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-10-087

FOR

Case Management Time Study System

FOR

Division of Developmental Disabilities Services
Suite 101
1056 South Governor’s Ave,
Dover, DE

Deposit			Waived
Performance Bond		Waived

Date Due:  			August 3, 2010
       11:00 AM LOCAL TIME


DELAWARE HEALTH AND SOCIAL SERVICES
DIVISION OF MANAGEMENT SERVICES
PROCUREMENT BRANCH
HERMAN M. HOLLOWAY SR. CAMPUS
1901 N. DUPONT HIGHWAY
NEW CASTLE, DELAWARE 19720

June 29, 2010











REQUEST FOR PROPOSAL # HSS-10-087

Sealed proposals for Case Management Time Study System for the Division of Developmental 
Disabilities Services, 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 #257, 1901 North DuPont Highway, New Castle, Delaware 19720, until 11:00 AM 
local time, on 8/3/10, at which time the proposals will be opened and read

All RFPs can be obtained online at 
http://www.dhss.delaware.gov/dhss/rfp/dhssrfp.htm.   A brief “Letter of Interest” 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 RFP NUMBER 
ON THE OUTSIDE ENVELOPE.  IF THIS NUMBER IS OMITTED YOUR 
PROPOSAL WILL IMMEDIATELY BE REJECTED

FOR FURTHER BIDDING INFORMATION PLEASE CONTACT:

       BRUCE KRUG
			DELAWARE HEALTH AND SOCIAL SERVICES
			PROCUREMENT BRANCH
			MAIN ADMIN BLD, SULLIVAN STREET
			2ND FLOOR –ROOM #257
			1901 NORTH DUPONT HIGHWAY
			HERMAN M. HOLLOWAY SR. HEALTH AND 
			SOCIAL SERVICES CAMPUS
			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.  



Submission of Letter of Interest as outlined on pages 25 & 26 
supersedes all references to a mandatory pre-bid meeting.







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.



Table of Contents
1	Project Overview	1
1.1	Introduction	1
1.2	Background and Purpose	1
2	DHSS Program and System Overview	3
2.1	Delaware Department of Health and Social Services (DHSS)	3
2.2	The Division	3
2.3	Support/Technical Environment	4
2.3.1	Information Resource Management (IRM)	5
2.3.2	Department of Technology and Information (DTI)	5
2.3.3	Division Information Technology Group	5
3	State Responsibilities	6
3.1	Staffing Roles	6
3.2	State Staff Participation	7
3.3	Resource Availability	7
3.4	Deliverable Review	7
3.5	Implementation	8
4	Contractor Responsibilities/Project Requirements	9
4.1	Staffing	9
4.1.1	Offsite Project Work	9
4.1.2	Offshore Project Work	9
4.1.3	Project Manager Requirement	9
4.2	Project Management	10
4.3	Requirement to Comply with State Policies and Standards	10
4.3.1	Architecture Requirements	11
4.4	Database Design	11
4.5	Reporting	11
4.6	Performance	12
4.7	Degree of Customization	12
4.8	Backup and Recovery	12
4.9	Disaster Recovery	12
4.10	Deliverables	12
4.10.1	Phase 1	14
4.10.2	Phase 2	15
4.10.3	Phase 3	15
4.10.4	Phase 4	15
4.11	Project Expectations	17
4.11.1	Customization/Development	17
4.11.2	Site Requirements	17
4.11.3	System Testing	18
4.11.4	User Acceptance Testing (UAT)	18
4.11.5	Conversion	18
4.11.6	Training	18
4.11.7	Support Services	18
4.11.8	Maintenance Services	19
4.11.9	Documentation	19
5	Proposal Evaluation/Contractor Selection	20
5.1	Process	20
5.2	Proposal Evaluation and Scoring	20
5.2.1	Mandatory Requirements	20
5.2.2	Technical Proposal Scoring	21
5.2.3	Business Proposal Scoring	21
5.2.4	Total Points Awarded	21
6	Bidder Instructions	22
6.1	Submission Information	22
6.1.1	Proposal Delivery	23
6.1.2	Closing Date	24
6.1.3	Notification of Award	24
6.1.4	Bidder Questions	24
6.1.5	Anticipated Schedule	24
6.1.6	Proposal Becomes State Property	25
6.1.7	RFP and Final Contract	25
6.1.8	Proposal and Final Contract	25
6.1.9	Modifications to Proposals	25
6.1.10	Alternative Solutions	25
6.1.11	Cost of Proposal Preparation	25
6.1.12	Letter of Interest	25
6.2	Volume I – Technical Proposal Contents	26
6.2.1	Transmittal Letter (Section A)	26
6.2.2	Required Forms (Section B)	26
6.2.3	Executive Summary (Section C)	27
6.2.4	Project Management Plan (Section D)	27
6.2.5	Staff Qualifications and Experience (Section F)	28
6.2.6	Firm Past Performance and Qualifications (Section G)	29
6.3	Volume II – Business Proposal Contents	29
6.3.1	Project Cost Information (Section A)	29
6.3.2	Software and Hardware Information (Section B)	30
6.3.3	Vendor Stability and Resources (Section C)	30
7	Terms and Conditions	32
7.1	Contract Composition	32
7.2	Payment for Services Rendered	32
7.3	Contract Term	32
7.4	Contractor Personnel	32
7.5	DTI Requirements	33
7.6	Funding	34
7.7	Confidentiality	34
7.8	Method of Payment:	34
7.9	Contract Transition	35
8	Appendices	36




1	Project Overview

1.1	Introduction 
This is a Request for Proposal (RFP) for a Case Management Time Study System 
issued by the Division of Developmental Disabilities Services, (DDDS). The DDDS 
currently employs approximately 45 staff which are called “Case Managers” and perform 
case management functions for Divisional clients in the Division’s Home and Community 
Based Waiver Program.  The Division charges the Medicaid Program for the costs 
associated with this function on a per diem basis. During a renewal review of the 
Division’s HCBS waiver the Centers for Medicare and Medical Assistance, (CMS), it was 
decided to move the case management function from the HCBS Waiver service cost to 
an Administrative cost. Thus, the need exists for the Department to contract with a 
vendor to develop a 100% time study system for this group of staff. 

1.2	Background and Purpose 
The DDDS has held a Home and Community Based Waiver for its clients for over 20 
years. During the process of renewing the Waiver, CMS questioned the reimbursement 
methodology used to charge the Medicaid program for case management costs and also 
questioned whether all of the job functions of these positions were reimbursable under the 
Medicaid program. The Division responded with a detailed work plan to address these 
and other CMS concerns in order to get approval for the renewal. 

The Division is requesting contractor assistance to address the following needs:

1)	Review the job functions and duties of DDDS Case Management staff and 
ascertain what percentage of those functions and duties are allowable 
administrative costs to the Medicaid Program.
2)	Review the client base for the case management function and develop a 
methodology to calculate a statistic that will represent the percentage of that 
population that is Medicaid eligible. It is expected that this statistic will need to be 
developed every quarter. 
3)	Interview staff from both DDDS and the State’s Division of Medicaid and Medical 
Assistance, (DMMA), related to the above issues, the Waiver renewal in general 
and the case management component of the renewal in particular. 
4)	Using information and data for the above three tasks, develop a Time Study 
system that will accurately allocate costs for the case management function to 
the Medicaid Program. Because of the small size of the staff group providing 
case management services, it is expected that this system will be required to use 
a 100% time sample. The Department would like this time study to be conducted 
electronically, perhaps using a web-based application.
5)	Provide staff training in the operation of the system to both line staff and DHSS 
grants management staff.
6)	Develop and provide a user’s manual to both line and management staff.
7)	Develop a cost allocation plan amendment describing the methodology, time 
study and allocation process. 





2	DHSS Program and System Overview
2.1	Delaware Department of 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 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	The Division

The Division of Developmental Disabilities Services (DDDS) provides supports and 
services to individuals with mental retardation and other related developmental disabilities 
and their families.  DDDS has transformed its service delivery model from a facility-
centered, fixed program based service system to an individualized and community-based 
flexible system of supports and services.  The redesign of the service delivery system is 
based on the principles of self-determination, person-centered services, individual control 
and direction, and choice.  

The principles of self-determination and individual control and direction of services has 
been incorporated into all of the Division’s activities and services.  Ninety-two percent of 
the individuals in residential services now live in the community in houses, apartments 
and small group residences as opposed to institutional settings.  This compares to Fiscal 
Year 2002 when 25 percent of the individuals in residential services lived in institutional 
settings.  Many consumers live with their families in their own homes.  


The Division judiciously realigns and reallocates positions and financial resources within 
the organization to support the expanding community services infrastructure needs.  
Consolidation of programs and services at Stockley Center is ongoing to assume 
resource utilization is maximized as the census is reduced through community 
placements.

DDDS strengthened its community services infrastructure to support the growth in the 
number of individuals living in the community and the shift in service delivery from an 
institutional facility-based system to a community-based individualized system of 
supports and services.  Every individual in a community living arrangement now has an 
essential lifestyle plan that is person-centered and based on each person’s support needs 
and desires.  The Division expanded the use of assistive technology that supports 
individuals’ ability to live in the community and be more independent.  DDDS increased 
the number of residential and day program providers through its authorized provider 
network system creating more choices for individuals and greater accountability for 
providers.

DDDS implemented an individual rate setting system.  This system and its budgeting 
practices are individualized and maximize the efficient use of state and federal funds.  
The rate system has been applied to both residential and day service programs.  It is 
based on objective criteria and assessment of each individual’s support needs rather than 
on provider agency contract negotiations.  The system is designed to allow individuals to 
have a portable rate which empowers them to choose their own service providers.  The 
new structure also ensures service providers receive fair and equitable reimbursement 
and are accountable for the individuals’ satisfaction with the services provided.  

The Division has completed its Stockley Center Transition plan, to mirror the Olmstead 
legislation.  The Olmstead legislation was a precursor to the Money Follows the Person 
concept.  Accordingly, over the last six years, DDDS moved 120 individuals from 
Stockley into community-based settings who opted to receive services in a non-
institutional setting.  Further, $8.7 million in financial resources were reallocated from 
Stockley to support placements in the community.  This has represented a 60 percent 
reduction in the population of Stockley since January 2002.   Plans were developed to 
restructure the Stockley Center.  The new facility includes a skilled level of care 
residential program, ICF/MR level of care residential program and a multipurpose 
regional evaluation and resource center to support the needs of individuals living in the 
community.   The new multipurpose facility, the Mary Ann Coverdale Center officially 
opened on May 18, 2009.  

The Home and Community Based Services waiver is the key Divisional program,
geared to maintaining Divisional clients in the community, currently serving 
approximately 900. Maintaining the viability of this Waiver and the associated Federal 
Financial Participation, (FFP), through the Medicaid Program is crucial to the Division’s 
success. Therefore, it is paramount for the Division to address CMS concerns regarding 
the charging of costs associated with the case management function, the subject of this 
RFP. 
2.3	Support/Technical Environment
The three groups responsible for the development and operation of the automated 
systems that support the Division are described below. The Division will appoint a Project 
Director with broad oversight for all project activities. This individual will be responsible for 
monitoring project progress and will share responsibility with the Project IRM Manager 
and the Project IS Manager to approve/disapprove all project deliverables and payments. 
IRM will serve as the technical liaison with DTI (see below). The selected contractor will 
coordinate efforts for this project with the Project Director, Project IRM Manager and the 
Project IS Manager.
2.3.1	Information Resource Management (IRM)
The IRM unit is responsible for providing DHSS divisions with direct programming 
support of automated systems, as well as consulting support and advice on automated 
systems software and development. IRM consists of an Applications Development, 
Technology Planning, Base Technology, Telecommunications and Help Desk support 
group. For this project, IRM will provide a Project IRM Manager for this project and staff 
as needed for consulting support and advice to assure that technical questions and issues 
are resolved quickly. The Project IRM Manager will share responsibility for review and 
approval of all project deliverables and payments.
2.3.2	Department of Technology and Information (DTI)
DTI is a separate cabinet level agency responsible for running the State of Delaware’s 
mainframe computer operations, wide area data network and setting statewide IT policy 
and standards. DTI as a separate state agency does not fall under the authority of DHSS.  
However, DTI is responsible for supplying mainframe and Wide Area Network (WAN) 
systems support to DHSS as well as other state agencies. Additionally, DTI provides 
24x7 data center operations support. DTI provides state agencies with technical 
consultant services. DTI will work closely through IRM on this project to ensure that State 
IT standards are followed.
2.3.3	Division Information Technology Group
This group serves as the division liaison between IRM and vendor technical staff with 
program staff. They typically translate business needs into IT requirements and vice 
versa. This is a critical function that ensures that division business requirements are 
properly communicated to technical staff and that division program staff understand IT 
policies and standards as they relate to the project. This group works closely with IRM 
and vendor staff on all technical aspects of the project to ensure close communication 
with program staff on all phases of the project life cycle including the budget/grant 
request, RFP, business case process, vendor negotiations, deliverable review and 
signoff, through implementation and post-implementation support. For this project, a 
Project Information Systems (IS) Manager will be appointed. If an appropriate Project 
Director cannot be appointed from the division program staff, then the Project IS 
Manager will serve as the Project Director. The Project IS Manager will share 
responsibility for review and approval of all project deliverables and payments.





3	State Responsibilities

The following are State responsibilities under this RFP.  Outlined in the following 
subsections are such areas as project staffing, project management, available resources, 
and system testing and implementation (if applicable). There is an emphasis on the 
limitation of State staff time for this project and their role in the 
customization/development process.
3.1	Staffing Roles
As stated above, the Division will appoint a Project Director. The Project Director will 
serve to manage project staff including vendor staff during this project. All project 
deliverables will be approved by signature of the Project Director, Project IRM Manager 
and the Project IS Manager. The Project Director will serve as the overall project lead 
with input from the Project IRM Manager and the Project IS Manager

The Project Director will serve as primary coordinator to ensure that Joint Application 
Design (JAD) sessions take place with the appropriate subject matter experts (SME), that 
project documents and deliverables are thoroughly reviewed and that approval takes 
place within agreed upon timeframes. This individual is also responsible for scheduling 
and coordinating User Acceptance Testing (UAT), when appropriate.  The Project 
Director will coordinate with other divisions and State agencies for their input as needed. 
These staff will serve primarily as subject matter experts on relevant Division applications 
and related systems, and will participate in meetings and deliverable review as 
necessary.

The Project IRM Manager and Project IS Manager will serve as primary technical 
liaisons to ensure that contractor and State technical staff work together effectively to 
identify current and future technology considerations and make key technology 
decisions. The Project IRM Manager will serve as the primary liaison with DTI staff to 
gather State level input as needed.  



 
3.2	State Staff Participation

The Project Director will be assigned to work on this project part time. Additional State 
staff participation is as assigned and is in addition to their primary responsibilities. State 
staff normally work 7.5 hour days from 8:00 AM – 4:30 PM, although some staff flex 
their schedules. No State staff will be available for data cleanup or meta-data definition.  
State staff will be available to consult with the vendor on the data needing to be cleaned 
up for conversion.  However, divisional SME’s can serve to advise contractor on these 
topics. No State technical staff will be assigned to this project to assist in the coding of the 
system. State technical staff will attend JAD sessions as assigned. It is important to note 
that documentation on the existing systems may be missing, incomplete, out of date or in 
error. Divisional staff will be responsible for user acceptance testing. The Division will be 
responsible for assigning a primary and backup division liaison and knowledgeable 
subject matter experts for the duration of JAD sessions related to their areas of expertise. 
These assignments will be sent to the Project Director prior to the start of the JAD 
sessions. Attendance at these sessions is mandatory for assigned staff. These same 
subject matter experts along with other staff will be assigned to participate during UAT for 
their areas of expertise. Adequate divisional staff participation is critical. 
3.3	Resource Availability
During State business days, the Biggs mainframe production systems are normally 
available from 7:00 AM to 6:00 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. Test systems availability will be scheduled in concert 
with other development staff. DTI has mainframe systems support staff on site from 7:00 
AM to 4:30 PM. DTI Operations staff are on site 24x7. IRM applications, 
telecommunications and Help Desk staff are on site from 8:00 AM to 4:30 PM on State 
business days.  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.  Biggs Data Center power is conditioned and 
outside supply fluctuations can trigger a switch to automatic local power generation 
capability.  The State has audio and video-conferencing capabilities as well in specific on-
site locations for remote meeting participation. Remote connectivity through SSL-VPN is 
available for offsite work for contracted staff that must access, update or maintain 
servers and/or applications in the DMZ. Please refer to Appendix D for more information 
on the DHSS IT environment.
3.4	Deliverable Review 
It is the responsibility of the State to perform deliverable review including User 
Acceptance Testing on all functional aspects of the project. DTI may participate in the 
review process for certain deliverables. It is the responsibility of the State to review all 
project deliverables in the agreed upon timeframe. The State will notify the bidder of any 
changes to the review schedule. Milestone invoicing and payment is contingent upon 
formal State approval. Likewise, production implementation of each module is contingent 
upon formal State approval.
3.5	Implementation
Production implementation is normally an IRM responsibility.  Depending on the solution 
selected, IRM may require participation of contractor staff.  The state will be primarily 
responsible for post implementation administration if the system resides at the Biggs Data 
Center. If an Application Service Provider (ASP) solution is selected, the vendor has 
primary administration responsibilities.



