Answers to Questions for ITN - DOEA FL ecirts ITN #18-ITN-002-JT Question Number

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1 Answers to Questions for ITN - DOEA FL ecirts ITN #18-ITN-002-JT Question Number Company Name Document or Attachment Name Section Reference Question Answer The Department desires to make a bundled award for both software and system integration services to a single primary Respondent, although the primary Respondent may propose a third party s software and may propose to subcontract certain aspects of the integration and support services. Yes, the Respondent combined experience can include the experience of both the prime contractor and its subcontractors. However, the prime contractor retains full contractual responsibility for successful delivery of the proposed solution. Q1 Conduent Page 6 of 40, ITN Objective For the purpose of providing Prior Relevant Experience, can the Primary Respondent utilize both experience from Subcontractors and experience of the selected 3rd party platform in the selected domain, as it related to question I) in section 1.4, Minimum Mandatory Qualifications? Q2 Conduent Statement of Work 7.12 Interface Definition Please provide a comprehensive list of the external systems which the ecirts system must provide interfaces. The external systems with which the proposed ecirts system must interface with are described in the DOEA Application Inventory List that can be found on the DOEA ecirts Project website: Q3 Conduent Statement of Work Page 33, Data Conversion Please provide information regarding the data to be migrated to the ecirts system, in terms of both # of records and data size. There are approximately 1,000,000,000 records and 2,700 tables in CIRTS. The bulk of the conversion effort is encompassed in the defined databases. There may be several small databases or spreadsheets identified that may require conversion but this would be minimal. The estimated overall conversion effort is approximately 140GB. For a description of systems that comprise CIRTS and other systems that interface with CIRTS, see answer to Q2. Q4 Conduent Statement of Work Page 33, Data Conversion Q5 Conduent Statement of Work Q6 CMA Services Page 42, Contractor Training Responsibilities 1.4(i) Mandatory Minimum Qualifications Can the State clarify if the required 98% success rate takes into consideration the existence of unusable data from the legacy system? Scheduling of classrooms is the responsibility of the Contractor. Will the State provide all classroom facilities for the training? "Has the Respondent completed, as the primary provider of integrator services, at least two implementations of the proposed Client Management Software Product that is currently in production as the client management system for a public sector entity?" Does DOEA view the Respondent as the combined experience of the Prime contractor and it s subcontractors? Or, must the qualified implementation experience be with the Prime contractor member of the respondent team alone, regardless of any/all sub-contractors proposed as part of the respondent team? Yes, the 98% success rate includes records with potentially unusable or improperly formatted data from the legacy CIRTS system. See answer to Q1. Q7 Attachment C - Cost Reply Instructions and Workbook Note that the cost worksheets include columns with a fiscal year (FY) reference. The Cost Reply Instructions indicate there is a template file for the Cost Reply. Where is that template file uploaded to? Attachment C - Cost Reply Instructions and Workbook can be found on the DOEA ecirts Project website: Q8 Q9 Q10 Requirements_Traceability_Matri x.xlsm Requirements_Traceability_Matri x.xlsm The system shall provide the ability for a user to change the language when displaying data entry screens. The system shall provide the ability for a user to change the language when Interfaces and Integration What languages will the ecirts solution be required to support? Will the State provide the translations for those languages? For additional languages, will the State provide the translations? English, Spanish, and Creole. It appears the interface specification document is missing from the available files. Will you please provide the See answer to Q2. file or link referenced in section Interfaces and Integration "Review the existing AHCA FMMIS, AHCA Enrollment Broker, DCF ACCESS, DFS FLAIR, and DOH Vital Statistics interfaces and BPR integration points and, in Respondent s Reply, provide comments on the following..

2 Q11 RTVM Workbook N/A A few issues with the RTVM have been identified: 1- the Narrative field, referenced on page 4 of DOEA ecirts ITN Instructions, is missing from the RTVM spreadsheet. 2 - Some fields on the RTVM that need to be edited are locked -- example, rows Columns are locked and cannot be sorted 4 - Will the State please define PH-1 and FUTR. Must everything that needs to be implemented be in Phase 1? 1 - The Narrative field is shown in Column R of the current version of the RTVM located on the ecirts Project website:. If you have any issues access the website please contact the DOEA Procurement Manager. 2 - Certain rows are designed to be locked, including rows Columns are designed to be locked and not sortable. Columns J-O are unlocked and are configured to accept input from vendors. 4 - PH1-Near Term: Occurring approximately the first 6 months of the project. FUTR-Near Term: Occurring approximately 12 months from the start of the project. PH1-Long Term: Occurring approximately 18 months from the start of the project. FUTR-Long Term: Occurring during the final implementation of the project. PH1-Not Planned: Not planned during the DDI Phase but possibly during operations maintenance. FUTR-Not Planned: Not planned for implementation into the solution at this time. The intent of this approach is to provide incremental successes over the course of the project. Q Contact Person Will the State please confirm that responses should be submitted to Justin Taylor at the address below? Department of Elder Affairs Contract Administration and Purchasing 4040 Esplanade Way Tallahassee, FL Yes, confirmed. Q13 Overview of the Current Program 3.2 CIRTS Application Architecture Please provide the Schedule IV-B Section VI Planning document that has the software inventory and is referenced in F20365_ _eCIRTS_ITN_AttachmentAOverviewoftheCurrentProgram_v1.0.pdf, under section 3.2 CIRTS Application Architecture These documents and other supporting documents were released at the time of the release of the ITN and can be found on the DOEA ecirts Project website at the following URL: The Schedule IV-B is posted on the Florida Fiscal Portal at the following URL: Q14 Q Term Term What is the contemplated contract term/ duration for base term and renewal periods? what is the project budget allocated? The contract base term and renewal periods will be determined during contract negotiations. The Cost Benefit Analysis for this project which is available via the "Manual Exhibits, Schedules and Supporting Documents" hyperlink on the Florida Fiscal Portal at the following URL: Q16 Attachment B Section 4 - Project Staffing Can DOEA consider the PM and other key staff having project experience with less than US$12 M Public sector CRM Project budgets experience However, an equivalent level of experience is required. Is it required for the reference clients to send the form directly? If yes, to which mail id and by when? If not, Can we attach the 2 reference clients signed forms in our response doc? Please include the signed client reference forms in your response documentation. As stated on page 16 of ITN Attachment D (): Q17 Attachment D Attachment F Respondent References "Include at least three client references for the Respondent. The Respondent will include references for the two projects used to meet the Mandatory Minimum Qualifications in ITN Section 1.4(j). Include references for systems in production at this time. The Respondent shall provide Attachment F Reference Form to the client for completion. The information must be provided independently and directly by each client reference. It is the Respondent s responsibility to obtain the completed references from the client in Attachment F Reference Form and include the completed and signed forms in Tab 6 of the Reply."

3 Q18 Q19 Q20 Attachment D Attachment F Attachment D Attachment F Statement of Work Respondent References Respondent References 4.5.1,2,3 - Contractor Project Staffing Can DOEA accept outside US clients references? Can DOEA accept Sub Contractor references? what is meant by "This is expected to be a full time position approved by DOEA". Yes, however DOEA would need to be able to contact all references to validate. No, subcontractor references may be requested during negotiations. As described in the Statement of Work, the vendor's Lead Project Manager, Solution Architect, and Training/Change Management Lead positions are expected to be on site at DOEA a minimum of 40 hours per week for the duration of the project. Q21 Statement of Work DOEA Project Staffing what is the availability of DOEA staff and what % in each phase of the project? The DOEA staff positions and percentage of availability listed below represent the number of employees and associated level of effort for the entire ecirts implementation project: 8 - Medical/Health Care Program Analysts (TAs) - 50% 6 - GOC III positions Contract Managers/TAs - 50% 1 - Systems Programmer III - 75% 1 - Systems Project Analyst - 90% 1 - Senior Database Analyst - 100% 1 - Systems Project Analyst - 90% 1 - Computer Programmer Analyst II - 75% 2 - Medical/Health Care Program Analysts (TAs) - 50% 1 - Distributed Computer Systems Analyst - 75% 1 - Distributed Computer Systems Consultant - 90% 1 - Systems Programmer III - 100% Q22 Q23 Q24 Q25 Q26 Q27 Statement of Work SaaS/Cloud N/A Can DOEA accept SaaS/cloud solution? Can DOEA contract from GSA schedule for this CRM project? Will DOEA consider extending the question period. The RFP response and solution requirements are complex. Attachment I Timeline of Events Page 1 We request allowing question submission through December 1st, Due to winter holiday season and the RFP response complexity and volume, we request the RFP submission date No modifications to the schedule are anticipated at this time. Attachment I Timeline of Events Page 1 be extended four weeks (February 4, 2019) Attachment D Technical Reply Instructions. & F17433_ _eCIRTS_ITN_A ttachmentgssicontract_v Tab 6 Respondent References. Section 1.4 (i) -Mandatory Minimum Qualifications Service Level Expectations Can reference and experience requirements be met by either prime proposer references and/or a team approach (references from multiple team members for a total of three references). Can the section 1.4 (i) be met by the respondent team (instead of just respondent). Can department provide softwares for security vulnerabilities test, Performance test? Or This is vendor responsibility No. No. See answer to Q1. Security vulnerability testing and performance testing will be the responsibility of the vendor/system integrator. Q28 F17433_ _eCIRTS_ITN_A ttachmentgssicontract_v1.0 Service Level Expectations Please can you provide more detail on 'Software Source Code Escrow' terms The purpose of having a software source code escrow is to protect DOEA's ability to maintain the underlying database elements and data in the event the vendor goes out of business or ceases to provide the chosen solution. The vendor's source code is to be kept in escrow by a neutral thirdparty to provide assurance DOEA will be able to maintain the solution until there is an opportunity to transition to another solution. Q29 F20874_ _eCIRTS_ITN_I nvitationtonegotiate_v Supporting Information Following section link is not working: MITA Medicaid Information Architecture (MITA) The CMS.gov web page for MITA 3.0 has been updated using the following URL:

4 Q Deliverable Review "The Department reserves the right to require the Contractor to revise deliverables previously approved, at no additional cost to DOEA". At what point will a requirement be considered final? A requirement is considered final after written acceptance by DOEA. Q Project Management There is no reference to who is responsible for the meeting logistics? For example booking the resources for meeting which may include Location, resources relevant to the topics in JAD sessions? Who will be responsible for scheduling meetings and identifying the right stakeholders for the meeting? DOEA will provide the necessary meeting locations, ensuring adequate availability of meeting space and required DOEA SME resources. The vendor PMO will be responsible for meeting logistics including time, location, resources and required stakeholder expertise for the meeting. Q Validate and Track Requirements "Formal approval of the ecirts Software Requirements Specification will be withheld by DOEA until sufficient ecirts design information/screen shots/demo is available to illustrate the planned implementation of requirements. A full and robust understanding of the requirements is possible when the high-level design shows how requirements will be implemented. This approach will help to avoid later requirement changes. The Contractor shall overlap requirements definition with high-level functional design and modeling so that these efforts end at the same time." This statement directly contradicts the statement in Section 5.3 Deliverable Review: "If the Contractor proceeds with subsequent tasks before a deliverable is approved, this work is performed at the Contractor s risk." A requirement will not be considered final and accepted by DOEA until it is demonstrated through a proof of concept. If the vendor expends additional effort on a subsequent task prior to acceptance by DOEA of the prior interrelated task, the vendor will assume the risk and cost of any re-work effort without incurring cost to the project. The preferred methodology for this project is an Agile type approach. The statement in section 7.9 points to a preference towards Agile and the statement in section 5.3 points to a preference towards waterfall. Which one is preferred by DOEA? Q Project Management Does DOEA have any software in use that can be leveraged to log and track RAIDL issues or do you expect the contractor to come up with a solutions for that? If so, who will be responsible for procuring the license? RAIDL issues are currently tracked using an Excel workbook which will be made available to the vendor. Q Training Expectation Will there be a dedicated environment for Training? The vendor should propose the environments required for successful training and implementation. Q Training Expectation "17. Delivered at facilities in Tallahassee and across the state." Other than Tallahassee, how many remote locations would need training? Does the users at the remote location need in person training or training over WebEx be acceptable to DOEA? In-person training is preferable but training via WebEx is also acceptable. DOEA anticipates using a train-the-trainer approach (i.e., the vendor will train DOEA trainers who will train DOEA staff). Q Training Expectation Will the contractor be imparting training to all the 550 users or only the trainers, who then would be responsible for imparting the training to the complete user base? DOEA anticipates using a train-the-trainer approach (i.e., the vendor will train DOEA trainers who will train DOEA staff). Q37 F17433_ _eCIRTS_ITN_A ttachmentgssicontract_v Acceptance of Deliverables "(b) Failure to accept a Deliverable within twenty (20) Business Days of an original or revised Deliverable submission means automatic non-acceptance by the Department unless stated otherwise by the Contract Manager or designee in writing." What is the recourse for the contractor if the Department does not provide and feedback after the original submission and 20 days passes. The contractor never gets the opportunity to update the documents to the Department's satisfaction? The deliverable will be returned to the vendor to remediate any deficiency with the deliverable. Based on the contract penalties may apply.

5 What is total volume of transactions that would need to be migrated over to the new system? See answer to Q3. Q38 F28548_ _eCIRTS_ITN_A ttachmenterequirements TraceabilityVerificationMatrixInst ructions_v1.0 Page 696 What is average count of intake/day? Howe many disparate system are there in today s landscape supporting all the ITN Function Requirements? The majority of formal intake is conducted by Area Agencies on Aging (AAAs), Aging and Disability Resource Centers (ADRCs), and Lead Agencies. The average number of intakes per day is approximately 550. The systems with which the proposed ecirts system must interface are described in the DOEA Application Inventory List which can be found on the DOEA ecirts Project website: Q39 General General Please provide "Prior years CIRTS performance measures" as described in the ITN. CIRTS is currently hosted in the Agency for State 's State Data Center. Accurate performance measures for prior years are not available. Q40 Section This requirement states, "Organize Replies for Tab 8 Draft Statement of Work to follow the order and structure of Implementation Services as reflected in Section 5 of Attachment B Project Specifications " Should this reference to Section 5 be Section 6 instead? The Implementation Services, as listed in through , are detailed in Section 6. This reference is also in Section A and B. A high-level summary of the implementation services and related deliverables is defined in Attachment B, Section 5.3, Table B-1: Minimum Solution Deliverables which shows the order and structure of implementation services. Section 6 provides a more detailed description of the deliverables needed for each related implementation service area. Q41 Section 3.4 This section states, "Technical and Cost Reply (sealed separately sealed within the same Reply package)." 28 binders may not fit in a single box of reasonable size. May Respondents submit more than one Reply package (box), as long as the boxes are noted "Box xx of xx"? Yes, reply packages may be submitted in more than one box if the boxes are clearly labeled. Q42 Section 3.4, Subsection 2 This section states, "Make all binders 8.5x11." Are Respondents permitted to use 11x17 pages as long as they are Z-folded to fit into the 8.5x11 binders? 11x17 pages may be used as long as they fit into 8.5x11 binders. Q43 Section 3.4, Subsection 1 This section states, "for each item listed below include a printed and equivalent electronic version. Please clarify if this means one of each item (Technical, Cost, Redacted Technical, and Redacted Cost) or if it mean 14 of the Technical (one redacted) and 14 of the Cost (one redacted). As referenced in Section 3.4 of the ITN, it means: One (1) Original Technical Reply Binder with Thirteen (13) copies of the Technical Reply (where one of the 13 is the Redacted Technical Reply if applicable); and One (1) Original Cost Reply Binder with Thirteen (13) copies of the Cost Reply (where one of the 13 is the Redacted Cost Reply if applicable). Q44 Section 4.2 In the list of Tabs that will not be assigned points during evaluation, the State lists Transition Section of Tab 9. