Request for Proposal: 3068

burgerraraSoftware and s/w Development

Nov 18, 2013 (3 years and 6 months ago)

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Correspondence Management Solution

RFP
3068

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State of Nevada





Brian Sandoval

Department of Administration

Governo
r



Purchasing Division

Jeff Mohlenkamp


Director

515 E. Musser Street, Suite

300

Carson City, NV 89701


Greg Smith

Administrator



State of Nevada

Purchasing Division

Request for Proposal
:
3068

For

CORRESPONDENCE MANAGEMENT SOLUTION




Release Date:

September 11
, 2013

Deadline for Submission and Opening Date and
Time:

October 21, 2013

@ 2:00

P
M

Refer to Section 10, RFP Timeline for the complete RFP schedule




For additional information, please contact:

Teri Becker, Purchasing Officer

State of Nevada, Purchasing Division

515 E. Musser Street, Suite 30
0

Carson City, NV 89701

Phone:

775
-
684
-
0178

Email address:


tbecker@admin.nv.gov


(TTY for Deaf and Hard of Hearing:

1
-
800
-
326
-
6868

Ask the relay agent to dial:

1
-
775
-
684
-
0178
/V.)




Refer to Section 1
1

for instructions on submitting proposals






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VENDOR INFORMATION SHEET FOR RFP
3068


Vendor

Must:


A)

Provide all requested information in the space provided next to each numbered question
. The
information provided in Sections V1 through V6 will be used f
or development of the contract
;


B)

Type or print response
s
;

and


C)

Include this Vendor Information Sheet in Tab III of the Technical Proposal
.


V1

Company

Name



V2

Street Address



V3

City, State, ZIP



V4

Telephone Number

Area Code:

Number:

Extension:


V5

Facsimile Number

Area Code:

Number:

Extension:


V6

Toll Free Number

Area Code:

Number:

Extension:


V
7

Contact Person for Questions

/

Contract Negotiations,

including address if different than above

Name:

Title:

Address:

Email Address:


V
8

Telephone Number for Contact Person

Area Code:

Number:

Extension:


V
9

Facsimile Number for Contact Person

Area Code:

Number:

Extension:


V1
0

Name of Individual Authorized to Bind the Organization

Name:

Title:


V1
1

Signature
(
I
ndividual must be
legally authorized to bind the vendor per NRS 333.337
)

Signature:

Date:



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TABLE OF CONTENTS



1.

PROJECT OVERVIEW

................................
................................
................................
.....................

4

2.

ACRONYMS/DEFINITIONS

................................
................................
................................
............

5

3.

BAC
KGROUND

................................
................................
................................
..............................

10

4.

SYSTEM REQUIREMENTS

................................
................................
................................
...........

14

5.

SCOPE OF WORK

................................
................................
................................
...........................

19

6.

COMPANY B
ACKGROUND AND REFERENCES

................................
................................
......

41

7.

PROJECT COSTS

................................
................................
................................
............................

50

8.

FINANCIAL

................................
................................
................................
................................
.....

54

9.

WRITTEN QUESTIONS AND ANSWERS

................................
................................
....................

55

10.

RFP TIMELINE

................................
................................
................................
................................

55

11.

PROPOSAL SUBMISSION REQUIREMENTS, FORMAT AND CONTENT

.............................

56

12.

PROPOSAL EVALUATION AND AWARD PROCESS

................................
...............................

66

13.

TERMS AND CONDITIONS

................................
................................
................................
..........

67

14.

SUBMISSION CHECKLIST

................................
................................
................................
...........

83

ATTACHMENT A


CONFIDENTIALITY AND CERTIFICATION OF INDEMNIFICATION

.......

84

ATTACHMENT B


TECHNICAL PROPOSAL CERTIFICATION OF COMPLIANCE

...................

85

ATTACHMENT C


VENDOR CERTIFICATIONS

................................
................................
.............

86

ATTACHMENT D


CONTRACT FORM

................................
................................
.............................

87

ATTACHMENT E


INSURANCE SCHEDULE FOR RFP 3068

................................
.........................

88

ATTACHMENT F


REFERENCE QUESTIONNAIRE

................................
................................
........

89

ATTACHMENT G


PROJECT DELIVERABLE SIGN
-
OFF FORM

................................
..................

90

ATTACHMENT H


STATEMENT OF UNDERSTANDING

................................
..............................

91

ATTACHMENT I


PROPOSED STAFF RESUME

................................
................................
..............

92

ATTACHMENT J


STATE OF NEVADA REGISTRATION SUBSTITUTE IRS FORM W
-
9

.........

93

ATTACHMENT K


PROJECT COSTS

................................
................................
................................
.

94

ATTACHMENT L


COST PROPOSAL CERTIFICATION OF COMPLIANCE

................................

95

ATTACHMENT M


CERTIFICATION REGARDING LOBBYING

................................
..................

96

ATTACHMENT N


FED
ERAL LAWS AND AUTHORITIES

................................
............................

97

ATTACHMENT O


REQUIREMENTS MATRIX

................................
................................
................

98

ATTACHMENT P


LETTER EXAMPLE

................................
................................
.............................

99






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A Request for Proposal

(RFP)

process is different from an Invitation to Bid. The State expects
vendors to propose creative, competitive solutions to the agency's stated problem or need, as
specified below. Vendors
’ technical
e
xceptions

and/or
assumptions

should be clearly stated in

Attachment
B
,

Technical Proposal
Certification of Compliance with Terms and Conditions of RFP
.
Vendors’ cost exceptions and/or assumptions should be clearly stated in
A
ttachment
L
,

Cost
Proposal Certification of Compliance with Terms and Conditions of RFP
.


Exceptions and/or

assumptions
will be considered during the evaluation process
; however, vendors must be specific.
Nonspecific exceptions or assumptions may not be considered.
The State reserves the right to limit
the Scope of Work prior to award, if deemed in the best interest of the State
per
NRS 333.350(1).


Prospective vendors are advised to review Nevada’s ethical standards requirements, including but
not limited to, NRS 28
1A and the Governor’s Proclamation, which can be found on the Purchasing
Division’s website (
http://purchasing.state.nv.us
).



1.

PROJECT
OVERVIEW


The State of Nevada, Purchasing Division, on behalf of the
Department of Health and Human
Services, Division of Welfare and Supportive Services, is requesting proposals from qualified
vendors to contract for installation of a statewide Correspondence Management Solution.
Proposals for a State
-
owned solution or So
ftware
-
as
-
a
-
Service will be considered.


The p
roposed solution must integrate all varieties of paper and electronic correspondence into a
unified customizable solution to improve quality, reliability and accountability and increase
compliance with regulato
ry requirements. The system should increase efficiencies and reduce
costs by streamlining processes and providing electronic options.


In the initial phase, all outgoing correspondence related to the Medicaid program will be migrated
to the new system. T
he anticipated start date for this phase is
February

2014. This engagement is
limited to all outgoing correspondence related to the Medicaid program.


1.1

GOALS AND OBJECTIVES


The goals and objectives of adopting a new Correspondence Management Solution are
to:


1.1.1

Increase compliance with state and federal statutes and regulations pertaining to
all incoming and outgoing correspondence
;


1.1.2

Increase efficiency by streamlining processes
;


1.1.3

Improve the reliability of and accountability for all outgoing correspondence
;


1.1.4

Improve the quality and readability of incoming and outgoing correspondence
;


1.1.5

Improve access to and deliverability of all correspondence by providing
electronic options
; and


1.1.6

Realize cost savings
.