4	Contractor Responsibilities/Project 
Requirements

The following are contractor responsibilities and project requirements under this RFP. 
Given the limitations of assigning State staff to this project, the contractor is expected to 
provide most of the expertise and provide for the full range of services during the project. 
Bidders must discuss each of these subsection requirements in detail in their proposals to 
acknowledge their responsibilities under this RFP.

Bidders must have demonstrated experience and depth in the following areas:

*	Successful installation of the proposed solution in two or more sites similar to 
DHSS.

This experience is critical in ensuring project success in terms of the future direction of 
the Division’s information technology development, as well as maintaining an open 
partnership with project partners.  
4.1	Staffing 
Contractor will propose and supply resumes for the following key positions including:
*	Project Director
*	Other proposed project staff

The resumes will be for specific named individuals and will be in the format specified in 
Appendix E. Other positions may be proposed at the contractor’s discretion. One person 
may be proposed to fill more than one role. 
4.1.1	Offsite Project Work
The State will permit project work to be done offsite, within the United States and 
Canada. For offsite work, the State requires strong management of the resources and 
assigned tasks; adequate, timely and accurate communications and completion of 
assigned work by specified deadlines. This is important to any offsite relationship. If the 
bidder organization is proposing offsite project work, the bidder must specifically address 
each of the bulleted items below in this section of the proposal. Otherwise, bidder will 
respond to this section as follows: “No offsite project work proposed.”

4.1.2	Offshore Project Work
The State will not permit project work to be done offshore.

4.1.3	Project Manager Requirement
The contractor project manager manages the project from the contractor perspective 
and is the chief liaison for the State Project Director. The Project Manager has authority 
to make the day-to-day project decisions from the contractor firm perspective. This 
contractor project manager is expected to host meetings with Division Subject Matter 
Experts (SME) to review Division business organization and functions along with the 
organization, functions and data of existing information systems relevant to this project. 
The contractor project manager is expected to host other important meetings and to 
assign contractor staff to those meetings as appropriate and provide an agenda for each 
meeting. 

4.2	Project Management
The contractor must be the prime contractor to develop all the deliverables required by 
this RFP. The contractor must recommend a core team to work with DHSS over the 
course of the project and must identify other resources needed. A detailed, up-to-date 
project plan must be created and maintained weekly to accurately reflect project 
timelines and tasks. This project plan must include each phase of the project, clearly 
identifying the resources necessary to meet project goals. 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 release prototypes/drafts of project deliverables and 
components for early state consideration and comment in order to expedite the final 
review process.
4.3	Requirement to Comply with State Policies and Standards
All proposed solutions submitted in response to this RFP must be fully compatible with 
the Department of Health and Social Services’ technical environment.  This is specified 
in Appendix D via the following web links: 

*	State of Delaware Web Standards 
*	DTI Executive Sponsor Reporting Standards and Change Management Standards

Vendors must also comply with DTI policies and standards and DHSS Information 
Technology (IT) Standards, which will be distributed at the mandatory pre-bid meeting 
upon vendor signature of a non-disclosure agreement.  

Vendor 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 Form.

All components of the proposed solution, including third party software and hardware, are 
required to adhere to the policies and standards described above, as modified from time 
to time during the term of the contract resulting from this RFP, including any links or 
documents found at the above referenced web sites. Any proposed exceptions must 
be addressed in the Executive Summary (Section C) of your Technical Proposal. 
The exceptions listed must be specific and include a justification of why the 
exception is necessary and the impact on the project if the exception is not 
granted. Exceptions may be rejected or granted in whole or in part at the sole 
discretion of the State.
4.3.1	Architecture Requirements
Adherence to State standards is required for securing and protecting data.  This level of 
protection is required for data whether hosted onsite or offsite.  It is very critical that the 
proposed solution demonstrate this compliance. As such it is required that the vendor 
include in this section a proposed architectural diagram(s) in Visio format demonstrating 
appropriate tier separation and firewall protection that is consistent with State standards.

The application will have at least 3 tiers with the tiers configured and secured as in the 
sample diagram included in the DHSS IT Environment Standard.  Please see State of 
Delaware System Architecture Standard and DHSS IT Environment Standard for more 
information. These and associated documents will be provided to interested vendors 
separately.

DHSS mandates that system changes test out successfully in UAT with formal approval 
by the State prior to migration into production. The UAT environment must be the 
technical equivalent of the production environment to minimize issues with promoted 
code and/or database changes in production. Bidders may propose additional 
environments as necessary or recommended for their solution.

System architecture diagrams are a key component of the proposed system in terms of 
meeting State architecture requirements. As part of contract negotiations, the selected 
vendor will work with IRM to produce a final State approved detailed diagram for each 
proposed environment. These will be included in the final contract. This will also be made 
part of a project business case that must be in “Recommended” status prior to contract 
signature. The project business case is a State responsibility.

The State prefers to have a system with a web front-end for a common user interface.  
Web browser based applications are now considered the only acceptable platform for 
custom applications development at DHSS.  Additionally, in the purchase of any COTS 
(commercial off-the-shelf) system, web browser based systems will receive preferential 
treatment.  Preference will also be given to COTS systems which:

*	Use Microsoft Windows Server as their operating system
*	Use Microsoft Internet Information Server (IIS) as their web and application server 
software
*	Use either Microsoft SQL Server or the mainframe DB2 database for their data store 
(the Microsoft database platform is the preferred platform due to its higher availability 
and capacity)
*	Have been developed using Microsoft C#.NET
4.4	Database Design
The vendor will be required to provide a data model in Microsoft Visio format.
4.5	Reporting
To the extent possible, reporting should utilize an extracted or near real time copy of the 
production database so as not to adversely affect the performance and response time of 
the production application. This is critically important for systems that permit ad-hoc 
reporting or user-constructed queries. The State encourages the use of a separate 
reporting environment especially for complex systems or systems with a large 
concurrent use base. If a separate reporting environment is being proposed, bidders will 
include a corresponding system architecture diagram in their proposal.
4.6	Performance
Performance of the proposed solution within the DHSS and State technical environment 
is a critical consideration. The present data center environment in terms of infrastructure, 
hardware, power, etc. needs to be reviewed. Contractor is expected to review this with 
IRM and DTI to ensure that it is sufficient. The current design and capacity of the 
network especially in terms of connectivity to the Division business sites must be 
reviewed along with service upgrade plans. Future capacity and response time needs 
must be evaluated and accepted. 
4.7	Degree of Customization
In terms of costs, vendor will be expected to account for necessary customization of 
proposed solution in order to fit Division business needs.

In terms of degree of customization of COTS software to meet State needs, the State 
prefers that this not exceed 15%. There is no metric for this requirement; rather it 
represents the State’s interest in cost containment by restricting the customization of a 
COTS product. If proposing a COTS solution, please include an estimate of the 
percentage of customization generally necessary for this type of project. The State will 
waive ownership rights of customization features if they are made part of the standard 
product, which in fact is the State's preference.
4.8	Backup and Recovery 
DHSS requires that system data be backed up to appropriate media that can be restored 
as necessary. Contractor will be expected to review the current backup and recovery 
process and suggest scenarios where incremental backups, full backups or dataset 
reloads are appropriate.  
4.9	Disaster Recovery
DHSS has contracted with Vital Records, Inc. as the offsite media storage contractor for 
client/server and mainframe backup media. Sungard Recovery Systems is contracted as 
the client/server and mainframe cold site contractor. Disaster recovery tests are 
conducted every six months for the Biggs Data Center Environment. Contractor is 
expected to review this process with IRM and DTI to ensure that it is sufficient  

Additionally, if the vendor has ongoing maintenance responsibilities for the system, they 
will be required to participate to the extent necessary in this testing.  This requirement will 
be detailed in the maintenance contract and will also include expected turnaround time 
and recovery participation in the event of an actual disaster declaration.

