WCDS M&O Project
REQUEST FOR PROPOSAL
Addendum 1
April 23, 2013
WCDS Consortium
WCDS M&O Project
Request for Proposal
April 23, 2013
Page
-
i
Document History
D
ATE
V
ERSION
R
ESPONSIBLE
R
EASON FOR
R
EVISION
3/1/
2013
1
NM
Initial Formal Release to Vendor Community
4/
23/
2013
Amendment 1
Amendment 1 based on Vendor Questions
WCDS M&O Project
Request for Proposal
April 23, 2013
Page
-
i
Table of
C
ontents
1.
INTRODUCTION AND GEN
ERAL INFORMATION
................................
.....................
1
1.1
P
URPOSE OF THE
R
EQUEST FOR
P
ROPOSAL
................................
................................
................................
......
1
1.2
O
VERVIEW OF
S
COPE
................................
................................
................................
................................
.......
1
1.3
S
TRUCTURE OF THE
RFP
................................
................................
................................
................................
..
2
1.3.
1 RFP Sections
................................
................................
................................
................................
...............
2
1.3.2 Attachments
................................
................................
................................
................................
.................
3
1.4
I
NTERPRETIVE
C
ONVENTIONS
................................
................................
................................
..........................
5
1.5
I
NITIAL
T
ERM OF
A
GREEMENT
................................
................................
................................
.........................
5
1.5.1 Alternative 1
–
Seven
-
year Base Period (BP)
................................
................................
.............................
5
1.5.2 Alternative 2
–
Five
-
year Base Period (BP)
................................
................................
................................
5
1.6
M
INIMUM
V
ENDOR
R
EQUIREMENTS
................................
................................
................................
................
6
1.7
A
VAILABILITY
................................
................................
................................
................................
..................
6
1.8
G
UIDING
P
RINCIPLES
/B
USINESS
N
EED
................................
................................
................................
.............
6
1.8.1 Transparency
................................
................................
................................
................................
..............
7
1.8.2 Quick Delivery of Services
................................
................................
................................
..........................
7
1.8.3 High Quality Delivery of Services
................................
................................
................................
...............
7
1.8.4 Understanding the Business Needs
................................
................................
................................
.............
7
1.9
B
ACKGROUND
................................
................................
................................
................................
..................
8
1.9.1 Statewide Automated Welfare Systems (SAWS)
................................
................................
..........................
8
1.9.2 Welfare Client Data System (WCDS) Consortium
................................
................................
......................
9
1.9.3 CalWIN System
................................
................................
................................
................................
...........
9
1.9.4 Benefits CalWIN
................................
................................
................................
................................
..........
9
1.9.5 MyBenefits CalWIN System
................................
................................
................................
.......................
10
1.9.6 CalWIN Mobile Application
System
................................
................................
................................
..........
10
1.9.7 ACCESS CalWIN System
................................
................................
................................
..........................
10
1.9.8 SMART System
................................
................................
................................
................................
..........
10
1.10
WCDS
M&O
P
ROJECT
S
TRUCTURE
................................
................................
................................
...............
10
1.10.1 Board of Directors
................................
................................
................................
................................
..
10
1.10.2 Portfolio Management Board (PMB)
................................
................................
................................
......
11
1.10.3 Portfolio Manager
................................
................................
................................
................................
...
11
1.10
.4 Change Recommendation and Evaluation Workgroup (CREW)
................................
.............................
12
1.10.5 Policy Board (PB)
................................
................................
................................
................................
...
12
1.10.6 Integration Oversight Committee (IOC)
................................
................................
................................
.
12
1.10.7 Project Sponsor
................................
................................
................................
................................
.......
12
1.10.8 Project Steering Committee (PSC)
................................
................................
................................
..........
13
1.10.9 Project Manager (PM)
................................
................................
................................
............................
13
1.10.10 Product Owner
................................
................................
................................
................................
......
13
1.10.11 Project Team
................................
................................
................................
................................
.........
14
1.10.12 County Representatives
................................
................................
................................
.........................
14
1.10.13 Counties Executive Director
................................
................................
................................
.................
14
1.10.14 Counties Project Staff
................................
................................
................................
...........................
15
1.10.15 Program Committees
................................
................................
................................
............................
15
1.10.16 Counties by Size
................................
................................
................................
................................
....
17
WCDS M&O Project
Request for Proposal
April 23, 2013
Page
-
ii
1.10.17
Counties Quality Assurance Vendor
................................
................................
................................
.....
17
1.10.18 WCDS M&O Oversight
................................
................................
................................
.........................
18
1.10.19 WCDS M&O Project Stakeholders
................................
................................
................................
.......
18
1.10.20 M&O Vendor
................................
................................
................................
................................
.........
19
2.
PROCUREMENT PROCESS
................................
................................
.............................
20
2.1
P
ROCUREMENT
S
CHEDULE
................................
................................
................................
.............................
20
2.2
P
ROCUREMENT
L
IBRARY
................................
................................
................................
...............................
21
2.3
WCDS
P
ROCUREMENT
C
ONTACTS
................................
................................
................................
................
22
2.4
E
XAMINATION OF THE
RFP
................................
................................
................................
............................
23
2.
5
Q
UESTIONS
R
EGARDING THE
RFP
................................
................................
................................
..................
23
2.5.1 What to Include in an Inquiry
................................
................................
................................
...................
24
2.6
I
NTERPRETATIONS AND
A
DDENDA
................................
................................
................................
.................
24
2.7
WCDS
M&O
P
ROJECT
N
OTICE OF
I
NTENT TO
R
ESPOND
................................
................................
...............
25
2.8
R
ULES
G
OVERNING
C
OMPETITION
................................
................................
................................
.................
25
2.8.1 Confidentiality
................................
................................
................................
................................
...........
25
2.9
D
ETERMINATION OF
C
APACITY
/R
ESPONSIBILITY
................................
................................
...........................
26
2.10
E
XCLUSION FOR
C
ONFLICT OF
I
NTEREST
................................
................................
................................
.......
26
2.11
R
ELEASE OF
I
NFORMATION
................................
................................
................................
............................
26
2.12
I
MPROPER
C
ONSIDERATION
................................
................................
................................
...........................
26
2.13
N
OTICE
R
EGARDING
P
UBLIC
D
ISCLOSURE OF
P
ROPOSAL
C
ONTENTS
................................
.............................
27
2.14
C
OUNTIES
R
IGHT TO
C
HANGE OR
T
ERMINATE THIS
RFP
................................
................................
...............
28
2.15
C
ONTINGENCIES
................................
................................
................................
................................
.............
28
2.16
P
ROPOSAL
S
UBMISSION
................................
................................
................................
................................
..
28
2.17
L
ETTER OF
C
REDIT
................................
................................
................................
................................
.........
28
2.17.1 Follow
-
On Contracts
................................
................................
................................
..............................
28
2.18
R
ESTRICTIONS ON
L
OBBYING
................................
................................
................................
.........................
29
2.18.1 Federal Restriction on Lobbying
................................
................................
................................
.............
29
2.18.2 The Counties’ Restriction on Lobbying
................................
................................
................................
...
29
2.19
P
ROPOSAL
P
REPARATION
C
OSTS
................................
................................
................................
....................
30
2.20
D
ISPOSITION OF
P
ROPOSALS
................................
................................
................................
..........................
30
2.21
C
OMPETITIVE
B
IDDING AND
B
ID
R
ESPONSIVENESS
................................
................................
.......................
30
2.22
L
OSS
L
EADER
A
DMONITION
................................
................................
................................
...........................
32
2.23
D
ETERMINATION OF
C
APACITY
/R
ESPONSIBILITY
................................
................................
...........................
32
2.24
M
ANDATORY
P
RE
-
BID
V
ENDOR
C
ONFERENCE
................................
................................
...............................
32
2.24.1 Americans with Disabilities Act (ADA)
................................
................................
................................
...
32
2.25
S
YSTEM
D
EMONSTRATIONS
................................
................................
................................
...........................
33
2.26
D
RAFT
P
ROPOSAL
S
UBMISSION
................................
................................
................................
......................
33
2.26.1 Draft Proposal Submission Deadline
................................
................................
................................
......
33
2.26.2 Withdrawal and Resubmission/Modification of Bids
................................
................................
..............
33
2.26.3 Evaluation of Draft Proposals
................................
................................
................................
................
33
2.26.4 Notification to Counties of Pending Acquisitions/Mergers by Vendor
................................
...................
34
2.27
O
RAL
P
RESENTATION
S
................................
................................
................................
................................
...
34
2.28
F
INAL
P
ROPOSAL
S
UBMISSION
................................
................................
................................
.......................
34
2.28.1 Completion of Final Proposal
................................
................................
................................
.................
34
2.28.2 Inaccuracies or Misrepresentations
................................
................................
................................
........
35
2.28.3 False or Misleading Statements
................................
................................
................................
..............
35
2.28.4 Flawed Final Proposals
................................
................................
................................
..........................
35
2.28.5 Errors in the Final Proposal
................................
................................
................................
...................
35
2.28.6 Signature of Bid
................................
................................
................................
................................
.......
36
2.28.7 Delivery of Proposals and Bids
................................
................................
................................
...............
37
WCDS M&O Project
Request for Proposal
April 23, 2013
Page
-
iii
3.
SYSTEMS DESCRIPTION
................................
................................
................................
.
38
3.1
C
AL
WIN
S
YSTEM
................................
................................
................................
................................
..........
39
3.1.1 Appointment Scheduling
................................
................................
................................
............................
39
3.1.2 Application Registration
................................
................................
................................
...........................
40
3.1.3 Case Assignment
................................
................................
................................
................................
.......
40
3.1.4 Clearance
................................
................................
................................
................................
..................
41
3.1.5 Client Correspondence
................................
................................
................................
..............................
41
3.1.6 Client Referral
................................
................................
................................
................................
...........
43
3.1.7
Data Collection
................................
................................
................................
................................
.........
43
3.1.8 Employment Services and Program/Provider Maintenance
................................
................................
.....
43
3.1.9 Hearings
................................
................................
................................
................................
....................
44
3.1.10 Inquiry
................................
................................
................................
................................
.....................
45
3.1.11 Periodic Reporting
................................
................................
................................
................................
..
45
3.1.12 Quality Assurance/Quality Control and Management Evaluation
................................
..........................
46
3.1.13 Renewal/Recertification
/Redetermination
................................
................................
...............................
47
3.1.14 Reference Tables
................................
................................
................................
................................
.....
47
3.1.15 Alerts
................................
................................
................................
................................
.......................
48
3.1.16 Traffic Log
................................
................................
................................
................................
...............
49
3.1.17 Eli
gibility
................................
................................
................................
................................
.................
49
3.1.18 Benefit Issuance
................................
................................
................................
................................
......
50
3.1.19 Benefit Recovery
................................
................................
................................
................................
......
51
3.1.20 CalWIN System Security
................................
................................
................................
.........................