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2.

ACRONYMS/DEFINITIONS



For the purposes of this RFP, the

following acronyms/definitions will be used:


Acronym

Definition

ACA

Patient Protection and Affordable Care Act of 2010.


Assumption

An idea or belief that something will happen or occur without proof. An
idea or belief taken for granted without proof
of occurrence.


Awarded Vendor

The organization/individual that is awarded and has an approved contract
with the State of Nevada for the services identified in this RFP.


BOE

State of Nevada Board of Examiners
.


CB
A

Cost Benefit Analysis
.


Client/Server

The client/server model typically defines the relationship
between

processes
running on separate machines. The server process is a provider of services.
The client is the consumer of the services. In essence, client/server provides
a clean

separation of function based on the idea of service.


CMS

Centers for Medicare & Medicaid Services.


Confidential
Information

Any information relating to the amount or source of any income, profits,
losses or expenditures of a person, including data rel
ating to cost or price
submitted in support of a bid or proposal. The term does not include the
amount of a bid or proposal.
Refer

NRS 333.020(5)

(b).


Contract Approval
Date

The date
the State of Nevada Board of Examiners officially approves and
accepts all contract language, terms and conditions as negotiated between the
State and the successful vendor.


Contract Award
Date

The date when vendors are notified that a contract has been successfully
negotiated
, executed

and is awaiting approval of t
he Board of Examiners.


Contractor

The company or organization that has an approved contract with the State of
Nevada for services identified in this RFP.

T h e c o n t r a c t o r h a s f u l l
r e s p o n s i b i l i t y f o r c o o r d i n a t i n g a n d c o n t r o l l i n g a l l a s p e c t s o f t h e c o n t r a c t
,
i n c l u d i n g s u p p o r t t o b e p r o v i d e d b y a n y s u b c o n t r a c t o r ( s ). T h e c o n t r a c t o r
w i l l b e t h e s o l e p o i n t o f c o n t a c t w i t h t h e S t a t e r e l a t i v e t o c o n t r a c t
p e r f o r m a n c e.


C r o s s R e f e r e n c e

A r e f e r e n c e f r o m o n e d o c u m e n t/s e c t i o n t o a n o t h e r d o c u m e n t/s e c t i o n
c o n t a i n i n g r e
l a t e d m a t e r i a l.


C u s t o m e r

D e p a r t m e n t, D i v i s i o n o r A g e n c y o f t h e S t a t e o f N e v a d a
.


D B A

D a t a b a s e A d m i n i s t r a t o r
.

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Acronym

Definition


Deliverables

Project work products throughout the term of the project/contract that may or
may not be tied to a payment.


Development
Environment

A computer system, toolset and methodology used to develop and/or modify
and test new software applications.


DHHS

Department of Health and Human Services.


Division
/Agency

The Division/Agency requesting services as identified in this RFP.


DSD

Detailed System Design
.


DWSS

Division of Welfare and Supportive Services.


EDI

Electronic Data Interchange is a standard format for exchanging business
data. The standard is ANSI X12, developed by the Data Interchange
Standards Association. ANSI

X12 is either closely coordinated with or is
being merged with an international standard, EDIFACT.


EFT

Electronic Funds Transfer


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EGL

Enterpr
ise Generation Language.


EIN

Employer Identification Number
.


EITS

Enterprise Information Technology Services Division
.


Email

Electronic mail
.


ERD

Entity Relationship Diagram
.


Evaluation

Committee

An independent committee comprised of a majority of State officers or
employees established to evaluate and score proposals submitted in response
to the RFP pursuant to NRS 333.335.


Exception

A formal objection taken to any statement/requirement
identified within the
RFP.


FTE

Full Time Equivalent
.


Functional
Requirements

A narrative and illustrative definition of business processes independent of
any specific technology or architecture.


GAAP

Generally Accepted Accounting Principles
.


Goods

The term “goods” as used in this RFP has the meaning ascribed to it in
kop
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Acronym

Definition

§104.2105
(1) and includes, without limitation, “supplies”, “materials”,
“equipment”, and “commodities”, as those terms are used in NRS Chapter
㌳㌮


GUI

Graphical User Interface
.


Interoperability

The ability to exchange and use information (usually in a large
heterogeneous network made up of several local area networks).

Interoperable systems reflect the ability of software and hardware on
multiple machines from multiple vendors
to communicate.


JAD

Joint Application Development
.


Key Personnel

Vendor

staff responsible for oversight of work during the life of the project
and for deliverables.


LAN

Local Area Network
.


LCB

Legislative Counsel Bureau
.


LOI

Letter of Intent
-

notification of the State’s intent to award a contract to a
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May

Indicates something that is recommended
but not mandatory. If the vendor
fails to provide recommended information, the State may, at its sole option,
ask the vendor to provide the information or evaluate the proposal without
the information.


MS

Microsoft
.


Must

Indicates a mandatory
requirement. Failure to meet a mandatory
requirement may result in the rejection of a proposal as non
-
responsive.


NAC

Nevada Administrative Code


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牥癩敷e搠癩a⁴桥⁩湴敲ne琠慴㨠t
www.leg.state.nv.us
.


NOA

Notice of Award


formal notification of the State’s decision to award a
contract, pending Board of Examiners’ approval of said contract, any non
J
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NOMADS

Nevada Operations of Multi
-
Automated Data Systems.


NRS

Nevada Revised Statutes



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www.leg.state.nv.us
.


Open Systems

Computer systems that
provide some combination of interoperability
,

portability and open software standards.

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Acronym

Definition


Pacific Time

(PT)

Unless otherwise stated, all references to time in this RFP and any
subsequent contract are understood to be Pacific Time.


PC

Personal computer
.


POC

Proof of Concept
.


Production
Environment

A computer system, communications capability and applications software
that facilitates ongoing business operations. New hardware/software is not
introduced into a production environment until it is fully
tested and accepted
by the State.


Proprietary
Information

Any trade secret or confidential business information that is contained in a
bid or proposal submitted on a particular contract.

(Refer t o NRS 333.020
(5) (a).


Publ i c Record

Al l books and publ i
c records of a government al ent i t y, t he cont ent s of whi ch
are not ot herwi se decl ared by l aw t o be confi dent i al must be open t o
i nspect i on by any person and may be ful l y copi ed or an abst ract or
memorandum may be prepared from t hose publ i c books and publ i c
records.

(
Refer t o

NRS 333.333 and NRS 600A.030

[
5
]
).


RDBMS

Relation
al

Database Management System
.


Redacted

The process of removing confidential or proprietary information from a
document prior to release of information to others.


RFP

Request for
Proposal
-

a written statement which sets forth the requirements
and specifications of a contract to be awarded by competitive selection

as
defined in
NRS 333.020(
8
).


Shall

Indicates a mandatory requirement. Failure to meet a mandatory
requirement may r
esult in the rejection of a proposal as non
-
responsive.


Shoul
d

Indicates something that is recommended but not mandatory. If the vendor
fails to provide recommended information, the State may, at its sole option,
ask the vendor to provide the informatio
n or evaluate the proposal without
the information.


SSN

Social Security Number
.


State

The State of Nevada and any agency identified herein.


Statement of
Understanding

A non
-
disclosure agreement that each contractor and/or individual must sign
prior
to starting work on the project.


Steering
The Steering Committee is made up of the Director/Administrator of the
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Acronym

Definition

Committee

agency and State, local government and private sector representatives.


Subcontractor

Third party, not directly employed by the
contractor
, who will provide
services identified in this RFP. This does not include third parties who
provide support or incidental services to the
contractor
.


Trade Secret

I
nformation, including, without limitation, a formula, pattern, compilation,
program, device, method, technique, product, system, process, design,
prototype, procedure, computer programming instruction or code that:
derives independent economic value, actual or potential, from not being
generally known to, and not being readily asc
ertainable by proper means by
the public or any other person who can obtain commercial or economic value
from its disclosure or use; and is the subject of efforts that are reasonable
under the circumstances to maintain its secrecy.


UML

Unified Modeling L
anguage
.


User

Department, Division, Agency or County of the State of Nevada.


Vendor

Organization/individual submitting a proposal in response to this RFP.


Walkthrough

Oral presentation by the contractor of deliverables and/or work products.


WAN

Wide Are
a

Network
.


Will

Indicates a mandatory requirement. Failure to meet a mandatory
requirement may result in the rejection of a proposal as non
-
responsive.


2.1

STATE OBSERVED HOLIDAYS


The State observes the holidays noted in the following table.

Note: When January 1
st
, July
4
th
, November 11
th

or December 25
th

falls on Saturday, the preceding Friday is observed as
the legal holiday. If these days fall on Sunday, the following Monday is the observed
holiday
.


Holiday

Day Observed

New Year’s Day

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Martin Luther King Jr.’s Birthday

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3.

BACKGROUND


3.1

PROJECT


3.1.1

The Nevada Operations of Multi
-
Automated Data Systems (NOMADS) is a
mainframe system implemented by DWSS in the year 2000. NOMADS and its
server
-
based subsystems are used for processing DWSS’ public assistance and
child support cases. All of the notices p
ertaining to the
Temporary Assistance for
Needy Families (
TANF
)
,

Supplemental Nutrition Assistance Program (
SNAP
)
,
and Medicaid programs were generated by NOMADS until October 2005, when
the new web
-
enabled Content Document Management System (CDMS) was
dep
loyed.


3.1.2

CDMS was designed to support the production of all DWSS program
-
related
outgoing correspondence and allow the end
-
user to search for and access
documents in a single location. CDMS also allowed for flexibility not offered by
NOMADS, such as the ab
ility to

generate notices in Spanish.
Unfortunately,
capacity issues have plagued CDMS preventing the migration of Medicaid
notices from NOMADS. DWSS management recently determined resolving
CDMS’ capacity issues would be too costly and a decision was made

to migrate
all of the notices currently residing in CDMS back to NOMADS until a new
correspondence solution can be found and implemented. Due to its inflexibility,
NOMADS is not a workable long
-
term solution.


3.1.3

Business rules are leveraged to generate out
bound correspondence in NOMADS
based upon actions performed by a caseworker during the course of a day. There
are at least 1,000 different business rules, 95 percent of which have been
automated. The workflow processes currently used to generate outbound

correspondence need to be redesigned.



3.1.4

Approximately 50,000 notices per month are currently generated for the DWSS
Medicaid program. The number of pages per notice varies from one (1) to twenty

(20)
.


3.1.5

Beginning in January 2014, the number of Medicaid notices generated is likely to
increase by
fifty (
50
)

percent due to changes related to the Patient Protection and
Affordable Care Act of 2010 and the Health Care and Education Reconciliation
Act of 2010, c
ollectively referred to as the Affordable Care Act (ACA).


3.1.6

Finally, the Centers for Medicare & Medicaid Services (CMS) has proposed a
rule NPRM CMS
-
2334
-
P to implement provisions of the Affordable Care Act
and the Children’s Health Insurance Program Reauth
orization Act of 2009
(CHIPRA) directing States to produce a single combined notice after all
eligibility determinations based on Modified Adjusted Gross Income (MAGI)
have been made. The rule also proposes to add basic content and accessibility
standards

to all eligibility notices and requires the availability of electronic
eligibility notices as an option for applicants and beneficiaries. The final rule will
be effective January 1, 2015.


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3.2

AGENCY


3.2.1

The mission of DWSS is to provide quality, timely and tem
porary services
enabling Nevada families, the disabled and elderly to achieve their highest levels
of self
-
sufficiency.


3.2.2

DWSS is a division of government within the Department of Health and Human
Services.


3.2.3

The programs DWSS oversees include:


3.2.3.1

Temporary

Assistance for

Needy Families (TANF) Program
;


3.2.3.2

Supplemental Nutrition Assistance Program (SNAP) (formerly
kn
own as the Food Stamp Program)
;


3.2.3.3

Child Supp
ort Enforcement Program (CSEP)
;


3.2.3.4

Child Care and Dev
elopment Program
;


3.2.3.5

Employment and Training Program
s f
or TANF and SNAP
recipients
;


3.2.3.6

Energ
y Assistance Program (EAP)
;


3.2.3.7

Children’s Health Insurance Program (CHIP); and


3.2.3.8

Eligibilit
y for Nevada’s Medicaid Program
.


3.2.4

The Division currently has approximately 1,600 employees in over 20 locations
across the State.
In the next biennium, the Division plans to add approximately
450 new employees and four (4) new locations.


3.3

CONCURRENT IMPACTS/PROJECTS


3.3.1

Affordable Care Act (ACA) Implementation Project
;

and


3.3.2

Eligibility Engine Expansion Project
.



3.4

CURRENT COMPUTING ENVIR
ONMENT


Description

Name

Database Management Systems

DB2 FOR ZOS 9.15

UDB 9.7

FOR DISTRIBUTED ENVIRONMENT

Computing Platform

AIX

V6.1, 7/Windows 2008/ Z/OS V1.14
/ESX5i

Network

TCP/IP, WAN, Cisco

Storage

110 Terabyte

Application Infrastructure

JAVA
6
, MVC, J2EE, COBOL, CICS
, Enterprise Generation Language (EGL) V8.0.1.4

Security

Novell Access Gateway 4.x

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Description

Name

Utilities

Business Objects XIR2

Adobe Forms V5.0

WebSphere Application Server (WAS) ND V7.0 and V8.0 on AIX V6.1/Windows 2003

WebSphere

Portal Server V6.1.5

WebSphere Process Server V7

WebSphere Process Server IBM BPM V8

WebSphere Business Monitor V7

WebSphere Service Registry & Repository V7

WebSphere Decision Server V8

WebSphere Decision Center V8

WebSphere Enterprise Service Bus V7.5.
1

WebSphere MQ V7.5

ITCAM for WAS Data Collector V6.1

ITCAM for WAS Managing Server V6.1

ITCAM for SOA V7.1.1

Entity Analytics Solutions (EAS) V4.2

Host Access Transformation Services (HATS) V7.5

FileNet PE V4.5.1

FileNet Content Manager V4.5.1

Adobe Forms

Server V5

iLOG jRules Window 2003 V6.1.6

Source Code Management

Perforce Windows Server 2003 V2007.2

File/Database Access Method

SQL, VSAM

Enterprise Servers

1 Pureflex

1 IBM Z
-
series;

10 IBM P
-
series;

20 Dell Intel Servers

Printers

Canon, HP, IBM,
Ric
oh

Reporting

Business Objects/Crystal Reports

Standard Desktop


4
-

8 GB Ram

Minimum 100 GB drives
-

Not accessible by users

100 GB Ethernet

Windows 7 OS (64 Bit)

ZEN for desktops (ZCM 11.3)

Microsoft Office Pro
2010
w/Outlook

LibreOffice

SUSE Linux
Desktop 9 and 10

Internet Explorer 8

Symantec Anti
-
Virus 12

z/Scope 6.2

Direct TCP/IP Printing on HP Laser Printers

Developer Software

WebSphere Integration Developer V7

IBM Integration Designer V8

WebSphere Business Modeler Basic V7

WebSphere Business M
odeler Advanced V7

Rational Application Developer (RAD) V7.5

WebSphere Decision Server Rule Designer V8

WebSphere Decision Server Event Designer V8

Adobe Output Designer V5.5.0


3.5

PROJECT SOFTWARE


All software used for project management must be approved by the State. Current desktop
tools utilized by
DWSS

include:


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3.5.1

Microsoft Project 2010
;

3.5.2

Microsoft Visio 2010
;

and

3.5.3

Microsoft Office Suite 2010
.


3.6

DEVELOPMENT SOFTWARE


3.6.1

All proposed software used in
the design, development, testing and
implementation of the deliverables outlined in this RFP must be approved by the
State.


3.6.2

If the application software is not public domain, the
awarded vendor

must
provide a licensing strategy.


3.6.3

The State will procure lic
enses for all base components and third party equipment
(operating system, data base, etc.) based upon specifications provided by the
awarded vendor.


3.6.4

Vendors must describe any equipment to be utilized during the course of the
project including minimum har
dware requirements and compatibility with
existing computing resources as described in
Section 3.4, Current Computing
Environments.


3.6.5

Costs
and training associated with the project software tools identified must be
included in
Attachment K, Project Costs
.


3.7

STATE RESOURCES


The following paragraphs describe the resources the State has committed to this project.


3.7.1

Steering Committee


This team of senior officials will work with, and on behalf of the project in
defining overall policy, providing top level decis
ion making, ensuring availability
of key resources and effecting key interdepartmental and contractual
relationships. The Steering Committee provides leadership in promoting support
for the project. Additional roles of the Steering Committee may include:


3.7.1.1

Review
of
proposed plans and timetables;


3.7.1.2

Provide problem resolution if issues cannot be resolved at the
project team level;


3.7.1.3

Provide departmental policy as it relates to the project;


3.7.1.4

Set priorities;


3.7.1.5

Propose alternative solutions to problems
encountered;


3.7.1.6

Obtain Legislative and Administrative backing; and


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3.7.1.7

Provide information and involve external parties in project progress,
accomplishments and challenges.


3.7.2

Project Sponsor


The DWSS Administrator is the project sponsor. All project activities

will be
conducted under the authority of the Administrator’s Office.


3.7.3

Project Manager


A
P
roject
M
anager has been appointed to coordinate the activities of all
individuals and organizations involved in the project. The
Project Manager

will
provide on
-
goi
ng daily direction and oversight to the State project staff and the
contractor and report progress and problems to the Steering Committee. The
Project Manager

will coordinate all organizations involved in the project and
ensure resource requirements are i
dentified and addressed. The
Project Manager

sets priorities when choices of alternatives are required.


3.7.4

State Project Staff


3.7.4.1

The awarded vendor will be expected to work closely with the State
project staff assigned to this project.


3.7.4.2

State project staff will be available to attend meetings, interviews
and assist assigned staff in reviewing functions with the
awarded
vendor
.


3.7.4.3

State project staff will be assigned to the project on an as
-
needed
basis, as determined by project and technica
l management to
represent the various functional and technical areas.


3.7.4.4

State project staff will report to the
Project Manager

who will act as
a conduit to the awarded vendor.


4.

SYSTEM REQUIREMENTS


4.1

VENDOR RESPONSE TO SYSTEM REQUIREMENTS


Vendors must
explain in sufficient detail how the vendor will satisfy the
DWSS

project
requirements
described below

and
in
Attachment
O
, Requirements Matrix
. If
subcontractors will be used for any of the tasks, vendors must indicate what tasks and the
percentage of ti
me subcontractor(s) will spend on those tasks
.


4.2

COMPUTING PLATFORM


4.2.1

The solution must interface with Enterprise Generation Language (EGL), Java,
and DB2 database software and store documents in FileNet utilizing the existing
indexing taxonomy:


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4.2.1.1

Document Ti
tle

4.2.1.2

Case Number

4.2.1.3

Document Category

4.2.1.4

Document Type

4.2.1.5

Member SSN

4.2.1.6

Member First Name

4.2.1.7

Member Middle Name

4.2.1.8

Member Last Name

4.2.1.9

Member Name Suffix

4.2.1.10

UPI

4.2.1.11

Task Type

4.2.1.12

Interview

4.2.1.13

Same Day Processing

4.2.1.14

Language

4.2.1.15

Historical

4.2.1.16

Scanned as Original

4.2.1.17

Notes


4.2.2

In addition, the following system

properties can be shown for each document:


4.2.2.1

Document Title

4.2.2.2

Scan Batch No.

4.2.2.3

Scan Set No.

4.2.2.4

Scan Date

4.2.2.5

Scan Origin

4.2.2.6

Scan Operator

4.2.2.7

Is Orphan

4.2.2.8

ID

4.2.2.9

Index Operator

4.2.2.10

Index Date

4.2.2.11

Last Viewed By

4.2.2.12

Last Viewed On

4.2.2.13

Size

4.2.2.14

Mime Type


4.2.3

Before the Document Indexing screen is shown,
the initial Search Screen comes
up with the following possible search fields:


4.2.3.1

Document Title

4.2.3.2

Member First Name

4.2.3.3

Member Middle Name

4.2.3.4

Member Last Name

4.2.3.5

Member Name Suffix

4.2.3.6

Document Category

4.2.3.7

Document Type

4.2.3.8

Scan Operator

4.2.3.9

Scan Location

4.2.3.10

Scan Batch No.

4.2.3.11

Scan Set No.

4.2.3.12

Scan Date from:/to:

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4.3

TECHNICAL REQUIREMENTS


4.3.1

The architecture of the solution must utilize Service Oriented Architecture (SOA)
technology.


4.3.2

The solution must support the five (5) most common browsers.


4.4

FUNCTIONAL REQUIREMENTS


4.4.1

The solution must:


4.4.1.1

Have the
ability to auto
-
generate documents in a modifiable format.
The documents will be placed in a workflow system for users to
access them and make their modifications.


4.4.1.2

Produce dynamic multi
-
page documents that will adjust to
accommodate more text and reduce
to prevent unnecessary white
space.


