaction. In Section F1 of Appendix F, Bidder’s shall provide the total amount required in the bid to support Phase 1, herein. Bidder’s shall also provide, in a format of their choice, the associated amounts, by quarter, that comprise the total Phase 1 amount listed in Section F1 of Appendix F. The State will evaluate bids for services under Phase 1 for reasonableness under the following criteria: • The State anticipates that amounts bid under this section shall provide payment to the contractor for the following expenses on a quarterly basis: • The costs of renting, building out and maintaining the project office site, including associated supplies Division of Child Support Enforcement 85 of 189 Department of Health and Social Services State of Delaware Request for Proposal DACSES Replacement (HSS-10006) • Salary and benefit costs for the “key” staff members defined in Section 4.2, above. • Required administrative costs and staffing required to support of the key staff members referenced above The Project Inception and Planning phase constitutes the “kickoff” of the project. In this phase, the overall project planning, project management plan, project schedule and deliverable templates are agreed to and the ground rules and expectations are set. PHASE 2: Project Inception and Planning Description The Project Inception and Planning phase constitutes the “kickoff” of the project. In this phase, the overall project planning, project management plan, project schedule and deliverable templates are agreed to and the ground rules and expectations are set. This project phase is summarized by the following: • Establishment of the Project Office — This deliverable references the establishment, functionality and occupancy by project staff of the project office site referenced in section 4.2.2.3. The site, at this juncture shall be established, build-out, furnished, with all equipment and communications operational. • Delivery and Approval of All Project Planning Deliverables — This set of deliverables includes the first update of the project plan submitted with the proposal of the selected Contractor, along with the creation of the subsidiary plans listed in section 4.11. The project management plan is a living document and must be updated at least weekly throughout the project to reflect actual project status and timelines. The State must approve any change that results in the change of a milestone date. As referenced in deliverable 4.11,, the Contractor must design templates for each subsequent document deliverable including but not limited to requirement documents, detailed design documents, training plans, testing plans, status reports, issues tracking, executive meeting summaries and other project documents. These template designs are critical to ensuring that the deliverables and other project documents are in an approved format. Each template must be separately approved by the State. Once the template format is agreed to the actual project documents will be formatted to match the agreed upon template. Invoicing With formal State approval of all deliverables in this phase, the milestone payment (M2) minus 10% holdback may be invoiced. Division of Child Support Enforcement 86 of 189 Department of Health and Social Services State of Delaware Request for Proposal DACSES Replacement (HSS-10006) PHASE 3: Analysis and Design Description Phase 3 of the project involves the precise definition of all project requirements, including required hardware, required software, and the specific functional and technical requirements. This phase of the project is summarized as follows: • Validation of Requirements—The Contractor will conduct a review of all requirements and the associated deliverables listed herein to determine the validity, accuracy and completeness of all requirements and deliverables herein listed. The culmination of this process will be additions to, deletions of and or modifications to the associated requirements and deliverables, as approved by the State. • Functional Design—The Contractor will conduct Joint Application Design (JAD) sessions with State-designated subject matter experts (SME) to fully define all function requirements of the system in context of the requirements defined in the document. The culmination of this process will result in the deliverables defined in section 4.11. • Technical Design—The Contractor will conduct extensive analysis of the State’s existing technical infrastructure, the technical requirements herein and the technical requirements of this project, and will fully define all technical design requirements of the project. The culmination of this process will result in the deliverables defined in section 4.11. • Hardware and Software Design—The Contractor will conduct extensive analysis of the hardware and software requirements engendered by the Functional Design and Technical Design processes and will fully define all hardware and software requirements for the project. The culmination of this process will result in the deliverables defined in section 4.11.to include the procurement and installation of approved hardware and software. Invoicing With formal State approval of all deliverables in this phase, the milestone payment (M3) minus 10% holdback may be invoiced. Division of Child Support Enforcement 87 of 189 Department of Health and Social Services State of Delaware Request for Proposal DACSES Replacement (HSS-10006) PHASE 4: Development and Unit Testing Description This phase of the project focuses on the actual creation of the system and its software, and the testing of the software on a unit basis and is summarized as follows: The Contractor will successfully and accurately code the system’s software, by using and/or adapting the transferred ARCSIS software, and/or by performing new programming as is required to enable the State’s agreed upon functional requirements and design. The Contractor will test the associated software on a unit/software module basis. The culmination of this process will result in the deliverables defined in section 4.11. Invoicing With formal State approval of all deliverables in this phase, the milestone payment (M4) minus 10% holdback may be invoiced. PHASE 5: Data Conversion Description The Contractor will successfully and accurately convert all data residing in legacy systems to the new DACSES. The culmination of this process will result in the deliverables defined in section 4.11.. Invoicing With formal State approval of all deliverables in this phase, the milestone payment (M5) minus 10% holdback may be invoiced. PHASE 6 Integration and Testing Description The Contractor shall successfully integrate all software modules, test the integration of the system as a whole and will test system performance to assure the system meets all performance requirements. The culmination of this process will result in the deliverables defined in section 4.11. Invoicing With formal State approval of all deliverables in this phase, the milestone payment (M6) minus 10% holdback may be invoiced. Division of Child Support Enforcement 88 of 189 Department of Health and Social Services State of Delaware Request for Proposal DACSES Replacement (HSS-10006) PHASE 7: System Acceptance Description In this phase of the project, the fully integrated system will be subjected to State User Acceptance Testing The Contractor will successfully install and implement the software developed into the final project hardware environment. The software will be subjected to a User Acceptance Test by the State. The culmination of this process will result in the deliverables defined in section 4.11 and a fully functional, production system meeting all functional and technical design requirement. Invoicing With formal State approval of all deliverables in this phase, the milestone payment (M7) minus 10% holdback may be invoiced. PHASE 8 : Implementation Description After successful User Acceptance Testing, the Contractor will implement the system to all affected State offices. The Contractor, in collaboration with the State, will establish a plan and process for the operational transition and hand-off of the new DACSES to full State daily operational control. The culmination of this process will result in the deliverables defined in section 4.11.and a fully “in production” new system under the full operating control of the State. Invoicing With formal State approval of all deliverables in this phase, the milestone payment (M8) minus 10% holdback may be invoiced. PHASE 9: Certification Description The Contractor will perform the processes and steps necessary to establish the system is eligible for required Federal Certification and to attain required Federal Certification, including the correction of any system deficiencies identified by the Federal OCSE as preventing timely certification, along with the required training and documentation of such corrections. The culmination of this process will result in the deliverables defined in section 4.11 and a system that is Federally Certified. Invoicing With formal State approval of all deliverables in this phase, the milestone payment (M9), This payment shall total 50% of the total holdback dollars accumulated through the successful completion of project milestones at the time of the invoicing for M9. Division of Child Support Enforcement 89 of 189 Department of Health and Social Services State of Delaware Request for Proposal DACSES Replacement (HSS-10006) PHASE 10: Warranty and Warranty Support Description As the final deliverable of the project, the Contractor will supply one year of warranty support after the final State- wide production implementation of all modules. The warranty period provides for resolution of all system related problems and performance deficiencies. During this period, the Contractor shall provide the State with second-level help desk support, as defined herein, along with any required training and documentation services associated with the Contractor’s fulfillment of this phase. Further, should the OCSE certification described in task 4.8.11 - Deliver an OCSE Certified DACSES take place more than 6 months after implementation and acceptance of the system by the State, any system modifications made by the Contractor to affect OCSE certification shall be subject to a warranty period equal to the remaining 12-month warranty period described herein or a 6 month period after attainment of OCSE certification, whichever is greater. In this even, invoicing shall not take place until the completion of all warranty obligations by the Contractor. Invoice With formal State approval of all deliverables in this phase, the milestone payment (M10) may be invoiced. The total M5 payment is the sum total of the costs associated with fulfillment of this contract Phase, as defined in the Contractor’s approved bid, plus 50% of the holdbacks from all other completed project milestones. PHASE 11 : Training Description The Contractor will successfully provide training as to all aspects of the system including creation of associated training materials and documentation. The culmination of this process will result in the deliverables defined in section 4.11 and a fully-trained State staff. Invoice With formal State approval of all deliverables in this phase, the milestone payment (M8) minus 10% holdback may be invoiced. Division of Child Support Enforcement 90 of 189 Department of Health and Social Services State of Delaware Request for Proposal DACSES Replacement (HSS-10006) PHASE 12: Documentation Description The Contractor will successfully create, publish and distribute system documentation and revised procedures to reflect the impact of the new system. The culmination of this process will result in the deliverables defined in section 4.11and full, complete documentation and affected procedures. Invoice With formal State approval of all deliverables in this phase, the milestone payment (M8) minus 10% holdback may be invoiced. PHASE 13: Maintenance Support Description As referenced above in section 4.8.15, the State reserves the right to contract with the Contractor for post- project maintenance support of the system. PHASE 12: Documentation Invoice To be determined at time of contracting. Division of Child Support Enforcement 91 of 189 Department of Health and Social Services State of Delaware Request for Proposal DACSES Replacement (HSS-10006) 4.10 Project Deliverables In their proposals, Bidders must discuss each category of deliverable to document their understanding of each deliverable category. Bidders may elect to recommend incremental deliverables or the consolidation and/or elimination of deliverables. Such recommendations should be accompanied by a rationale for the recommendation along with expected benefits to the State. This section presents the tasks and deliverables for the design, development, and implementation, and maintenance of the reengineered child support system. 4.10.1 Format All deliverables and associated documentation will be initially introduced in an “Outline and Sample Contents” template submitted by the contractor. State staff will approve each template. These templates may also be subjected to federal review as well. Each deliverable will follow their respective approved template design. The State currently plans to utilize Microsoft Word as its electronic document standard and to evaluated, review and modify such documents using SharePoint. The successful Bidders will be required to support these standards in their electronic submissions. Each document deliverable must be delivered both electronically and in hard (paper) format to the State Project Director. The number of hard copies shall be negotiated and agreed to from time to time by the State and the Contractor throughout the duration of the project. Note that as many as ten (10) hard copies may be required, depending on the specific deliverable. 4.10.2 Timeline for Review of Deliverables The Contractor must include in the project plan an appropriate amount of time for the State staff to complete a review of the respective deliverables and to document their findings. The appropriate amount of time for each respective deliverable, as defined in section 4.10.3.1, shall be negotiated and agreed to by the Contractor and the State, in consideration of the criticality of the project timeline, the other concurrent deliverables requiring State review and other such resource and logistical considerations. The Contractor shall include reasonable federal timeframes in the project plan for those deliverables requiring Federal review, comment and approval. Division of Child Support Enforcement 92 of 189 Department of Health and Social Services State of Delaware Request for Proposal DACSES Replacement (HSS-10006) 4.10.3 Formal Approval Process Deliverables requiring approval by the State will require formal approval from the State Project Executive, prior to milestone approval and payment. Formal approval of a deliverable is State approval of the final version. All deliverables will be accompanied by a Deliverable Acceptance Request (DAR), the format of which shall be mutually agreed to by the State and the Contractor. The target in deliverable review is to complete the review in two cycles. However, review will need to continue beyond the second cycle if a deliverable still has major defects. Based on the review findings, the State may grant approval, reject portions of or reject the complete document, request contractor revisions be made, or may state the inability to respond to the deliverable until a future specified date. Upon the rejection of a deliverable or a request for revision of a Deliverable, or of any part thereof, the Contractor shall revise the Deliverable consistent with the schedule defined in Section 4.10.3, below, unless an alternative timeline applicable to the specific Deliverable in question is approved by the State. In the case of any discrepancy between any deliverable and the Contract, the controlling document shall be the Contract. In the case of any contradiction between deliverables, the contradiction shall be resolved at the sole discretion of the State. Division of Child Support Enforcement 93 of 189 Department of Health and Social Services State of Delaware Request for Proposal DACSES Replacement (HSS-10006) 4.10.3.1 Deliverable Review Schedule Category Definition Description Recurring, ongoing • Initial Review by the State - 5 Business Days CATEGORY A deliverables such as • Contractor Revision/Correction Period - 3 Business Days (Recurring meeting minutes, status • Review by the State of Revised/Corrected Deliverable - 3 Business Deliverables) reports, weekly or monthly Days reports, project plan updates or revisions. CATEGORY B The majority of contract • Initial Review by the State- 10 Business Days (Standard deliverables • Contractor Revision/Correction Period- 5 Business Days Deliverables) • Review by the State of Revised/Corrected Deliverable- 5 Business Days Uniquely large, detailed or • Initial Review by the State- 20 Business Days technical deliverables • Contractor Revision/Correction Period- 10 Business Days requiring extensive, detail • Review by the State of Revised/Corrected Deliverable- 10 Business review, special review by a Days CATEGORY C limited but specialized (Special Deliverables) resource and/or a large deliverable, the review of which is directly affected by, and conflicted with, other concurrent deliverables. Division of Child Support Enforcement 94 of 189 Department of Health and Social Services State of Delaware Request for Proposal DACSES Replacement (HSS-10006) The State reserves the right to extend the ten (10) State business day requirement for review and comment on any revised deliverable. Any such extension, however, will be specific to each deliverable. The total number of days for all extensions to review revised deliverables shall not exceed twenty-five (25) State business days. 4.10.3.2 Sequencing/Timing of Deliverables The schedule for and sequencing of each deliverable will be determined and agreed upon during the planning phase of the project. The State expects that deliverables will be provided for review throughout each phase of the project as the various project tasks are completed and as is consistent with the overall project plan as opposed to deliverables being provided for review, en mass, at the conclusion point of each phase. Division of Child Support Enforcement 95 of 189 Department of Health and Social Services State of Delaware Request for Proposal DACSES Replacement (HSS-10006) 4.11 Itemized Deliverables (A). MANAGEMENT OF THE PROJECT DELIVERABLES a) Weekly updates of the project plan b) Weekly status reports c) Weekly updates to issues log d) Weekly defect reports e) Weekly project metrics reports f) Monthly updates of the project plan g) Monthly status reports h) Monthly updates to issues log i) Monthly defects reports j) Monthly project metrics reports k) Monthly risk register report l) Monthly change management log/report m) Monthly project organizational status/change report n) Monthly Quality Assurance report o) Monthly Status Report to senior project management (B). PLANNING DELIVERABLES a) Project Management Plan, to include i. Quality Assurance Management Plan ii. Risk Management Plan iii. Scope Control Plan iv. Change Control and Issue Management Plan v. Procurement Management Plan b) Enterprise Architecture Management Plan c) Disaster Recovery Management Plan d) System Capacity Management Plan e) Hardware and Software Management Plan f) Database Development Management Plan g) Application Development Management Plan h) Configuration Management Plan i) Ease of Use Management Plan j) Requirements Review and Release Management Plan k) Application Quality Assurance Management Plan l) Operations Support Management Plan m) Data Conversion Management Plan Division of Child Support Enforcement 96 of 189 Department of Health and Social Services State of Delaware Request for Proposal DACSES Replacement (HSS-10006) n) Test Management Plan o) Security Management Plan p) Training Management Plan q) Quality Assurance Management Plan r) Planning Acceptance Report s) Document Templates for all Deliverables t) Occupancy permit for Project Site (C). ANALYSIS AND DESIGN - FUNCTIONAL DESIGN DELIVERABLES a) Functional Design Plan b) Ease of Use Functional Design c) Security Functional Design d) Case Initiation Functional Design e) Case Management Functional Design f) Location Functional Design g) Customer/Client Servicing Functional Design h) Financial Management Functional Design i) Enforcement Functional Design j) Reporting Functional Design k) Functional Design Acceptance Report l) Application Architecture Design m) Application Design Acceptance Report n) Validation of Requirements and Deliverables Report o) Legacy information Continuity Plan (D). ANALYSIS AND DESIGN - TECHNICAL DESIGN DELIVERABLES a) Technical Design Plan b) Hardware Technical Design c) Software Technical Design d) Network Communications Technical Design e) Ease of Use Technical Design f) Security Technical Design g) Case Initiation Technical Design h) Case Management Technical Design i) Location Technical Design j) Customer/Client Servicing Technical Design k) Financial Management Technical Design l) Enforcement Technical Design m) Reporting Technical Design Division of Child Support Enforcement 97 of 189 Department of Health and Social Services State of Delaware Request for Proposal DACSES Replacement (HSS-10006) n) Technical Design Acceptance Report o) System Architecture Design p) System Architecture Design Acceptance Report q) Network Architecture Design r) Network Architecture Design Acceptance Report (E). ANALYSIS AND DESIGN - HARDWARE/SOFTWARE DESIGN DELIVERABLES a) Hardware Requirements Report b) Hardware Procurement Plan c) Hardware Purchase Orders d) Hardware Installation Acceptance Report e) Software Requirements Report f) Software Procurement Plan g) Software Purchase Orders h) Software Installation Acceptance Report i) Standardized Functional and Technical Design Software j) Configuration Management Automation Software k) Data and Object Analysis Software l) Defect Tracking Software m) Regression Testing Software n) Performance Testing Software o) Performance Monitoring Software p) Hardware Architecture Design q) Hardware Architecture Design Acceptance Report (F). LEGACY DATA CONVERSION DELIVERABLES a) Data Conversion Plan b) Data Conversion Requirements/Specifications c) Data Conversion Schedule d) Mock Conversation Plan e) Mock Conversion QA Results f) Mock Conversion Acceptance Report g) Data Conversion QA Results h) Data Conversion Acceptance Report (G). SYSTEMS DEVELOPMENT AND UNIT TESTING DELIVERABLES a) Development and Unit Testing Plan b) Development and Unit Testing Schedule Division of Child Support Enforcement 98 of 189 Department of Health and Social Services State of Delaware Request for Proposal DACSES Replacement (HSS-10006) c) Ease of Use Development Plan d) Ease of Use Test/QA Plan e) Ease of Use QA Report f) Security Development Plan g) Security Test/QA Plan h) Security QA Report i) Case Initiation Development Plan j) Case Initiation Test/QA Plan k) Case Initiation QA Report l) Case Management Development Plan m) Case Management Testing/QA Plan n) Case Management QA Report o) Location Development and Testing Plan p) Location Testing and QA Plan q) Location QA Report r) Customer/Client Servicing Development Plan s) Customer/Client Servicing Testing and QA Plan t) Customer/Client Servicing QA Report u) Financial Management Development Plan v) Financial Management Testing and QA Plan w) Financial Management QA Report x) Establishment Development Plan y) Establishment Testing and QA Plan z) Establishment QA Report aa) Enforcement Development Plan bb) Enforcement Testing and QA Plan cc) Enforcement QA Report dd) Reporting Development Plan ee) Reporting Testing and QA Plan ff) Reporting QA Report (H). INTEGRATION, SYSTEM and PERFORMANCE TESTING DELIVERABLES a) Integration, System and Performance Test Plan b) Integration, System and Performance Test Schedule c) Ease of Use Test Plan d) Ease of Use Test Results e) Ease of Use Test Report f) Security Test Plan g) Security Test Results Division of Child Support Enforcement 99 of 189 Department of Health and Social Services State of Delaware Request for Proposal DACSES Replacement (HSS-10006) h) Security Test Report i) Case Initiation Test Plan j) Case Initiation Test Results k) Case Initiation Test Report l) Case Management Test Plan m) Case Management Test Results n) Case Management Test Report o) Location Test Plan p) Location Test Results q) Location Test Report r) Customer/Client Servicing Test Plan s) Customer/Client Servicing Test Results t) Customer/Client Servicing Test Report u) Financial Management Test Plan v) Financial Management Test Results w) Financial Management Test Report x) Establishment Test Plan y) Establishment Test Results z) Establishment Test Report aa) Enforcement Test Plan bb) Enforcement Test Results cc) Enforcement Test Report dd) Reporting Test Plan ee) Reporting Test Results ff) Reporting Test Report gg) User Acceptance Test Report hh) Software source code as defined in section 4.9.3, above ii) System Performance test plan jj) System Performance test results kk) System Performance test report (I). ACCEPTANCE AND DISTRIBUTION TESTING DELIVERABLES a) Acceptance and Distribution Testing Plan b) Acceptance and Distribution Testing Schedule c) Acceptance and Distribution Testing Results Ease of Use d) Acceptance and Distribution Testing results Security e) Acceptance and Distribution Testing results Case Initiation f) Acceptance and Distribution Testing results Case Management g) Acceptance and Distribution Testing results Location Implementation Report Division of Child Support Enforcement 100 of 189 Department of Health and Social Services State of Delaware Request for Proposal DACSES Replacement (HSS-10006) h) Acceptance and Distribution Testing results Customer/Client Servicing i) Acceptance and Distribution Testing result Financial Management j) Acceptance and Distribution Testing results: Establishment k) Acceptance and Distribution Testing result Enforcement l) Operational Use and Readiness Report (User Acceptance Report) (J). STATEWIDE IMPLEMENTATION DELIVERABLES a) Statewide Implementation Plan b) Statewide Implementation Schedule c) Statewide Implementation Report d) Operations Support Plan e) Operational Transition/Hand-off Plan f) Operational Transition/Hand-off Schedule g) Maintenance Transition Plan h) Maintenance Transition Schedule i) Maintenance Transition Report j) Operational Transition Report k) Operational Transition Acceptance Report l) Configuration Management Database m) System Source Code n) Fully implemented system including failover and disaster recovery plans and capabilities. (K). TRAINING DELIVERABLES a) Training Plan b) Training Schedule c) Training Class Reports d) User Manuals e) User Desktop Aids f) Training Manual g) Web Based Training Center h) Security Training Materials i) Financial Management Training Materials j) Enforcement Training Materials k) Client/Customer Support Training Materials l) Location Training Materials m) Case Management Training Materials n) Case Initiation Training Materials o) Reporting Training Materials Division of Child Support Enforcement 101 of 189 Department of Health and Social Services State of Delaware Request for Proposal DACSES Replacement (HSS-10006) p) Establishment Training Materials q) Technical Training Materials r) Operational Training Materials s) Trainer Training Materials t) Supervisor/Manager Training Materials u) Maintenance Training Materials v) Training Acceptance Report (L). DOCUMENTATION DELIVERABLES a) Documentation Plan b) Documentation Schedule c) Security Procedures d) Financial Management Procedures e) Enforcement Procedures f) Client/Customer Support Procedures g) Location Procedures h) Case Management Procedures i) Case Initiation Procedures j) Establishment Procedures k) Technical Support Procedures l) System Operations Procedures m) System Maintenance Procedures n) System Disaster Recovery Procedures o) Source Code Library and Documentation p) Documentation Acceptance Report (M). FEDERAL CERTIFICATION COMPLIANCE DELIVERABLES a) Federal Certification Compliance Plan b) Federal Certification Compliance Schedule c) Federal Certification Compliance Narrative d) Federal Certification Compliance Demonstration report e) Federal Compliance Certification f) Federal Certification Compliance Acceptance Report (N). TWELVE (12) MONTH WARRANTY AND POST-IMPLEMENTATION SUPPORT PERIOD DELIVERABLES a) Help desk staffing plan b) Help desk reports c) Warranty support plan Division of Child Support Enforcement 102 of 189 Department of Health and Social Services State of Delaware Request for Proposal DACSES Replacement (HSS-10006) d) Warranty defects log e) Warranty remediation/prioritization plan f) Customer Service Bulletins g) Software repairs and corrections h) Warranty Completion Report i) Warranty Completion acceptance report Division of Child Support Enforcement 103 of 189 Department of Health and Social Services State of Delaware Request for Proposal DACSES Replacement (HSS-10006) 5 Proposal Evaluation and Contractor Selection The State will conduct a four-tiered proposal evaluation and contractor selection for this project, as follows: 5.1 Tier One: Evaluation of Compliance In the first tier, each Technical Proposal will be evaluated to determine it’s compliance with the Mandatory Submission Requirements described in Appendix G - Mandatory (Pass/Fail) Submission Requirements Checklist. Any proposal failing to meet those requirements is subject to immediate disqualification without further review. The Division Director or designee will perform this portion of the evaluation. Each proposal will be reviewed for responsiveness to the mandatory requirements set forth in the RFP. This will be a yes/no evaluation and proposals that fail to satisfy all of the criteria of this category may not be considered further for the award of a Contract Specific criteria for this category are as follows: Bidders are required to address” “Section 4 PROJECT REQUIREMENTS, TASKS, DELIVERABLES AND SCOPE” in detail by subsection and bullet. Bidders are required to follow Section 6 “Bidder Instructions” explicitly and complete all required forms as instructed. Failure to adequately meet any one (1) mandatory requirement may cause the entire proposal to be deemed non-responsive and be rejected from further consideration. However, the State reserves the right to waive minor irregularities and minor instances of non-compliance. 5.2 Tier Two: Evaluation of Proposals All proposals meeting the mandatory submission requirements will be forwarded to the State Evaluation Team. The State Evaluation Team will be composed of representatives from DCSE, DTI, and IRM and may include representatives from other affected departments and agencies. The Evaluation Committee may choose to make use of the expertise of outside consultants in a separate advisory role. In the second tier, the Evaluation Team will perform Technical and Business Proposal Reviews. The Technical and Business Proposals will be evaluated in separate processes. Division of Child Support Enforcement 104 of 189 Department of Health and Social Services State of Delaware Request for Proposal DACSES Replacement (HSS-10006) The Evaluation team will assess the Technical and Business proposals of each Bidder to determine the proposal most advantageous to the State in that it represents the “best value”- offering the best combination of technical capabilities, Bidder organizational capability, past experience, Bidder financial resources/stability, key personnel experience and capability, and proposed cost. The Team will evaluate each proposal and will assign points for each category of evaluation (see below). Points assigned will be added together to determine a final technical score and a final business score. Technical and Business scores will be combined to determine each bidder’s total score. 5.2.1 Proposal Evaluation and Scoring The Technical and Business proposals of each Bidder will be evaluated and assigned points. A maximum of 100 total points is possible. A. Technical Proposal Evaluation and Scoring Only those Bidders submitting Technical Proposals which meet the Mandatory Submission Requirements provision will have their Technical Proposals scored. The following evaluation criteria categories, not necessarily listed in order of significance, will be used to evaluate bid proposals and to assign evaluative points for proposals received in response to this RFP. The evaluation criteria categories may be used to develop more detailed evaluation criteria to be used in the evaluation process: NOTE: Bidder’s should refer to the proposal requirements defined in Section 6 when preparing their proposals. 1. Project Management Plan - The Bidder’s proposal should include a project management plan defining the Bidder’s specific strategy to fully achieve all requirements defined in this RFP. This plan should demonstrate overall soundness, logical sequencing and supervisory and management procedures planned to assure compliance with all project requirements. Detail surrounding the project management plan should include, but not be limited to, the following: a) The project plan (as created and maintained in Microsoft Project) showing the specific project tasks to be completed, the associated scheduling, the planned deliverables and the required review time for deliverables requiring State and/or Federal review b) Work Breakdown Structure and Estimated Levels of Effort documentation that both justify the number and types of Contractor employees proposed to perform the work described in this RFP and that support the associated project schedule c) A Project Organizational Chart and a Project Staffing Chart that define the Bidder’s management plans regarding the organization and deployment of Contractor staff 2. Technical Approach - The Bidder's proposal should include detail regarding the Bidder’s specific approach and plans to fulfill the requirements listed in this RFP. The proposal must not merely repeat the “what” information presented by the State Division of Child Support Enforcement 105 of 189 Department of Health and Social Services State of Delaware Request for Proposal DACSES Replacement (HSS-10006) in the RFP. The proposal must detail “how” the contractor will complete the requirements of the State including appropriate detail surrounding the specific processes, control regimens, risk factors, risk management procedures, quality assurance procedures and supporting management techniques. 3. Organizational Capability - The Bidder’s proposal should include detail regarding the Bidder’s documented experience in successfully completing projects of a similar size and scope to the work required by this RFP. In particular, experience regarding the development and implementation of Automated Child Support Enforcement systems that attained required certification from the Federal Office of Child Support Enforcement (OCSE) must be detailed. Included in this documentation should be references from prior Clients discussing the Bidder’s performance in fulfilling such projects and contracts. The Bidder’s proposal should also demonstrate the Bidder’s administrative, management, sub-contractor management (if any) and technical support capabilities for the activities related to requirement defined in the RFP, as demonstrated by the availability of corporate resources to support such requirements and initiatives to hire, retain, manage and minimize the turnover of qualified personnel. 4. Key Personnel Experience and Capabilities - Proposals should include detail regarding the qualifications and experience of the Bidder’s management, supervisory or other key personnel assigned to the contract, with emphasis on documented experience in successfully completing work on contracts of similar size and scope to the work required by this RFP, specifically OCSE-certified Automated Child Support Enforcement Systems. 5. Technical Proposal Evaluation Scorecard Category Maximum Points Meets Mandatory RFP Requirements Pass/Fail Project Management Plan 20 Technical Approach 30 Organizational Capabilities 20 Key Personnel Experience and Capabilities 10 Total Maximum Score 80 B. Business Proposal Scoring Total business score will be based upon the following: 1. The total costs submitted as part of the cost worksheet. For evaluation purposes, Bidders’ costs will be ranked according to the total bid price listed by the Bidder in Division of Child Support Enforcement 106 of 189 Department of Health and Social Services State of Delaware Request for Proposal DACSES Replacement (HSS-10006) the schedule contained in Appendix F. 2. The documented business soundness and financial resources/stability of the vendor Strong consideration will be given to how well the costs in the Project Cost Forms compare to the level of effort for this and other proposals along with the accuracy of the submitted figures. The State of Delaware reserves the right to reject, as technically unqualified, proposals that are unrealistically low if, in the judgment of the evaluation team, a lack of sufficient budgeted resources would jeopardize project success along with proposals from organizations that lack sufficient financial or business stability. Total Maximum Business Score 20 C. Total Points Awarded (Total Technical Score + Total Business Score) = Total Evaluation Score Total Maximum Evaluation Score 100 5.2.2 Clarification of Bid Proposal As part of the evaluation process, the Evaluation Team may require a Bidder to submit written responses to questions regarding its proposal. Any such requests for written clarification, or the failure by the Evaluation Team to request written responses from any Bidder should not be construed as implying acceptance or rejection of any proposal. The purpose of such communication with a Bidder is to provide an opportunity for the Bidder to clarify or elaborate on its proposal as directed by the Division. Original proposals submitted, however, cannot be supplemented, changed, or corrected in any way. 5.3 Tier Three: Oral Presentations After the completion of the process defined in sections 5.1 and 5.2, above, Bidders will be selected by the Evaluation Team to give an oral presentation to the Evaluation Team concerning its proposal. The purpose of the oral presentation is to provide the Bidder with a formal opportunity to clarify or elaborate on its proposal, in accordance with the format listed herein. Original proposals submitted, however, cannot be supplemented, changed, or corrected in any way. In the event information presented in an oral presentation differs from the written information contained in a proposal, the written proposal information shall be deemed as valid and binding by the Evaluation Team. Division of Child Support Enforcement 107 of 189 Department of Health and Social Services State of Delaware Request for Proposal DACSES Replacement (HSS-10006) Section of a Bidder to give an oral presentation should not be construed as acceptance of a proposal. No questions or comments regarding other proposals or other Bidders are permitted as part of an oral presentation. Bidders may not attend oral presentations made by their competitors. 5.3.1 Selection Criteria Bidders will be selected for oral presentations based upon their total score (technical score plus business score) as determined in Section 5.2 above, as follows: 1. If three or more qualified proposals are received by the State in response to this RFP: the top three scoring Bidders, plus “ties” for the top three scores, will be selected to give an oral presentation. “Ties” are defined as the proposals of two or more Bidders being awarded the same total score in Section 5.2, above. 2. In addition to the Bidders included in section 1 of this section, ALL qualified Bidders whose proposals are awarded a total score of 85 or more will be selected to give an oral presentation. 3. In the event two or fewer qualified proposals are received by the State, all qualified bidders will be selected to give an oral presentation. 5.3.2 Notification Bidders selected to give an oral presentation will be formally notified by the State. The State will provide a scheduled date, time and location for the oral presentation at the time of notification. Bidder requests for changes in the scheduled date and time of oral presentations, for good cause, will be approved or denied at the sole discretion of the State. Bidders not selected to give an oral presentation will also be formally notified by the State at this juncture. 5.3.3 Format A. Eligible Presenters: Bidder presentation teams shall be made up of no fewer than 3, and no more than 5 individuals, to be comprised of the named Project Manager and other Key Personnel Staff members as “named” in the Bidder’s proposal to fill the positions defined in Section 4.2, above. B. Additional Attendees: Bidders may include a maximum of two additional attendees as observers to the presentation. Such individuals may not be presenters as part of the presentation. C. Attendee List: Upon the notification defined in section 5.3.2, Bidders shall provide the State with a list of presenters and other attendees (if any) no later than 1 week prior to the scheduled oral presentation. Division of Child Support Enforcement 108 of 189 Department of Health and Social Services State of Delaware Request for Proposal DACSES Replacement (HSS-10006) D. Evaluation Team: The presentation shall be made to an evaluation team selected by the State, to be made up of members of the proposal evaluation team defined in Section 5.1 above, or their designees. The Evaluation Team will review and evaluate oral presentations made in accordance with the criteria defined below in Section 5.3.3.J. E. Duration: Oral presentations may last no longer than 90 minutes. The State will time all presentations accordingly. At the expiration of the 90 minute period, no additional information will be accepted by the Evaluation Team. F. Presentation Media: Bidders may facilitate and enhance their presentations through the use of static overhead slides, presentation software such as MS PowerPoint and/or written or printed paper-based displays. Use of recorded presentations, video or motion pictures in support of oral presentations is not permitted. Bidders may elect to leave with the Evaluation Committee paper copies of their presentation materials, which will not be returned by the State. NOTE: Equipment to support the use of media in the oral presentation, including overhead projectors, personal computers, projection screens, paper, display stands and supplies, are the sole responsibility of the Bidder organization. G. Recording: The State may elect to make an audio recording of oral presentations. Copies of such recordings will not be provided to Bidders. Bidders may not make audio or video recordings of their presentation. H. Oral Presentation Logistics a. Bidder provided access to presentation area for set up: 30 minutes before scheduled start b. Presentation: 90 minutes maximum (no State questions or comments allowed during presentation) c. Break: 30 minutes d. Reconvene for State questions to presentation team. Any member may answer any question but only presenters may answer. Duration: Depending on number and scope of questions/answers I. Oral Presentation Topics/Structure a. Oral presentations are intended to enable selected Bidders to elaborate on and reinforce the information provided in their written proposal for purposes of showing the Bidder’s qualifications and experience in providing the services called for in the RFP, how their proposal conforms to the requirements of this RFP, the overall soundness of their proposal and how their proposal is most advantageous to the State. b. Oral presentations shall not reference price or cost factors. c. The State suggests Bidders organize their oral presentation in the following manner: However, Bidders must use their own judgment in organizing their presentation in a manner that best reflects their proposal. i. Introduction (5 Minutes) ii. Organizational Capabilities/Key Personnel Staff Experience (15 Minutes) iii. Technical Approach (30 Minutes) Division of Child Support Enforcement 109 of 189 Department of Health and Social Services State of Delaware Request for Proposal DACSES Replacement (HSS-10006) iv. Project Plan (15 Minutes) v. Work Breakdown Structure and Staffing Plan (15 Minutes) vi. Summary (10 Minutes) J. Evaluation of Oral Presentation - The evaluation the oral presentation, along with answers to questions (if any) made during the subsequent question and answer session may include, but not be limited to the following: a. Organizational Capabilities/Key Personnel Staff Experience: How well the presentation demonstrated the Bidder’s i. Documented experience in successfully completing projects of a similar size and scope to the work required by this RFP, particularly involving the development and implementation of Automated Child Support Enforcement systems that attained required certification from the Federal Office of Child Support Enforcement (OCSE) must be detailed. ii. Level of administrative, management, sub-contractor management (if any) and technical support capabilities for the activities related to requirement defined in the RFP, as demonstrated by the availability of corporate resources to support such requirements and initiatives to hire, retain, manage and minimize the turnover of qualified personnel. iii. Ability to offer duly qualified and experienced management, supervisory or other key personnel assigned to the contract, such qualifications emphasizing documented experience in successfully completing work on contracts of similar size and scope to the work required by this RFP, specifically OCSE-certified Automated Child Support Enforcement Systems. b. Technical Approach: How well the presentation demonstrated the Bidder’s: i. The soundness, logical sequence, completeness and technical detail of the Bidder’s proposed project plan and project management strategy ii. Strategy and approach in acquiring and managing the project site called for in this RFP iii. Strategy and approach in quantifying, mitigating and remediating risk factors affecting the timely delivery of services under this RFP iv. Strategy and approach in providing appropriate quality control and quality assurance regarding all tasks and services under this RFP c. Project Management Plan: How well the presentation demonstrated: i. Strategy and approach in delivering the services called for in this RFP ii. Strategy in hiring, retaining and providing appropriate management oversight of required Contractor staff, in managing large project staffs, in creating and effectively implementing appropriate management policies and procedures affecting such a staff. Division of Child Support Enforcement 110 of 189 Department of Health and Social Services State of Delaware Request for Proposal DACSES Replacement (HSS-10006) iii. The appropriateness of associated procedures and processes to be used to maintain the project plan and to assure the timely and high quality completion of all associated tasks. iv. The sufficiency of proposed procedures to provide flexibility in response to changes in workload or other unanticipated circumstances. v. Strategy and approach in assuring OCSE system certification and in required warranty support of the system referenced in this RFP. d. Work Breakdown Structure and Staffing Plan. How well the presentation demonstrated: i. The accuracy and appropriateness of the level of effort (including required labor hours and division of project tasks) in context of the services to be provided under this RFP. ii. The appropriateness and sufficiency of the planned staffing, including the number of employees planned, the level of management and supervision and the associated span of authority and control K. Oral Presentation Scoring - The Oral Presentation Evaluation Team will score each presentation, including answers to any subsequent questions in the Question and Answer session, as follows: Category Maximum Points Meets Oral Presentation Requirements* Pass/Fail Project Management Plan 20 Technical Approach 30 Organizational Capabilities 20 Key Personnel Experience and Capabilities 10 Total Maximum Oral Presentation Score 80 * Indicates compliance with Sections 5.3.3 A-C, F-H and I.b. The State may, at its discretion, excuse incidental or minor violations to presentation requirements. 5.4 Tier Four: Selection of Contractor In the fourth tier, the Evaluation Team will use the Oral Presentation score, in combination with their prior findings/evaluation as defined in section 5.2 A, B and C to determine the proposal from a responsible bidder that is most advantageous to the State in that it represents the “best value”- offering the best combination of technical capabilities, Bidder organizational capability and past experience, Bidder financial resources/stability, key personnel experience and capability, and proposed cost, as evidenced by both the written proposal and by the associated Oral Presentation. Division of Child Support Enforcement 111 of 189 Department of Health and Social Services State of Delaware Request for Proposal DACSES Replacement (HSS-10006) The findings and recommendations of the Evaluation Team will be presented to an Executive Selection Committee. The Executive Selection Committee will review Evaluation Team findings. A potential contractor will be recommended to the Secretary, Department of Health & Social Services. Final selection is at the discretion of the Secretary or his/her designee. All contacts, records of initial evaluations, any correspondence with bidders related to any request for clarification of bid proposals, records of oral presentations, evolutions of oral presentation, evaluations of requests for negotiation, any revised technical and/or price proposals, the Evaluation Committee Report and the Award Recommendation, will remain confidential until a Notice of Intent to Award a contract is issued. 5.5 Reserved Rights of DHSS The Department reserves the right to: • Reject any and all proposals received in response to this RFP • Select for contract or for negotiations a proposal other than that with the lowest cost • Waive or modify any information, irregularities or inconsistencies in proposals received; • Negotiate as to any aspect of the proposal with any proposer and negotiate with more than one proposer at the same time; • If negotiations fail to result in an agreement within two weeks, the State may, at its sole option, terminate negotiations and select the next most responsive proposer; prepare and release a new RFP; or take such other action as the Department may deem appropriate. 5.6 Additional Reserved Rights of DHSS As defined in Section 4.7.14 above, the State desires the system described in this RFP include digital imaging capabilities. As defined in Section 6, below all Bidders are required to provide detailed information in their Business Proposal defining the specific costs of providing this imaging capability. The Department reserves the right to negotiate and/or enter into a contract in support of this project that includes imaging capabilities, that excludes imaging capabilities and/or that defers the integration of imaging capabilities as part of the project. Division of Child Support Enforcement 112 of 189 Department of Health and Social Services State of Delaware Request for Proposal DACSES Replacement (HSS-10006) 6 Bidder Instructions The proposal must be submitted in eight (8) separate, sealed volumes bound separately and submitted under separate cover, as follows: Volume 1 - Technical Proposal: Ten (10) copies comprised of three (3) signed originals and seven (7) copies. Volume 2 - Business Proposal: Ten (10) copies comprised of three (3) signed originals and seven (7) copies. NOTE: The original copies of Volume 1 - Technical Proposals and Volume 2 - Business Proposals must be clearly marked as such. The proposal must also include four (4) CDROM's with electronic versions of the proposal, as defined below. CD’s will be used by the State for researching the proposals and reprinting as necessary. Two (2) CDROM’s will contain the following files at a minimum: • CD Directory.doc (Microsoft Word 2000 or higher) • RFP Technical Proposal.doc • RFP Technical Proposal.pdf • RFP Project Plan.mpp (Ms Project 2003 or higher) Two (2) CDROM’s will contain the following files at a minimum: • CD Directory.doc (Microsoft Word 2000 or higher) • RFP Business Proposal.doc • RFP Business Proposal.pdf • RFP Business Proposal Financial Schedules (Appendix F).doc Each proposal file in .pdf format must be a printable copy of each original volume submitted. The project plan(s) contained in the technical proposal files must also be submitted separately as an .mpp file. Other files may be submitted separately. The CDROM Directory.doc file must contain a Word table listing each file contained on the CDROM along with a short description of each. Bidders must certify that these CDROM's have been scanned and are free from viruses and other malicious software. Division of Child Support Enforcement 113 of 189 Department of Health and Social Services State of Delaware Request for Proposal DACSES Replacement (HSS-10006) Technical Proposal Volume copies must be labeled on the outside as follows: State of Delaware Department of Health and Social Services RFP Volume 1 DACSES Replacement - Technical Proposal DHSS RFP # HSS-10006 Business Proposal Volume copies must be labeled on the outside as follows: State of Delaware Department of Health and Social Services RFP Volume 2 DACSES Replacement - Business Proposal DHSS RFP # HSS-10006 6.1 Proposal Delivery Proposals must be delivered to: Sandra Skelley, Procurement Administrator DE Department of Health & Social Services Division of Management Services Procurement Branch, DHSS Campus Administration Building- 2nd Floor Main Bldg., Room 259 1901 N. DuPont Highway New Castle, DE 19720 Division of Child Support Enforcement 114 of 189 Department of Health and Social Services State of Delaware Request for Proposal DACSES Replacement (HSS-10006) 6.2 Closing Date All responses must be received no later than Thursday, September 10, 2009 11:00 AM EDT. 6.3 Notification of Award Proposed date the Notification of Award will be mailed to all bidders: Monday, November 09, 2009. 6.4 Bidder Questions All questions shall reference the pertinent RFP section(s) and page number(s). Written responses from the State will be binding. Verbal responses given at the Bidders’ meeting will be informational only and non-binding. Other than at the Bidders’ meeting, Bidders may not contact any State staff except by sending questions electronically to: Madhavi Karanam Division of Child Support Enforcement PO Box 11223 Wilmington, De 19850 madhavi.karanam@state.de.us By Thursday, August 13, 2009 11:00 AM EDT The State prefers that questions from a bidder organization be consolidated and sent by a single Bidder point of contact. Only those questions received in this manner by this date and time will be considered, and it is the Bidder’s responsibility to ensure that questions are received by the above named person by the date and time shown above. The State will not respond to questions received after that time. A final list of written questions and responses will be posted as an RFP addendum on the Internet at http://www.dhss.delaware.gov/dhss/rfp/dhssrfp.htm. Questions and associated answers/responses will be consolidated for purposes of this document. This addendum will also be sent electronically to all Bidders attending the Bidders’ meeting. Division of Child Support Enforcement 115 of 189 Department of Health and Social Services State of Delaware Request for Proposal DACSES Replacement (HSS-10006) 6.5 Anticipated Schedule The following timetable is anticipated for key activities within the procurement process: ACTIVITY SCHEDULE State Publishes RFP (Notification 1) Monday, July 13, 2009 State Publishes RFP (Notification 2) Monday, July 20, 2009 Mandatory Bidders’ conference Monday, August 03, 2009 at 10:00 AM EDT Submission of Questions Thursday, August 13, 2009 11:00 AM EDT Response to Questions Thursday, August 27, 2009 Receipt of Proposals Thursday, September 10, 2009 11:00 AM EDT Selected Bidders Notified of Oral Friday, October 9, 2009 Presentation Selected Bidders Oral Presentations Monday, October 26, 2009 Notification of Award Monday, November 09, 2009 Contract Signature Monday, November 23, 2009 Project Start Date Monday, December 07, 2009 Project End Date and Might Start One Thursday, December 6, 2012 Year (365 Day) Extension Period 6.6 Proposal Becomes State Property All proposals become the property of the State of Delaware and will not be returned to Bidders. The State will not divulge specific content of proposals to the extent that the Bidder identifies contents as privileged or confidential. Any information not so designated will be considered public information. 6.7 RFP and Final Contract The contents of the RFP will be incorporated into the final contract and will become binding upon the successful Bidder. 6.8 Proposal and Final Contract The Bidder's proposal will be incorporated into the final contract and be considered binding upon the successful bidder. Division of Child Support Enforcement 116 of 189 Department of Health and Social Services State of Delaware Request for Proposal DACSES Replacement (HSS-10006) 6.9 Amendments to Proposals Modifications to proposals will not be accepted after the submission deadline. At any time, DHSS reserves the right to request clarification and/or further technical information from any Bidder submitting a proposal. Any such request for clarification should not be construed to imply acceptance or rejection of a bid proposal. 6.10 Alternative Solutions The proposal must contain a single solution, including hardware and software. This is critical in ensuring project success and that project costs are expected, administered and contained. Bidders may propose alternative solutions but only as fully separate proposals that will be evaluated separately. Single proposals containing alternative/multiple solutions will be failed. 6.11 Cost of Proposal Preparation All costs of proposal preparation and presentation will be borne by the Bidder. 6.12 Mandatory Bidders’ conference The State will hold a mandatory bidders’ conference to address questions regarding solicitation procedures only. Attendance is mandatory for those Bidders submitting a bid. The first order of business at the Mandatory Bidders’ conference will be the execution of a non-disclosure agreement (Appendix N), and Contractor Confidentiality and Data Integrity Agreement (Appendix R) by all potential Bidders intending on participating in the Mandatory Bidders’ conference. Failure of any attendee to tender a duly executed non- disclosure agreement, and Contractor Confidentiality and Data Integrity Agreement at the start of the Mandatory Bidders’ conference will result in the attendee’s exclusion from the meeting, and forfeiture of the attendee’s ability to bid on this procurement. The Mandatory Bidders’ conference will take place on: Monday, August 03, 2009 at 10:00 AM EDT DHSS Campus Administration Building Room 198 1901 N. DuPont Highway New Castle, DE 19720 6.13 Oral Presentations As noted in section 5.4, above, the State plans to require selected Bidders to give an oral presentation to the evaluation Team concerning their proposals. Such oral presentations will be scheduled by the State with the Bidder at a mutually agreeable time within the time Division of Child Support Enforcement 117 of 189 Department of Health and Social Services State of Delaware Request for Proposal DACSES Replacement (HSS-10006) constraints of this RFP process. Verbal questions submitted to the Bidder at any such oral presentation and/or State verbal comments or State answers to questions at such presentations will be informational only and non-binding. As noted previously, original proposals submitted, cannot be supplemented, changed, or corrected in any way, to include during any oral presentation. Material and information presented in a Bidder’s Oral Presentation shall presume the solution offered will include a digital imaging capability as described in Section 4.7.14. Actions by the Evaluation Team in selecting a Bidder for an oral presentation should not be construed to imply acceptance of a proposal. 6.14 Volume 1 - Technical Proposal Contents The Technical Proposal shall consist of and be labeled with the following sections: A. Transmittal Letter B. Required Forms C. Executive Summary D. Project Management Plan E. Contractor Responsibilities / Project Experience F. Staff Qualifications and Experience G. Firm’s Past Performance and Qualifications The format and contents for the material to be included under each of these headings is described below. Each subsection within the Technical Proposal must include all items listed under a heading because evaluation of the proposals shall be done on a section-by- section or functional area basis. No reference to, or inclusion of, cost information shall appear in the Technical Proposal or Transmittal Letter. 6.14.1 Transmittal Letter (Section A) The Transmittal Letter shall be written on the bidder's official business letterhead stationery. The letter is to transmit the proposal and shall identify all materials and enclosures being forwarded collectively in response to this RFP. The Transmittal Letter must be signed by an individual authorized to commit the Bidding company or organization to the scope of work proposed. It must include the following in the order given: 1. An itemization of all materials and enclosures being forwarded in response to the RFP 2. A statement certifying that the proposal CD has been scanned and is free from viruses and other malicious software. Division of Child Support Enforcement 118 of 189 Department of Health and Social Services State of Delaware Request for Proposal DACSES Replacement (HSS-10006) 3. A reference to all RFP amendments received by the bidder (by amendment issue date), to warrant that the bidder is aware of all such amendments in the event that there are any; if none have been received by the bidder, a statement to that effect must be included 4. A statement that all proposal conditions are valid for 180 days from the deadline date for proposal submission 5. A statement that price and cost data are not contained in any part of the bid other than in the Business Proposal volume 6. A statement that certifies pricing was arrived at without any collusion or conflict of interest 7. A statement certifying the Bidder agrees to comply with the provisions specified in the General Terms and Conditions contained in this RFP. The original of the Transmittal Letter shall be submitted in a separate, sealed envelope inside the package containing the Technical Proposals. All other copies of the Transmittal Letter shall be bound into the copies of the Technical Proposal. 6.14.2 Required Forms (Section B) This section of the proposal will include the following completed forms: 1. Certification and Statement of Compliance (Appendix B) - This is a mandatory form in which the bidder must certify certain required compliance provisions. 2. Mandatory Submission Requirements Checklist (Appendix G) - The mandatory submission requirements checklist. Agreement to or acknowledgement of a requirement is shown by a Y (Yes) or N (No) next to the requirement and a signature at the bottom of the checklist. Failure to adequately meet any one (1) mandatory requirement may cause the entire proposal to be deemed non- responsive and be rejected from further consideration. However, the State reserves the right to waive minor irregularities and minor instances of non-compliance. 3. State of Delaware Contracts Disclosure (Appendix H) - On this form, bidder shall list all contracts awarded to it or its predecessor firm(s) by the Sate of Delaware that have been active during the last three (3) years. Failure to list any contract as required by this paragraph may be grounds for immediate rejection of the bid. 4. Crosswalk of RFP Section (Appendix I) - This form should be completed and submitted along with the proposal. The contractor should provide references to the sections of the proposal where the requirements of the RFP listed are addressed. Provide references of multiple sections if a requirement is addressed in more than one section of the proposal. 5. Bidders Signature Form (Appendix J) - This is a standard bidder information form. 6. Minority and Women Business Enterprise (MWBE) (Appendix K) - If your firm qualifies as minority or/and women business enterprise, fill in the form and submit Division of Child Support Enforcement 119 of 189 Department of Health and Social Services State of Delaware Request for Proposal DACSES Replacement (HSS-10006) along with the proposal. If your firm does not qualify for MWBE, you do not need to submit this form with the proposal. 7. Bidder’s Project Experience (Appendix L) - This provides a standard form to document the Bidder’s work on similar projects. 8. Non-Collusion Statement (Appendix Q) - This form must be completed in its entirety, signed by the appropriate vendor official and notarized. This executed form must be included as a part of your proposal. 9. Sub-Contractor Roster (Appendix P) - If the contractor plans to use any sub- contractors for staff augmentation or any other project related work then all the sub-contractors should be listed in the form. If no sub-contractors were planned to be used then state clearly that “No Sub-Contractors will be used” in the form and the form should be duly signed and dated by the authorized individual. 6.14.3 Executive Summary (Section C) The Bidder shall present a high-level project description to give the evaluation team and others a broad understanding of the technical proposal and the Bidder’s approach to this project. This should summarize project purpose, key project tasks, a timeline, deliverables and key milestones, qualifications of key personnel, along with subcontractor usage and their scope of work. A summary of the Bidder's corporate resources, including previous relevant experience, staff, and financial stability must be included. The Executive Summary is limited to a maximum of ten (10) pages. 6.14.4 Project Management Plan (Section D) The Bidder shall describe the overall plan and required activities in order to implement the project within the budget and described schedule. This should include descriptions of management controls, processes and reporting requirements that will be put into place to ensure a smooth administration of this project. The Bidder must include a project plan as part of Section D.1 Project Plan with the following information: Key dates including dates for deliverable submission, State deliverable approval, Federal deliverable approval (if required) and milestones. • A work breakdown structure, defining activities and staffing within each task and subtask, for entire project • Activities definition for the specific actives required to produce all project deliverables • A project schedule, to include a sequencing of activities, estimates of required activity resources and estimates of activity durations. The estimates of activity resources should include, at the activity level the required staff resources (contractor vs. State) and hours Division of Child Support Enforcement 120 of 189 Department of Health and Social Services State of Delaware Request for Proposal DACSES Replacement (HSS-10006) • An enabling organization chart with staff names & functional titles • A resource staffing matrix by subtask, summarized by total hours by person, per month. • A resource staffing schedule, showing the number of persons, by job title and project month that will be employed in project activities. • The proposed schedule in the project plan must be in Microsoft Project format. In the project plan, Bidders must also include proposed procedures for project plan maintenance, status reporting, deliverable walkthroughs, subcontractor management, issue tracking and resolution, interfacing with State staff and contract management. • Bidder plans must reflect each deliverable and milestone. The plan shall include sufficient detail regarding the specific granular tasks required to deliver each project deliverable, phase and milestone. Sufficient State review periods, as specified in this RFP, must be built into the project schedule, as must all dependencies. 6.14.5 Project Requirements (Section E) Bidders must describe their understanding and approach to meet the expectations and requirements specified in Section 4. Each numbered subsection in this section must be addressed separately in sequence as “RFP Section 4.x.x”. Associated bulleted and titled requirement paragraphs within subsections must be addressed as “Bullet n” and “Paragraph Title” respectively. State staffing considerations must be addressed in subsections where staffing is referenced. The Crosswalk of RFP Section 4 in Appendix I must be completed in full and included in the beginning of this section of the Bidder’s proposal. In addition, Bidders shall include a comprehensive list of all Hardware and Software recommended for acquisition in support of the project. Such listing must reconcile to the Hardware and Software costs include in the Business Proposal but must not include any pricing or cost information when included in the Technical Proposal. 6.14.6 Staff Qualifications and Experience (Section F) Bidders shall submit a staff skills matrix in their own format to summarize relevant experience of the proposed staff, including any subcontractor staff, in the areas of: • Management and direction of a large systems development staff • Management and direction of a geographically-disbursed staff (as applicable) • Management and oversight of a free-standing project site/location • Development and Implementation of an OCSE-compliant child support enforcement system in at least one state • Technical project management • Creation and maintenance of project plans in MS Project (as applicable) • Subcontractor project management (as applicable) Division of Child Support Enforcement 121 of 189 Department of Health and Social Services State of Delaware Request for Proposal DACSES Replacement (HSS-10006) • Planning • Requirements Analysis • Technical analysis • Development • Testing and Implementation • Quality Assurance • Documentation • Training • Warranty • Maintenance Additionally, Bidders shall provide a narrative description of experience each key staff member has in the areas relevant to this project. Bidder and subcontractor staff shall be separately identified. Contractor staff requirements will be addressed as outlined in section 4. Resumes will be formatted as outlined in Appendix E and included in this section of the proposal. Bidders must also provide an organization chart of all proposed staff. If a Bidder is including subcontractors in their proposal, the Bidder shall include the following information in their proposal: • In the format provided in Appendix U: o The name, address and phone number of each sub-contractor entity o The percentage of contractor work planned for each subcontractor as represented by the percentage of the total contract bid price and as a percentage of the total contract labor hours o A description of the subcontractors planned role or function on the project • For all subcontractors, a completed Appendix H form: Appendix H- State of Delaware Contracts Disclosure • For all subcontractors with a project role amounting to either 10% or more of total project labor hours or total project dollars (as bid by the Bidder) o The complete financial disclosure information defined in section 6.15.3- Bidder Stability and Resources, below o A completed description of the subcontractor past-performance and qualifications, as described in section 6.14.7, below o An organization chart showing Staff breakdown by job title and staff numbers on this project Define number and type of employees by each subcontractor and the prime contactor. Show how the individual subcontractor entity(s) will be managed by the Bidder as the primary contractor. Division of Child Support Enforcement 122 of 189 Department of Health and Social Services State of Delaware Request for Proposal DACSES Replacement (HSS-10006) Any sub or co-contractor entity(s) proposed will need prior approval by the State before the contract is signed. If no sub contractors are included in the proposal, Bidders shall include the statement “No subcontractors are being proposed as part of this contract” in this proposal section. 6.14.7 Firm’s Past-Performance and Qualifications (Section G) The Bidder shall describe their team’s corporate experience within the last five (5) years directly related to the proposed contract, to include: • Other government projects of a similar scale • The successful design, applications development, integration and implementation of one or more OCSE-compliant Child Support Enforcement systems similar to the size, scope, scale and functionality of the proposed replacement system, to include: o Appropriate levels and examples of project management, system and workflow analysis, system design, and integration and engineering expertise o Appropriate levels of systems programming and development, to include systems testing and implementation o Appropriate experience in the development and implementation of such systems on an accelerated time schedule o Appropriate experience creating systems documentation, training, and successful knowledge transfer to affected state staff o Effective implementation of systems to include successful Federal certification of the system o Prior experience in the design, implementation and integration of such systems with State Disbursement Unit Automation o Experience with the design, implementation and integration of such systems with image-based payment processing systems o Experience in the design, implementation and integration of such systems with document imaging systems along with experience in the design, implementation and integration of document imaging systems o Experience in providing system “help desk” support during implementation and the post implementation time periods o Experience in providing ongoing maintenance and warranty support of such systems, including system enhancements o Experience in the management of subcontractors, as applicable Bidders shall provide a summary description of each such project referenced, similar in magnitude to this procurement. Such summaries shall include the project name, total staffing, project dates, milestones, deliverables, and resources utilized. Descriptions must also include the contract cost and the scheduled and actual completion dates of each project. Division of Child Support Enforcement 123 of 189 Department of Health and Social Services State of Delaware Request for Proposal DACSES Replacement (HSS-10006) Information provided shall also include the name, address and phone number for an administrative or managerial customer reference familiar with the bidder’s performance. Experience of proposed subcontractors shall be presented separately. For all proposed subcontractors, Bidder’s shall include in this section information regarding their experience in managing subcontractors for projects of similar size and scope to this procurement. All such information shall be documented on the form provided in Appendix L. 6.15 Volume 2 - Business Proposal Contents The business proposal volume will contain all project costs along with evidence of the bidder’s financial stability. The following information shall be provided in each proposal in the order listed below. Failure to respond to any request for information may result in rejection of the proposal. The bidder’s business proposal shall consist of and labeled with the following sections: A. Project Costs Information B. Software and Hardware Information C. Bidder Stability and Resources The format and contents for the material to be included under each of these headings is described below. Each subsection within the Bidder’s Proposal must include all items listed under a heading because evaluation of the proposals shall be done on a section-by-section or functional area basis. 6.15.1 Project Costs Information (Section A) The bidder shall provide costs for the Technical Proposal Volume as outlined in Appendix F. In completing the cost schedules, rounding should not be used. A total must equal the sum of its details/subtotals; a subtotal must equal the sum of its details. The Total Cost shown in Appendix F.1 must include all costs (except out year costs) that the selected contractor will be paid by DHSS. If specialized hardware or software will be provided by the contractor, it must be included as a deliverable in this Appendix. Vendors attending the mandatory bidders’ conference will receive a sample Microsoft Excel version of Appendices F.1; F.1.A; F.1.B; F.2: F.3; F.4; F.5 and F.6. Cost information must only be included in the Business Proposal Volume. No cost information should be listed in the Technical Proposal Volume. IMPORTANT NOTE: As defined in Section 4.7.14 above, the State desires the system described in this RFP include digital imaging capabilities. Division of Child Support Enforcement 124 of 189 Department of Health and Social Services State of Delaware Request for Proposal DACSES Replacement (HSS-10006) To assist the State in assessment of the costs associated with such a capability. Bidders are required to provide detailed information in their Business Proposal defining the specific costs of providing this imaging capability. Accordingly, Bidders shall submit the following: (A). Completed Appendices F.1, F.1.A, F.1.B, F.2, F.3, F.4, F.5 and F.6 defining the total project costs for the project requirements listed herein INCLUDING the cost of inclusion of digital imaging as defined in section 4.7.14. All such forms shall be labeled as “With imaging” (B). Completed Appendices F.1, F.1.A, F.1.B, F.2, F.3, F.4, F.5 and F.6 defining the total cost for ONLY the digital imaging capabilities as are include in the total amounts listed in section 4.7.14, above. All such forms shall be labeled as “Imaging Only.” 6.15.2 Hardware and Software Information (Section B) On a separate page of the Business Proposal entitled “Software Licensing Structure” Bidders shall list each module and each third party software application listed in either Appendix F.5 or Appendix F.6. The description shall include the required functions from Section 4. The discussion shall include the licensing structure (per seat, concurrent user, site, etc.) for each. Annual software licensing costs (if any) for “out years” (after the completion of the project) should be itemized on an accompanying Appendix F.4 to Section B in a format devised by the Bidder. All licenses must be in the name of the State and must provide for separate development, test and production environments. On a separate page of the Business Proposal entitled “Hardware Description” Bidders shall list each hardware item listed in either Appendix F.5 or Appendix F.6 and must provide a description of its function and a detailed component list. NOTE: The State reserves the right to acquire recommended hardware and/or software in support of this project using its internal purchasing capabilities or to rely on the Contractor for such acquisition, at the State’s sole option. 6.15.3 Bidder Stability and Resources (Section C) The Bidder shall describe its corporate stability and resources that will allow it to complete a project of this scale and meet all of the requirements contained in this RFP. The Bidder’s demonstration of its financial solvency and sufficiency of corporate resources is dependent upon whether the bidder's organization is publicly or privately held: • If the Bidder is a publicly held corporation, the Bidder shall enclose a copy of the corporation's most recent three years of audited financial reports and financial statements, a current Comprehensive Dun and Bradstreet credit report, and the name, address, and telephone number of a responsible representative of the Division of Child Support Enforcement 125 of 189 Department of Health and Social Services State of Delaware Request for Proposal DACSES Replacement (HSS-10006) bidder's principle financial or banking organization; and disclosure of any and all judgments, pending or expected litigation, or other real or potential financial reversals, which might materially affect the viability or stability of the bidding organization; or warrant that no such condition is known to exist. This information must be included with copy of the Technical Proposal and reference the enclosure as the response to this subsection. • If the Bidder is not a publicly held corporation, the Bidder may either comply with the preceding paragraph or describe the bidding organization, including size, longevity, client base, areas of specialization and expertise, a current Comprehensive Dun and Bradstreet credit report, and any other pertinent information in such a manner that the proposal evaluator may reasonably formulate a determination about the stability and financial strength of the bidding organization; also to be provided is a bank reference and a credit rating (with the name of the rating service); and a disclosure of any and all judgments, pending or expected litigation, or other real or potential financial reversals, which might materially affect the viability or stability of the bidding organization; or warrant that no such condition is known to exist. This level of detail and disclosure, in a format identical to the above, must also be provided for any subcontractor(s) who are proposed to complete at least ten (10) percent of the proposed scope of work. Division of Child Support Enforcement 126 of 189 Department of Health and Social Services State of Delaware Request for Proposal DACSES Replacement (HSS-10006) 7 Terms and Conditions The following provisions constitute the terms and conditions of the contractual agreement between the State of Delaware, Department of Health and Social Services (DHSS) and its Contractor. This section contains terms and conditions specific to this RFP. The general terms and conditions are contained in Appendix A. The standard departmental contract is contained in Appendix C Contract Composition 7.1 Contract Composition The terms and conditions contained in this section constitute the basis for any contract resulting from this RFP. The State will be solely responsible for rendering all decisions on matters involving interpretation of terms and conditions. All contracts shall be in conformity with, and shall be governed by, the applicable laws of the federal government and the State of Delaware. The component parts of the contract between the State of Delaware and the contractor selected from the evaluation of responses to this RFP shall consist of: • The Delaware contract signed by all parties, and any subsequent amendments to that document • Appendix A - Divisional Requirements • Appendix B - Services Description • Appendix C - Contract Budget • Appendix D - IRS Publication 1075, Exhibit 7 - General Services • Appendix E - Solicitation Documents o RFP amended by vendor questions o Bidder’s Proposal or Response to RFP o Response to Bidders’ Questions. The contractor's proposal and any written clarifications or representations incorporated as part of the procurement process. The order of precedence among the contract components shall be, first, the contract for DACSES Replacement Implementation Project; second, the IRS Publication 1075, Exhibit 7; third, RFP and any amendments to it; fourth, the contractor's proposal, including any clarifications requested and incorporated therein by the State of Delaware. In the event of any conflict between the terms and provisions of this contract and other documents executed preliminary to construction of this contract, the terms and provisions of this contract shall prevail over conflicting terms and provisions in these other documents. Division of Child Support Enforcement 127 of 189 Department of Health and Social Services State of Delaware Request for Proposal DACSES Replacement (HSS-10006) 7.2 Payment for Services Rendered Services will be bound by a firm fixed price contract. The firm fixed price will be the Total Cost shown in Appendix F1 (Appendix F). Payments will be made based upon the contractor's satisfactory completion and State approval of the identified scheduled milestones and deliverables. The State will authorize and process for payment each invoice within 30 days after the date of receipt. The contractor or vendor must accept full payment by procurement (credit) card and or conventional check and/or other electronic means at the State's option, without imposing any additional fees, costs or conditions. The State’s performance and obligation to pay under this contract is contingent upon an annual appropriate by the State Legislature with matching funds provided by the Federal Government. The costs of services paid under any other contract or from any other source are not eligible for reimbursement under this contract. 7.3 Contract Term The contract is divided into four periods: 1. The base contract development and implementation period begins with contract start and ends with successful completion of the 12-month warranty period. This period will not exceed four years and is set accordingly to the proposed development schedule in the proposal. Bidders may propose a shorter term in their proposal. 2. The first renewal option establishes a period of Contractor support for systems software maintenance for up to twelve (12) months. This period begins with State approval of the Operational Use and Readiness Report deliverable and coincides with the 12-month warranty period and continues for (12) months. During this period the system is being used operationally and maintained. The beginning of this period coincides with the end of the warranty period. 3. The second renewal option period extends the period of Contractor support for systems software maintenance for up to twelve (12) months if desired by the State. During the period the system is being used operationally and maintained. 4. The third renewal option period further extends the period of Contractor support for systems software maintenance if desired by the State for up to twelve months. During this period the system is being used operationally and maintained. The State reserves the right to exercise all, or part, or none of the renewal options (included less than a full year on any of the options). Division of Child Support Enforcement 128 of 189 Department of Health and Social Services State of Delaware Request for Proposal DACSES Replacement (HSS-10006) 7.4 Contractor Personnel DHSS shall have the right to require the Contractor to remove any individual (either Contractor or subcontractor) from his/her assignment to this project if, in the opinion of DHSS, such employee is uncooperative, inept, incompetent or otherwise unacceptable. If the Contractor must make a staff substitution for whatever reason, a staff person with equivalent qualifications and experience will be proposed to the State as soon as possible. The State Project Director(s) must approve this substitution before their term on the project begins. In the event that a staff position becomes temporarily or permanently vacant for any reason, including the contractor’s choice to reassign a staff member, DHSS may reduce payments to the Contractor in the amount equal to the vacated positions pay rate for the time period the position is vacant. DHSS may choose to waive its right to reduce payments if the State Project Director approves a proposed replacement staff member who can assume the vacated position immediately upon its vacancy. 7.5 DTI Requirements The Supplier(s) shall be responsible for the professional quality, technical accuracy, timely completion, and coordination of all services furnished by the Supplier(s), its subcontractors and its and their principals, officers, employees and agents under this Agreement. In performing the specified services, the Supplier(s) shall follow practices consistent with generally accepted professional and technical standards. The Supplier(s) shall be responsible for ensuring that any services, products and deliverables furnished pursuant to this Agreement comply with the standards promulgated by the Department of Technology and Information (DTI) and as modified from time to time by DTI during the term of this Agreement. These standards will be provided upon request to vendors upon registration as interested bidders. f any service, product or deliverable furnished pursuant to this Agreement does not conform to DTI standards, the Supplier(s) shall, at its expense and option either (1) replace it with a conforming equivalent or (2) modify it to conform to DTI standards. The Supplier(s) shall be and remain liable in accordance with the terms of this Agreement and applicable law for all damages to Delaware caused by the Supplier's failure to ensure compliance with DTI standards. 7.5.1 Standard Practices With respect to work provided to or conducted for the state by a Contractor, the Contractor(s) shall be responsible for the professional quality, technical accuracy, timely completion, and coordination of all services furnished to the state. The Contractor(s) shall follow practices consistent with generally accepted professional and technical standards. The Contractor(s) shall be responsible for ensuring that all services, products and deliverables furnished to the state are coordinated with the Department of Technology and Information (DTI) and are consistent with practices utilized by, or policies and standards promulgated by DTI. If any service, product or deliverable furnished by a Contractor(s) does not conform to DTI standards or general practices, the Contractor(s) shall, at its expense and option either (1) replace it with a conforming equivalent or (2) modify it to conform to DTI standards or practices. Division of Child Support Enforcement 129 of 189 Department of Health and Social Services State of Delaware Request for Proposal DACSES Replacement (HSS-10006) 7.5.2 Confidentiality and Data Integrity The Department of Technology and Information is responsible for safeguarding the confidentiality and integrity of data in State computer files regardless of the source of those data or medium on which they are stored; e.g., electronic data, computer output microfilm (COM), tape, or disk. Computer programs developed to process State Agency data will not be modified without the knowledge and written authorization of the Department of Technology and Information. All data generated from the original source data, shall be the property of the State of Delaware. The control of the disclosure of those data shall be retained by the State of Delaware and the Department of Technology and Information. The selected contractor(s) must comply with DHSS policies and standards, and will be required to sign the DHSS Biggs Data Center User Authorization Form and the Biggs Data Center Non- Disclosure Form. To obtain these forms, please print out the “Non-Disclosure Agreement”. In addition to the DHSS policies and standards, Contractor should safeguard data in accordance to IRS Publication 1075. The Contractor is required to agree to the requirements in the Contractor Confidentiality (Non-Disclosure) and Integrity of Data Agreement, attachment # 2, and made a part of this RFP. Contractor employees, individually, may be required to sign the statement prior to beginning any work. 7.5.3 Security Computer, network, and information security is of paramount concern for the State of Delaware and the Department of Technology and Information. The State wants to ensure that computer/network hardware and software does not compromise the security of its IT infrastructure. The SANS Institute and the FBI have released a document describing the Top 20 Internet Security Threats. The document is available at www.sans.org/top20.htm for your review. The Contractor is guaranteeing that any systems or software provided by the Contractor are free of the vulnerabilities listed in that document. 7.5.4 Cyber Security Liability It shall be the duty of the Contractor to assure that all products of its effort do not cause, directly or indirectly, any unauthorized acquisition of data that compromises the security, confidentiality, or integrity of information maintained by the State of Delaware. The Contractor’s agreement shall not limit or modify liability for information security breaches, and the Contractor shall indemnify and hold harmless the State, its agents and employees, from any and all liability, suits, actions or claims, together with all reasonable costs and expenses (including attorneys' fees) arising out of such breaches. In addition to all rights and remedies available to it in law or in equity, the State shall subtract from any payment made to the Contractor all damages, costs and expenses caused by such information security breaches that have not been previously paid to the Contractor. Division of Child Support Enforcement 130 of 189 Department of Health and Social Services State of Delaware Request for Proposal DACSES Replacement (HSS-10006) 7.6 Funding This contract is dependent upon the appropriation of the necessary funding to be provided by the Delaware Legislature and the Federal Government. DHSS reserves the right to reject or accept any bid or portion thereof, as may be necessary to meet its funding limitations and processing constraints. 7.7 Confidentiality The contractor shall safeguard any client information and other confidential information that may be obtained during the course of the project and will not use the information for any purpose other than the Contract may require. 7.8 Contract Transition In the event the DHSS awards the contract to another Contractor, through contract expiration or termination of this contract, the Contractor will develop a plan to facilitate a smooth transition of contracted functions either back to the DHSS or to another Contractor designated by the State. This close out plan must be approved by the Department. 7.9 Ownership Rights Proprietary software cannot be used in the development of the system under this solicitation. The State must ensure the Contractor does not create or otherwise use proprietary application software, that the State retain all ownership rights to any software created under this contract, and that the State grant to the Federal Government a royalty- free, non-exclusive, and irrevocable license in such software, modifications, and documentation designed, developed, or installed in whole or part with Federal financial participation. 7.10 Business Licenses The successful bidder under this contract, including all subcontractors, shall obtain the required Delaware Business License prior to the initiation of any work under this contract. Each subcontractor shall obtain a separate business license and may not rely on the business license of the prime contractor. The successful bidder and any subcontractors must provide evidence of their possession of a valid Delaware Business license at the request of the State. Division of Child Support Enforcement 131 of 189 Department of Health and Social Services State of Delaware Request for Proposal DACSES Replacement (HSS-10006) 7.11 Standard for Subcontractors The contract with the prime contractor will bind subcontractors to the prime contractor by the terms, specifications and standards of this statement of work and any subsequent proposals and contracts. All such terms, specifications, and standards shall preserve and protect the rights of the State with respect to the services to be performed by the subcontractor, so that the subcontractor will not prejudice such rights. The use of subcontractors on this project must have the prior approval of the State. 7.12 Completion of Delaware Form W-9 All payments due under this contract are contingent upon the Contractor’s submission and the State’s approval of Delaware Form W-9. Effective January 5, 2009, a new vendor process and use of the new Delaware Form W-9 was implemented by the State. Contractors now have the capability of submitting the required form W-9 electronically and directly to the Division of Accounting for approval. The Contractor will complete the secure form, read the affirmation, and submit the form by clicking the "Submit" button. Division of Accounting staff will review the affirmation and the submitted form for accuracy, completeness and standardization. Once all the requirements are met, the form will be uploaded to the vendor file and approved. The vendor is then available for processing transactions. Vendors who do not have internet access or the W-9 form can request the form be faxed or mailed to the vendor. Questions for vendors who do not have internet access, contact vendor staff at (302) 734- 6827. The web site is: http://accounting.delaware.gov Division of Child Support Enforcement 132 of 189 Department of Health and Social Services State of Delaware Request for Proposal DACSES Replacement (HSS-10006) This page is intentionally left blank. Division of Child Support Enforcement 133 of 189 Department of Health and Social Services State of Delaware Request for Proposal DACSES Replacement (HSS-10006) Appendices Division of Child Support Enforcement 134 of 189 Department of Health and Social Services State of Delaware Request for Proposal DACSES Replacement (HSS-10006) 8 Appendices 8.1 Appendix A - General Terms and Conditions • Proposal Becomes State Property - All proposals become the property of the State of Delaware and will not be returned to contractors. • RFP and Final Contract - The contents of this RFP will be incorporated into the final contract and will become binding upon the successful bidder. If bidders are unwilling to comply with certain RFP requirements, terms and conditions, objections must be clearly stated in the proposal and will be subject to negotiation at the discretion of the Department. • Proposal and Final Contract - The bidder's proposal will be incorporated into the final contract and be considered binding upon the successful bidder. • Amendments to Proposals - Amendments to proposals will not be accepted after the submission deadline. DHSS reserves the right to request clarification and/or further technical information from any contractor submitting a proposal at any time. • Cost of Proposal Preparation - All costs of proposal preparation will be borne by the bidder. • Investigation of Contractor's Qualifications - The State of Delaware may make such investigation as it deems necessary to determine ability of potential contractors to furnish required services, and contractors shall furnish the State with data requested for this purpose. The State reserves the right to reject any offer if evidence submitted or investigation of such contractor fails to satisfy the State that the contractor is properly qualified to deliver services. Bidder shall list all contracts awarded to it or its predecessor firm(s) by the State of Delaware during the last three years, by State Department, Division, Contact Person (with address/phone number), period of performance and amount. The Evaluation/Selection Review Committee will consider these as additional references and may contact these sources. Information regarding bidder performance gathered from these sources may be included in the Committee's deliberations and may be factored into the final scoring of the bid. Failure to list any contract as required by this paragraph may be grounds for immediate rejection of the bid. • Certifications, Representations, Acknowledgments - Using Appendix B, bidding contractors must certify that: o They are a regular dealer in the services being procured. o They have the ability to fulfill all requirements specified for development with this RFP. o They have independently determined their prices. o They are accurately representing their type of business and affiliations. o They have acknowledged any contingency fees paid to obtain award of this contract. Division of Child Support Enforcement 135 of 189 Department of Health and Social Services State of Delaware Request for Proposal DACSES Replacement (HSS-10006) o They have included in their quotation all costs necessary for or incidental to their total performance under the contract. o They will secure a Delaware Business License. o They will secure the appropriate type and amounts of insurance coverage required by the State. Proof of such coverage will be a requirement of the contract. • Ownership Rights - The State will retain ownership rights to all materials including software, designs, drawings, specifications, notes, electronically or magnetically recorded material, and other work in whatever form, developed during the performance of this contract. A fundamental obligation herein imposed on the Contractor is the assignment by the Contractor to DHSS of all ownership rights in the completed project. This obligation on the part of the Contractor to assign all ownership rights is not subject to limitation in any respect, whether by characterization of any part of the deliverables as proprietary or by failure to claim for the cost thereof. The provisions of this article shall be incorporated into any subcontract. • Federal/State Access Rights - Appropriate Federal and/or State representatives will have access to work in progress and to pertinent cost records of the contractor and its subcontractors at such intervals as any representative shall deem necessary. • Standard for Subcontractors - The contract with the prime contractor will bind subcontractors to the prime contractor by the terms, specifications and standards of this statement of work and any subsequent proposals and contracts. All such terms, specifications, and standards shall preserve and protect the rights of the State with respect to the services to be performed by the subcontractor, so that the subcontractor will not prejudice such rights. The use of subcontractors on this project must have the prior approval of the State. • Irrevocable License - The State of Delaware reserves a royalty-free, exclusive, and irrevocable license to reproduce, publish, or otherwise use the copyright of any deliverables developed under the resulting contract. • Non-Discrimination - The selected provider will be required to sign a contract containing a clause that prohibits the provider from discriminating against employees on the basis of their race, color, sex, religion, age and national origin. • Right to a Debriefing - To request a debriefing on a bidder selection, the bidder must submit a letter requesting a debriefing to the Procurement Administrator, DHSS, within ten days of the announced selection. In the letter, the bidder must specifically state the reason(s) for the debriefing. Debriefing requests must be based on pertinent issues relating to the selection process. Debriefing requests based on specifications in the RFP will not be accepted. All debriefing requests will be evaluated in accordance with these conditions. Debriefing requests that meet these conditions will be reviewed and respectively answered by the Procurement Administrator and/or Debriefing Committee. • Hiring Provision - Staff contracted to provide the services requested in this RFP are not precluded from seeking employment with the State of Delaware. The contractor firm selected as a result of this RFP shall not prohibit their employees or subcontractor staff from seeking employment with the State of Delaware. Division of Child Support Enforcement 136 of 189 Department of Health and Social Services State of Delaware Request for Proposal DACSES Replacement (HSS-10006) • Anti Lobbying - The selected contractor must certify that no Federal funds will be used to lobby or influence a Federal officer or a Member of Congress and that the contractor will file required Federal lobbying reports. • Anti Kick-back - The selected contractor will be expected to comply with other federal statutes including the Copeland "Anti-Kickback Act" (18 U.S.C.874), Section 306 of the Clean Air Act, Section 508 of the Clean Water Act , and the Debarment Act. • Delaware Contract Language - Appendix C contains a copy of the standard Departmental contract, which will be used for the agreement between the State and the winning bidder. The State will not entertain any modifications to the language of this document. By submitting a proposal to this RFP, the bidder agrees to be bound by the terms and conditions in that contract document. • Project Cost - The Department reserves the right to award this project to a bidder other than the one with the lowest cost or to decide not to fund this project at all. Cost will be balanced against the score received by each bidder in the rating process. The State of Delaware reserves the right to reject, as technically unqualified, proposals that are unrealistically low if, in judgment of the Selection Committee, a lack of sufficient budgeted resources would jeopardize the successful completion of the project. • Public Record - The Department will not divulge specific content of proposals to the extent that the contractor identifies contents as privileged or confidential. Any information not so designated will be considered public information. • Minority/Women/Disadvantaged Business Certification - If the proposer wishes to have M/W/D business enterprise status taken into consideration, they should summit proof of such certification with their bid response. If the proposer wishes to have M/W/D business enterprise status taken into consideration, they should summit proof of such certification with their bid response. Further information, guidelines and forms for such certifications can be found at: http://www2.state.de.us/omwdbe/ Division of Child Support Enforcement 137 of 189 Department of Health and Social Services State of Delaware Request for Proposal DACSES Replacement (HSS-10006) 8.2 Appendix B - Certification and Statement of Compliance DELAWARE HEALTH AND SOCIAL SERVICES REQUEST FOR PROPOSAL CERTIFICATION SHEET As the official representative for the bidder, I certify on behalf of the agency that: a) They are a regular dealer in the services being procured. b) They have the ability to fulfill all requirements specified for development within this RFP. c) They have independently determined their prices. d) They are accurately representing their type of business and affiliations. e) They will secure a Delaware Business License. f) They have acknowledged that no contingency fees have been paid to obtain award of this contract. g) The Prices in this offer have been arrived at independently, without consultation, communication, or agreement, for the purpose of restricting competition, as to any matter relating to such prices with any other contractor or with any competitor; h) Unless otherwise required by Law, the prices which have been quoted in this offer have not been knowingly disclosed by the contractor and prior to the award in the case of a negotiated procurement, directly or indirectly to any other contractor or to any competitor; i) No attempt has been made or will be made by the contractor in part to other persons or firm to submit or not to submit an offer for the purpose of restricting competition. j) They have not employed or retained any company or person (other than a full-time bona fide employee working solely for the contractor) to solicit or secure this contract, and they have not paid or agreed to pay any company or person (other than a full-time bona fide employee working solely for the contractor) any fee, commission percentage or brokerage fee contingent upon or resulting from the award of this contract. Division of Child Support Enforcement 138 of 189 Department of Health and Social Services State of Delaware Request for Proposal DACSES Replacement (HSS-10006) k) They (check one) operate ___an individual; _____a Partnership ____a non-profit (501 C-3) organization; _____a not-for-profit organization; or _____for Profit Corporation, incorporated under the laws of the State of____________. l) The referenced bidder has neither directly or indirectly entered into any agreement, participated in any collusion or otherwise taken any action in restraint of free competitive bidding in connection with this bid submitted this date to Delaware Health and Social Services m) The referenced bidder agrees that the signed delivery of this bid represents the bidder’s acceptance of the terms and conditions of this invitation to bid including all specifications and special provisions. They (check one): _______are; _____are not owned or controlled by a parent company. If owned or controlled by a parent company, enter name and address of parent company: Violations and Penalties: Each contract entered into by an agency for professional services shall contain a prohibition against contingency fees as follows: a) The firm offering professional services swears that it has not employed or retained any company or person working primarily for the firm offering professional services, to solicit or secure this agreement by improperly influencing the agency or any of its employees in the professional service procurement process. b) The firm offering the professional services has not paid or agreed to pay any person, company, corporation, individual or firm other than a bona fide employee working primarily for the firm offering professional services, any fee, commission, percentage, gift, or any other consideration contingent upon or resulting from the award or making of this agreement; and c) For the violation of this provision, the agency shall have the right to terminate the agreement without liability and at its discretion, to deduct from the contract price, or otherwise recover the full amount of such fee, commission, percentage, gift or consideration. Division of Child Support Enforcement 139 of 189 Department of Health and Social Services State of Delaware Request for Proposal DACSES Replacement (HSS-10006) The following conditions are understood and agreed to: No charges, other than those specified in the cost proposal, are to be levied upon the State as a result of a contract. The State will have exclusive ownership of all products of this contract unless mutually agreed to in writing at the time a binding contract is executed. Date Signature & Title of Official Representative Type Name of Official Representative Division of Child Support Enforcement 140 of 189 Department of Health and Social Services State of Delaware Request for Proposal DACSES Replacement (HSS-10006) DELAWARE HEALTH AND SOCIAL SERVICES REQUEST FOR PROPOSAL STATEMENT OF COMPLIANCE As the official representative for the contractor, I ________________________________________________ Certify that on behalf of the agency that ___________________________________________________________ (Company name) will comply with all Federal and State of Delaware laws, rules, and regulations, pertaining to equal employment opportunity and affirmative action laws. In addition, compliance will be assured in regard to Federal and State of Delaware laws and Regulations relating to confidentiality and individual and family privacy in the collection and reporting of data. Authorized Signature Title Date Division of Child Support Enforcement 141 of 189 Department of Health and Social Services State of Delaware Request for Proposal DACSES Replacement (HSS-10006) 8.3 Appendix C - Standard Departmental Contract A) INTRODUCTION 1. This contract is entered into between the Delaware Department of Health and Social Services (the Department), Division of ______________ (Division) and _______________________(the Contractor). 2. The Contract shall commence on __________________ and terminate on _____________ unless specifically extended by an amendment, signed by all parties to the Contract. Time is of the essence. (Effective contract start date is subject to the provisions of Paragraph C 1 of this Agreement.) B) ADMINISTRATIVE REQUIREMENTS 1. Contractor recognizes that it is operating as an independent Contractor and that it is liable for any and all losses, penalties, damages, expenses, attorney's fees, judgments, and/or settlements incurred by reason of injury to or death of any and all persons, or injury to any and all property, of any nature, arising out of the Contractor's negligent performance under this Contract, and particularly without limiting the foregoing, caused by, resulting from, or arising out of any act of omission on the part of the Contractor in their negligent performance under this Contract. 2. The Contractor shall maintain such insurance as will protect against claims under Worker’s Compensation Act and from any other claims for damages for personal injury, including death, which may arise from operations under this Contract. The Contractor is an independent contractor and is not an employee of the State. 3. During the term of this Contract, the Contractor shall, at its own expense, carry insurance with minimum coverage limits as follows: COVERAGE TYPE MINIMUM COVERAGE LIMIT (a) Comprehensive General Liability $1,000,000 (b) Medical/Professional Liability Or $1,000,000 - $3,000,000 ( c) Misc. Errors and Omissions Or (d) Product Liability All contractors must carry (a) and at least one of (b), (c), or (d), depending on the type of service or product being delivered. Division of Child Support Enforcement 142 of 189 Department of Health and Social Services State of Delaware Request for Proposal DACSES Replacement (HSS-10006) If the contractual service requires the transportation of Departmental clients or staff, the contractor shall, in addition to the above coverage, secure at its own expense the following coverage: COVERAGE TYPE MINIMUM COVERAGE LIMIT (e) Automotive Liability (Bodily $100,000 - $300,000 Injury) (f) Automotive Property Damage (to $25,000 others) 4. Not withstanding the information contained above, the Contractor shall indemnify and hold harmless the State of Delaware, the Department and the Division from contingent liability to others for damages because of bodily injury, including death, that may result from the Contractor’s negligent performance under this Contract, and any other liability for damages for which the Contractor is required to indemnify the State, the Department and the Division under any provision of this Contract. 5. The policies required under Paragraph B3 must be written to include Comprehensive General Liability coverage, including Bodily Injury and Property damage insurance to protect against claims arising from the performance of the Contractor and the contractor's subcontractors under this Contract and Medical/Professional Liability coverage when applicable. 6. The Contractor shall provide a Certificate of Insurance as proof that the Contractor has the required insurance. The certificate shall identify the Department and the Division as the “Certificate Holder” and shall be valid for the contract’s period of performance as detailed in Paragraph A 2. 7. The Contractor acknowledges and accepts full responsibility for securing and maintaining all licenses and permits, including the Delaware business license, as applicable and required by law, to engage in business and provide the goods and/or services to be acquired under the terms of this Contract. The Contractor acknowledges and is aware that Delaware law provides for significant penalties associated with the conduct of business without the appropriate license. 