52
3.1.21 Mass Update
................................
................................
................................
................................
...........
54
3.1.22 Cos
t
-
of
-
Living Adjustment
................................
................................
................................
.......................
54
3.1.23 County Information Server
................................
................................
................................
......................
54
3.1.24 Management Reporting
................................
................................
................................
...........................
55
3.1.25 Error Prone Profiling
................................
................................
................................
.............................
55
3.1.26 Web CalWIN System Inquiry Only
................................
................................
................................
..........
56
3.1.27 Inter County Transfer (ICT)
................................
................................
................................
....................
56
3.2
ACCESS
C
AL
WIN
................................
................................
................................
................................
........
57
3.3
B
ENEFITS
C
AL
WIN
................................
................................
................................
................................
........
57
3.4
M
Y
B
ENEFITS
C
AL
WIN
S
YSTEM
(
WWW
.B
ENEFITS
C
AL
WIN.
ORG
)
................................
................................
.
58
3.5
C
AL
WIN
M
OBILE
A
PPLICATION
S
YSTEM
................................
................................
................................
......
58
3.6
SMART
S
YSTEM
................................
................................
................................
................................
...........
59
3.7
I
NTERFACES
................................
................................
................................
................................
...................
60
3.8
S
YSTEMS
T
ECHNICAL
D
ESCRIPTION
................................
................................
................................
...............
60
3.8.1 CalWIN System Description
................................
................................
................................
......................
60
3.8.2 CalWIN System Network Architecture
................................
................................
................................
......
72
3.8.3 Benefits CalWIN System
................................
................................
................................
............................
74
3.8.4 ACCESS CalWIN System
................................
................................
................................
..........................
80
3.
8.5 SMART
................................
................................
................................
................................
......................
82
4.
STATEMENT OF WORK
................................
................................
................................
...
84
4.1
G
ENERAL
I
NFORMATION
................................
................................
................................
................................
84
4.2
M
ANDATORY
D
ETAILED
S
TATEMENT OF
W
ORK
................................
................................
............................
84
4.3
O
PERATIONS
R
EQUIREMENTS
................................
................................
................................
........................
85
4.3.1 Systems Production Environments
................................
................................
................................
............
85
4.3.2 Systems Availability
................................
................................
................................
................................
..
86
4.
3.3 Systems Performance
................................
................................
................................
................................
86
4.3.4 Systems Network
................................
................................
................................
................................
.......
87
WCDS M&O Project
Request for Proposal
April 23, 2013
Page
-
iv
4.3.5 Systems Equipment
................................
................................
................................
................................
....
89
4.3.6 Systems Software
................................
................................
................................
................................
.......
90
4.3.7 County Systems Servers Management
................................
................................
................................
.......
93
4.3.8 Systems Database
................................
................................
................................
................................
......
93
4.3.9 Central Site Facility
................................
................................
................................
................................
..
94
4.3.10 Backup and Restore Management
................................
................................
................................
...........
94
4.3.11 Business
Continuity/Disaster Recovery
................................
................................
................................
...
95
4.3.12 Systems Security Management
................................
................................
................................
................
97
4.3.13 Operations Change Management
................................
................................
................................
............
98
4.3.14 Systems Configura
tion Management
................................
................................
................................
.......
99
4.3.15 Systems Operations Report
................................
................................
................................
.....................
99
4.3.16 Systems UAT Environments
................................
................................
................................
..................
100
4.3.17 CalWIN System Training Environments
................................
................................
................................
103
4.3.18 Simulation Environments
................................
................................
................................
......................
104
4.3.19 Problem Management
................................
................................
................................
...........................
104
4.3.20 Service Desk
................................
................................
................................
................................
..........
105
4.3.21
WCDS Consortium Support
................................
................................
................................
..................
109
4.3.22 Systems Operations Plan
................................
................................
................................
.......................
110
4.3.23 Systems Operations Dashboard
................................
................................
................................
............
122
4.3.24 General Operations Repo
rt
................................
................................
................................
...................
123
4.4
M
AINTENANCE
R
EQUIREMENTS
................................
................................
................................
...................
124
4.4.1 Application Registration
................................
................................
................................
.........................
124
4.4.2 Periodic Reporting
................................
................................
................................
................................
..
125
4.4.3 Quality Assurance/Quality Control and Management Evaluation
................................
..........................
125
4.4.4 Alerts and Alert Triggers
................................
................................
................................
.........................
125
4.4.5 Benefits Recovery
................................
................................
................................
................................
....
126
4.4.6 CalWIN System Security
................................
................................
................................
.........................
127
4.4.7 Systems Batch
................................
................................
................................
................................
..........
127
4.4.8 Reference
Tables
................................
................................
................................
................................
.....
128
4.4.9 Cost of Living Adjustment (COLA)
................................
................................
................................
.........
129
4.4.10 Client Correspondence
................................
................................
................................
..........................
130
4.4.11 Systems Management Reports
................................
................................
................................
...............
131
4.4.12 History Maintenance Retrieval
................................
................................
................................
.............
131
4.4.13 CalWIN System Fraud Investigation Support
................................
................................
.......................
132
4.4.14 County Information Server
................................
................................
................................
....................
132
4.4.15 Benefits CalWIN System Reports
................................
................................
................................
..........
133
4.4.16 Benefits CalWIN Reference Tables
................................
................................
................................
.......
133
4.4.17 MyBenefits CalWIN Reports
................................
................................
................................
.................
133
4.4.18 MyBenefits CalWIN Reference Tables
................................
................................
................................
..
