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Jul 2, 2012 (5 years and 1 month ago)

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Bioterrorism Hospital Preparedness Program – Statement of Work
1 of 10 2005_08_16
IT Professional Technical Services
Master Contract

Statement Of Work (SOW)
For Technology Services
Issued By

Minnesota Department of Health
Office of Emergency Preparedness

For

Bioterrorism Hospital Preparedness Program (BHPP)


Service Category (ies) Analyst – Technical, Testing, Web Applications Specialists-
Java/JSP/Servlets, Database - Oracle

Introduction
Project Contact Information

Project Title Bioterrorism Hospital Preparedness Program (BHPP)
Contact Person Paul Cavallo
Project Manager
Office of Emergency preparedness
85 East 7
th
Place – 3
rd
Floor
St. Paul, MN 55104

Phone: 651-296-6127
Email: paul.cavallo@health.state.mn.us


Proposal Submission Email only (no hard copies) paul.cavallo@health.state.mn.us



Business Need
Business Needs
1. Convert current Minnesota Responds! functionality from ColdFusion to Java.
2. Enhance Minnesota Responds! functionality based on direction from Minnesota Responds! staff,
coded in ColdFusion or Java as directed.
3. Complete Emergency System for Advanced Registration for Volunteer Health Professionals (ESAR-
VHP) technical guidelines as defined by the pilot and by the Grant. This will involve updating the
Minnesota Responds! module with ESAR-VHP required functionality.
4. Assist with Hospital Resource Tracking System implementation and perform any functions required
by MDH.
Bioterrorism Hospital Preparedness Program – Statement of Work
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5. Assist with Learning Management System implementation and perform any functions required by
MDH.
6. Assist with specialized Survey results and perform any data manipulation as required for reporting
purposes (e.g., Isolation capacity, EMS, behavioral health, Hospital Survey).
7. Assist with other Bioterrorism Hospital Preparedness Program (BHPP) initiatives as needed.

Functional Needs
1. Create Requirements documents, Use Case documents and Technical Analysis documents as
appropriate for IT development for the Bioterrorism Hospital Preparedness Program (BHPP).
2. Use Java programming on other BHPP modules involving the Minnesota Department of Health
(MDH) Workspace.
3. Create Oracle Data Base tables and load tables with data.
4. Possess the ability to convert ColdFusion programming to Java.
5. Possess the ability to utilize Hibernate.
6. Possess the ability to utilize Struts.
7. Take direction from MDH staff and code to MDH standards.
8. Use MVC (model-view-controller) design methodology.
9. Provide documentation for programming efforts undertaken.
10. Participate in code reviews with MDH staff.

History
1. The Minnesota Department of Health (MDH) Workspace is the home portal for BHPP programming
efforts. Any Java programming for BHPP initiatives will be done under direction from MDH staff
and coded to MDH standards. The Minnesota Responds! database is Oracle, and the Hospital
Survey database is Microsoft Access. The Vendor is expected to be familiar with Java
programming, Struts, Oracle and Microsoft Access databases, and use MVC (model-view-
controller) design methodology.
2. Research and selection of software for the Hospital Resource Tracking System has been ongoing and
will need to be accessed directly, as well as from within the Workspace.
3. Minnesota Responds! is a database of professional volunteers, written in ColdFusion. This software
will be upgraded and converted to Java.
4. Emergency System for the Advanced Registration of Volunteer Health Professionals (ESAR-VHP)
is a National system of state-based databases that will be portable and interoperable. Minnesota
Responds! is the name of Minnesota’s ESAR-VHP. All upgrades and enhancements to Minnesota
Responds! must meet National Technical Guidelines and Standards for ESAR-VHP.
5. There is a Hospital Survey being executed by a survey development company called Perseus. When
the survey data is available, data manipulation will be required for reporting purposes.
6. There are several other specialized surveys that will require data manipulation for reporting
purposes.
7. A Hospital Resource Tracking System implementation will occur in the October –December 2005
timeframe.
8. A Learning Management System will be implemented in the November –December 2005 timeframe.


