CaMSS Support Services RFP for FSSA: Key Dates, Scope, and Contract Information

Request for Proposal 18-003 Care Management for Social Services (CaMSS) Support Services Indiana Department of Administration On Behalf Of Family and Social Services Administration (FSSA) Pre-Proposal Conference October 4, 2017 Teresa Deaton-Reese, CPPB, CPPO Senior Account Manager

Agenda General Information Purpose of RFP Key Dates Scope of Work Proposal Preparation & Evaluation Minority and Women s Business Enterprises (M/WBE) Indiana Veteran Owned Small Businesses (IVOSB) Question and Answer Session

General Information Sign-In Sheet for Attendees Sign-In Sheet and PowerPoint will be posted on IDOA s Solicitation Website Hold questions until the end of the presentation Any verbal response is not considered binding; Respondents are encouraged to submit any questions formally, in writing, if it affects the proposal that will be submitted to the State.

Purpose of the RFP The State is seeking Respondent(s) to provide quality Maintenance, Operations, and Enhancement Services for FSSA s CaMSS system. This solicitation may result in an award to one vendor.

Key Dates Activity Date Issue of RFP September 26th, 2017 Pre-Proposal Conference October 4th, 2017 Deadline to Submit Intent to Respond and Written Questions October 10th, 2017 Response to Written Questions/RFP Amendments October 20th, 2017 Submission of Proposals November 7th, 2017 The dates for the following activities are target dates only. These activities may be completed earlier or later than the date shown. Proposal Evaluation TBD Proposal Discussions/Clarifications (if necessary) TBD Oral Presentations (if necessary) TBD Best and Final Offers (if necessary) TBD January 4th, 2018 RFP Award Recommendation

Term of Contract The State intends to sign a contract with one Respondent to fulfill the requirements in this RFP. The initial term of the contract shall be for two (2) years from the date of contract execution. There may be four (4) one-year renewals for a total of six (6) years at the State s option.

Scope of Work The CaMSS system is part of the larger Integrated Care and Case Management System initiative to modernize and consolidate various care management applications used throughout FSSA. FSSA will contract with the Contractor to support the various components of the CaMSS system in the following two ways: Maintenance and Operation Services for CaMSS. System Enhancement Services to expand the scope of the CaMSS solution as directed by FSSA, including Planning, Design, Development, and Implementation of solution enhancements.

Future Expansion At contract start, the CaMSS functionality will support services provided by Division of Aging (DA)and Division of Mental Health and Addiction (DMHA). Based on the system roadmap, it is expected that the Contractor will provide system enhancements for additional DMHA and DA functionality, as well as integrate and develop a system to meet the needs of Bureau of Developmental Disabilities Services (BDDS). Affected Divisions User Stories Developed? Estimated Release Release ID DDI Vendor Initial System Integrator DA/DMHA DA/DMHA Yes 2017 BDDS Home and Community Based Services (HCBS) BDDS Institutional Provider (PROV) DMHA Children 1915i Incident Reporting (INCD) DMHA Adult 1915i APS DDRS Contractor No 2018 DDRS DDRS DMHA Contractor Contractor Contractor Contractor Contractor Contractor No No Yes No Yes No 2018 2018 2018 2019 2019 TBD DA/DMHA/BDDS DMHA DA

Business Proposal (Attachment E) Company Financial Information (Section 2.3.3) Confidential information must be kept separate from the proposal in the electronic copies. IDOA recommends sending a public file that has the confidential information redacted (may be in PDF format) and a final file that includes all required information (must be in format provided). Contract Terms (Section 2.3.5) Respondent should review the sample State contract (Attachment B) and note exceptions to State mandatory and non-mandatory clauses in Business Proposal and Transmittal Letter.

Technical Proposal (Attachment F) Respondents may provide their responses in the format of their choosing but must organize their proposal in the exact order of questions provided in the Technical Proposal template followed by their answers. Where appropriate, supporting documentation may be submitted as an attachment and referenced by a page and paragraph number.

Cost Proposal (Attachment D) Please complete the template provided for the Cost Proposal by populating ONLY the yellow shaded cells. Cost scores will then be normalized to one another, based on the lowest cost proposal evaluated. The lowest cost proposal receives a total of 25 points. The normalization formula is as follows: Respondent s Cost Score = (Lowest Cost Proposal / Total Cost of Proposal) X 25

Cost Proposal (Cont.) (Attachment D) The Summary Tab will pull Respondent s information from the Start-Up Costs , Maintenance & Operations , and Enhancements Tabs. Other than inserting the Respondent s name, no response is necessary on this tab.

Cost Proposal (Cont.) (Attachment D) For the Start-Up Costs Tab, Respondents should fill in the yellow cells with an start-up costs (if any) and a full description of the item (purpose, # of units, price, and total cost) for both M&O and Enhancements.

Cost Proposal (Cont.) (Attachment D) On the Maintenance and Operations Tab, Respondents should fill in the Staff Costs table with staff positions, role responsibilities, number of FTEs per classification, and the position s hourly rate. In the Non-Staff Recurring Costs tables following, Respondents should provide a full description of that cost (purpose, price, number of units, etc.) and total monthly cost.

Cost Proposal (Cont.) (Attachment D) On the Enhancements Tab, Respondents should provide hourly rates in the yellow cells for work to be completed under the Enhancement Pool. These rates will apply for all staff categories. The Pool should cover all costs for the development and implementation of Modifications and Enhancements. The remainder of the Tab will populate automatically based on those inputs.