8. The Contractor agrees to comply with all State and Federal licensing standards and all other applicable standards as required to provide services under this Contract, to assure the quality of services provided under this Contract. The Contractor shall immediately notify the Department in writing of any change in the status of any accreditations, licenses or certifications in any jurisdiction in which they provide services or conduct business. If this change in status regards the fact that its accreditation, licensure, or certification is suspended, revoked, or otherwise impaired in any jurisdiction, the Contractor understands that such action may be grounds for termination of the Contract. Division of Child Support Enforcement 143 of 189 Department of Health and Social Services State of Delaware Request for Proposal DACSES Replacement (HSS-10006) a) If a contractor is under the regulation of any Department entity and has been assessed Civil Money Penalties (CMPs), or a court has entered a civil judgment against a Contractor or vendor in a case in which DHSS or its agencies was a party, the Contractor or vendor is excluded from other DHSS contractual opportunities or is at risk of contract termination in whole, or in part, until penalties are paid in full or the entity is participating in a corrective action plan approved by the Department. A corrective action plan must be submitted in writing and must respond to findings of non-compliance with Federal, State, and Department requirements. Corrective action plans must include timeframes for correcting deficiencies and must be approved, in writing, by the Department. The Contractor will be afforded a thirty (30) day period to cure non-compliance with Section 8(a). If, in the sole judgment of the Department, the Contractor has not made satisfactory progress in curing the infraction(s) within the aforementioned thirty (30) days, then the Department may immediately terminate any and/or all active contracts. 9. Contractor agrees to comply with all the terms, requirements and provisions of the Civil Rights Act of 1964, the Rehabilitation Act of 1973 and any other federal, state, local or any other anti discriminatory act, law, statute, regulation or policy along with all amendments and revision of these laws, in the performance of this Contract and will not discriminate against any applicant or employee or service recipient because of race, creed, religion, age, sex, color, national or ethnic origin, disability or any other unlawful discriminatory basis or criteria. 10. The Contractor agrees to provide to the Divisional Contract Manager, on an annual basis, if requested, information regarding its client population served under this Contract by race, color, national origin or disability. 11. This Contract may be terminated in whole or part: a. by the Department upon five (5) calendar days written notice for cause or documented unsatisfactory performance, b. by the Department upon fifteen (15) calendar days written notice of the loss of funding or reduction of funding for the stated Contractor services as described in Appendix B, c. by either party without cause upon thirty (30) calendar days written notice to the other Party, unless a longer period is specified in Appendix A. In the event of termination, all finished or unfinished documents, data, studies, surveys, drawings, models, maps, photographs, and reports or other material prepared by Contractor under this contract shall, at the option of the Department, become the property of the Department. In the event of termination, the Contractor, upon receiving the termination notice, Division of Child Support Enforcement 144 of 189 Department of Health and Social Services State of Delaware Request for Proposal DACSES Replacement (HSS-10006) shall immediately cease work and refrain from purchasing contract related items unless otherwise instructed by the Department. The Contractor shall be entitled to receive reasonable compensation as determined by the Department in its sole discretion for any satisfactory work completed on such documents and other materials that are usable to the Department. Whether such work is satisfactory and usable is determined by the Department in its sole discretion. Should the Contractor cease conducting business, become insolvent, make a general assignment for the benefit of creditors, suffer or permit the appointment of a receiver for its business or assets, or shall avail itself of, or become subject to any proceeding under the Federal Bankruptcy Act or any other statute of any state relating to insolvency or protection of the rights of creditors, then at the option of the Department, this Contract shall terminate and be of no further force and effect. Contractor shall notify the Department immediately of such events. 12. Any notice required or permitted under this Contract shall be effective upon receipt and may be hand delivered with receipt requested or by registered or certified mail with return receipt requested to the addresses listed below. Either Party may change its address for notices and official formal correspondence upon five (5) days written notice to the other. To the Division at: To the Contractor at: 13. In the event of amendments to current Federal or State laws which nullify any term(s) or provision(s) of this Contract, the remainder of the Contract will remain unaffected. 14. This Contract shall not be altered, changed, modified or amended except by written consent of all Parties to the Contract. 15. The Contractor shall not enter into any subcontract for any portion of the services covered by this Contract without obtaining prior written approval of the Department. Division of Child Support Enforcement 145 of 189 Department of Health and Social Services State of Delaware Request for Proposal DACSES Replacement (HSS-10006) Any such subcontract shall be subject to all the conditions and provisions of this Contract. The approval requirements of this paragraph do not extend to the purchase of articles, supplies, equipment, rentals, leases and other day-to-day operational expenses in support of staff or facilities providing the services covered by this Contract. 16. This entire Contract between the Contractor and the Department is composed of these several pages and the attached: • Appendix A - Divisional Requirements • Appendix B - Services Description • Appendix C - Contract Budget • Appendix D - IRS Publication 1075, Exhibit 7 - General Services • Appendix E - Solicitation Documents o RFP amended by vendor questions o Bidder’s Proposal or Response to RFP o Response to Bidders’ Questions. 17. This Contract shall be interpreted and any disputes resolved according to the Laws of the State of Delaware. Except as may be otherwise provided in this contract, all claims, counterclaims, disputes and other matters in question between the Department and Contractor arising out of or relating to this Contract or the breach thereof will be decided by arbitration if the parties hereto mutually agree, or in a court of competent jurisdiction within the State of Delaware. 18. In the event Contractor is successful in an action under the antitrust laws of the United States and/or the State of Delaware against a vendor, supplier, subcontractor, or other party who provides particular goods or services to the Contractor that impact the budget for this Contract, Contractor agrees to reimburse the State of Delaware, Department of Health and Social Services for the pro-rata portion of the damages awarded that are attributable to the goods or services used by the Contractor to fulfill the requirements of this Contract. In the event Contractor refuses or neglects after reasonable written notice by the Department to bring such antitrust action, Contractor shall be deemed to have assigned such action to the Department. 19. Contractor covenants that it presently has no interest and shall not acquire any interests, direct or indirect, that would conflict in any manner or degree with the performance of this Contract. Contractor further covenants that in the performance of this contract, it shall not employ any person having such interest. 20. Contractor covenants that it has not employed or retained any company or person who is working primarily for the Contractor, to solicit or secure this agreement, by improperly influencing the Department or any of its employees in any professional procurement process; and, the Contractor has not paid or agreed to pay any person, company, corporation, individual or firm, other than a bona fide employee working primarily for the Contractor, any fee, commission, percentage, gift or any other consideration contingent upon or resulting from the award or making of this agreement. For the violation of this provision, the Department shall have the right to terminate the agreement without liability and, at its discretion, to deduct from the Division of Child Support Enforcement 146 of 189 Department of Health and Social Services State of Delaware Request for Proposal DACSES Replacement (HSS-10006) contract price, or otherwise recover, the full amount of such fee, commission, percentage, gift or consideration. 21. The Department shall have the unrestricted authority to publish, disclose, distribute and otherwise use, in whole or in part, any reports, data, or other materials prepared under this Contract. Contractor shall have no right to copyright any material produced in whole or in part under this Contract. Upon the request of the Department, the Contractor shall execute additional documents as are required to assure the transfer of such copyrights to the Department. If the use of any services or deliverables is prohibited by court action based on a U.S. patent or copyright infringement claim, Contractor shall, at its own expense, buy for the Department the right to continue using the services or deliverables or modify or replace the product with no material loss in use, at the option of the Department. 22. Contractor agrees that no information obtained pursuant to this Contract may be released in any form except in compliance with applicable laws and policies on the confidentiality of information and except as necessary for the proper discharge of the Contractor’s obligations under this Contract. 23. Waiver of any default shall not be deemed to be a waiver of any subsequent default. Waiver or breach of any provision of this Contract shall not be deemed to be a waiver of any other or subsequent breach and shall not be construed to be a modification of the terms of the Contract unless stated to be such in writing, signed by authorized representatives of all parties and attached to the original Contract. 24. If the amount of this contract listed in Paragraph C2 is over $25,000, the Contractor, by their signature in Section E, is representing that the Firm and/or its Principals, along with its subcontractors and assignees under this agreement, are not currently subject to either suspension or debarment from Procurement and Non-Procurement activities by the Federal Government. C) FINANCIAL REQUIREMENTS 1. The rights and obligations of each Party to this Contract are not effective and no Party is bound by the terms of this contract unless, and until, a validly executed Purchase Order is approved by the Secretary of Finance and received by Contractor, if required by the State of Delaware Budget and Accounting Manual, and all policies and procedures of the Department of Finance have been met. The obligations of the Department under this Contract are expressly limited to the amount of any approved Purchase Order. The State will not be liable for expenditures made or services delivered prior to Contractor's receipt of the Purchase Order. 2. Total payments under this Contract shall not exceed $ _______________ in accordance with the budget presented in Appendix ______. Payment will be made upon receipt of an itemized invoice from the Contractor in accordance with the payment schedule, if any. The contractor or vendor must accept full payment by procurement (credit) card and or conventional check and/or other electronic means at the State’s option, without Division of Child Support Enforcement 147 of 189 Department of Health and Social Services State of Delaware Request for Proposal DACSES Replacement (HSS-10006) imposing any additional fees, costs or conditions. Contractor is responsible for costs incurred in excess of the total cost of this Contract and the Department is not responsible for such costs. 3. The Contractor is solely responsible for the payment of all amounts due to all subcontractors and suppliers of goods, materials or services which may have been acquired by or provided to the Contractor in the performance of this contract. The Department is not responsible for the payment of such subcontractors or suppliers. 4. The Contractor shall not assign the Contract or any portion thereof without prior written approval of the Department and subject to such conditions and revisions as the Department may deem necessary. No such approval by the Department of any assignment shall be deemed to provide for the incurrence of any obligations of the Department in addition to the total agreed upon price of the Contract. 5. Contractor shall maintain books, records, documents and other evidence directly pertinent to performance under this Contract in accordance with generally accepted accounting principles and practices. Contractor shall also maintain the financial information and data used by Contractor in the preparation of support of its bid or proposal. Contractor shall retain this information for a period of five (5) years from the date services were rendered by the Contractor. Records involving matters in litigation shall be retained for one (1) year following the termination of such litigation. The Department shall have access to such books, records, documents, and other evidence for the purpose of inspection, auditing, and copying during normal business hours of the Contractor after giving reasonable notice. Contractor will provide facilities for such access and inspection. 6. The Contractor agrees that any submission by or on behalf of the Contractor of any claim for payment by the Department shall constitute certification by the Contractor that the services or items for which payment is claimed were actually rendered by the Contractor or its agents, and that all information submitted in support of the claims is true, accurate, and complete. 7. The cost of any Contract audit disallowances resulting from the examination of the Contractor's financial records will be borne by the Contractor. Reimbursement to the Department for disallowances shall be drawn from the Contractor's own resources and not charged to Contract costs or cost pools indirectly charging Contract costs. 8. When the Department desires any addition or deletion to the deliverables or a change in the services to be provided under this Contract, it shall so notify the Contractor. The Department will develop a Contract Amendment authorizing said change. The Amendment shall state whether the change shall cause an alteration in the price or time required by the Contractor for any aspect of its performance under the Contract. Pricing of changes shall be consistent with those prices or costs established within this Contract. Such amendment shall not be effective until executed by all Parties pursuant to Paragraph B 14. Division of Child Support Enforcement 148 of 189 Department of Health and Social Services State of Delaware Request for Proposal DACSES Replacement (HSS-10006) D) MISCELLANEOUS REQUIREMENTS 1. If applicable, the Contractor agrees to adhere to the requirements of DHSS Policy Memorandum # 46, (PM # 46, effective 3/11/05), and divisional procedures regarding the reporting and investigation of suspected abuse, neglect, mistreatment, misappropriation of property and significant injury of residents/clients receiving services, including providing testimony at any administrative proceedings arising from such investigations. The policy and procedures are included as Appendix _____ to this Contract. It is understood that adherence to this policy includes the development of appropriate procedures to implement the policy and ensuring staff receive appropriate training on the policy requirements. The Contractor’s procedures must include the position(s) responsible for the PM46 process in the provider agency. Documentation of staff training on PM46 must be maintained by the Contractor. 2. The Contractor, including its parent company and its subsidiaries, and any subcontractor, including its parent company and subsidiaries, agree to comply with the provisions of 29 Del. Code, Chapter 58: “Laws Regulating the Conduct of Officers and Employees of the State,” and in particular with Section 5805 (d): “Post Employment Restrictions.” 3. When required by Law, Contractor shall conduct child abuse and adult abuse registry checks and obtain service letters in accordance with 19 Del. Code Section 708; and 11 Del. Code, Sections 8563 and 8564. Contractor shall not employ individuals with adverse registry findings in the performance of this contract. 4. If applicable, the Contractor agrees to adhere to the requirements of DHSS Policy Memorandum # 40 (PM #40, effective 3/10/2008), and divisional procedures regarding conducting criminal background checks and handling adverse findings of the criminal background checks. This policy and procedure are included as Appendix _____ to this Contract. It is understood that adherence to this policy includes the development of appropriate procedures to implement the policy and ensuring staff receive appropriate training on the policy requirements. The Contractor’s procedures must include the title of the position(s) responsible for the PM40 process in the contractor’s agency. 5. If applicable, the Contractor agrees to adhere to the requirements of DHSS Policy Memorandum # 36 (PM #36, effective 9/24/2008), and divisional procedures regarding minimal requirements of contractors who are engaging in a contractual agreement to develop community based residential arrangements for those individuals served by Divisions within DHSS. This policy and procedure are included as Appendix _____ to this Contract. It is understood that adherence to this policy includes individuals/entities that enter into a contractual arrangement (contractors) with the DHSS/Division to develop a community based residential home(s) and apartment(s). Contractors shall be responsible for their subcontractors’ adherence with this policy and related protocol(s) established by the applicable Division. Division of Child Support Enforcement 149 of 189 Department of Health and Social Services State of Delaware Request for Proposal DACSES Replacement (HSS-10006) 6. All Department campuses are tobacco-free. Contractors, their employees and sub- contractors are prohibited from using any tobacco products while on Department property. This prohibition extends to personal vehicles parked in Department parking lots. E) AUTHORIZED SIGNATURES For the Contractor: For the Department: Name Rita M. Landgraf Secretary_________________________ Title Title Date Date Director Date Division of Child Support Enforcement 150 of 189 Department of Health and Social Services State of Delaware Request for Proposal DACSES Replacement (HSS-10006) 8.4 Appendix D - Website Links • State of Delaware Web Standards http://www.state.de.us/sos/gic/information/webstandards.shtml • DTI Executive Sponsor Reporting Standards and Change Management Standards http://dti.delaware.gov/majorproj/majorproj.shtml • Top 20 Internet Security Threats developed by the SANS Institute and the FBI http://www.sans.org/top20/ Division of Child Support Enforcement 151 of 189 Department of Health and Social Services State of Delaware Request for Proposal DACSES Replacement (HSS-10006) 8.5 Appendix E - Key Position Resume Name: Proposed Project Position: Number of years experience in the proposed position: Number of years experience in this field of work: Detail Training/Education (Repeat the format below for as many degrees/certificates as are relevant to this proposal. Dates between training/education may overlap.) Degree/Certificate Dates of Training/Education Detail Experience (Repeat the format below for as many jobs/projects as are relevant to this proposal. Dates between jobs/projects may overlap.) Job/Project: Position: From Date: To Date: Description of the tasks this person performed in this job/project. Detail any state or government planning projects and specify the role of the person on each project. Division of Child Support Enforcement 152 of 189 Department of Health and Social Services State of Delaware Request for Proposal DACSES Replacement (HSS-10006) 8.6 Appendix F - Project Cost Forms INSTRUCTIONS FOR APPENDICES F.1; F.1.A; F.1.B; F.2; F.3; F.4; F.5; and F.6 All potential bidders attending the mandatory bidders’ conference will receive a CD ROM containing the Appendix F referenced herein in an MS Excel format. Bidders shall return, as part of their business proposal, a CD ROM containing completed Appendix F forms to support their bid, in accordance with the instructions herein and in section 6, above. The Years in Project Cost Forms are Project Years. Q1 of Project Year will start at the Start Date of the Project. INSTRUCTIONS for APPENDIX F - Project Cost Forms Appendix F.1 - Project Costs By Deliverables And Milestones The Total Cost shown in Appendix F1 must include all costs (except out year costs) that the selected Bidder will be paid by DHSS. If specialized hardware or software will be provided by the vendor, it must be included as a deliverable in the above Appendix. The project phases defined in the document are those described in the RFP (M1-M12). If a Bidder’s proposed solution provides the same functionality as described in the RFP, but organizes this functionality in a different combination of modules, the Bidder must show its own organization of modules in the above Appendix and all supporting Appendices. Bidders must enter the total cost of each respective deliverable in the column defined as “deliverable cost”, by respective Phase. Vendors must complete the Projected Date column for each milestone phase and the dates must correspond to the dates provided in the Microsoft Project plan. The supporting spreadsheet will compute the holdbacks associated with each Phase/milestone as follows: • M1, M2, M3, M4, M5, M6, M7, M8, M11, M 12 = Total Cost for each Phase of deliverables - 10% holdback • M9 and M10- 0% holdback • The deliverable costs for M9 and M10 are to be computed as follows: • M9- deliverable costs will equal 50% of the 10% payment amounts withheld from M1-M8 plus M11 and M12. • M10 deliverable cost will equal the actual deliverable costs for such services plus 50% of the 10% payment amounts withheld from M1-1-9 plus M11 and M12. NOTE: Bidders shall only enter their actual deliverable costs for M10 on the F1 spreadsheet. The spreadsheet will compute the amount payable for M8 and the total amount payable for M9, respectively. Division of Child Support Enforcement 153 of 189 Department of Health and Social Services State of Delaware Request for Proposal DACSES Replacement (HSS-10006) Appendix F.1.A- Quarterly Payments Schedule • The organization of Phase 1 of the project envisions a series of quarter payments/deliverables, representing the costs of providing various project management, reporting, quality assurance and project site services. If a Bidder’s proposed solution provides the same functionality for M1 tasks as is described in the RFP, but organizes this functionality in a different combination or sequence of phases/modules, the Bidder must show its own organization of modules in this schedule an in all supporting schedules. • Bidders must enter the total cost of each quarterly phase by deliverable. Such sums shall equal the sums listed under M1 on Appendix F.1. Appendix F.1.B - Costs By Deliverables And Milestones The project phases defined in the document are those described in the RFP (M1-M12). If a Bidder’s proposed solution provides the same functionality as described in the RFP, but organizes this functionality in a different combination of modules, the Bidder must show its own organization of modules in the above Appendix and all supporting cost forms. • Bidders shall enter, for each phase, the total deliverable cost (as also entered on Appendix F.1 and F.1.A, as required) along with the specific detail, by cost category (direct labor, rent and leasehold, et al) included in each deliverable cost total listed. • As referenced in the Notes section of the Appendix, Hardware and Software that a deemed component parts of the system to be built by the Contractor herein and/or that will be conveyed to the State at the end of the contract period, shall be further defined on Appendices F.5 and F.6, below. Hardware and software that will be acquired by the vendor to enable and support development efforts but that will not be conveyed to the State at the end of the contract period shall not be included on Appendices F.5 and F.6, but the costs of such hardware and software, if to be charged to the State under this contract, must be included in the respective lines on the Appendices along with the costs for hardware/software to be conveyed to the State. Vendors shall define “other direct expenses” and “subcontractor costs” in supplemental cost forms of their own design. Appendix F.2 - Schedule Of Rates For Hourly Staff Bidder shall list the fully loaded hourly rate for each person bid. These rates will be binding and will be used to estimate costs in the event of a change to project scope and will be used to determine the costs associated with post-project maintenance support as referenced in Sections 4.8.15 and 4.9.3-Phase 13, above. Fully loaded hourly rates represent the hourly labor rate the encompasses all costs to the Bidder for providing additional services to the State for additional tasks not covered by this contract, for changes in project scope and for maintenance support as referenced in this section, above. Costs included in the hourly rate would include employee salary, benefits and taxes, overhead, lodging, travel, supplies, incidentals, etc. This cost will be applied against estimated hours for each additional task referenced in this section, above, using the formula Task Hours X Hourly Rate= Total task costs. The inflation factor that may be applied to such hourly rates as defined herein is 2% Division of Child Support Enforcement 154 of 189 Department of Health and Social Services State of Delaware Request for Proposal DACSES Replacement (HSS-10006) per annum. Appendix F.3 - Software Licensing Schedule The Bidder shall list all Commercial Over the Counter (COTS) Software that will be used to construct the system described in this RFP along with the Bidder’s estimate of the level of customization that will be required for the associated software. Appendix F.4 - Out-Year Maintenance Costs The Bidder shall list the annual maintenance costs for all software and hardware to be conveyed to the State and the completion of this contract. Such maintenance costs must be included in the costs defined in Appendix F.1 for the duration of the associated contract. Appendix F.5 - Purchased Software The Bidder shall list the specific software to be acquired in support of the project that will be conveyed to the State and the end of the project, shall describe such software and shall provide the estimated units of software to be so purchased, the estimated units to be so purchased and the total cost of such software. This total should also be included in the software costs defined in Appendix F.1. Note that the State reserves the right to purchase any and all such software directly in lieu of the Contractor purchasing such software. Appendix F.6 - Purchased Hardware The Bidder shall list the specific hardware to be acquired in support of the project that will be delivered to the State at the end of the project, shall describe such hardware and shall provide the estimated units of hardware to be so purchased, the estimated units to be so purchased and the total cost of such hardware. This total should also be included in the hardware costs defined in Appendix F.1. Note that the State reserves the right to purchase any and all such hardware directly in lieu of the Contractor purchasing such software. Division of Child Support Enforcement 155 of 189 Department of Health and Social Services State of Delaware Request for Proposal DACSES Replacement (HSS-10006) 8.6.1 Appendix F.1 - Project Costs by Deliverables and Milestones F.1 PROJECT COSTS by DELIVERABLES and MILESTONES WITH IMAGING / IMAGING ONLY PROJECT NAME: DATE: BIDDER: Project Deliverable Total Phase Precent Amount Pmt for Withhold Total Pmt to Percent of Amount State Projected Act. Date Project Deliverables & Milestones Phase Cost Cost Holdback Holdback Deliverable Payment Contractor State Share Share Date Approved Management of the Project Project Status Reporting 1 Quality Assurance State Quarerly Approval of Phase 1M1-1M16 0 10% 0 0 0 0 34% 0 Varies Varies Initiation and Planning 2 State Approval of Phase 2: M2 0 10% 0 0 0 0 34% 0 Analysis and Design 3 State Approval of Phase 3: M3 0 10% 0 0 0 0 34% 0 Development & Unit Testing 4 State Approval of Phase 4: M4 0 10% 0 0 0 0 34% 0 Data Conversion 5 State Approval of Phase 5: M5 0 10% 0 0 0 0 34% 0 Integration and Testing 6 State Approval of Phase 6: M6 0 10% 0 0 0 0 34% 0 System Acceptance 7 State Approval of Phase 7: M7 0 10% 0 0 0 0 34% 0 Statewide Implementation 8 State Approval of Phase 8: M8 0 10% 0 0 0 0 34% 0 Certification 0 9 State Approval of Phase 9: M9 0 0% 0 0 0 0 34% 0 Warranty & Warranty Support 10 State Approal of Phase 10: M10 0 0% 0 0 0 0 34% 0 Training 11 State Approval of Phase 11: M11 0 10% 0 0 0 0 34% 0 Documentation 12 State Approval of Phase 12: M12 0 10% 0 0 0 0 34% 0 TOTAL COSTS 0 0 0 0 0 0 50% of holdback to Phase 9 0 50% of holdback to Phase 10 0 HOLDBACK PERCENTAGE 10.00% STATE SHARE PERCENTAGE 34.00% Division of Child Support Enforcement 156 of 189 Department of Health and Social Services State of Delaware Request for Proposal DACSES Replacement (HSS-10006) 8.6.1.1 Appendix F.1.A - Quarterly Payments Schedule F.1.A PROJECT COSTS ON A Quarterly Basis for Phase 1 WITH IMAGING / IMAGING ONLY PROJECT NAME DATE BIDDER YEAR ONE Project M1.01 M1.02 M1.03 M1.04 Total Deliverable Proj. Deliverables & Milestones Phase QTR 1, Yr 1 Cost QTR 2 Yr. 1 Cost QTR 3 Yr. 1 Cost QTR 4 Yr. 1Cost Cost 1st 12 Mos. Management of the Project 0 1 Project Status Reporting 0 Quality Assurance 0 Total all 3 Deliverables 0 0 0 0 0 YEAR TWO Project M1.05 M1.06 M1.07 M1.08 Total Deliverable Proj. Deliverables & Milestones Phase QTR 1, Yr 2 Cost QTR 2 Yr. 2 Cost QTR 3 Yr. 2 Cost QTR 4 Yr. 2 Cost Cost 2nd 12 Mos. Management of the Project 0 1 Project Status Reporting 0 Quality Assurance 0 Total all 3 Deliverables 0 0 0 0 0 YEAR THREE Project M1.09 M1.10 M1.11 M1.12 Total Deliverable Proj. Deliverables & Milestones Phase QTR 1, Yr 3 Cost QTR 2 Yr. 3 Cost QTR 3 Yr. 3 Cost QTR 4 Yr. 3 Cost Cost 3rd 12 Mos. Management of the Project 0 1 Project Status Reporting 0 Quality Assurance 0 Total all 3 Deliverables 0 0 0 0 0 YEAR FOUR Project M1.13 M1.14 M1.15 M1.16 Total Deliverable Proj. Deliverables & Milestones Phase QTR 1, Yr 4 Cost QTR 2 Yr. 4 Cost QTR 3 Yr. 4 Cost QTR 4 Yr. 4 Cost Cost 4th 12 Mos. Management of the Project 0 1 Project Status Reporting 0 Quality Assurance 0 Total all 3 Deliverables 0 0 0 0 0 PHASE 1 COSTS FOR TOTAL PROJECT Project YEAR YEAR YEAR YEAR Total Deliverable Phase Proj. Deliverables & Milestones ONE TWO THREE FOUR Cost : Project Management of the Project 0 1 Project Status Reporting 0 Quality Assurance 0 Total all 3 Deliverables 0 Bidders shall provide the quarterly costs for Deliverables included in RFP sections 4.7.1; 4.7.2 and 4.7.3. Total deliverable costs shall be transfererd to the appropriate fields on Form F.1 Division of Child Support Enforcement 157 of 189 Department of Health and Social Services State of Delaware Request for Proposal DACSES Replacement (HSS-10006) 8.6.1.2 Appendix F.1.B - Costs By Deliverables and Milestones F.1.B DETAILED PROJECT COSTS by DELIVERABLES and MILESTONES WITH IMAGING / IMAGING ONLY PROJECT NAME DATE: BIDDER: Project Deliverable Total Direct Total Rent Furniture & Communi- IT IT Sub Other (4) Project Deliverables & Milestones Supplies Travel PHASE Cost Labor (1) & Leasehold Equipment cations Hardware (2) Software (2) Contractors (3) Direct Expenses Management of the Project 0 1 Project Status Reporting 0 Quality Assurance 0 2 Initiation and Planning 0 3 Analysis and Design 0 4 Development & Unit Testing 0 5 Data Conversion 0 6 Integration and Testing 0 7 System Acceptance 0 8 Statewide Implementation 0 9 Certification 0 0 0 0 0 0 0 0 0 0 0 10 Warranty & Warranty Support 0 11 Training 0 12 Documentation 0 TOTAL COSTS 0 0 0 0 0 0 0 0 0 0 0 NOTES: (1) Fully burdened direct labor (2) Hardware that will be used as part of the system created under this RFP and that will be left with the State and the end of the contract term shall be detailed on Schedule F6. (3) Software that will be used as part of the system creaed under this RFP and/or that will be left with the State at the end of the contract term shall be detailed on Schedule F5 (4) Requires detailed/schedule/description in format to be provided by Bidder Hardware or Software that will NOT be left with the State at the end of the contract term will not be listed on schedules F5 and F6 but the costs for such hardware that will be charged to the State shall be included in the amounts listed above as will the costs for the hardware and software referenced and notes 2 and 3 above. Division of Child Support Enforcement 158 of 189 Department of Health and Social Services State of Delaware Request for Proposal DACSES Replacement (HSS-10006) 8.6.2 Appendix F.2 - Schedule of Rates for Project Staff F2. Schedule of Rates for Project Staff With Imaging / Imaging Only S.No POSITION NAME HOURLY RATE Division of Child Support Enforcement 159 of 189 Department of Health and Social Services State of Delaware Request for Proposal DACSES Replacement (HSS-10006) 8.6.3 Appendix F.3 - Software Licensing Schedule F3 SOFTWARE LICENSING SCHEDULE WITH IMAGING / IMAGING ONLY PROJECT NAME BIDDER PROJ. SOFTWARE PERCENT S.No DESCRIPTION PHASE PACKAGE CUSOMIZED Include any free upgrades and warranty information Division of Child Support Enforcement 160 of 189 Department of Health and Social Services State of Delaware Request for Proposal DACSES Replacement (HSS-10006) 8.6.4 Appendix F.4 - Out-Year Maintenance Costs F4 OUT-YEAR MAINTENANCE COSTS WITH IMAGING / IMAGING ONLY PROJECT NAME BIDDER PROJECT CHECK ONE ANNUAL MAINTENANCE S.NO DESCRIPTION PHASE HARDWARE SOFTWARE COST TOTAL MAINTENANCE ANNUAL COST Division of Child Support Enforcement 161 of 189 Department of Health and Social Services State of Delaware Request for Proposal DACSES Replacement (HSS-10006) 8.6.5 Appendix F.5 - Purchased Software F5 PURCHASED SOFTWARE WITH IMAGING / IMAGING ONLY PROJECT NAME BIDDER S.NO PROJECT SOFTWARE DESCRIPTION QUANTITY UNIT COST TOTAL COST PHASE TOTAL COST PURCHASED SOFWARE Division of Child Support Enforcement 162 of 189 Department of Health and Social Services State of Delaware Request for Proposal DACSES Replacement (HSS-10006) 8.6.6 Appendix F.6 - Purchased Hardware Schedule F6 PURCHASED HARDWARE WITH IMAGING / IMAGING ONLY PROJECT NAME BIDDER PROJECT S.NO HARDWARE DESCRIPTION QUANTITY UNIT PHASE COST TOTAL COST TOTAL COST PURCHASED HARDWARE Division of Child Support Enforcement 163 of 189 Department of Health and Social Services State of Delaware Request for Proposal DACSES Replacement (HSS-10006) 8.7 Appendix G - Mandatory Requirements Checklist Complia Proposal RFP nce S. No Mandatory Submission Requirement Section Section Y or N 1. The bid is submitted no later than the closing 6.2 date and time 2. The bid is submitted in separate sealed volumes containing the Technical and Business proposals 6 3. The correct number of copies of each proposal is 6 submitted 4. Each proposal volume is labeled correctly 6 5. Proposal conditions are valid for 180 days from the deadline date for proposal submission 6.14.1 6. The proposal contains a single solution in terms 6.10 of this planning project 7. Bidder/Proposed Subcontractor has appropriate 6.14.7 project experience Appendix L 8. Transmittal Letter submitted on official business letterhead and signed by an authorized 6.14.1 representative 9. Proposal CD’s have been scanned and are free from viruses and other malicious software. 6.14.1 10. Bidder Agrees to Comply with the provisions specified in the General Terms and Conditions Appendix A 11. Technical proposal is submitted with a duly signed and dated copy of the Appendix B Certification/Statement of Compliance 12. Completed Project Cost Forms Appendix F 13. Firm fixed price contract proposed 7.2 14. Technical proposal is submitted with a 6.14.1 completed, duly signed and dated copy of the Appendix G Submission Requirements Checklist 15. Completed State of Delaware Contracts Disclosure (Bidder and all Subcontractors) Appendix H Division of Child Support Enforcement 164 of 189 Department of Health and Social Services State of Delaware Request for Proposal DACSES Replacement (HSS-10006) Appendix I 16. Completed Crosswalk of RFP Section 4 17. Completed Bidders Signature Form Appendix J 18. Project timeline does not exceed specified 7.3 project length 19. Compliance with HIPAA Regulations & IRS Safeguard Requirements 4.4 20. Proposal includes required resumes 6.14.6 21. Required financial information provided including current, Comprehensive Dunn and 6.15.3 Bradstreet Report 22. Required CD ROMs containing Schedule “F” forms included in business proposal 6 Signature of Authorized Representative Title / Company Date Division of Child Support Enforcement 165 of 189 Department of Health and Social Services State of Delaware Request for Proposal DACSES Replacement (HSS-10006) 8.8 Appendix H - State of Delaware Contracts Disclosure Vendor/Predecessor State Department Contact Name, Address and Period of Contract Amount Firm Name and Division Phone Number Performance Number Bidder shall list all contracts awarded to it or its predecessor firm(s) by the State of Delaware during the last three (3) years, by State Department, Division, Contact Person (with address/phone number), period of performance, contract number and amount. The Evaluation/Selection Review Committee will consider these additional references and may contact each of these sources. Information regarding bidder performance gathered from these sources may be included in the Committee's deliberations and factored in the final scoring of the bid. Failure to list any contract as required by this paragraph may be grounds for immediate rejection of the bid. List contracts in the format specified. Include those contracts whose period of performance has been within the past three (3) years in addition to those awarded within this timeframe. Contracts with amendments only have to be listed once. If a vendor has had no contracts within this timeframe, enter “No contracts to specify” under Vendor/Predecessor Firm Name in the first row of the table. Division of Child Support Enforcement 166 of 189 Department of Health and Social Services State of Delaware Request for Proposal DACSES Replacement (HSS-10006) 8.9 Appendix I - Crosswalk of RFP Section RFP Proposal Proposal S. No RFP Section Name Proposal Section Name Section # Volume # Section # Overview of Contractor Responsibilities and V1 or V2 1. 4.1.1 Requirements Creation and Maintenance of a Professional 2. 4.1.2 Work Environment 3. 4.2 Staffing Requirements 4. 4.2.1 On-Site Staffing Requirement 5. 4.2.2 Location of Project Work/Project Staff 6. 4.2.2.1 Off-shore Project Work Prohibited 7. 4.2.2.2 Off-site Project Work 8. 4.2.2.3 On-site Project Work 9. 4.2.3 Project Director Requirements 10. 4.2.4 Project Manager Requirements 11. 4.2.5 Project Help Desk Requirements 12. 4.3 Project Management Requirements Requirement to Comply with HIPAA 13. 4.4 Regulations and Other Standards Requirement to Comply with State Policies 14. 4.5 and Standards 15. 4.6.1 Security 16. 4.6.2 Technical Architecture Division of Child Support Enforcement 167 of 189 Department of Health and Social Services State of Delaware Request for Proposal DACSES Replacement (HSS-10006) RFP Proposal Proposal S. No RFP Section Name Proposal Section Name Section # Volume # Section # 17. 4.6.3 Application Environments 18. 4.6.4 Configuration Management System Support 19. 4.6.5 File Transfer Capability 20. 4.6.6 Enterprise Application Integration 21. 4.6.7 Database Management 22. 4.6.8 Integrated Reporting Tool 23. 4.6.9 Programming Languages 24. 4.6.10 System Documentation 25. 4.6.11 Date/Time Handling 26. 4.6.12 Source and Documentation Control 27. 4.6.13 Source Audit Capability 28. 4.6.14 Development Utilities 29. 4.6.15 Development Task Management 30. 4.6.16 Release Planning Integration, Regression, Performance, and 31. 4.6.17 User Testing 32. 4.6.18 State Network 33. 4.6.19 Electronic Signature 34. 4.6.20 Public Key Infrastructure 35. 4.6.21 Response Time 36. 4.6.22 Performance Analysis Tools Division of Child Support Enforcement 168 of 189 Department of Health and Social Services State of Delaware Request for Proposal DACSES Replacement (HSS-10006) RFP Proposal Proposal S. No RFP Section Name Proposal Section Name Section # Volume # Section # 37. 4.6.23 Cost Allocation 38. 4.6.24 Capacity for Growth 39. 4.6.25 Technical Upgrades 40. 4.6.26 New Functional Requirements 41. 4.6.27 Online Availability 42. 4.6.28 Help Desk - Problem Tracking and Reporting 43. 4.6.29 Batch Job Monitoring and Reporting 44. 4.6.30 System Backup 45. 4.6.31 Business Continuity 46. 4.6.32 Disaster Recovery 47. 4.6.33 Data Conversion - DACSES 48. 4.6.34 Data Conversion - Other Systems 49. 4.6.35 Site Requirements 50. 4.6.35.1 Compliance with State IT Environment 51. 4.6.35.2 Third Party Software Products Acquisition of Required Hardware and 52. 4.6.35.3 Software 53. 4.6.35.4 Client Stubs and/or Cookies 54. 4.6.35.5 Support of Planned State Systems Upgrades Contractor-Provided Project Control 55. 4.6.35.6 Structures Software Division of Child Support Enforcement 169 of 189 Department of Health and Social Services State of Delaware Request for Proposal DACSES Replacement (HSS-10006) RFP Proposal Proposal S. No RFP Section Name Proposal Section Name Section # Volume # Section # 56. 4.6.36 Installation of IT Hardware and Software 57. 4.6.37 Maintenance of Legacy DACSES System 58. 4.7.1 Case Initiation 59. 4.7.2 Person Entity Management Capability 60. 4.7.3 Employer Entity Management Capability 61. 4.7.4 Referral Management Capability 62. 4.7.5 Family Court Interface 63. 4.7.6 Interface with the Department of Justice 64. 4.7.7 Case Data Management 65. 4.7.8 Locate Data Management 66. 4.7.9 Establishment Data Management 67. 4.7.10 Caseload Monitoring 68. 4.7.11 Enforcement Data Management 69. 4.7.12 Financial Data Management 70. 4.7.13 Reporting 71. 4.7.14 Imaging 72. 4.7.15 Integrated Reporting Tool 73. 4.7.16 Security 74. 4.7.17 Ease of Use 75. 4.8.1 Management of the Project Division of Child Support Enforcement 170 of 189 Department of Health and Social Services State of Delaware Request for Proposal DACSES Replacement (HSS-10006) RFP Proposal Proposal S. No RFP Section Name Proposal Section Name Section # Volume # Section # Establishment, Maintenance and Management 76. 4.8.1.1 of the Project Site 77. 4.8.2 Project Status Reporting 78. 4.8.2.1 Weekly Reports 79. 4.8.2.2 Monthly Reports 80. 4.8.3 Quality Assurance 81. 4.8.4 Project Initiation and Planning 82. 4.8.5 Analysis and Design 83. 4.8.6 System Development and Unit Testing 84. 4.8.7 Legacy Data Conversion 85. 4.8.8 Integration, System, and Performance Testing 86. 4.8.9 Acceptance and Distribution Testing 87. 4.8.10 Statewide Implementation 88. 4.8.11 Deliver an OCSE-Certified DACSES Warranty and Post-Implementation Support 89. 4.8.12 Period 90. 4.8.12.1 Required Warranty Repairs or Modifications 91. 4.8.12.2 System Operations Transition 92. 4.8.13 Training 93. 4.8.13.1 Training Location/Classroom Facilities 94. 4.8.13.2 Training Staff Division of Child Support Enforcement 171 of 189 Department of Health and Social Services State of Delaware Request for Proposal DACSES Replacement (HSS-10006) RFP Proposal Proposal S. No RFP Section Name Proposal Section Name Section # Volume # Section # 95. 4.8.13.3 Training Materials 96. 4.8.13.4 Training Scope 97. 4.8.13.5 Scheduling 98. 4.8.14 Documentation 99. 4.8.15 System Maintenance Proposed Modifications to Project Sequencing, 100. 4.9.3 Phases, Deliverables and/or Milestones. 101. 4.9.4 Phase 1 - Project Management 102. 4.9.4 Phase 2 - Project Initiation And Planning 103. 4.9.4 Phase 3 - Analysis And Design 104. 4.9.4 Phase 4 - Development And Unit Testing 105. 4.9.4 Phase 5 - Data Conversion 106. 4.9.4 Phase 6 - Integration And Testing 107. 4.9.4 Phase 7 - System Acceptance 108. 4.9.4 Phase 8 - Implementation 109. 4.9.4 Phase 9 - Certification 110. 4.9.4 Phase 10 - Warranty And Warranty Support 111. 4.9.4 Phase 11 - Training 112. 4.9.4 Phase 12 - Documentation 113. 4.9.4 Phase 13 - Maintenance Support 114. 4.10.1 Format Division of Child Support Enforcement 172 of 189 Department of Health and Social Services State of Delaware Request for Proposal DACSES Replacement (HSS-10006) RFP Proposal Proposal S. No RFP Section Name Proposal Section Name Section # Volume # Section # 115. 4.10.2 Timeline for Review of Deliverables 116. 4.10.3 Formal Approval Process 117. 4.10.1 Format 118. 4.10.2 Timeline for Review of Deliverables 119. 4.10.3 Formal Approval Process 120. 4.10.3.1 Deliverable Review Schedule 121. 4.10.3.2 Sequencing/Timing of Deliverables 122. 4.11 (A) Management Of The Project Deliverables 123. 4.11 (B) Planning Deliverables (C) Analysis And Design - Functional Design 124. 4.11 Deliverables (D) Analysis And Design - Technical Design 125. 4.11 Deliverables (E) Analysis And Design - Hardware/Software 126. 4.11 Design Deliverables 127. 4.11 (F) Legacy Data Conversion Deliverables (G) Systems Development And Unit Testing 128. 4.11 Deliverables (H) Integration, System And Performance 129. 4.11 Testing Deliverables (I) Acceptance And Distribution Testing 130. 4.11 Deliverables 131. 4.11 (J) Statewide Implementation Deliverables 132. 4.11 (K) Training Deliverables Division of Child Support Enforcement 173 of 189 Department of Health and Social Services State of Delaware Request for Proposal DACSES Replacement (HSS-10006) Proposal Proposal S. No RFP Section # RFP Section Name Volume # Section # Proposal Section Name 133. 4.11 (L) Documentation Deliverables (M) Federal Certification Compliance 134. 4.11 Deliverables (N) Twelve (12) Month Warranty And Post- 135. 4.11 Implementation Support Period Deliverables 136. 