133
4.4.19 CalWIN Mobile Application System
................................
................................
................................
......
133
4.4.20 ACCESS CalWIN System Reports
................................
................................
................................
.........
133
4.4.21 ACCESS CalWIN Reference Tables
................................
................................
................................
......
133
4.5
B
USINESS
I
NTELLIGENCE
................................
................................
................................
.............................
133
4.5.1 Management Reporting (MR) Overview
................................
................................
................................
.
134
4.5.2 County Information Server Overview
................................
................................
................................
......
134
4.5.3 High Level Business Intelligence Solution Requirements
................................
................................
.......
136
4.5.4 Solution Functionality
................................
................................
................................
.............................
138
4.5.5 Data Requirements
................................
................................
................................
................................
..
138
4.5.6 Architecture Requirements
................................
................................
................................
......................
138
4.5.7 Performance and Availability Requirements
................................
................................
...........................
139
4.5.8 Security Requirements
................................
................................
................................
.............................
139
WCDS M&O Project
Request for Proposal
April 23, 2013
Page
-
v
4.5.9 Ease of Use Requirements
................................
................................
................................
.......................
139
4.5.10 Busines
s Intelligence Definition Document
................................
................................
...........................
140
4.6
R
ULES
E
NGINE
................................
................................
................................
................................
.............
146
4.7
I
NTEGRATED
D
OCUMENT
M
ANAGEMENT
S
YSTEM
................................
................................
.......................
152
4.7.1 Integrated Document Management System Definition Document
................................
...........................
152
4.8
M
ODERNIZATION
H
OURS
................................
................................
................................
.............................
158
4.9
C
HANGE
R
EQUEST
P
ROCESS
R
EQUIREMENTS
................................
................................
..............................
158
4.9.1 Change Requests Deliverables
................................
................................
................................
................
159
4.9.2 Phase I
-
Planning
................................
................................
................................
................................
...
160
4.9.3 Phase II
–
Functional Planning
................................
................................
................................
..............
162
4.9.4 Phase III
–
Technical Planning
................................
................................
................................
...............
165
4.9.5 Phase IV
-
Development
................................
................................
................................
..........................
166
4.9.6 Phase V
–
Implementation and Post Implementation Review
................................
................................
.
168
4.10
P
ROJECT
M
ANAGEMENT
R
EQUIREMENTS
................................
................................
................................
.....
169
4.10.1 Project Management Approach
................................
................................
................................
............
169
4.10.2 Communication Management
................................
................................
................................
...............
171
4.10.3 Project Control Document
................................
................................
................................
....................
174
4.10.4 Establishment of the Project Management Office
................................
................................
.................
176
4.10.5 Risk Management
................................
................................
................................
................................
..
179
4.10.6
Issue Management
................................
................................
................................
................................
.
181
4.10.7 Release Management
................................
................................
................................
............................
182
4.10.8 Quality Assurance Management
................................
................................
................................
...........
184
4.10.9 Resource Management
................................
................................
................................
..........................
189
4.10.10 Security and Confidentiality
................................
................................
................................
................
206
4.10.11 Financial Management
................................
................................
................................
.......................
209
4.10.12 Requirements Management
................................
................................
................................
.................
212
4.10.13 Separate Services Management
................................
................................
................................
..........
21
2
4.10.14 Agreement Management
................................
................................
................................
......................
213
4.10.15 Approach to Project Reports
................................
................................
................................
...............
214
4.11
A
PPLICATION
S
UPPORT
F
ACILITY
R
EQUIREMENTS
................................
................................
.......................
214
4.11.1 ASF Lease
................................
................................
................................
................................
.............
215
4.11.2 Governing Regulations
................................
................................
................................
..........................
216
4.11.3 Physical Security
................................
................................
................................
................................
...
217
4.11.4 Facility Layout
................................
................................
................................
................................
......
217
4.11.5 Office Equipment
................................
................................
................................
................................
...
221
4.11
.6 Office Supplies
................................
................................
................................
................................
......
226
4.11.7 ASF Services
................................
................................
................................
................................
.........
226
4.11.8 ASF Maintenance
................................
................................
................................
................................
..
226
4.12
T
RANSITION
-
I
N
/O
UT
R
EQUIREMENTS
................................
................................
................................
..........
227
4.12.1 Transition
-
In
................................
................................
................................
................................
.........
227
4.12.2 Transition
-
In Project Plan
................................
................................
................................
....................
229
4.12.3 Transition
-
In Reporting
................................
................................
................................
........................
231
4.12.4 Vendor Proposed Critical Change Requests
................................
................................
.........................
233
4.12.5 Counties Proposed Change Request
................................
................................
................................
.....
233
4.12.6 Central Site Facility Preparation and Installation Plan
................................
................................
.......
234
4.12.7 Systems Assumption Plan
................................
................................
................................
......................
235
4.12.8 Quality Assurance Management
................................
................................
................................
...........
236
4.12.9 Systems Test
................................
................................
................................
................................
..........
236
4.12.10 Vendor Systems Acceptance
................................
................................
................................
................
238
4.12.11 User Acceptance Test
................................
................................
................................
..........................
239
4.12.12 Systems Assumption
................................
................................
................................
............................
242
WCDS M&O Project
Request for Proposal
April 23, 2013
Page
-
vi
4.12.13 Transition
-
Out
................................
................................
................................
................................
.....
242
5.
PROPOSAL STRUCTURE A
ND SUBMISSION REQUIR
EMENTS
.........................
251
5.1
G
ENERAL
................................
................................
................................
................................
.....................
251
5.2
P
REPARING TO
R
ESPOND
................................
................................
................................
..............................
251
5.3
R
EALISTIC
P
ROPOSALS
................................
................................
................................
................................
.
251
5.4
J
OINT
P
ROPOSALS
................................
................................
................................
................................
........
251
5.5
S
UBCONTRACTOR
A
GREEMENTS
................................
................................
................................
..................
251
5.6
P
ROPOSAL
F
ORMAT AND
O
RGANIZATION
................................
................................
................................
....
252
5.6.1 Proposal Format
................................
................................
................................
................................
.....
252
5.6.2 Proposal Organization
................................
................................
................................
............................
254
5.6.3 Volume 1
–
Transmittal Letter
................................
................................
................................
................
255
5.6.4 Volume 2
–
Business Proposal
................................
................................
................................
................
256
5.6.5 Volume 3
–
Cost Proposal
................................
................................
................................
.......................
269
5.6.6 Payment Schedule
................................
................................
................................
................................
...
282
5.6.7 Cost Proposal Requirements Cross
-
Reference Matrix
................................
................................
............
282
6.
PROPOSAL EVALUATION
AND SELECTION
................................
...........................
283
6.1
I
NTRODUCTION
................................
................................
................................
................................
............
283
6.2
A
CCEPTANCE AND
D
ISPOSITION OF
P
ROPOSALS
................................
................................
...........................
283
6.3
E
VALUATION
P
ROCESS
................................
................................
................................
................................
.
283
6.3.1
Review of Draft Proposals
................................
................................
................................
......................
284
6.3.2 Oral Presentations with Vendors
................................
................................
................................
............
284
6.3.3 Key Staff Interviews
................................
................................
................................
................................
.
285
6.3.4 Evaluation of Final Proposals
................................
................................
................................
................
285
6.3.5 Best and Final Offer
................................
................................
................................
................................
285
6.3.6 Evaluation Organization
................................
................................
................................
.........................
285
6.3.7 Evaluation Methodology
................................
................................
................................
.........................
286
6.3.8 Transition Costs
................................
................................
................................
................................
......
289
6.3.9 Final Business Proposal Evaluation Criteria
................................
................................
.........................
290
6.3.10 Final Cost Proposal Evaluation Criteria
................................
................................
..............................
293
6.3.11 Sealed Cost Opening
................................
................................
................................
.............................
293
6.3.12 Rejection of Proposals
................................
................................
................................
..........................
293
6.3.13 Clarification of Final Proposal
................................
................................
................................
.............
294
6.3.14 Confidentiality of Final Proposals
................................
................................
................................
........
294
6.3.15 Vendor Selection
................................
................................
................................
................................
...
294
6.3.16 Final Authority
................................
................................
................................
................................
......
294
6.4
N
OTIFICATION OF
I
NTENT TO
A
WARD
................................
................................
................................
..........
294
6.5
N
EGOTIATIONS
................................
................................
................................
................................
.............
295
6.6
A
WARD
OF
C
ONTRACT
................................
................................
................................
................................
.
295
6.7
D
EBRIEFING
................................
................................
................................
................................
.................
295
6.8
A
DMINISTRATIVE
A
PPEAL
P
ROCEDURE
................................
................................
................................
.......
295
6.8.1 Grounds for Appeal
................................
................................
................................
................................
.
295
6.8.2 Appeal Method
................................
................................
................................
................................
........
296
6.8.3 Ap
peal Review Panel and its Responsibilities
................................
................................
.........................
296
6.8.4 Appeal Process
................................
................................
................................
................................
........
297
6.8.5 Appeal Packet
................................
................................
................................
................................
.........
298
6.8.6 Ap
peal Oral Presentations
................................
................................
................................
......................
298
6.8.7 Summary Dismissal of Appeal
................................
................................
................................
.................
298
6.8.8 Appeal Remedies
................................
................................
................................
................................
.....
299
6.8.9 Appeal Schedule
................................
................................
................................
................................
......
299
WCDS M&O Project
Request for Proposal
April 23, 2013
Page
-
vii
7.
AGREEMENT REQUIREMEN
TS
................................
................................
..................
300
7.1
P
URPOSE OF THE
A
GREEMENT
................................
................................
................................
......................
300
7.2
G
ENERAL
A
GREEMENT
I
NFORMATION
................................
................................
................................
.........
300
7.3
A
GREEMENT
T
YPE
................................
................................
................................
................................
.......
300
7.4
A
GREEMENT
T
ERM
................................
................................
................................
................................
......
300
7.5
T
ERMS AND
C
ONDITIONS
................................
................................
................................
.............................
300
7.6
P
AYMENT
M
ETHOD
(
S
)
................................
................................
................................
................................
.
301
7.6.1 Management &Operations Services Payments
................................
................................
.......................
301
7.6.2 Change Request Modifications and/or Enhancements
................................
................................
............
301
7.7
A
VAILABILITY OF
F
UNDS
................................
................................
................................
.............................
301
7.8
E
LECTRONIC
F
UNDS
T
RANSFER
................................
................................
................................
...................
301
7.9
C
HECKS
................................
................................
................................
................................
........................
301
7.10
C
ONFIDENTIA
LITY
................................
................................
................................
................................
........
301
ATTACHMENT A.
CONTENTS OF THE PROC
UREMENT LIBRARY
.....................
A
-
1
ATTACHMENT B.
VENDOR CONFIDENTIALI
TY STATEMENT
............................
B
-
1
ATTACHMENT C.
AGREEMENT
................................
................................
.....................