4.4.1.3

Create headers and footers dynamically based upon input.


4.4.1.4

Make the document instantly available for review and/or
modification.


4.4.1.5

Provide auditable requests, delivery, and content storage in FileNet.


4.4.1.6

Accept entry of any

text or symbol found on a standard keyboard.


4.4.1.7

Support aggregation of forms.


4.4.1.8

Provide document versioning.


4.4.1.9

Allow for easy and user
-
friendly form updating.


4.4.1.10

Provide a print
-
preview function.


4.4.1.11

Support printing at specified locations on demand.


4.4.1.12

Allow for
selection of a form in either English or Spanish on
demand.


4.4.1.13

Generate 6,000 forms per hour in batch mode.


4.4.1.14

Provide for bar
-
coding using existing indexing taxonomies.


4.4.1.15

Provide searchable documents.


4.4.1.16

Be expandable.


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4.5

SECURITY STANDARDS


4.5.1

System must meet State

security standards for transmission of personal
information as outlined in NRS 205.4742 and NRS 603A.


4.5.2

Protection of sensitive information will include the following:


4.5.2.1

Sensitive information in existing legacy applications will encrypt
data as is practical
.


4.5.2.2

Confidential Personal Data will be encrypted whenever possible.


4.5.2.3

Sensitive Data will be encrypted in all newly developed
applications.


4.5.3

All information technology services and systems developed or acquired by
agencies shall have documented security specifications that include an analysis of
security risks and recommended controls (including access control systems and
contingency plans).


4.5.4

Security requirements shall be developed at the same time system planners define
the requirements of the system. Requirements must permit updating security
requirements as new threats/vulnerabilities are identified and/or new technologies
implemented.


4.5.5

Se
curity requirements and evaluation/test procedures shall be included in all
solicitation documents and/or acquisition specifications.


4.5.6

Systems developed by either internal State or contracted system developers shall
not include back doors, or other code th
at would cause or allow unauthorized
access or manipulation of code or data.


4.5.7

Security specifications shall be developed by the system developer for approval
by the agency owning the system at appropriate points of the system development
or acquisition cyc
le.


4.5.8

All system development projects must include a documented change control and
approval process and must address the security implications of all changes
recommended and approved to a particular service or system. The responsible
agency must authorize
all changes.


4.5.9

Application systems and information that become obsolete and no longer used
must be disposed of by appropriate procedures. The application and associated
information must be preserved, discarded, or destroyed in accordance with
Electronic Re
cord and Record Management requirements defined in NRS and
NAC 239, Records Management.


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4.5.10

Software development projects must comply with State
Information Security
Consolidated

Policy 100, Section 4.7, Software

Development and Maintenance

and State Standard

131, “Security for S
ystem

Development”.


4.5.10.1

Separate development, test and production environments must be
established on State systems.


4.5.10.2

Processes must be documented and implemented to control the
transfer of software from a development environment to a
production environment.


4.5.10.3

Development of software and tools must be maintained on computer
systems isolated from a production environment.


4.5.10.4

Access to compilers, editors and other system utilities must be
removed from production systems.


4.5.10.5

Controls must be es
tablished to issue short
-
term access to
development staff to correct problems with production systems
allowing only necessary access.


4.5.10.6

Security requirements and controls must be identified, incorporated
in and verified throughout the planning, development,

and testing
phases of all software development projects. Security staff must be
included in all phases of the System Development Lifecycle (SDLC)
from the requirement definitions phase through implementation
phase.


4.6

REQUIREMENTS MATRIX


Vendor must:


4.6.1

Pr
esent the platform requirements for efficient operation of the system;


4.6.2

Review the requirements matrix carefully to insure that the proposed system
design addresses all of the requirements;


4.6.3

Tie each data element/function to the vendor’s project plan by ta
sk number;


4.6.4

R
espond to all of the requirements by properly coding and indicating how the
requirement is satisfied. The proposed costs and project plan must reflect the
effort needed to satisfy the requirements.


4.6.5

Identify, for each of the system requirements identified
in

the requirements
matrix

(Attachment O
)
, whether

it is:


Condition

Description

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Condition

Description

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㐮㘮Q

Identify whether each requirement is in the firm

fixed price included within the
cost proposal.


4.6.7

Describe how the proposed system meets the requirements specified within this
RFP.



5.

SCOPE OF WORK



The
scope of work
is broken down into
tasks, activities and deliverables.
The tasks and activities
within

this section are not necessarily listed in the order that they should be completed.
Vendor
s
must reflect within their proposal and preliminary project plan their recommended approach to
scheduling and accomplishing all tasks and activities identified wit
hin this RFP.

All tasks and
activities must be addressed.


All tasks performed by the
awarded

vendor

may be reviewed by S
tate staff.


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5.1

VENDOR

RESPONSE TO SCOPE OF WORK


5.1.1

Within the proposal,
vendor
s must provide information regarding their approach
to meeting the requirements described
within
Sections
5.4

through
5
.
6
.


5.1.2

If subcontractors will be used for any of the tasks,
vendor
s must indicate what
tasks and the percentage of time subcontractor(s) wi
ll spend on those tasks.


5.1.3

Vendor
's response must be limited to no more than five (5) pages per task not
including appendices, samples and/or exhibits.


5.1.4

Vendors must indicate whether or not their services will meet the below
requirements and specifications.


5.1.5

Minimum Software Criteria


5.1.5.1

The software must run on Advanced Interactive eXecutive (AIX) or
Windows servers and must provide Application Programming
Interfaces (APIs) that can be called in Java or Enterprise Generation
Language (EGL) code. DWSS requests
one solution that will work
for mainframe and server applications.


5.1.5.2

The vendor must convert all of DWSS’ existing Medicaid forms and
notices.


5.1.5.3

The software must include support for International Business
Machines (IBM) mainframe printers (refer to
Attachme
nt
P
, Letter
Example
). The marks in the margin are required for mainframe
printing to indicate how many pages must be grouped and stuffed
into a single envelope.


5.1.5.4

The software must include Service
-
Oriented Architecture (SOA)
support.


5.1.5.5

At a minimum, the so
ftware must support Portable Document
Format (PDF) files. Additional file formats will be considered.


5.1.5.6

The software must support the use of all special characters to allow
for Spanish forms to be developed.


5.1.5.7

The software must be compatible with FileNet.


5.1.6

Minimal System Configuration


5.1.6.1

Vendors should provide a listing of the minimal hardware and
software configuration for running the system. The associated costs
for this equipment should be included in the RFP cost tables.



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5.1.7

Time to Implement


5.1.7.1

It is
important to have an estimate of the time to implement the
system. Vendors should provide a high level project schedule, which
includes, at a minimum phases for:


A.

Project initiation and planning (requirements
definition/verification, procurement, resource
acquisition,
scheduling, startup)
;


B.

Implementation
;


C.

Verification and Testing
;


D.

Training (end user and technical cross
-
training)
;

and


E.

Rollout
.


5.1.8

Platform and Architecture


5.1.8.1

Vendors must describe the support for Enterprise Content
Management platforms (i.e.
FileNet) including all interfaces for
content access, archiving, workflow integration, etc.


5.1.8.2

The solution must provide support for optimized multi
-
channel
communications


print, web, e
-
mail, mobile.


5.1.8.3

A DWSS
-
hosted solution must integrate with DB2 and File
Net.


5.1.8.4

The solution must support horizontal/vertical clustering and multi
-
threading capabilities.


5.1.8.5

Vendors must:


A.

Describe the system architecture in terms of SOA, use of open
standards such as Extensible Markup Language (XML), etc.


B.

Describe the supported

application server platforms.


C.

Describe the support for output device formats including print
servers, e
-
mail servers, web servers, mobile devices etc.


D.

Describe the system capacity and scalability; include any
limitations in either batch or real
-
time int
eractive operations.


E.

Describe the system support for high
-
volume batch operations as
well as real
-
time and interactive generation.



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F.

Describe how the solution can be expanded to accommodate
correspondence for other programs.


5.1.9

User Security and Access
Control


5.1.9.1

Vendors must describe logon security, user access controls and the
ability to federate access across multiple sign
-
on solutions.


5.1.9.2

Web services must utilize the DWSS web services security policy.


5.1.9.3

In a vendor
-
hosted solution, please describe data p
rotection to
include meeting the Federal Tax Information (FTI) security
requirements as outlined in the current version of IRS Publication
1075 and other applicable state and federal law.



The solution must be compatible with Lightweight Directory
Access
Protocol (LDAP).


5.1.9.4

The security for the solution must be role
-
based. Vendors must
describe how new roles are created, changed and deleted.


5.1.9.5

Vendors must describe how roles are assigned to specific functions,
e.g., how is a role configured so that it can, o
r cannot, access certain
applications.


5.1.9.6

Vendors must describe the role
-
based security model in terms of
controlling access to applications, content, etc.


5.1.9.7

In the solution design, pre
-
defined user roles must be supported. In
the vendor response, describe w
hat they are and what functions can
each perform.


5.1.10

Content Authoring


5.1.10.1

Vendors must:


A.

Describe the correspondence template creation/design
experience, highlighting any key usability features.


B.

Describe the form design tool(s) and environment.


C.

Describe the
process of testing variable content assembly and
proofing or previewing within the design environment.


D.

Describe the system support for multi
-
user check
-
in/check
-
out
and content versioning.


E.

Describe how content approval to ensure that production
applicati
ons are fully approved prior to deployment functions.


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F.

Describe the skills required of a template designer including
skills for content authoring and any desired coding skills.


G.

Describe how the solution makes template designing user
-
friendly for both tech
nical and non
-
technical staff.


H.

Describe what content formats can be imported into the
proposed tool and explain any issues with the conversion.


I.

Describe supported formats for pre
-
composed pages, images,
forms, etc.


J.

Describe data handling within the desi
gn environment. Describe
how data mapping, string processing and calculations are
supported within the design environment.


5.1.11

Output Processing


5.1.11.1

Vendors must:


A.

Describe support for e
-
mail services, including supported
mechanisms for e
-
mail addressing.


B.

Describe support for print and mail applications including
support for postal optimization, finishing equipment, etc.


C.

Describe the mechanism for testing browser compatibility of
rich e
-
mail generation.


5.1.12

Migration


5.1.12.1

Vendors must:


A.

Describe the process for t
ransitioning an Adobe Forms template
to the proposed solution and your experience with this
migration.


5.1.13

Deployment


5.1.13.1

Vendors must:


A.

Describe deployment methods and customer software/hardware
requirements for each method.


B.

Describe any SaaS solution offered
as follows:


1.

Describe recoverability of the off
-
premise service in the
event of a disaster.


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2.

Describe how upgrades and patches are managed.


3.

List the environments that are included in the SaaS option
(i.e. Development, Test, Training and Production).


4.

Describe the State’s roles and responsibilities in the SaaS
solution.


5.1.14

Target Performance Metric


5.1.14.1

Vendors must indicate the target performance metric for each of the
following:


A.

System availability.


B.

Backup and recovery.


C.

Business continuity and disaster r
ecovery (e.g. Recovery Time
Objective (RTO) and

Recovery Point Objective (RPO).


D.

Capacity planning.


E.

Extensibility and flexibility of extending IT infrastructure to
accommodate new bu
siness functions and technology.


F.

Respons
e time performance capabilities.


G.

Reliability of system to deliver application services in a
predictable and consistent manner in n
ormal and unexpected
conditions.


H.

S
calability.


I.

Logging of genera
l events and failure conditions.


J.

Event notification.


K.

Record and monitor p
erformance of
individual system.


5.1.15

Interactive Caseworker Processing


5.1.15.1

Vendors must:


A.

Indicate if data can be manually entered into the editor using
form controls (i.e. text box, list, checkbox).


B.

Indicate if a user can manually select from pre
-
approved content
to include

in a letter. If so, describe.


C.

Indic
ate if spell check is supported.

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D.

Provide the typical file size of an interactive template instance
that a user will edit.


E.

Describe the interactive correspondence capabilities.


F.

Indicate whether the solution utilizes
its own workflow or
integrates with third party workflow systems.


G.

Indicate if an interactive letter can be previewed.


H.

Indicate which browsers are supported.


I.

Describe how content can be restricted from editing.


J.

Describe the footprint of the interactive
editing client (e.g.
proprietary installed client, ActiveX, Word, thin client, etc.).


5.1.16

Document Composition


5.1.16.1

Vendors must:


A.

Describe the basic composition engine model


for instance is
content composed based on text flows or frames.


B.

Describe composition
scalability in terms of pages per second,
support for multiple CPUs, multiple servers, etc.


C.

Describe tabular and table handling capabilities including
support for complex table formatting and table continuation.


D.

Describe any limitations with respect to l
ayout and styling (e.g.
tabs/indents/lists, fixed positioning, alignment, dynamic tables,
lines/borders/boxes, non
-
rectangular frames, continuation
headers/footers, etc.) if any.


5.1.17

Product Support


5.1.17.1

Vendors must:


A.

Describe the system’s support
infrastructure.


B.

Describe the system’s documentation and other sources of
critical system information.


C.

Describe the system’s maturity in terms of current version,
development cycles, planned updates, frequency of updates, etc.


D.

Describe training courses,
user group, etc.



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5.2

DELIVERABLE SUBMISSION AND REVIEW PROCESS


Once the detailed project plan is approved by the State, the
following sections detail the
process for submission and review of deliverables

during the life of the project/contract
.


5.2.1

General


5.2.1.1

The
contractor must provide one (1) master (both hard and soft
copies)
and f
our

(
4
)

additional hard copies

of each written
deliverable to the appropriate State
Project Manager

as identified in
the contract.


5.2.1.2

Once a deliverable is approved and accepted by t
he State, the
contractor must provide an electronic copy. The State may, at its
discretion, waive this requirement for a particular deliverable.


5.2.1.3

The electronic copy must be provided in software currently utilized
by the agency or provided by the
contractor.


5.2.1.4

Deliverables will be evaluated by the State utilizing mutually agreed
to acceptance/
exit criteria.


5.2.2

Deliverable

Submission


5.2.2.1

Prior to development and submission of each contract deliverable, a
summary document containing a description of the fo
rmat and
content of each deliverable will be delivered to the State
Project
Manager

for review and approval. The summary document must
contain, at a minimum, the following:


A.

Cover letter;


B.

Table of Contents with a brief description of the content of each
section;


C.

Anticipated number of pages; and


D.

Identification of

appendices/exhibits.


5.2.2.2

The summary document must contain an approval/rejection section
that can be completed by the State. The summary document will be
returned to the contractor within a mutual
ly agreed upon time frame.


5.2.2.3

Deliverables must be developed by the contractor according to the
approved format and content of the summary document for each
specific deliverable.


5.2.2.4

At a mutually agreed to meeting, on or before the time of delivery to
the
State, the contractor must provide a walkthrough of each
deliverable.

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5.2.2.5

Deliverables must be submitted no later than 5:00 PM, per the
approved contract deliverable schedule and must be accompanied by
a deliverable sign
-
off form
(
refer to
Attachment
G
)

with

t
he
appropriate sections completed by the contractor.


5.2.3

Deliverable

Review


5.2.3.1

General


A.

The State’s review time begins on the next working day
following receipt of the deliverable.


B.

The State’s review time will be determined by the approved and
accepted
detailed project plan and the approved contract.


C.

The State has up to five (5) working days to determine if a
deliverable is complete and ready for review. Unless otherwise
negotiated, this is part of the State’s review time.


D.

Any subsequent deliverable d
ependent upon the State’s
acceptance of a prior deliverable will not be accepted for review
until all issues related to the previous deliverable have been
resolved.


E.

Deliverables determined to be incomplete and/or unacceptable
for review will be rejected,
not considered delivered and
returned to the contractor.


F.

After review of a deliverable, the State will return to the
contractor the project deliverable sign
-
off form with the
deliverable submission and review history section completed.


5.2.3.2

Accepted


A.

If the
deliverable is accepted, the original deliverable sign
-
off
form signed by the appropriate State representatives will be
returned to the contractor.


B.

Once the contractor receives the original deliverable sign
-
off
form, the State can then be invoiced for the

deliverable
(refer to
Section
8
,
Financial
).


5.2.3.3

Comments
/Revisions Requested by the State


If the State has comments and/or revisions to a deliverable, the
following will be provided to the contractor:


A.

The original deliverable sign
-
off form with an updated

entry to
the deliverable submission and review history section.


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B.

Attached to the deliverable sign
-
off form will be a detailed
explanation of the revisions to be made and/or a marked up copy
of the deliverable.


C.

The State’s first review and return with com
ments will be
completed within the times specified in the contract.


D.

The contractor will have five (5) working days, unless otherwise
mutually agreed to, for review, acceptance and/or rejection of
the State’s comments.


E.

A meeting to resolve outstanding
issues must be completed
within three (3) working days after completion of the
contractor’s review or a mutually agreed upon time frame.


F.

Agreements made during meetings to resolve issues must be
documented separately.


G.

Once an agreement is reached regardi
ng changes, the contractor
must incorporate them into the deliverable for resubmission to
the State.


H.

All changes must be easily identifiable by the State.


I.

Resubmission of the deliverable must occur within five (5)
working days or a mutually agreed upon t
ime frame of the
resolution of any outstanding issues.


J.

The resubmitted deliverable must be accompanied by the
original deliverable sign
-
off form.


K.

This review process continues until all issues have been resolved
within a mutually agreed upon time frame.


L.

During the re
-
review process, the State may only comment on
the original exceptions noted.


M.

All other items not originally commented on are considered to
be accepted by the State.


N.

Once all revisions have been accepted, the original deliverable
sign
-
off f
orm signed by the appropriate State representatives will
be returned to the contractor.


O.

The contractor must provide one (1) updated and complete
master paper copy of each deliverable after approval and
acceptance by the State.


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P.

Once the contractor receive
s the original deliverable sign
-
off
form, the State can then be invoiced for the deliverable
(refer to
Section
8
,
Financial
)
.


5.2.3.4

Rejected, Not Considered Delivered


If the State considers a deliverable not ready for review, the
following will be returned to
the contractor:


A.

The original deliverable sign
-
off form with an updated entry to
the deliverable submission and review history section.


B.

The original deliverable and all copies with a written explanation
as to why the deliverable is being rejected, not con
sidered
delivered.


C.

The contractor will have five (5) working days, unless otherwise
mutually agreed to, for review, acceptance and/or rejection of
the State’s comments.


D.

A meeting to discuss the State’s position regarding the rejection
of the deliverable
must be completed within three (3) working
days after completion of the contractor’s review or a mutually
agreed upon time frame.


E.

Resubmission of the deliverable must occur within a mutually
agreed upon time frame.


F.

The resubmitted deliverable must be acc
ompanied by the
original deliverable sign
-
off form.


G.

Upon resubmission of the completed deliverable, the State will
follow the steps outlined in
Section

5.2.3.2, Accepted,

or
Section
5.2.3.3, Comments/Revisions Requested by the State
.


5.3

PROJECT KICK OFF MEE
TING


A project kick off meeting will be held with representatives from the State and the
contractor after contract approval and prior to work performed. Items to be covered in the
kick off meeting will include, but not be limited to:


5.3.1

Deliverable review
process;


5.3.2

Determining format and protocol for project status meetings;


5.3.3

Determining format for project status reports;


5.3.4

Setting the schedule for meetings between representatives from the State and the
contractor to develop the detailed project plan;


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5.3.5

Defin
ing lines of communication and reporting relationships;


5.3.6

Reviewing the project mission;


5.3.7

Pinpointing high
-
risk or problem areas; and


5.3.8

Issue resolution process.


5.4

PLANNING AND ADMINISTRATION


5.4.1

Objective


The objective of this task is to ensure that adequate p
lanning and project
management are dedicated to this project.


5.4.2

Activities


The
awarded vendor

must:


5.4.2.1

Detailed Project Plan
.

The contractor must w
ork with the State to
provide a detaile
d project plan
. The detailed project plan shall have
fixed deadlines that take into consideration the State holiday
schedule
provided in
Section 2.1, State Observed Holidays

to

include, but not be limited to the following:


A.

Project schedule including tasks, activities,

activity duration,
sequencing and dependencies;


B.

Project work plan for each deliverable, including a work
breakdown structure;


C.

Completion date of each task;


D.

Project milestones;


E.

Entrance and exit criteria for
specific project milestones; and


F.

Project or
ganization including a resource plan defining roles and
responsibilities for the
awarded vendor
, subcontractors (if
applicable) and State.


5.4.2.2

Staffing Plan: Describes the project organization including defining
roles and responsibilities for the contractor,
subcontractors (if
applicable), and State. The plan must ensure the most effective use
of people involved in the project including subcontractors.


5.4.2.3

Communication Plan: Describes a comprehensive approach for
handling communications with both internal and e
xternal audiences.
Effective communication is critical to the development of
productive relationships with concerned stakeholders. The plan
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must include, but not be limited to a plan for generation,
documentation, storage, transmission, and disposal of a
ll project
information. In addition the Communication Plan must include how
the contractor would present the project to the team, Steering
Committee involvement, and interaction with key participants using
a collaborative approach.


5.4.2.4

Risk Management Plan:
Describes how risks are identified, tracked,
planned for, analyzed, communicated, acted upon effectively, and
monitored. The plan shall also include the use of a Risks Log that
will be updated weekly and reported on during status reports and
meetings.


5.4.2.5

Quality Assurance Plan: Describes the methodology for maintaining
quality of the code, workmanship, project schedules and
subcontractor activities. Quality Assurance processes must ensure
that the project will satisfy State requirements as outlined in Sec
tion
5, Scope of Work of this RFP. This plan must align with Section
6.8, Quality Assurance.


5.4.2.6

Test Management Plan: Describes how the vendor will approach
system testing.


5.4.2.7

Change Management Plan: The contractor shall provide a Change
Management Plan and a
ssociated procedures to ensure the timely
response and covering of requested changes in the project time
frames. This plan will be used by the vendor and the State in the
design, specification, construction, implementation, and support of
the system.


5.4.2.8

Kno
wledge Transfer Plan: Describes how the contractor will
transfer knowledge to the State to operate the proposed solution at
the end of the contract period. The plan shall cover the entire
project lifecycle from initiation through final transition to the S
tate.
The plan must include sufficient time and resources to accomplish a
full transfer of knowledge to assure that the State can maintain and
operate the system independently and obtain timely and effective
support from the vendor.


5.4.2.9

Training Plan (End
-
U
ser, Technical): Describes how the contractor
plans to train the business, help desk, and technical State staff. The
plan must include use of the State’s train
-
the
-
trainer approach to all
the State staff to train applicable users and conduct outreach
acti
vities. The plan must incorporate the State’s e
-
learning software
Articulate and Camtasia. The contractor must develop training
curriculum based and segmented toward specific security levels and
role
-
based groups. The contractor must develop all trainin
g
documentation and training curriculum for technical and business
staff.


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5.4.2.10

Transition Plan: Describes the steps necessary to turn the final
deliverables over to the State. The contractor will be required to
develop a transition plan to ensure State staf
f are trained and
prepared to support the solution at the end of the contract period.
The plan shall contain sufficient information to assure that all
necessary steps are identified and that each step has sufficient
resources assigned.


5.4.2.11

Project Closeout P
lan: Describes the contractor’s process to close
the project. The plan must include a Corrective Action Plan (CAP)
for problems or deficiencies identified by an evaluation team for
review. The contractor must obtain approval by the State and the
contract
or must execute the CAP as agreed upon by the State.


5.4.2.12

Attend
and participate in all project related meetings requested by
the State
at a location to be determined by the State. Attendance
may be in person or via teleconferencing
,

as mutually agreed to by
the project team. These meetings shall follow an agenda mutually
developed by the
awarded vendor

and the

State.

The awarded
vendor shall prepare materials or briefings for these meetings as
requested by the State. Minutes will be taken and distributed b
y
State staff within five (5) working days after the meeting. Minutes
may be distributed via facsimile or email.


The agenda may include, but not be limited to:


A.

Review and approval of previous meeting minutes;

B.

Contractor project status;

C.

State project sta
tus;

D.

Contract status and issues, including resolutions;

E.

Quality Assurance status;

F.

New action items;

G.

Outstanding action items, including resolutions;

H.

Setting of next meeting date; and

I.

Other business.


5.4.2.13

Provide written semi
-
monthly project status reports
delivered to
State project management by the third (3
rd
) working day following
the end of each reporting period. The format must be approved by
the State prior to issuance of the first semi
-
monthly project status
report. The first semi
-
monthly report cov
ers the reporting period
from the 1
st

through the 15
th

of each month; and the second semi
-
monthly report covers the reporting period from the 16
th

through the
end of the month. The status reports must include, but not be
limited to the following:


A.

Overall

completion status of the project in terms of the State
approved project work plan and deliverable schedule;


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B.

Accomplishments during the period, including State
staff/stakeholders interviewed, meetings held, JAD sessions and
conclusions/decisions determine
d;


C.

Problems encountered and proposed/actual resolutions;


D.

What is to be accomplished during the next reporting period;


E.

Is
sues that need to be addressed, including contractual;


F.

Quality Assurance status;


G.

Updated MS Project time line showing percentage co
mpleted,
tasks assigned, completed and remaining;


H.

Identification of schedule slippage and strategy for resolution;


I.

Contractor staff assigned and their location/schedule;


J.

State resources required for activities during the next time
period; and


K.

Resource
allocation percentages including planned versus actual
by project milestone.


5.4.2.14

Develop a comprehensive approach for handling communications
with both internal and external audiences. Effective communication
is critical to the development of productive rela
tionships with
concerned stakeholders. The communication plan must include, but
not be limited to: a plan for generation, documentation, storage,
transmission and disposal of all project information.


5.4.2.15

Develop a risk management plan to ensure that risks ar
e identified,
planned for, analyzed, communicated and acted upon effectively.


5.4.2.16

Develop a quality assurance plan including, but not limited to, the
methodology for maintaining quality of the code, workmanship,
project schedules and subcontractor(s) activiti
es.


5.4.2.17

Develop a Change Management Plan and Control Procedures and
present it to the State for acceptance. This plan will be used by the
vendor and the State in the design, specification, construction,
implementation and support of the system.


5.4.2.18

Develop a Kn
owledge Transfer Plan, present the plan to the State,
execute the plan and obtain State acceptance before and after the
plan is executed. The plan must include sufficient time and
resources to accomplish

a full transfer of knowledge to assure that
the Sta
te can operate the system independently and obtain timely
and effective support from the vendor.

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5.4.2.19

The State will perform a Post Implementation Evaluation Review
(PIER) approximately six (6) months after full implementation and
State acceptance of all delive
rables. The
awarded vendor
's
Project
Manager

will be required to participate on site for a period of not to
exceed three (3) days.


5.4.3

Deliverables


5.4

PLANNING AND ADMINISTRATION DELIVERABLES

DELIVERABLE
NUMBER

DESCRIPTION OF DELIVERABLE

ACTIVITY

STATE'S

ESTIMATED

REVIEW TIME

(WORKING
DAYS)

5.4
.
3
.1

Detailed Project Plan

5.4.2.1

15

5.4
.3.2

Staffing Plan

5.4.2.2


N/A

5.4
.3.3

Communication Plan

5.4.2.
3

5

5.4
.3.4

Risk Management Plan

5.4.2.
4

10

5.4
.3.5

Quality Assurance Plan

5.4.2.
5

10

5.4.3.6

Test
Management Plan

5.4.2.
6

10

5.4.3.7

Change Management Plan

5.4.2.
7

10

5.4.3.8

Knowledge Transfer Plan

5.4.2.
8

10

5.4.3.9

Training Plan (End
-
User,
Technical)

5.4.2.9

10

5.4.3.10

Transition Plan

5.4.2.10

10

5.4.3.
11

Project Closeout Plan

5.4.2.
11

5



5.5

REQUIREMENTS VALIDATION AND DEMONSTRATION


5.5.1

Objective


The objective of this

task is to validate

and demonstrate that the proposed
solution meets all requirements identified in this RFP, the Requirements
Specification Document (RSD) and other referenced material and as described by
the vendor in their proposal. In addition, any changes that must be
made to the
solution in order to meet the requirements will be identified. This task will result
in the production of a high quality system application and documentation that