6.14.4 (D.1) Project Plan Division of Child Support Enforcement 174 of 189 Department of Health and Social Services State of Delaware Request for Proposal DACSES Replacement (HSS-10006) 8.10 Appendix J - Bidder’s Signature Form DELAWARE HEALTH AND SOCIAL SERVICES REQUEST FOR PROPOSAL BIDDERS SIGNATURE FORM NAME OF BIDDER SIGNATURE OF AUTHORIZED PERSON TYPE IN NAME OF AUTHORIZED PERSON TITLE OF AUTHORIZED PERSON STREET NAME AND NUMBER CITY, STATE, & ZIP CODE CONTACT PERSON TELEPHONE NUMBER FAX NUMBER DATE BIDDER’S FEDERAL EMPLOYERS IDENTIFICATION #____________________________________________ DELIVERY DAYS/COMPLETION TIME F.O.B. TERMS: _______________________________________________________________________________________________ FOLLOWING MUST BE COMPLETED BY THE VENDOR: AS CONSIDERATION FOR THE AWARD AND EXECUTION BY THE DEPARTMENT OF HEALTH AND SOCIAL SERVICES OF THIS CONTRACT, THE (COMPANY NAME) HEREBY GRANTS, CONVEYS, SELLS, ASSIGNS, AND TRANSFERS TO THE STATE OF DELAWARE ALL OF ITS RIGHTS, TITLE AND INTEREST IN AND TO ALL KNOWN OR UNKNOWN CAUSES OF ACTION IT PRESENTLY HAS OR MAY NOW HEREAFTER ACQUIRE UNDER THE ANTITRUST LAWS OF THE UNITED STATES AND THE STATE OF DELAWARE, RELATING THE PARTICULAR GOODS OR SERVICES PURCHASED OR ACQUIRED BY THE DELAWARE HEALTH AND SOCIAL SERVICES DEPARTMENT, PURSUANT TO THIS CONTRACT. Division of Child Support Enforcement 175 of 189 Department of Health and Social Services State of Delaware Request for Proposal DACSES Replacement (HSS-10006) 8.11 Appendix K - Minority and Women Business Enterprise OFFICE OF MINORITY AND WOMEN BUSINESS ENTERPRISE SELF-CERTIFICATION TRACKING FORM IF YOUR FIRM WISHES TO BE CONSIDERED FOR ONE OF THE CLASSIFICATIONS LISTED BELOW, THIS PAGE MUST BE SIGNED, NOTARIZED AND RETURNED WITH YOUR PROPOSAL. COMPANY NAME NAME OF AUTHORIZED REPRESENTATIVE (Please print) SIGNATURE COMPANY ADDRESS TELEPHONE # FAX # EMAIL ADDRESS FEDERAL EI# STATE OF DE BUSINESS LIC# Note: Signature of the authorized representative must be of an individual who legally may enter his/her organization into a formal contract with the State of Delaware, Delaware Health and Social Services. Organization Classifications (Please circle) Women Business Enterprise (WBE) Yes/No Minority Business Enterprise (MBE) Yes/No Please check one Corporation ______Partnership_______Individual _______ For appropriate certification (WBE), (MBE), (DBE) please apply to Office of Minority and Women Business Enterprise Phone # (302) 739-4206 L. Jay Burks, Executive Director Fax# Division of Child Support Enforcement 176 of 189 Department of Health and Social Services State of Delaware Request for Proposal DACSES Replacement (HSS-10006) (302) 739-1965 Certification #____________ Certifying Agency_________________________________________________________ http://www.state.de.us/omwbe SWORN TO AND SUBSCRIBED BEFORE ME THIS ______________DAY OF ___________20________ NOTARY PUBLIC_________________________MY COMMISSION EXPIRES ______________________ CITY OF ___________________________COUNTY OF _________________STATE OF______________ The following definitions are from the State Office of Minority and Women Business Enterprise. Women Owned Business Enterprise (WBE): At least 51% is owned by women, or in the case of a publicly owned enterprise, a business enterprise in which at least 51% of the voting stock is owned by women; or any business enterprise that is approved or certified as such for purposes of participation in contracts subject to women-owned business enterprise requirements involving federal programs and federal funds. Minority Business Enterprise (MBE): At least 51% is owned by minority group members; or in the case of a publicly owned enterprise, a business enterprise in which at least 51% of the voting stock is owned by minority group members; or any business enterprise that is approved or certified as such for purposes of participation in contracts subjects to minority business enterprises requirements involving federal programs and federal funds. Corporation: An artificial legal entity treated as an individual, having rights and liabilities distinct from those of the persons of its members, and vested with the capacity to transact business, within the limits of the powers granted by law to the entity. Partnership: An agreement under which two or more persons agree to carry on a business, sharing in the profit or losses, but each liable for losses to the extent of his or her personal assets. Individual: Self-explanatory For certification in one of above, the bidder must contract: L. Jay Burks Office of Minority and Women Business Enterprise (302) 739-4206 Fax (302) 739-1965 Division of Child Support Enforcement 177 of 189 Department of Health and Social Services State of Delaware Request for Proposal DACSES Replacement (HSS-10006) 8.12 Appendix L - Bidder Project Experience Client Contact Name Telephone No. Location Street Address/City State/ZIP Location City/State Type of Facility Comparable Project Experience Current Status (WIP/Complete) Original Budget Completed Budget Original Schedule Completed Schedule Comments: Use one page per client. All clients will be used as references and all projects must be completed or work in progress. For projects in progress, state the estimated final budget and schedule dates based on current status. The Contact must be an administrative or managerial customer reference familiar with the bidder’s performance. Division of Child Support Enforcement 178 of 189 Department of Health and Social Services State of Delaware Request for Proposal DACSES Replacement (HSS-10006) 8.13 Appendix M - Intentionally Left Blank Intentionally left Blank / Not Used. Division of Child Support Enforcement 179 of 189 Department of Health and Social Services State of Delaware Request for Proposal DACSES Replacement (HSS-10006) 8.14 Appendix N - Non-Disclosure Statement Division of Management Services “DMS - Serving Those Who Serve Delaware” Information Resource Management NON-DISCLOSURE AGREEMENT As a condition of receiving access to State of Delaware information technology policies and standards, vendor hereby agrees to the following: 1. That the disclosure of Information by State of Delaware is in strictest confidence and thus vendor will: a. Not disclose to any other person this Information. b. Use at least the same degree of care to maintain the Information secret as the vendor uses in maintaining as secret its own secret information, but always at least a reasonable degree of care. c. Use the Information only for the purpose of preparing a response to a State of Delaware Request for Proposal. d. Restrict disclosure of the Information solely to those employees of vendor having a need to know such Information in order to accomplish the purpose stated above. e. Advise each such employee, before he or she receives access to the information, of the obligations of vendor under this Agreement, and require each such employee to maintain those obligations. f. Within fifteen (15) days following request of State of Delaware, return to State of Delaware all documentation, copies, notes, diagrams, computer memory media and other materials containing any portion of the information, or confirm to State of Delaware, in writing, the destruction of such materials. 2. This Agreement imposes no obligation on vendor with respect to any portion of the Information received from State of Delaware which was known to the vendor prior to disclosure by State of Delaware. 3. The Information shall remain the sole property of State of Delaware. 4. The information available to the contractor during the contract period will be protected in accordance with IRS Safeguard requirements, Publication 1075 Tax Information Security Guidelines. Vendor Name Vendor Representative Name _____________________________________ Signature Vendor Representative Title Date Division of Child Support Enforcement 180 of 189 Department of Health and Social Services State of Delaware Request for Proposal DACSES Replacement (HSS-10006) 8.15 Appendix O - Inventory of DACSES Interfaces Interface S.No Interface Name Status Type 1 Child Welfare (IV-E) Updates Interface Existing 2 Court Interface (Family Court) Interface Existing 3 Department of Attorney General (DAG) Interface Interface Existing 4 Division of Motor Vehicles (DMV) Interface Existing 5 Electronic Fund Transfer Management Interface Existing 6 Employer/New Hire Interface Interface Existing 7 Employment Income Withholding Processing Interface Existing 8 Federal Case Registry Interface Interface Existing 9 Interstate Case Registry / CSENet Interface Existing 10 Interstate Unemployment Intercept Interface Existing 11 IRS Intercept Processing Interface Existing 12 IV-A Updates Interface Existing 13 National Directory of New Hires (NDNH) Interface Existing 14 Office of Vital Statistics Interface To be Fixed 15 Participant Medical Support Management Interface Existing 16 State Disbursement Unit Interface Interface Existing 17 State Employment Security Administration Interface Existing 18 State Licensing Agencies Interface Existing 19 State Tax / Lottery Intercept Processing (Dept of Revenue) Interface Existing 20 Title XIX Updates Interface Existing 21 Unemployment Compensation Intercept Processing Interface Existing 22 Credit bureau details Interface To be Fixed 23 Public Utilities Data Match (PUDM) Interface NEW 24 Dept of Natural Resources and Environmental Control (DNREC) Interface NEW 25 Bank Interface Interface Existing 26 Master Client Index (MCI) Interface Existing Division of Child Support Enforcement 181 of 189 Department of Health and Social Services State of Delaware Request for Proposal DACSES Replacement (HSS-10006) 27 Employer information (New Hire Information) Database Data needs to be migrated to DACSES 28 Petitions and Motions Tracking data Database Data needs to be migrated to DACSES 29 Department of Labor (DOL) Interface Existing 30 DELJIS data Interface NEW 31 Financial Institutions Data Match (FIDM) Interface Existing 32 Depart of Professional Licensing Interface NEW 33 Real/Personal Property Index Interface NEW 34 National Medical Support Network Interface NEW 35 USPS - Address Verification and Change of Address Interface NEW 36 Electronic Parent Locate Network (EPLN) Interface Existing 37 Child Support Lien Network (CSLN) Interface Existing 38 Federal Department of State (Passport) Interface Existing 39 Administrative Offset Interface Existing 40 Child Support Accounts Receivables Database Data needs to be migrated to DACSES 41 Child Support Undistributed Collections Coding Database Data needs to be migrated to DACSES 42 Child Support Collections File Database Data needs to be migrated to DACSES 43 Transaction Activity Report Database Data needs to be migrated to DACSES 44 Accounting Adjustment Report Database Data needs to be migrated to DACSES 45 Lost/Stolen/Mutilated Disbursement Affidavit Tracking File Database Data needs to be migrated to DACSES 46 Manual Check Disbursement Transactions Database Data needs to be migrated to DACSES 47 Positive Pay Paper Check Disbursements Database Data needs to be migrated to DACSES 48 Manual / On-Demand Paper Check Disbursements Database Data needs to be migrated to DACSES 49 Direct Deposit Disbursements Database Data needs to be migrated to DACSES 50 EFT Disbursements Database Data needs to be migrated to DACSES 51 Stored Value Card Disbursements Database Data needs to be migrated to DACSES 52 Direct Deposit and Stored Value Card Application Tracking Database Data needs to be migrated to DACSES Division of Child Support Enforcement 182 of 189 Department of Health and Social Services State of Delaware Request for Proposal DACSES Replacement (HSS-10006) 8.16 Appendix P - Sub-Contractor Roster PRIME BIDDER: _______________________________________________________ Subcontractor Name Street Address City, State, Zip Phone Number % of Total Project Dollars % of Total Project Labor Hrs. Project Role/Function (Describe): Subcontractor Name Street Address City, State, Zip Phone Number % of Total Project Dollars % of Total Project Labor Hrs. Project Role/Function (Describe): Signature of Authorized Representative Title / Company Date Division of Child Support Enforcement 183 of 189 Department of Health and Social Services State of Delaware Request for Proposal DACSES Replacement (HSS-10006) 8.17 Appendix Q - Non-Collusion Statement NON-COLLUSION STATEMENT & CLASSIFICATIONS FORM THIS PAGE MUST BE SIGNED, NOTARIZED AND RETURNED WITH YOUR BID PROPOSAL COMPANY NAME NAME OF AUTHORIZED REPRESENTATIVE _______________________________________________________ (Please print) SIGNATURE COMPANY ADDRESS TELEPHONE # FAX # EMAIL ADDRESS FEDERAL EI# STATE OF DE BUSINESS LIC# Note: Signature of the authorized representative MUST be of an individual who legally may enter his/her organization into a formal contract with the State of Delaware, Delaware Health and Social Services. This is to certify that the above referenced offer has neither directly nor indirectly entered into any agreement, participated in any collusion or otherwise taken any action in restraint of free competitive bidding in connection with this bid submitted this date to Delaware Health and Social Services. Division of Child Support Enforcement 184 of 189 Department of Health and Social Services State of Delaware Request for Proposal DACSES Replacement (HSS-10006) The above referenced bidder agrees that the signed delivery of this bid represents the bidder’s acceptance of the terms and conditions of this invitation to bid including all specifications and special provisions Division of Child Support Enforcement 185 of 189 Department of Health and Social Services State of Delaware Request for Proposal DACSES Replacement (HSS-10006) 8.18 Appendix R - Contractor Confidentiality and Data Integrity Agreement State of Delaware DEPARTMENT OF TECHNOLOGY AND INFORMATION William Penn Building 801 Silver Lake Boulevard Dover, Delaware 19904 Contractor Confidentiality (Non-Disclosure) and Integrity of Data Agreement The Department of Technology and Information is responsible for safeguarding the confidentiality and integrity of data in State computer files regardless of the source of those data or medium on which they are stored; e.g., electronic data, computer output microfilm (COM), tape, or disk. Computer programs developed to process State Agency data will not be modified without the knowledge and written authorization of the Department of Technology and Information. All data generated from the original source data, shall be the property of the State of Delaware. The control of the disclosure of those data shall be retained by the State of Delaware and the Department of Technology and Information. I/we, as an employee(s) of ________________________________ or officer of my firm, when performing work for the Department of Technology and Information, understand that I/we act as an extension of DTI and therefore I/we are responsible for safeguarding the States’ data and computer files as indicated above. I/we will not use, disclose, or modify State data or State computer files without the written knowledge and written authorization of DTI. Furthermore, I/we understand that I/we are to take all necessary precautions to prevent unauthorized use, disclosure, or modification of State computer files, and I/we should alert my immediate supervisor of any situation which might result in, or create the appearance of, unauthorized use, disclosure or modification of State data. Penalty for unauthorized use, unauthorized modification of data files, or disclosure of any confidential information may mean the loss of my position and benefits, and prosecution under applicable State or Federal law. This statement applies to the undersigned Contractor and to any others working under the Contractor’s direction. I, the Undersigned, hereby affirm that I have read DTI’s Policy on Confidentiality (Non- Disclosure) and Integrity of Data and understood the terms of the above Confidentiality (Non-Disclosure) and Integrity of Data Agreement, and that I/we agree to abide by the terms above. Contractor or Employee Signature Date Contractor Name Division of Child Support Enforcement 186 of 189 Department of Health and Social Services State of Delaware Request for Proposal DACSES Replacement (HSS-10006) 8.19 Appendix S - IRS Publication 1075 - General Services I. PERFORMANCE In performance of this contract, the contractor agrees to comply with and assume responsibility for compliance by his or her employees with the following requirements: (1) All work will be done under the supervision of the contractor or the contractor's employees. (2) Any return or return information made available in any format shall be used only for the purpose of carrying out the provisions of this contract. Information contained in such material will be treated as confidential and will not be divulged or made known in any manner to any person except as may be necessary in the performance of this contract. Disclosure to anyone other than an officer or employee of the contractor will be prohibited. (3) All returns and return information will be accounted for upon receipt and properly stored before, during, and after processing. In addition, all related output will be given the same level of protection as required for the source material. (4) The contractor certifies that the data processed during the performance of this contract will be completely purged from all data storage components of his or her computer facility, and no output will be retained by the contractor at the time the work is completed. If immediate purging of all data storage components is not possible, the contractor certifies that any IRS data remaining in any storage component will be safeguarded to prevent unauthorized disclosures. (5) Any spoilage or any intermediate hard copy printout that may result during the processing of IRS data will be given to the agency or his or her designee. When this is not possible, the contractor will be responsible for the destruction of the spoilage or any intermediate hard copy printouts, and will provide the agency or his or her designee with a statement containing the date of destruction, description of material destroyed, and the method used. (6) All computer systems processing, storing, or transmitting Federal tax information must meet the requirements defined in IRS Publication 1075. To meet functional and assurance requirements, the security features of the environment must provide for the managerial, operational, and technical controls. All security features must be available and activated to protect against unauthorized use of and access to Federal tax information. (7) No work involving Federal tax information furnished under this contract will be subcontracted without prior written approval of the IRS. (8) The contractor will maintain a list of employees authorized access. Such list will be provided to the agency and, upon request, to the IRS reviewing office. (9) The agency will have the right to void the contract if the contractor fails to provide the safeguards described above. Division of Child Support Enforcement 187 of 189 Department of Health and Social Services State of Delaware Request for Proposal DACSES Replacement (HSS-10006) II. CRIMINAL/CIVIL SANCTIONS (1) Each officer or employee of any person to whom returns or return information is or may be disclosed will be notified in writing by such person that returns or return information disclosed to such officer or employee can be used only for a purpose and to the extent authorized herein, and that further disclosure of any such returns or return information for a purpose or to an extent unauthorized herein constitutes a felony punishable upon conviction by a fine of as much as $5,000 or imprisonment for as long as 5 years, or both, together with the costs of prosecution. Such person shall also notify each such officer and employee that any such unauthorized further disclosure of returns or return information may also result in an award of civil damages against the officer or employee in an amount not less than $1,000 with respect to each instance of unauthorized disclosure. These penalties are prescribed by IRC sections 7213 and 7431 and set forth at 26 CFR 301.6103(n)-1. (2) Each officer or employee of any person to whom returns or return information is or may be disclosed shall be notified in writing by such person that any return or return information made available in any format shall be used only for the purpose of carrying out the provisions of this contract. Information contained in such material shall be treated as confidential and shall not be divulged or made known in any manner to any person except as may be necessary in the performance of the contract. Inspection by or disclosure to anyone without an official need to know constitutes a criminal misdemeanor punishable upon conviction by a fine of as much as $1,000 or imprisonment for as long as 1 year, or both, together with the costs of prosecution. Such person shall also notify each such officer and employee that any such unauthorized inspection or disclosure of returns or return information may also result in an award of civil damages against the officer or employee [United States for Federal employees] in an amount equal to the sum of the greater of $1,000 for each act of unauthorized inspection or disclosure with respect to which such defendant is found liable or the sum of the actual damages sustained by the plaintiff as a result of such unauthorized inspection or disclosure plus in the case of a willful inspection or disclosure which is the result of gross negligence, punitive damages, plus the costs of the action. These penalties are prescribed by IRC section 7213A and 7431. (3) Additionally, it is incumbent upon the contractor to inform its officers and employees of the penalties for improper disclosure imposed by the Privacy Act of 1974, 5 U.S.C. 552a. Specifically, 5 U.S.C. 552a(i)(1), which is made applicable to contractors by 5 U.S.C. 552a(m)(1), provides that any officer or employee of a contractor, who by virtue of his/her employment or official position, has possession of or access to agency records which contain individually identifiable information, the disclosure of which is prohibited by the Privacy Act or regulations established there under, and who knowing that disclosure of the specific material is prohibited, willfully discloses the material in any manner to any person or agency not entitled to receive it, shall be guilty of a misdemeanor and fined not more than $5,000. Division of Child Support Enforcement 188 of 189 Department of Health and Social Services State of Delaware Request for Proposal DACSES Replacement (HSS-10006) III. INSPECTION The IRS and the Agency shall have the right to send its officers and employees into the offices and plants of the contractor for inspection of the facilities and operations provided for the performance of any work under this contract. On the basis of such inspection, specific measures may be required in cases where the contractor is found to be noncompliant with contract safeguards. Contractor Name Contractor Representative Name Signature Contractor Representative Title Date Division of Child Support Enforcement 189 of 189 Department of Health and Social Services State of Delaware