C
-
1
ATTACHMENT D.
COUNTY SITE INFORMAT
ION
................................
.....................
D
-
1
ATTACHMENT E.
DELIVERABLE LIST
................................
................................
........
E
-
1
ATTACHMENT F.
BUSINESS REQUIREMENT
S CROSS
-
REFERENCE MATRIX
.
F
-
1
ATTACHMENT G.
COST PROPOSAL REQUIR
EMENTS CROSS
-
REFERENCE
MATRIX
................................
................................
................................
...............
G
-
1
ATTACHMENT H.
COST PROPOSAL SCHEDU
LES
................................
....................
H
-
1
ATTACHMENT I.
EQUIPMENT AND SOFTWA
RE CONFIGURATION MIN
IMUM
STANDARDS
................................
................................
................................
.................
I
-
1
ATTACHMENT J.
WCDS CONSORTIUM GOVE
RNANCE STRUCTURE
................
J
-
1
ATTACHMENT K.
COUNTIES PROJECT STA
FF DESCRIPTIONS
.........................
K
-
1
ATTACHMENT L.
CERTIFICATION CHECKL
IST
................................
......................
L
-
1
ATTACHMENT M.
CORPORATE QUALIFICAT
IONS
................................
...............
M
-
1
ATTACHMENT N.
RÉSUMÉS
................................
................................
............................
N
-
1
ATTACHMENT O.
KEY STAFF EXPERIENCE
MATRIX
................................
...........
O
-
1
ATTACHMENT P.
LETTER OF INTENT TO
RESPOND
................................
..............
P
-
1
ATTACHMENT Q.
VENDOR REGISTRATION
PACKET
................................
............
Q
-
1
ATTACHMENT R.
INTERFACES
................................
................................
.....................
R
-
1
ATTACHMENT S.
GLOSSARY AND ACRONYM
S
................................
........................
S
-
1
WCDS M&O Project
Request for Proposal
Section
1
April 23, 2013
Page
-
1
1.
INTRODUCTION AND
G
ENERAL
I
NFORMATION
1.1
Purpose of the Request for Proposal
This Request for Proposal (RFP) is being released by the Statewide Automate
d
Welfare System
(SAWS
)
Welfare Client Data System (WCDS) Consortium (hereinafter referred to as the
“Counties”) to solicit proposals from qualified Vendors to maintain and operate the following
systems:
California Work Opportunity and Responsibility to Kid
s Information Network
(CalWIN) System;
Benefits CalWIN System;
MyBenefits CalWIN
System
;
CalWIN
Mobile
A
pplication
System
;
Automated CalWIN Client Entry to Social Services (ACCESS) CalWIN System; and
Service Management A
ccess and
Resource Tracking (SMART)
System.
The
Counties
wish to emphasize the importance of the best
-
value approach to this procurement
process. The
Counties
expect proposals that clearly demonstrate the following:
An understanding of the maintenance and operational needs of the Counties;
Proven experience in effectively maintaining and operating similar systems;
Critical success factors, assumptions, risks and plans for mitigating risk areas;
A realistic and well considered Transition strategy; and
Realistic and well considered costs refl
ective of the proposed Maintenance and
Operations Plan(s) and/or Services.
The
Counties
encourage open and free competition for the Agreement resulting from this RFP.
The Agreement will comply with all applicable
County, State
,
and
Federal
laws, regulatio
ns,
policies and procedures.
1.2
Overview of Scope
This RFP contains the instructions governing the requirements for a firm quotation to be
submitted by interested
Vendor
s, the format in which bid information is to be submitted, and the
material to be included therein. All requirements, which must be met to be eligible for
consideration, and
Vendor
s' responsibilities, are included in detail.
This procurement will be compr
ised of a
System Demonstration
to Vendors,
Draft Bid,
Oral
Presentations
, and Final Bids to increase the likelihood that Final Bids will be received without
disqualifying
Deficiencies
. These steps will:
WCDS M&O Project
Request for Proposal
Section
1
April 23, 2013
Page
-
2
H
elp ensure that the
Vendor
s clearly understand the
Counties
requirements before
attempting to develop their Final Bid;
A
llow the
Counties
to clearly understand what each
Vendor
intends to propose before
those bids are finalized; and
Provide
the
Counties
and each
Vendor
the opportunity to discuss weaknesses or
potentially unacceptable elements of a
Vendor
’s bid and give the
Vendor
the
opportunity to modify their bid to correct such problems.
Additional
information is found in Section
2.8
Rules Governing Competition
, Section
5
Proposal Structure
and
Submission Requirements
and Section
6
Proposal Evaluation and
Selection
.
In order to be afforded the benefits of the steps included in this RFP, the
Vendor
must take the
responsibility to:
Carefully read the entire RFP;
Ask appropriate questions in a timely manne
r if clarification is necessary;
Submit all complete required responses by the required dates and times;
Make sure that all procedures and requirements of the RFP are accurately followed
and appropriately addressed; and
Carefully reread the entire RFP befo
re submitting each bid
.
1.3
Structure of the RFP
This RFP is
divided into seven
sections that provide
general information, specific proposal
instructions, and requirements
. In addition, there are
nineteen (
19
)
Attachments,
which provide
additional information
and required forms as follows:
1.3.1
RFP Sections
Section 1
–
Introduction and General Information
provides basic information about the
WCDS Consortium and structure of the RFP.