4.10	Deliverables

Each document deliverable must be delivered in ten (10) paper copies, along with 
electronic copies sent to the State Project Director. State staff time is limited on this 
project especially for deliverable review. The project plan must include sufficient time for 
serial deliverable review. The contractor must include at least ten (10) business days, per 
deliverable, in the project plan for State staff to complete a review and to document their 
findings. Based on the review findings, DHSS 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 each rejection, 
the contractor will have five (5) business day periods to revise the document.  Additional 
three (3) business day periods shall be required by the State for subsequent reviews 
whenever revisions are requested or a deliverable is disapproved.

For each application module deliverable, the source code (or executable, in the case of 
COTS products) will initially be delivered to the IRM Manager of Application Support 
responsible for the Division (or designee) at the time of UAT.  The vendor is responsible 
for installation in the DHSS test environment with IRM staff present.  The vendor must 
remain on-site to address any errors until the application is successfully installed.  The 
project plan must include sufficient time for:
*	Training for the UAT group
*	UAT
*	Correction of issues uncovered during UAT
The vendor is responsible for developing a test plan and providing UAT test scripts along 
with each application module.

Both types of deliverables will be reviewed by DHSS and will require formal approval 
from DHSS, including the State Project Director, Project IRM Manager and Project IS 
Manager prior to milestone approval and payment.  Formal approval of a deliverable is 
State approval of the final version.  Bidder will include reasonable federal timeframes in 
the project plan for those deliverables requiring federal review, comment and approval.  
Also, both types of deliverables will be accompanied by a Deliverable Acceptance 
Request (DAR) – see Appendix M.  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.

1.	In the case of any discrepancy between any deliverable and the Contract, the 
controlling document shall be the Contract.
2.	In the case of any contradiction between deliverables, the contradiction shall be 
resolved at the sole discretion of DHSS.

NOTE: Deliverables will be reviewed in a sequential manner.  A deliverable will not 
be accepted for review until the preceding deliverable has been approved.  This 
provision does not prohibit a vendor from working on multiple deliverables at the 
same time.


Deliverables are listed as follows. Milestones are indicated with the Mn designation.



Project Deliverables & Milestones (M1-4)
Phase 1
Deliverable 1: Detailed Project Plan 

Approval of Phase 1 (M1)
Phase 2
Deliverable 2: Analysis of case management job functions/Medicaid 
penetration rate analysis

Deliverable 3: Development of on-line time study application

Approval of Phase 2 (M2)
Phase 3
Deliverable 4: User’s manual and staff training

Deliverable 5: Develop a cost allocation plan amendment 
describing the methodology, time study and allocation process. 


Approval of Phase 3 (M3)
Phase 4
Deliverable 6: UAT & Acceptance in Production of All Delivered 
Modules

Deliverable 7: Ninety (90) Day Warranty Period

Approval of Phase 4 (M4)

Except for the initial and final project phases above, vendors may propose a 
different sequence of phases and deliverables.  Schedule F1 of Appendix F 
(Project Cost Forms) must reflect this different sequence.

Deliverables shown in bold are mandatory.

4.10.1	Phase 1 
This phase is the kickoff of the project where the overall project planning, project 
management and schedule are agreed to and the ground rules and expectations are set.  

The deliverables in this phase are:
Deliverable 1: Detailed Project Plan 
This deliverable is the first update of the project plan submitted with the proposal of the 
selected vendor.  See Section 6.2.4 for a description of this deliverable.

The project 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.





With formal State approval of all deliverables in this phase, the milestone payment (M1) 
minus 10% holdback may be invoiced.

4.10.2	Phase 2
The deliverable(s) are as follows:
Deliverable 2:
Review the job functions and duties of DDDS Case Management staff and 
develop a comprehensive list of those activities and functions.  Ascertain what 
percentage of those functions and duties are allowable costs to the Medicaid 
Program. This deliverable will be a written document. 

Review the client base for the case management function and develop a 
methodology to calculate a statistic that will represent the percentage of that 
population that is Medicaid eligible. It is expected that this statistic will need to be 
developed every quarter. 
Deliverable 3:

Develop or transfer an on-line Time Study system that will accurately allocate 
costs for the case management function to the Medicaid Program. Because of 
the small size of the staff group providing case management services, it is 
expected that this system will be required to use a 100% time sample.

With formal State approval of all deliverables in this phase, the milestone payment (M2) 
minus 10% holdback may be invoiced.
4.10.3	Phase 3
The deliverable(s) are as follows:
Deliverable 4:

Develop and provide a user’s manual to both line and management staff and train 
user staff in the operation of the system. 

Deliverable 5: 

Develop a cost allocation plan amendment describing the methodology, time 
study and allocation process.
	

With formal State approval of all deliverables in this phase, the milestone payment (M3) 
minus 10% holdback may be invoiced.
4.10.4	Phase 4
The deliverable(s) are as follows:
Deliverable 6: User Acceptance Testing and Acceptance in Production of All 
Delivered Modules
This deliverable consists of final State approval of all delivered modules and their 
implementation into production. Vendor is expected to rigorously test their application 
prior to delivery for user acceptance testing, (UAT). The completed system or modules 
of the completed system will be made available in a test region for formal user testing of 
the system. This will include final testing of the entire completed system to verify that it 
functions as specified in Deliverable 2. The User Acceptance Test Report should list 
issues that were found and fixed during user acceptance testing. This deliverable will 
serve as a memorandum for the completion of acceptance testing and the sign-off to 
move forward with production implementation.
Deliverable 7: Ninety (90) Day Warranty Period
As the final deliverable of the project, vendor will supply 90 calendar days of warranty 
support after the final production implementation of all modules.  The first two weeks of 
warranty support will be on-site. The warranty period provides for issue resolution, bug 
fixes and system functionality problems with the new system. This support is included in 
the firm fixed price.

With formal State approval of all deliverables in this phase, the milestone payment (M4) 
may be invoiced. The total M4 payment is the sum total of the holdbacks from milestone 
payments M1 thru M3. See subsection 7.2 for details on project payments.



4.11	Project Expectations
Contractor will be expected to address the following requirements in detail. Emphasis is 
on the limited availability of state staff for this project and the expectation that the 
contractor express in detail their understanding of their responsibilities in the areas of 
Customization/Development, Implementation, Warranty, Training, and Deliverables. 
4.11.1	Customization/Development
Vendor assumes primary responsibility for this project with minimal assistance from state 
staff 
4.11.2	Site Requirements

For non-ASP solutions, the application and database infrastructure and platforms must be 
located at the Biggs Data Center on the DHSS Herman Holloway Sr. Health & Social 
Services Campus in New Castle, Delaware.

DHSS prefers the use of web browser based applications and given the option between 
browser-based applications and other types of applications, will select the browser-based 
solution.  Vendors should note though that ASP/COM applications that use 
MTS/Component Services present security difficulties in the DHSS IT Environment and 
will generally not be allowed.

When a web browser based solution is not available, DHSS runs all "thick client" 
applications (sometimes referred to as "client/server applications") on the Citrix 
XenApp/Metaframe platform. Vendors proposing such applications must ensure full Citrix 
XenApp/Metaframe compatibility. DHSS has infrastructure in place to present Citrix 
based applications to internal network users and/or external users via the Internet.

Any remote access by IT vendors will be accomplished through the use of SSL VPN.  
Direct modem dial-up access is not allowed.  If a vendor expects or requires remote 
access for proper implementation and/or support of his product, proposals must detail the 
exact nature of the remote access required and why it cannot be accomplished through 
other means.  Vendors 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 in the DMZ, either RDP or Citrix must be 
used.

If the vendor will use 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 vendor is required to 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.

Any software purchased or developed for DHSS must be an appropriate fit into the 
DHSS IT Environment.  The DHSS IT Environment Standard will be distributed at the 
pre-bid meeting. Vendors will describe how their proposal's components are consistent 
with the current environment.  Vendors 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.  Bidder 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 State prefers to purchase third party hardware and software directly unless there is 
significant advantage to the State in having the hardware/software as vendor 
deliverables. In either case, all software licenses must be in the name of DHSS and must 
provide for separate development, test and production environments.
4.11.3	System Testing
Contractor will consult with IRM to ensure that all aspects of the testing environment are 
ready. Conversion run tests from existing system will be scheduled through IRM. These 
tests will be scheduled to run during off peak hours so as to minimize network load.   
Each developed entity will be thoroughly tested by the contractor before it is scheduled 
for acceptance testing with the State.
4.11.4	User Acceptance Testing (UAT)
Each system module will undergo UAT by the State prior to production implementation. 
The vendor is responsible for developing UAT test scenarios, but the State is not limited 
to these scenarios and will test all aspects of deliverables.  The locations for UAT State 
staff will be at the State’s discretion.  Upon formal State approval of a module’s UAT, it 
will be scheduled with IRM for implementation into the production environment.
4.11.5	Conversion
This project will not involve conversion of existing data.
4.11.6	Training
Contractor will be responsible for training users in all aspects of the new system. Training 
will be outlined in a training plan discussing expectations and schedules. A training 
planning session must be held to review the training plan prior to the first actual training 
session. This will enable State and Contractor staff to better communicate during these 
sessions. Contractor will detail in their proposal a training plan outline and schedule for 
users of each component of the system.
4.11.7	Support Services
Bidders must include a description of the ongoing support they are proposing which will 
start after the warranty phase.  Support includes licenses, help desk support, bug fixes, 
updates, ASP charges (if applicable) and new releases. Costs for such services will need 
to 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. The first 
year will be mandatory; years two through five will be at the State’s option.  Support cost 
inflation is discussed on the cost forms.

Bidder must guarantee that their proposed solution will comply with all mandatory 
requirements, including HIPAA, throughout the entire support phase.  Bidder will also 
specify expected deadline dates for completion of such modifications after the provision 
of detailed, written notice of impending changes from the Division.

It is critical that the proposed solution include ongoing support services and assurance 
that all regulatory requirements will be met for the Division.  Other details and specific 
requirements are included in various sections throughout this RFP.
4.11.8	Maintenance Services
Bidders must also provide:
*	An estimate of the number of hours required to apply the DHSS customization 
features to new releases.
*	A single fully loaded hourly rate which will apply to this work, as well as to future 
customization.

This information will need to be shown in the Business Proposal.  Support cost inflation is 
discussed on the cost forms.

Bidder must guarantee that their proposed solution will comply with all mandatory 
requirements throughout the entire support phase.  Bidder will also specify expected 
deadline dates for completion of such modifications after the provision of detailed, written 
notice of impending changes from DHSS.  

4.11.9	Documentation
The vendor is responsible for providing documentation of the new system.  At a 
minimum, this includes user manuals and/or on-line help.  For non-COTS systems and 
for the customized components of COTS systems, the vendor is also responsible for 
providing sufficient system documentation to permit DHSS application maintenance.




5	Proposal Evaluation/Contractor Selection
5.1	Process
DHSS will conduct a three tiered review process for this project.  In the first tier, each 
Technical Proposal will be evaluated to determine if it meets 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.  All proposals meeting the 
mandatory submission requirements will be given to the DHSS Evaluation Team.

In the second tier, the Evaluation Team will perform Technical and Business Proposal 
Reviews.  The individual scores of each evaluator will be averaged 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.

After the Evaluation Team completes its initial review, staff from the Department of 
Technology and Information (DTI) will review the top two (2) to five (5) proposals and 
provide comments and recommendations to the Evaluation Team which will be used in 
selecting the vendors to demonstrate their proposed solution.

Vendors may be required to demonstrate their proposed solutions.  The demonstrations 
will be used in the Evaluation Team’s final deliberations.

In the third tier, the Evaluation Team findings 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 Director, Division of Management 
Services.  Final selection is at the discretion of the Director or their designee.
5.2	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.  
5.2.1	Mandatory Requirements
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: Vendor is required to address Section 4 
“Contractor Responsibilities/Project Requirements” in detail by subsection and bullet.  
Vendor is 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.  
5.2.2	Technical Proposal Scoring
Only those bidders submitting Technical Proposals which meet the Mandatory 
Submission Requirements provision will have their Technical Proposals scored. 


Category
Maximum 
Assigned Points
Meets Mandatory RFP Requirements
Pass/Fail
Appropriateness of Proposed Solution in Terms 
of Business & Technical Requirements
30
Organization, Staff Qualifications and 
Experience With Similar Projects
30
Understanding Scope of the Project
10
Project Management Methodology
10
Total Maximum Technical Score
80
5.2.3	Business Proposal Scoring
Total business score will be based on the costs submitted as part of the cost worksheet 
and on the documented stability and resources 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.

Total Maximum Business Score
20
		.
5.2.4	Total Points Awarded
(Total Technical Score + Total Business Score) = Total Evaluation Score

Total Maximum Evaluation Score
100


6	Bidder Instructions
6.1	Submission Information
The proposal must be submitted as follows:

Two (2) original CDs (Each Labeled as “Original”) and six (6) CD copies (Each labeled as 
“Copy”).  In addition, any required confidential financial or audit information relating to the 
company and not specifically to the proposal may be copied separately to one set of up 
to three (3) additional CDs (Each labeled “Corporate Confidential Information”). 

Each CD will contain the following files at a minimum:
*	CD Directory.doc (Microsoft Word 2000 or higher)
*	RFP Technical Proposal.doc
*	RFP Business Proposal.doc
*	RFP Technical Proposal.pdf
*	RFP Business Proposal.pdf
*	RFP Project Plan.mpp

Each proposal file in .pdf format must be a printable copy of each original volume 
submitted. Other files may be submitted separately. The CD Directory.doc file must 
contain a Word table listing each file contained on the CD along with a short description 
of each. 

It is the responsibility of the bidder to ensure all submitted CDs are machine 
readable, virus free and are otherwise error-free. CDs (or their component files) 
not in this condition may be cause for the vendor to be disqualified from bidding.

Bidders are no longer required to make hard copies of their responses except that a 
cover letter along with the forms found in Appendices B, J, and K should be 
submitted in hardcopy with original signatures.


The Technical Proposal Volume copies must be labeled on the outside as follows:


State of Delaware
Department of Health and Social Services
RFP

Volume 1
Case Management Time Study - Technical Proposal

DHSS RFP HSS-10-087
(Name of Bidder)

August 3, 2010, 11:00 AM ET


The Business Proposal Volume copies must be labeled on the outside as follows:

State of Delaware
Department of Health and Social Services
RFP

Volume 2
Case Management Time Study - Business Proposal

DHSS RFP HSS-10-087
(Name of Bidder)

August 3, 2010, 11:00 AM ET


6.1.1	Proposal Delivery
Proposals must be delivered to:
       
       BRUCE KRUG
			DELAWARE HEALTH AND SOCIAL SERVICES
			PROCUREMENT BRANCH
			MAIN ADMIN BLD, SULLIVAN STREET
			2ND FLOOR –ROOM #257
			1901 NORTH DUPONT HIGHWAY
			HERMAN M. HOLLOWAY SR. HEALTH AND 
			SOCIAL SERVICES CAMPUS
			NEW CASTLE, DELAWARE 19720
			PHONE:	(302) 255-9290
		
6.1.2	Closing Date
All responses must be received no later than August 3rd, 2010, 11:00 am ET.                       
6.1.3	Notification of Award 
Proposed date the Notification of Award will be mailed to all bidders: August 20, 2010.
6.1.4	Bidder Questions
All questions shall reference the pertinent RFP section(s) and page number(s).  Written 
responses from DHSS will be binding. Verbal responses given at a pre-bid meeting (if 
held) will be informational only and non-binding. Other than at the bidders’ meeting, 
bidders may not contact any State staff except by sending correspondence 
electronically to:

A)	Program Questions:

Valerie Smith, Chief of Administration
Division of Developmental Disabilities Services
valerie.smith@state.de.us

B)	 Cost Allocation Plan Related Questions:

Robert Bubacz, Sr. Fiscal Administrative Officer
Division of Management Services
robert.bubacz@state.de.us

by July 13, 2010, 4:30 PM ET.  Only those questions received in this manner by this 
date and time will be considered, and it is the vendor’s responsibility to ensure that 
questions are received by the above named person by the date and time shown above. 
DHSS 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. This addendum will also be sent 
electronically to all vendors attending the bidders’ meeting.
6.1.5	Anticipated Schedule
The following timetable is anticipated for key activities within the procurement process:


Activity
Schedule
State Publishes RFP
June 29, 2010
Submission of Letter of Interest
July 6, 2010 4:30 PM ET
Submission of Questions
July 13, 2010 4: 30 pm ET
Response to Questions
July 20, 2010
Receipt of Proposals
August 3, 2010 11: 00 am ET
Selected Vendors’ Demonstrations
August 9 – 13, 2010
Notification of Award
August 20, 2010
Contract Signature/Project Start
September 14, 2010

6.1.6	Proposal Becomes State Property
All proposals become the property of the State of Delaware and will not be returned to 
bidders.  DHSS 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.
6.1.7	RFP and Final Contract
The contents of the RFP will be incorporated into the final contract and will become 
binding upon the successful bidder. 
6.1.8	Proposal and Final Contract
The bidder's proposal will be incorporated into the final contract and be considered 
binding upon the successful bidder.
6.1.9	Modifications 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 contractor submitting a proposal.
6.1.10	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. Single proposals containing alternative/multiple solutions will be failed.
6.1.11	Cost of Proposal Preparation
All costs of proposal preparation will be borne by the bidder.
6.1.12	Letter of Interest

In lieu of a mandatory pre-bid meeting, the Department is requiring potential bidders to 
submit a Letter of Interest, (see Appendix N), by July 6, 2010.  The contact information 
in this letter will be used to direct the bidder to sections of the DTI website 
containing information on the State IT Environment that a potential bidder will 
need to know in order to develop a successful bid package. 

The Letter of Interest should be submitted to:

       BRUCE KRUG
			DELAWARE HEALTH AND SOCIAL SERVICES
			PROCUREMENT BRANCH
			MAIN ADMIN BLD, SULLIVAN STREET
			2ND FLOOR –ROOM #257
			1901 NORTH DUPONT HIGHWAY
			HERMAN M. HOLLOWAY SR. HEALTH AND 
			SOCIAL SERVICES CAMPUS
			NEW CASTLE, DELAWARE 19720
			PHONE:	(302) 255-9290

6.2	Volume I – 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 Requirements 
F.	Staff Qualifications and Experience
G.	Firm 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.
6.2.1	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 company 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’s have been scanned and are free from 
viruses and other malicious software.
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

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.
6.2.2	Required Forms (Section B)
This section of the proposal will include the following completed forms:
Certification and Statement of Compliance
Appendix B: This is a mandatory form in which the bidder must certify certain required 
compliance provisions.
Mandatory Submission Requirements Checklist
Appendix G: This is 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.
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 State 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.
Bidders Signature Form
Appendix J: This is a standard bidder information form.

Office of Minority and Women Business Enterprise Self-Certification Tracking 
Form
Appendix K: This is an optional form

Bidder Project Experience 
Appendix L: This provides a standard form to document vendor’s work on similar 
projects.
6.2.3	Executive Summary (Section C)
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.
6.2.4	Project Management Plan (Section D)
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. 
Project Plan (Section D.1)
Bidder must outline a project plan with the following information:
*	Key dates including dates for deliverable submission, State deliverable approval, 
Federal deliverable approval (if required) and milestones
*	Staffing structure, with a breakdown by activity, task and subtask within the entire 
project
*	An organization chart with staff names & functional titles
*	Description at the subtask level including duration and required staff resources 
(contractor vs. State) and hours
*	Resource staffing matrix by subtask, summarized by total hours by person, per 
month.

The proposed schedule in the project plan must be in Microsoft Project format. Bidder 
must also discuss procedures for project plan maintenance, status reporting, deliverable 
walkthroughs, subcontractor management, issue tracking and resolution, interfacing with 
State staff and contract management.

Vendors attending the mandatory bidders’ meeting will receive a sample Microsoft 
project plan.  It provides the general format that vendors must follow when constructing 
their project plan.  Vendor plans must reflect each deliverable and milestone in the 
specified format.  Review periods as specified in the RFP must be built into the project 
schedule.  Serial deliverable review periods must be shown - the best way to do this is to 
link the "State Review of Deliverable" task with the prior deliverable's review task.  The 
project plan is a critical deliverable and must reflect all dependencies, dates and review 
periods. If the plan has issues, the state will not approve the initial milestone payment. 
Vendor staff expertise in MS Project is critical for proper construction and maintenance 
of this plan.  

NOTE: All of the application deliverables are described at a module level.  The project 
plan must be more detailed and include items such as:
*	Requirements JAD sessions
*	Requirements document *
*	Design JAD sessions
*	Design document *
*	User manual or on-line help *
*	Systems documentation, as required *
*	Training plan *
*	UAT *
*	Production implementation *

For the items shown with an asterisk above, the plan needs to provide time for DHSS 
review and approval.
6.2.5	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:
*	Technical project management
*	Planning
*	Requirements Analysis
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 
subsection 4.1. Resumes will be formatted as outlined in Appendix E and included in this 
section of the proposal. Bidder must also provide an organization chart of all proposed 
staff.

If subcontractors are being proposed, then include the name and address of each sub-
contractor entity along with an organization chart indicating staffing breakdown by job title 
and staff numbers on this project. This organization chart must show how the individual 
subcontractor entity will be managed by your firm as the primary contractor.  Any sub or 
co-contractor entity(s) proposed will need prior approval by the State before the contract 
is signed. If proposing no sub contractors, please state in this proposal section “No 
subcontractors are being proposed as part of this contract.” Please refer to RFP 
Appendix A for subcontractor standards.
6.2.6	Firm Past Performance and Qualifications (Section G)
The bidder shall describe their corporate experience within the last five (5) years directly 
related to the proposed contract.  Also include experience in:
*	Other government projects of a similar scale

Experience of proposed subcontractors shall be presented separately.  

Provide a summary description of each of these projects including the contract cost and 
the scheduled and actual completion dates of each project.  For each project, provide 
name, address and phone number for an administrative or managerial customer 
reference familiar with the bidder’s performance.  Use the form provided in Appendix L.

Provide an example of an actual client implementation plan, similar in magnitude to the 
Case Management Time Study, including staff, dates, milestones, deliverables, and 
resources.
6.3	Volume II – Business Proposal Contents
The business proposal volume will contain all project costs along with evidence of the 
bidder’s financial stability.
6.3.1	Project Cost 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 Schedule F1 must include all costs (except out year 
costs) that the selected vendor will be paid by DHSS.  If specialized hardware or 
software will be provided by the vendor, it must be included as a deliverable in this 
schedule.

Vendors attending the mandatory bidders’ meeting will receive a sample Microsoft Excel 
version of Schedule F1.

Cost information must only be included in the Business Proposal Volume. No cost 
information should be listed in the Technical Proposal Volume. 

6.3.2	Software and Hardware Information (Section B)
On a separate page of the Business Proposal entitled “Software Licensing Structure” list 
each module and each third party software application listed in either Schedule F1 or 
Schedule F5.  Describe what required (or optional) functions from section 4 that the 
particular module or application includes. Discuss the licensing structure (per seat, 
concurrent user, site, etc.) for each.  

On a separate page of the Business Proposal entitled “Hardware Description” list each 
hardware item listed in either Schedule F1 or Schedule F6.  Provide a description of its 
function and a detailed component list.

All licenses must be in the name of the State and at a minimum must provide for 
separate development, test and production environments.
Procurement Instructions
Implementation vendor will work with a state approved hardware/software vendor(s) to 
develop and verify the specifications for project hardware and software.  The State 
approved vendor will send the implementation vendor a product specifications list, 
without cost information, for confirmation. The implementation vendor will submit the 
confirmed list to the State and the State will request a quote from the vendor(s). The 
State approved vendor will develop the quote using these specifications and send this to 
the State. The Division will process the purchase (order) as normal, using project 
funds. This will ensure the products are in the State’s name and are added to our current 
agreements. 
6.3.3	Vendor 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 held or not:

*	If the bidder is a publicly held corporation, enclose a copy of the corporation's most 
recent three years of audited financial reports and financial statements, a recent Dun 
and Bradstreet credit report, and the name, address, and telephone number of a 
responsible representative of the bidder's principle financial or banking organization; 
include this information with copy of the Technical Proposal and reference the 
enclosure as the response to this subsection; or
*	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 recent 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
*	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 must also be provided for any subcontractor(s) who are proposed to 
complete at least ten (10) percent of the proposed scope of work.



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. 
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 contract between DDDS and the contractor selected from the evaluation of 
responses to this RFP shall consist of the components stated in section B.16 of the 
Standard Department Contract,(appendix C).In the event of any conflict among the 
Contract Documents, the order of precedence shall be as set forth below:

1.	Standard Department Contract (pages 1 – n of this contract
2.	Division Requirements
3.	Contract Amendment(s) 
4.	RFP Amendment(s)
5.	Published RFP
6.	Amendment(s) to Vendor Proposal 
7.	Vendor Proposal 
8.	Other Informational Documents   
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 Schedule F1 (Appendix F).  Payments will be made based upon the 
contractor's satisfactory completion and State approval of the identified scheduled 
milestones.
7.3	Contract Term
The maximum term of the project is twelve months from contract signature.  Bidder may 
propose a shorter term in their proposal. At the State’s sole discretion the contract end 
date may be extended for up to 3 (three) years in one year increments.
7.4	Contractor Personnel
At any time and at its sole discretion, DHSS shall have the right to require the Contractor 
to remove any individual (either Contractor or subcontractor) from his/her assignment to 
this contract if, in the opinion of DHSS, such employee is uncooperative, inept, 
incompetent or otherwise unacceptable. DHSS will notify the Contractor of this issue in 
writing and Contractor will immediately comply. The State shall not be invoiced for any 
further work by this individual after this notification. If the Contractor must make a staff 
substitution for whatever reason, a staff person with equivalent or better qualifications 
and experience will be proposed to the State as soon as possible. This proposed 
candidate will be subject to the same qualifying procedures as the original candidate. The 
State Project Director and Project IRM Manager 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 proposed replacement staff member can be 
approved and can assume the vacated position immediately upon its vacancy.
7.5	DTI Requirements
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 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.

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 Contractor is required to agree to the requirements in the CONFIDENTIALITY AND 
INTEGRITY OF DATA STATEMENT, attached, and made a part of this RFP.  
Contractor employees, individually, may be required to sign the statement prior to 
beginning any work.

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. 

CYBER SECURITY LIABILITY:
It shall be the duty of the Vendor 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. Vendor’s 
agreement shall not limit or modify liability for information security breaches, and Vendor 
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 Vendor all damages, costs and expenses caused by such information security 
breaches that have not been previously paid to Vendor.

OTHER
The contractor agrees that it shall indemnify and hold the State of Delaware and all its 
agencies harmless from and against any and all claims for injury, loss of life, or damage 
to or loss of use of property caused or alleged to be caused, by acts or omissions of the 
contractor, its employees, and invitees on or about the premises and which arise out of 
the contractor’s performance, or failure to perform, as specified in the Agreement.

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. 
Contractor’s agreement shall not limit or modify liability for information security breaches, 
and 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 contractor all damages, costs and expenses caused by such information 
security breaches which have not been previously paid to Vendor.
7.6	Funding
This contract is dependent upon the appropriation of the necessary funding.

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	Method of Payment:
The agencies or school districts involved will authorize and process for payment each 
invoice within thirty (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.
7.9	Contract Transition
In the event the Department 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 Department or to another 
Contractor designated by the State. This close out plan must be approved by the 
Department.


8	Appendices

Appendices referenced in this RFP are included in this section. The following are 
included for the bidder’s use in submitting a proposal.  

A. General Terms and Conditions
B. Certification and Statement of Compliance
C. Standard Departmental Contract
D. Website Links
E. Key Position Resume
F. Project Cost Forms
G. Mandatory (Pass/Fail) Submission Requirements Checklist
H. State of Delaware Contracts Disclosure
I. Crosswalk of RFP Section 4
J. Bidders Signature Form
K. Office of Minority and Women Business Enterprise Self-Certification Tracking 
Form
L. Bidder Project Experience
M. Deliverable Acceptance Request (DAR)

The following Appendices must be completed by all bidders and included as part of the 
specified proposal:
*	Technical Proposal - Appendices B, E, G, H, I, J, K(optional), L
*	Business Proposal – Appendix F


Appendix 

A.	General Terms and Conditions


Appendix A
General Terms and Conditions 

The following provisions are applicable to all DHSS RFP’s

1)	Proposal Becomes State Property 
	 All proposals become the property of the State of Delaware and will not be 
returned to contractors. 

2)	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.  

3)	Proposal and Final Contract 
	 The bidder's proposal will be incorporated into the final contract and be 
considered binding upon the successful bidder.

4)	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.

5)	Cost of Proposal Preparation 	
	All costs of proposal preparation will be borne by the bidder.

6)	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. 

7)	Certifications, Representations, Acknowledgments
Using Appendix B, bidding contractors must certify that:

*	They are a regular dealer in the services being procured.
*	They have the ability to fulfill all requirements specified for development with this 
RFP.
*	They have independently determined their prices.
*	They are accurately representing their type of business and affiliations.
*	They have acknowledged any contingency fees paid to obtain award of this contract.
*	They have included in their quotation all costs necessary for or incidental to their total 
performance under the contract.
*	They will secure a Delaware Business License.
*	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.

8)	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.

9)	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. 

10)	Reserved Rights of the Department of Health & Social Services
	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, DHSS may 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.

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.

12)	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.

13)	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.
 
14)	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. 

15)	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.

16)	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.

17)	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. 

18)	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. 


19)	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.

20)	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.

21)	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/



 


 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; and
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.
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.



n.	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:
1.	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.
2.	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
3.	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.

The following conditions are understood and agreed to:

a.  No charges, other than those specified in the cost proposal, are to be levied upon the 
State as a result of a contract.

b.  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


PROCUREMENT


			        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:______________________________________________________________




Appendix 

C.	Standard Departmental Contract 
(DHSS Standard Contract Boilerplate Approved:  10/06/2008  




					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:

		a) Comprehensive General Liability		   $1,000,000
	and
	b) Medical/Professional Liability                        $1,000,000/ $3,000,000 
                              
or	c)  Misc. Errors and Omissions		   $1,000,000/$3,000,000

or         d)  Product Liability				   $1,000,000/$3,000,000



	
	All contractors must carry (a) and at least one of (b), (c), or (d), depending on the 
type of service or product being delivered. 

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:

		e)  Automotive Liability (Bodily Injury)	    $100,000/$300,000
		f)  Automotive Property Damage (to others)	              $ 25,000

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.

		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, 
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.  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 …….

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 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 C.  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 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. 


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.

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								        Date


________________					                   For the Division:
Date


								       __________________
												
				      				       Director


								        __________________
								        Date
									



 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/ 


Appendix 

E.	Key Position Resume 




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



Appendix 

F.	Project Cost Forms


F1. Project Costs by Deliverables & Milestones
<Project Title> Deliverable & Milestone Cost Schedule
Phase
Project Deliverables & Milestones 
Deliverable 
Cost
Phase Cost
Holdback
Vendor 
Payment
State 
Share
Projected 
Date
Actual 
Date 
Approved
Phase 1
Deliverable 1: Detailed Project Work Plan

 

State Approval of Phase 1 (M1)





 
Phase 2
Deliverable 2:Analysis of job functions and Medicaid Penetration 
Rate

 

Deliverable 3: On-line Time Study Application



State Approval of Phase 2 (M2)





 
Phase 3
Deliverable 4: User Manual and training



Deliverable 5: Develop a cost allocation plan amendment. 








State Approval of Phase 3 (M3)





 
Phase 4
Deliverable 6: UAT & Acceptance in Production of All Delivered 
Modules
 
 

Deliverable 7: Ninety (90) Day Warranty Period



State Approval of Phase 4 and Entire Project, Including Holdback From Prior 
Phases (M4)





 
Total Project Cost



 
ASP Cost During Implementation & Warranty Period (if applicable)




Total Cost














Holdback Percent
10.00%







State Share Percent
100.00%







The Total Cost shown in Schedule F1 must include all costs (except out year costs) that the selected vendor 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 
schedule. Deliverable costs will sum to the Total Project Cost which constitutes the firm fixed price of the contract.
Deliverables in the Microsoft Project plan must match those included in the project cost schedule above.

The modules listed above are those described in the RFP.  If a vendor’s proposed solution provides the same functionality as descried 
in the RFP, but organizes this functionality in a different combination of modules, the vendor should show its own organization of 
modules in the above schedule and in Schedules F3 and F4.

Vendors must complete the Projected Date column for each milestone and the dates must correspond to the dates provided in the 
Microsoft Project plan.