Proposal Preparation When submitting your response, please create a separate electronic folder for each component to which you are responding. This folder should contain all of the pertinent files for only that component, i.e., MWBE forms, IVOSB forms, IEI form, Transmittal Letter, Business Proposal, etc. Your proposal may be deemed as non-responsive if these instructions are not followed.

Proposal Preparation Buy Indiana, Business Proposal (2.3.13) Status shall be finalized by proposal due date Five (5) definitions, details provided in the RFP Indiana Economic Impact, Attachment C Definitions of FTE (Full-Time Equivalent) Example: If a Respondent has five (5) full time employees, is bidding on its 5th contract, and all contracts get an equal amount of commitment from the employees, then each employee commits 20% of his/her time to the new contract: 0.2 x 5 employees 1 FTE

Proposal Preparation Attachment D (Cost Proposal) must be returned in the original Excel format (No PDFs) Use the templates provided for all responses Do not alter any templates Submit all questions via email using the Q&A Template (Attachment G)

Evaluation Criteria Criteria Points 1. Adherence to Mandatory Requirements Pass/Fail 2. Management Assessment/Quality (Business and Technical Proposal) 50 points 3. Cost (Cost Proposal) 25 points 4. Indiana Economic Impact 5 points 5. Buy Indiana 5 points 6. Minority Business Enterprise Subcontractor Commitment 5 points (1 bonus point is available, see Section 3.2.6) 7. Women Business Enterprise Subcontractor Commitment 5 points (1 bonus point is available, see Section 3.2.6) 8. Indiana Veteran Business Enterprise (IVBE) Subcontractor Commitment 5 points (1 bonus point is available, see Section 3.2.7) Total 100 (103 if bonus awarded)

Minority and Womens Business Enterprises Complete Attachment A, MWBE Form Include sub-contractor letters of commitment Goals for Proposal 8% Minority Business Enterprise 8% Women Business Enterprise

Minority and Womens Business Enterprises Prime Contractors must ensure that the proposed subcontractors meet the following criteria: Must be listed on the IDOA Directory of Certified Firms, on or before the proposal due date Each firm may only serve as one classification MBE, WBE or IVOSB A Prime Contractor who is an MBE or WBE must meet subcontractor goals by using other listed certified firms. Certified Prime Contractors cannot count their own workforce or companies to meet this requirement. Must serve a commercially useful function. The firm must serve a value-added purpose on the engagement. Must provide goods or service only in the industry area for which it is certified as listed in the directory at http://www.in.gov/idoa/2352.htm Must be used to provide the goods or services specific to the contract National Corporate Diversity Plans are generally not acceptable

Minority and Womens Business Enterprises

Indiana Veteran Owned Small Businesses Complete Attachment A1, IVOSB Form Include sub-contractor letters of commitment Goals for Proposal 3% Veteran Business Enterprise

Indiana Veteran Owned Small Business Prime Contractors must ensure that the proposed subcontractors meet the following criteria: Must be listed on Federal Center for Veterans Business Enterprise (VA OSDBU) registry or be listed on the IDOA Directory of Certified Firms, on or before the proposal due date. Prime Contractor must include with their proposal the subcontractor s veteran business Certification Letter provided by either IDOA or Federal Govt. (VA OSDBU), to show current status of certification. Each firm may only serve as one classification MBE, WBE (see Section 1.21) or IVOSB A Prime Contractor who is an IVOSB must meet subcontractor goals by using other listed certified firms. Certified Prime Contractors cannot count their own workforce or companies to meet this requirement. Must serve a Commercially Useful Function (CUF). The firm must serve a value-added purpose on the engagement, as confirmed by the State. Must provide goods or service only in the industry area for which it is certified as listed in the VA OSDBU or IDOA Certified Firm directories, http://www.in.gov/idoa/2352.htm Must be used to provide the goods or services specific to the contract

Indiana Veteran Owned Small Business

Additional Information IDOA PROCUREMENT LINKS AND NUMBERS http://www.in.gov/idoa/2354.htm 1-877-77BUYIN (8946) For Vendor Registration Questions http://www.in.gov/idoa/2464.htm For Inquiries Regarding Substantial Indiana Economic Impact A. http://www.in.gov/idoa/2467.htm Link to the developing one stop shop for vendor registry with IDOA and Secretary of State. B. Secretary of State of Indiana: Can be reached at (317) 232-6576 for registration assistance. www.in.gov/sos C. See Vendor Handbook: Online version available at http://www.in.gov/idoa/files/VendorHandbook.pdf D. Minority and Women Owned Business Enterprises: http://www.in.gov/idoa/files/Certification_List(48).xls for table of IDOA certified MBEs and WBEs. For more WBE s information http://www.in.gov/idoa/2352.htm E. Veteran s Business Enterprise Program: https://www.vip.vetbiz.gov/ for a search of certified IVOSB s. For more IVOSB s information http://www.in.gov/idoa/2862.htm F. RFP posting and updates: Go to http://www.in.gov/idoa/2354.htm (select State of Indiana Opportunities link) Drag through table until you find desired RFP/RFI number on left-hand side and click the link.

Questions Any verbal response is not considered binding; Respondents are encouraged to submit any question formally in writing if it affects the proposal that will be submitted to the State.

Thank You Tdeaton@idoa.IN.gov