Section 2
–
Procurement Process
outlines the overall p
rocurement process and includ
es
the
following:
A
nticipated procurement schedule
;
Q
uestions
;
A
ddenda
;
T
he proposal submission process
;
P
rocedures for contacting the
Counties
concerning this procurement
;
WCDS M&O Project
Request for Proposal
Section
1
April 23, 2013
Page
-
3
Information on laws and regulations with which each Vendor must comply in the
biddi
ng process; and
How the Counties intend to make this procurement fair to all Vendors.
Section 3
–
Systems Description
provides a functional and technical description of the
CalWIN
Systems
and interfaces
.
Section
4
–
Statement
of Work
describes Vendor requirements for:
Operations;
Maintenance;
Business Intelligence;
Rules Engine;
Integrated Document Management System;
Modernization Hours;
Change Request
Process
;
Project Management;
Application Support Facility; and
Transition
-
In/
Transition
-
Out.
Section 5
-
Proposal Structure and Submission Requirements
provides the detailed format
and instructions for the Vendors to build their proposals. This section includes cost definitions
and all cost schedules that the Vendor will need to s
ubmit.
Section 6
–
Proposal Evaluation and Selection
describes the overall process, organization, and
methodology to be employed in evaluating proposals and selecting a successful Vendor.
Section
7
–
Agreement Requirements
1.3.2
Attachments
Attachments to the RF
P provide more detailed information to supplement the sections of the
RFP. These include the following:
Attachment A
–
Contents of the Procurement Library
provides a listing of the references and
materials available to the Vendors to assist with the prepa
ration of proposals in response to this
RFP.
Attachment B
–
Vendor
Confidentiality Statement
is a statement required to be signed by an
authorized representative of the Vendor and submitted with the Vendor’s Letter of Intent to
Respond.
WCDS M&O Project
Request for Proposal
Section
1
April 23, 2013
Page
-
4
Agreement C
–
Agree
ment
contains
a copy of the Agreement that will
be executed between the
Counties
and the Vendor.
Attachment
D
–
County
Site Information
lists
detailed information on the county sites where
the
systems are
operating.
Attachment
E
–
Deliverable
List
is the li
st of
deliverables
required under the Agreement
.
Attachment F
–
Business
Requirements Cross
-
Reference Matrix
is a Vendor required cross
-
reference between requirements in the Statement of Work section to Vendor’s response.
Attachment G
–
Cost Proposal
Requirements Cross
-
Reference Matrix
is a Vendor required
cross
-
reference between cost proposal requirements to Vendor’s response.
Attachment
H
–
Cost
Proposal
Schedules
provides requirements, format, and forms to be used
by the Vendor for the preparation a
nd submission of its Cost Proposal
s
in response to the RFP.
Attachment I
–
Equipment and Software Configuration
Minimum Standard
s
provides
minimum technical standards details regarding the Equipment and Software that the Vendor will
need to provide for the
project.
Attachment
J
–
WCDS Consortium Governance Structure
provides an overview of the
Counties committees.
Attachment
K
–
Counties Project Staff Descriptions
provides a description of the Counties
Project staff roles and responsibilities who work on th
e WCDS M&O Project.
Attachment
L
–
Certification Checklist
provides the checklist that Vendors must
have
signed
by a representative of the proposing Vendor who has the authority to bind the firm. It serves as
an acknowledgment of compliance with local, St
ate, and Federal procurement and contract
policies, laws and regulations.
Attachment
M
–
Corporate Qualifications
provides a table format that Vendors must fill out
which shall detail the Vendor’s corporate experience.
Attachment
N
–
Résumés
provide
s
a
for
m
that
captures information about specific work
experience for each proposed staff member.
Attachment
O
–
Key Staff Experience Matrix
this
provides a
form
that
captures information
about specific work experience for each proposed staff member.
Attachment
P
–
Letter of Intent to Respond
provides a document which indicates a Vendor’s
plans to respond to the RFP and identifies any issues with the requirements.
Attachment
Q
–
Vendor Registration Packet
provides a standardized and consistent format in
which
information about the proposing Vendor organization’s general business information,
staffing, and business references must be presented.
WCDS M&O Project
Request for Proposal
Section
1
April 23, 2013
Page
-
5
Attachment
R
–
Interfaces
provides a list of interfaces that the Systems utilize.
Attachment
S
–
Glossary
and Acronyms
includes
a comprehensive listing of terms and
acronyms that are used in the RFP.
1.4
Interpretive Conventions
Whenever the terms “shall”, “must”, or “will” are used in this RFP in conjunction with a
specification or performance requirement, the specification o
r requirement is mandatory. A
Proposing Vendor’s failure to address or meet any mandatory requirement may be cause for
rejection of the Proposal.
Whenever the terms “can”, “may”, or “should” are used in this RFP in conjunction with a
specification or perf
ormance requirement, the specification or performance requirement is a
desirable, but not mandatory requirement. Accordingly, failure to address or provide any item so
referred to will not be cause for rejection of the Proposal, but will likely result in
a less favorable
evaluation.
1.5
Initial Term of Agreement
The Initial Term of Agreement will be for one of the two following alternatives. Vendors are
required to prepare Cost Proposals for both alternatives.
P
rior to evaluating cost proposals
,
County, State,
and Federal stakeholders will convene to select the
Initial Term of Agreement
,
either Alternative 1 or Alternative 2
.
.
1.5.1
Alternative 1
–
Seven
-
year Base
Period (BP)
The
Base
Period
of
Alternative
1
will be for seven (7) years
to begin February
2
, 201
5
and
to conclude on
February 1
, 202
2
.
In addition, each Vendor is required to price two optional
extensions: one 2
-
year period and one 1
-
year period.
The
Counties
may, at
their
discretion,
extend the term of the
Agreement
that will result from this RFP for
either or both of the optional
extension periods.
1.5.2
Alternative 2
–
Five
-
year Base
Period (BP)
The
Base
Period
of Alternative
2
will be for
five (5) years to begin February 2, 2015 and to
conclude on February 1, 2020.
In addition, each Vendor is required to
price two optional
extensions: one 3
-
year period and one 2
-
year period.
The
Counties
may, at
their
discretion,
extend the term of the
Agreement
that will result from this RFP for
either or both of the optional
extension periods.
Prior to authorizing an ex
tension, the
Counties
will take into consideration the continued need
for such services, the availability of funds, contractor performance and other relevant factors.
WCDS M&O Project
Request for Proposal
Section
1
April 23, 2013
Page
-
6
The
table
below summarizes the terms for which separate Cost Proposal elements are requir
ed:
A
LTERNATIVE
B
ASE
P
ERIOD
E
XTENSION
P
ERIODS
(
B
ID
B
OTH
)
Alternative 1
7 years
2 years and 1 year
Alternative 2
5 years
3 years and 2 years
NOTE:
The
February
2
, 201
5
, anticipated start date reflects the beginning of the Transition
Period discussed in
Section
4.12.1
Transition
-
In
. In
the ev
ent the
I
ncumbent
C
ontractor is the
successful
Proposing Vendor
, the Transition Period would
still continue to be necessary and the
anticipated start date
will remain the same.
1.6
Minimum Vendor Requirements
All Proposing Vendors must:
Have at
least
10
consecutive
years of prior experience with providing Maintenance
and Operation (M&O) Services for automated systems of similar size and scope as
the Systems;
Be registered to conduct business in the State of California with all applicable
agencies, and pro
vide the Counties with a copy of its business license on or before the
Execution Date of the Agreement
;
Have the ability to fulfill standard contract requirements of the Counties, including
indemnification and insurance.
1.7
Availability
The E
quipment, services, facilities, and/or
Software
proposed to meet the
requirements of the
RFP must be installed and fully operational on or before the
Operations Effective Date (OED).
1.8
Guiding Principles/Business Need
The primary focus of the Vendor and
Coun
ties
is to deliver benefits and services to California’s
most vulnerable children and adults
to strengthen families, encourage personal responsibility and
preserve and improve all Californian
’
s health status.
The
Counties
have identified Guiding
Principles
for the partnership between the
Counties
and the Vendor that are applied to drive the
successful delivery of benefits and services from the Systems that will be operated and
maintained by the Vendor.
These guiding principles are identified below
:
WCDS M&O Project
Request for Proposal
Section
1
April 23, 2013
Page
-
7
1.8.1
Transpa
rency
The maintenance and operational services of the Vendor and the Systems must be transparent in
order to ensure that all forms of communication are clear
,
comprehensive and timely. Whether
through e
-
mails, phone calls, formal notifications, documentat
ion deliverables, reports or
structured meetings, transparency must be maintained to ensure the overall health of the WCDS
M&O Project. Although transparency will be expected at all times, a primary goal of the WCDS
M&O Project is to address and increasin
gly improve transparent communications over time.
This expectation is reflected in the
Counties’
desire for the Vendor to continuously work with all
of the Counties stakeholders to consistently improve communication as the Systems continue to
mature.
1.8.2
Quic
k
Delivery of Services
Due to the constant changes of policies, procedures, rules and regulations within the Social
Services arena, it is critical for the Vendor to fully understand all of the Systems requirements, as
well as the Systems architecture, and
respond to the needs of the Counties in an organized and
consistent manner. In order to meet these needs, the Vendor shall incorporate Systems changes
in an expedient manner and resolve production problems before they become a significant
workload to the
Counties. Finding a balance between quality and speed shall be required and
these expectations shall be jointly addressed between the Vendor and Counties throughout the
life of the Agreement.
1.8.3
High Quality Delivery of Services
The Counties are seeking serv
ices from a Vendor who can consistently provide high quality
operations and maintenance services, and consistently and proactively resolve issues and/or
concerns prior to issues impacting the Counties. The day
-
to
-
day sensitivity around cyclical
timelines
and user productivity cannot be overstated. Because the Vendor shall be responsible
for maintaining Systems usability, availability and stability, as well as for the smooth integration
of complex new business rules, all issues must be proactively addresse
d to ensure the day
-
to
-
day
health and consistency of all benefits and services offered to the Counties’ stakeholders.
1.8.4
Understanding the Business Needs
The Counties require a Vendor who clearly understands the business purposes of the Systems
and is willing
to enhance their understanding as the Social Services industry continues to change.
The Counties are seeking a Vendor who understands the Systems regulations, policies,
procedures and the conversion of these functions into the Systems that will be operate
d and
maintained by the Vendor.
The Counties do not expect to be responsible for training a Vendor
with regard to how welfare programs are administered in the State of California. The Counties
are interested in jointly working with a Vendor to provide exc
eptional benefits, services and
Systems to the State of California citizens to ensure customer satisfaction and increasingly
improve the overall standing of the Systems. In order to do this, the Vendor will need to make a
clear and concerted effort to uti
lize subject matter experts from the beginning and continuously
WCDS M&O Project
Request for Proposal
Section
1
April 23, 2013
Page
-
8
provide training to all Vendor staff to ensure that the base of knowledge possessed is consistently
increased and improved over time.
1.9
Background
M
ost public assistance programs
i
n California,
whether federally mandated, State required or
wholly County funded, are administered by the Counties. These programs include:
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