Milestone Cost Breakdown
*	M1 = Total Cost for Phase 1 deliverables – 10% holdback
*	M2 = Total Cost for Phase 2 deliverables – 10% holdback
*	M3 = Total Cost for Phase 3 deliverables – 10% holdback
*	M4 = M1 + M2 + M3 holdbacks

Costs for each task/deliverable listed must be specified along with the total cost of all tasks/deliverables in each specified phase.  
Please check all figures for accuracy.

Contractor may invoice for milestone payments upon formal approval by the Division and IRM.



F2. Schedule of Rates for Project Staff
Vendor is to 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 in project scope.  A 
fully loaded hourly rate is an hourly rate that encompasses all costs to the vendor for 
providing additional services to the state as necessitated by for additional tasks not 
covered under the scope of this contract.  Costs included in this rate would be salary, 
overhead, lodging, travel, supplies, incidentals, etc. This rate would be used to apply 
against the hours estimated for each additional task proposed such that Task Hours * 
Rate = Task Cost.

Job Title
			Name
Fully Loaded 
Hourly Rate







































































F3	Software Licensing Schedule
Module Name
Number of 
Licenses 
Percent 
Customization
 





F4	Out year Software Support, ASP and Maintenance Cost Schedule
Out year support costs are to be listed in the following schedules for each module.  
Support, ASP and maintenance costs are capped at a 2% inflation rate per year. Out 
year support and maintenance costs will be taken into effect in determining the 
Appropriateness of Solution Score.  Year 1 is defined as the first 12 months after the 
expiration of the 90 day warranty period.

Support Costs
Module Name
Year 1
Year 2
Year 3
Year 4
Year 5
 





Total






ASP Costs (if applicable)
Module Name
Year 1
Year 2
Year 3
Year 4
Year 5






Total






Maintenance Costs
Estimate of the number of hours required to apply the DHSS 
 
customization features to new releases: ____________


Single fully loaded hourly rate which will apply to this work, as 
 
well as to future customization during the first year: ____________


F5.	State Purchased Third Party Software Schedule
List all third party software that the State is responsible for purchasing for use after 
implementation. This includes State developer licenses as well as user licenses. The 
State is not responsible for purchasing vendor developer licenses.  Only new software or 
additional licenses for existing software being proposed for this project will be listed here. 
If the proposed software solution comprises multiple separately-costed modules, please 
list them separately in the following Schedule. 

Software Description/Name
Required 
Version
Number of 
Licenses

















Total Estimated State Purchased Third Party Software Cost __________________
The State will purchase the above items from a third party, not the selected vendor.  The 
cost should not be included in Schedule F1 


F6. State Purchased Hardware Schedule
This is a hardware summary cost schedule. Only new hardware or upgrades to existing 
hardware being proposed for this project will be listed here. 

Hardware Description/Name
Quantity


















Total Estimated State Purchased Hardware Cost __________________
The State will purchase the above items from a third party, not the selected vendor.  The 
cost should not be included in Schedule F1 



Appendix 

G.	Mandatory (Pass/Fail) Submission Requirements Checklist



Mandatory (Pass/Fail) Submission Requirements Checklist
Mandatory Submission Requirement
RFP     
Section
Compliance 
Y or N          
The bid is submitted no later than the closing date and time
6.1.2

The bid is submitted in separate sealed volumes containing the 
Technical and Business proposals
6.1

The correct number of copies of each proposal is submitted
6.1

Each proposal volume is labeled correctly
6.1

Proposal conditions are valid for 180 days from the deadline date for 
proposal submission
6.2.1

The proposal contains a single solution in terms of this planning 
project
6.1.10

Bidder/Proposed Subcontractor has appropriate project experience
6.2.6

Transmittal Letter submitted on official business letterhead and signed 
by an authorized representative
6.2.1

Proposal CD’s have been scanned and are free from viruses and 
other malicious software.
6.2.1

Bidder Agrees to Comply with the provisions specified in the General 
Terms and Conditions 
Appendix A

Technical proposal is submitted with a duly signed and dated copy of 
the Certification/Statement of Compliance 
Appendix B

Completed Project Cost Forms 
Appendix F

Firm fixed price contract proposed
7.2

Technical proposal is submitted with a completed, duly signed and 
dated copy of the Submission Requirements Checklist 
6.2.2 & 
Appendix G

Completed State of Delaware Contracts Disclosure 
Appendix H

Completed Crosswalk of RFP Section 4 
Appendix I

Completed Bidders Signature Form 
Appendix J

Project timeline does not exceed specified project length
7.3

Compliance with HIPAA Regulations & Standards
4.3 & 4.4 

Proposal includes required resumes
6.2.6



_________________________________________
Signature of Authorized Representative


_________________________________________
Title / Company

_______________
Date


Appendix 

H.	State of Delaware Contracts Disclosure



 State of Delaware Contracts Disclosure

Vendor/Predecessor 
Firm Name
State Department 
and Division
Contact Name, Address and 
Phone Number
Period of 
Performance
Contract 
Number
Amount
Sample Vendor Firm Name
DHSS \ DMS
Contact Name                            
1901 N DuPont Highway            
New Castle, DE 19720               
302.999.9999
01/01/2002 –
12/31/2002
PSC-999999
$100,000


































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.



Appendix 

I.	Crosswalk of RFP Section 4



Crosswalk of RFP Section 4 


RFP Section
Proposal 
Section 
Number
Proposal 
Page 
Number
4 Contractor Responsibilities/Project Requirements


4.1 Staffing


4.2 Project Management


4.3 Requirement to Comply with State Policies and Standards


4.3.1 State Architecture Requirements


4.4 Database Design


4.5 Reporting


4.6 Performance


4.7 Degree of Customization


4.8 Backup and Recovery


4.9 Disaster Recovery


4.10 Deliverables


Deliverable 1: Detailed Project Workplan


Deliverable 2: Analysis of case management job functions/Medicaid penetration rate 
analysis


Deliverable 3: Development of on-line time study application


Deliverable 4: User’s manual and staff training


Deliverable 5: Cost Allocation Amendment


Deliverable 6: UAT & Acceptance in Production of All Delivered Modules


Deliverable 7: Ninety (90) Day Warranty Period


4.13 Project Expectations


4.13.1 Customization/Development


4.13.2 Site Requirements


4.13.3 System Testing


4.13.4 User Acceptance Testing (UAT)


4.13.5 Conversion


4.13.6 Training


4.13.7 Support Services


4.13.8 Maintenance Services


4.13.9 Documentation



This is a template for the crosswalk of Section 4 in the RFP.  It links the numbered RFP sections to the sections and page numbers of 
the bidder’s proposal.  Bidders are required to fill out this crosswalk completely for each numbered section in Section 4.



Appendix 

J.	Bidders 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 NUMBER:				
DELIVERY DAYS/COMPLETION TIME:							
F.O.B.:											
TERMS:											

THE 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.




Appendix 

K.	Office of Minority and Women Business Enterprise Self-Certification Tracking 
Form




 

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# 
(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__________________




Definitions

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





Appendix 

L.	Bidder Project Experience



 
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.

Appendix 

M.	Deliverable Acceptance Request (DAR)






 


 

      

Deliverable Acceptance Request (DAR)



   
Division Name:

Project Name:

Project Phase:

Project Manager:

Vendor:

Vendor Project Manager:


Deliverable Name:

Delivery Date:

Expected Date of Response:

Actual hours worked and Cost incurred:


Narrative of findings:












Division Program Name:
Signature:
Date:
Div. IT Liaison Name:
Signature:
Date:
IRM Name:
Signature:
Date:



Appendix 

N.	Letter of Interest





 

Delaware Health and Social Services
Request for Proposal

Letter of Interest
                                                                                                               
The following information must be filled out for firms intending to submit a response to this RFP.  
This letter has a strict submission deadline date prior to the submission of a proposal. Proposals 
submitted without prior submission of this letter will not be opened.

Vendor Name


Email Address



Authorized Vendor Representative 
Printed Name

Signature



			
	

			


		Table of Contents				
	86		
Case Management Time Study System RFP		Project Overview
Case Management Time Study System RFP		DHSS Program and System Overview 
Case Management Time Study System RFP		State Responsibilities
Case Management Time Study System RFP		Proposal Evaluation/Contractor Selection
Case Management Time Study System RFP		Proposal Evaluation/Contractor Selection
Case Management Time Study System RFP		Bidder Instructions 
Case Management Time Study System RFP		Terms and Conditions 
Case Management Time Study System RFP		Appendices