Project Deliverables
Desired System Features
1. Conversion of Minnesota Responds! to Java.
2. Enhancement of Minnesota Responds! functionality to meet ESAR-VHP Technical Guidelines and
Standards.
3. Installation of Hospital Resource Tracking System as defined by the installation process.
4. Manipulation of Hospital Survey results data as required.
5. Manipulation of Specialized Survey results data as required.
Bioterrorism Hospital Preparedness Program – Statement of Work
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6. Installation of Learning Management System as defined by the installation process.

Specific Deliverables Required
1. Requirements documents.
2. Use Case documents.
3. Technical Analysis documents.
4. Java programming.
5. Oracle Data Base tables created and loaded.
6. ColdFusion programming.
7. Hibernate programming.
8. Struts programming.
9. MVC (model-view-controller) design methodology.
10. Documentation for programming efforts.
11. Code reviews with MDH staff.


Project Milestones and Schedule
Process
Start Date
End Date
Analysis 11/07/2005 11/18/2005
Design 11/21/2005 12/09/2005
Development 12/12/2005 01/20/2006
Testing 12/19/2005 02/03/2006
Implementation 02/06/2006 02/10/2006
Post-Implementation Support 02/13/2006 08/31/2006



Project Environment (State Resources)
Staff Descriptions
1. Number of people on the project: Up to six (6) people, most are business people.
2. Project Manager Name: Paul Cavallo
3. Basic organizational structure (organizational chart) of the project:

Organizational Structure of the Project











4. Staff proficiency levels and experience (with methodology, tools, etc.): The Grant Supervisor and
Analyst have some understanding of IT tools from a business level. Various IT staff within OEP
have detailed knowledge and experience in IT development.
5. Relevant models such as an organizational chart, event model, process model, etc.: OEP uses the
Project Management Body of Knowledge for modeling all IT development processes, as provided by
the Project Management Office at the State.
Pat Tommet
(Grant Supervisor)
Megan Thompson
(
Anal
y
st
)
Paul Cavallo
(
Pro
j
ect Mana
g
er
)
Vendor
(
Develo
p
er
)
Bioterrorism Hospital Preparedness Program – Statement of Work
4 of 10 2005_08_16


Agency Project Requirements
Agency Implementation Requirements
1. All locations where the system might be implemented: These various systems will be implemented
at the State. Most are web-based applications and will be available on the web and/or via the MDH
Workspace.
2. If the implementation will involve the training of staff: The Vendor will not be responsible for
training staff. As part of standard development, the Vendor will contribute to training materials as
required.
3. Any on-going hardware/software, maintenance and warranty needs: Software maintenance will be
required on an as-needed basis.
4. Compliance with the Statewide Enterprise Architecture: Development will comply with the
Statewide Enterprise Architecture.
5. Compliance with Statewide Project Management Methodology: Development will comply with
Statewide Project Management Methodology.
6. Compliance with applicable industry/agency standards: Development will comply with applicable
industry/agency standards.


Responsibilities Expected of the Selected Vendor
Expectations of Vendor
1. Proposed change management process: The Vendor is expected to comply with the change
management process in place in OEP.
2. Vendor staffing: Based on need and timing, the Vendor will confer with the State regarding staffing
levels.
3. Project Documentation: Documentation is part of this contract; the Vendor will confer with the
State regarding what level of documentation, including in-line code documentation, is appropriate to
specific development activities.
4. Project management responsibilities: The State will assign project managers to these tasks.
5. Providing training/ knowledge transfer: Knowledge transfer is an expected result of project
documentation. If additional knowledge transfer is required, the Vendor will confer with the State to
accomplish any knowledge transfer.
6. Testing and acceptance criteria:
a. Minnesota Responds! – any conversion and any new functionality will perform as designed
and will meet National ESAR-VHP Technical Guidelines and Standards.
b. Hospital Resource Tracking System – successful implementation.
c. Hospital Survey results – any required programming or data manipulation performed to the
satisfaction of the analysts.
d. Specialized Survey results - any required programming or data manipulation performed to
the satisfaction of the analysts.
e. Learning Management System – assist in successful implementation.
7. Warranty requirement: See acceptance criteria above.
8. Work-plan:
a. As directed by OEP staff.
b. Will parallel the milestones of the individual BHPP modules.


Required Skills (These are to be scored as pass/fail requirements)
Required Minimum Qualifications
1. Master Contract resource type(s)/ categories:
Bioterrorism Hospital Preparedness Program – Statement of Work
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a. Database Analyst and Designer – Oracle.
b. Technical Analyst and Designer.
c. Web Designer.
d. Web Applications Specialist – Java/JSP/Servlets.
e. Developer – Java, ColdFusion, Hibernate, Struts.
f. Testing Analyst and Designer.
2. Years of experience: 5 years.
3. Required Skill Type e.g. Oracle, DBA, Java Beans, etc.:
a. Java.
b. Oracle.
c. ColdFusion.
d. Struts.
e. Hibernate.


Desired Skills
1. Oral Communication.
2. Written Communication.
3. Documentation.


Process Schedule
Process
Deadline (Central Time)
Statement of Work Posted 09/12/2005 2:00 p.m.
Questions Received from Vendor 09/16/2005 2:00 p.m.
Posted Response to Vendor Questions 09/23/2005 2:00 p.m.
Proposals Due 09/30/2005 2:00 p.m.
Anticipated Proposal Evaluation Begins 10/10/2005 2:00 p.m.
Anticipated Proposal Evaluation & Decision 10/28/2005 2:00 p.m.


Questions
Any questions regarding this Statement of Work should be submitted via e-mail by 9/16/2005, 2:00 p.m.
Central Time.
Item
Description
Name Paul Cavallo
Department Office of Emergency Preparedness (OEP)
Telephone Number 651-296-6127
E-mail Address paul.cavallo@health.state.mn.us

Questions and answers will be posted on the Office of Technology web site (www.ot.state.mn.us).


SOW Evaluation Process
Categories and Scoring Methodology/Criteria
Ref #
Category
Percent
1 Company (background, credentials, financials) 5%
2 Experience 30%
Bioterrorism Hospital Preparedness Program – Statement of Work
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3 Three References 5%
4 Desired Skills 20%
5 Work Plan 10%
6 Cost 30%
Total 100%

**Note: For procurements exceeding $477,000, member countries of the World Trade Organization’s
Government Procurement Agreement must be treated on the same basis as U.S. companies under the
terms of the treaty. A reference sheet including a list of current members is available at:
http://www.mmd.admin.state.mn.us/Doc/OutsourcingEvalSheet.doc



Response Requirements
Proposal Organization Requirements
1. Introduction.
2. Company overview.
a. Company history, growth.
b. Current financial data if publicly available.
3. Project Overview.
4. Detailed response to “Business/Project Requirements”.
a. Description of the vendor’s understanding of the need and explanation of their proposed
solution.
b. Explain how the project will meet the requirements. Need to layout clearly what they
should respond to from this section and how.
c. Vendor should indicate what specific experience the candidate(s) has that closely parallels
the State requirements.
d. Include description of software/hardware configuration.
5. Detailed response to “Project Approach.”
a. Organization and staffing (including staff qualifications, resumes, etc.).
b. Work-plan with life-cycle cost breakdown.
c. Contract/change management procedures.
d. Project management (e.g. quality management, risk assessment/management, etc.).
e. Documentation of progress such as status reports.
6. References: Provide three (3) clients using the solution.
7. Cost including hourly rate of contractors.
8. Conflict of interest statement as it relates to this project.
9. Required forms to be returned or additional provisions that must be included in proposal:
a. Affirmative Action Certificate of Compliance (if over $100,000).
http://www.mmd.admin.state.mn.us/doc/affaction.doc

b. Affidavit of non-collusion http://www.mmd.admin.state.mn.us/doc/noncollusion.doc

c. Certification Regarding Lobbying http://www.mmd.admin.state.mn.us/doc/lobbying.doc

d. Location of Service Disclosure.
http://www.mmd.admin.state.mn.us/Doc/ForeignOutsourcingDisclosureCertification.doc

e. Liability Language “The Contractor must indemnify, save, and hold the State, its agents,
and employees harmless from any claims or causes of action, including attorney’s fees
incurred by the State, arising from the performance of this contract by the Contractor or the
Contractor's agents or employees. This clause will not be construed to bar any legal
remedies the Contractor may have for the State's failure to fulfill its obligations under this
contract.”



Bioterrorism Hospital Preparedness Program – Statement of Work
7 of 10 2005_08_16
Proposal Submission Instructions
Response Information:
1. Please submit the response via email to: paul.cavallo@health.state.mn.us

Attention: Selection
Committee – BHPP Project

2. Key dates:
a. Refer to Process Schedule.
b. Constraints or rules on respondents (e.g. are there any restrictions as to whom the vendor is
allowed to contact) - No restrictions. Please start with Paul Cavallo.
c. Vendors must submit candidate resumes directly to Paul Cavallo on or before the required
date in the Process Schedule. This may be done via an attachment to email only.


General Requirements
Proposal Contents
By submission of a proposal, Responder warrants that the information provided is true, correct and
reliable for purposes of evaluation for potential award of a this work order. The submission of
inaccurate or misleading information may be grounds for disqualification from the award as well as
subject the responder to suspension or debarment proceedings as well as other remedies available by
law.

Disposition of Responses
All materials submitted in response to this SOW will become property of the State and will become
public record in accordance with Minnesota Statutes, section 13.591, after the evaluation process is
completed. Pursuant to the statute, completion of the evaluation process occurs when the government
entity has completed negotiating the contract with the selected vendor. If the Responder submits
information in response to this SOW that it believes to be trade secret materials, as defined by the
Minnesota Government Data Practices Act, Minn. Stat. § 13.37, the Responder must: clearly mark all
trade secret materials in its response at the time the response is submitted,
include a statement with its response justifying the trade secret designation for each item, and
defend any action seeking release of the materials it believes to be trade secret, and indemnify and hold
harmless the State, its agents and employees, from any judgments or damages awarded against the State
in favor of the party requesting the materials, and any and all costs connected with that defense. This
indemnification survives the State’s award of a contract. In submitting a response to this RFP, the
Responder agrees that this indemnification survives as long as the trade secret materials are in
possession of the State.

The State will not consider the prices submitted by the Responder to be proprietary or trade secret
materials.

Liability
Indemnification and Hold Harmless
The Contractor must indemnify, save, and hold the State, its agents, and employees harmless from any
claims or causes of action, including attorney’s fees incurred by the State, arising from the performance
of this contract by the Contractor or the Contractor's agents or employees. This clause will not be
construed to bar any legal remedies the Contractor may have for the State's failure to fulfill its
obligations under this contract.


Conflicts of Interest
Responder must provide a list of all entities with which it has relationships that create, or appear to
create, a conflict of interest with the work that is contemplated in this request for proposals. The list
should indicate the name of the entity, the relationship, and a discussion of the conflict.
Bioterrorism Hospital Preparedness Program – Statement of Work
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The responder warrants that, to the best of its knowledge and belief, and except as otherwise disclosed,
there are no relevant facts or circumstances which could give rise to organizational conflicts of interest.
An organizational conflict of interest exists when, because of existing or planned activities or because of
relationships with other persons, a vendor is unable or potentially unable to render impartial assistance
or advice to the State, or the vendor’s objectivity in performing the contract work is or might be
otherwise impaired, or the vendor has an unfair competitive advantage. The responder agrees that, if
after award, an organizational conflict of interest is discovered, an immediate and full disclosure in
writing must be made to the Assistant Director of the Department of Administration’s Materials
Management Division (“MMD”), which must include a description of the action which the contractor
has taken or proposes to take to avoid or mitigate such conflicts. If an organization conflict of interest is
determined to exist, the State may, at its discretion, cancel the contract. In the event the responder was
aware of an organizational conflict of interest prior to the award of the contract and did not disclose the
conflict to MMD, the State may terminate the contract for default. The provisions of this clause must be
included in all subcontracts for work to be performed similar to the service provided by the prime
contractor, and the terms “contract,” “contractor,” and “contracting officer” modified appropriately to
preserve the State’s rights.

Foreign Outsourcing of Work Prohibited
All services under this contract shall be performed within the borders of the United States. All storage
and processing of information shall be performed within the borders of the United States. This provision
also applies to work performed by subcontractors at all tiers.

Statement of Work does not obligate the state to award a work order or complete the assignment, and the
state reserves the right to cancel the solicitation if it is considered to be in its best interest. The Agency
reserves the right to reject any and all proposals.





Bioterrorism Hospital Preparedness Program – Statement of Work
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IT Professional Services Master Contract Work Order

STATE OF MINNESOTA
IT Professional Services Master Contract Work Order


This work order is between the State of Minnesota, acting through its _____ ("State") and _____
("Contractor"). This work order is issued under the authority of Master Contract T-Number 502TS,
CFMS Number _________, and is subject to all provisions of the master contract which is
incorporated by reference.
Recitals

1. Under Minn. Stat. § 15.061 [INSERT ADDITIONAL STATUTORY AUTHORIZATION IF
NECESSARY.] the State is empowered to engage such assistance as deemed necessary.
2. The State is in need of [ADD BRIEF NARRATIVE OF THE PURPOSE OF THE
CONTRACT].
3. The Contractor represents that it is duly qualified and agrees to perform all services described in
this work order to the satisfaction of the State.

Work Order
1 Term of Work Order
1.1 Effective date:__________, or the date the State obtains all required signatures under Minn. Stat. § 16C.05,
subd. 2, whichever is later.
[The Contractor must not begin work under this work order until it is fully executed and the Contractor has been notified by the
State’s Authorized Representative to begin the work.]
1.2 Expiration date: _____, or until all obligations have been satisfactorily fulfilled, whichever occurs first.

2 Contractor’s Duties
The Contractor, who is not a state employee, will: ______[Thorough Description of Tasks/Duties]

3 Consideration and Payment
3.1 Consideration. The State will pay for all services performed by the Contractor under this work order as
follows:
A. Compensation. The Contractor will be paid as follows:
[For projects, list out each deliverable and amount to be paid for each deliverable. Only if a specific
deliverable cannot be defined, insert an hourly rate.]
B. Travel Expenses. Reimbursement for travel and subsistence expenses actually and necessarily incurred
by the Contractor as a result of this work order will not exceed $0.

C. Total Obligation. The total obligation of the State for all compensation and reimbursements to the
Contractor under this work order will not exceed $200,000.
3.2 Invoices. The State will promptly pay the Contractor after the Contractor presents an itemized invoice for
the services actually performed and the State's Authorized Representative accepts the invoiced services.
Invoices must be submitted timely and according to the following
schedule:______________________________________________________

4 Liability
Indemnification and Hold Harmless
The Contractor must indemnify, save, and hold the State, its agents, and employees harmless from any claims or
causes of action, including attorney’s fees incurred by the State, arising from the performance of this contract by
the Contractor or the Contractor's agents or employees. This clause will not be construed to bar any legal remedies
the Contractor may have for the State's failure to fulfill its obligations under this contract.
Bioterrorism Hospital Preparedness Program – Statement of Work
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5 Foreign Outsourcing


Contractor agrees that the disclosures and certifications made in its Location of Service Disclosure and
Certification Form submitted with its proposal are true, accurate and incorporated into this work order contract by
reference.


6 Authorized Representatives

The State's Authorized Representative is ___________. The State's Authorized Representative
will certify acceptance on each invoice submitted for payment.

The Contractor's Authorized Representative is ______________. If the Contractor’s
Authorized Representative changes at any time during this work order, the Authorized
Representative must immediately notify the State.


1. STATE ENCUMBRANCE VERIFICATION 2. STATE AGENCY

Individual certifies that funds have been encumbered as
required by Minn. Stat. 16A.15 and 16C.05.

By:______________________________________________ By:_______________________________________

(with delegated authority)
Date:_____________________________________________ Title:______________________________________


CFMS Contract No._________________________________ Date:______________________________________


3. CONTRACTOR
The Contract or certifies the appropriate person(s)
Have executed the contract on behalf of the Contractor as
required by applicable articles or bylaws




By:______________________________________________

Title:_____________________________________________


Date: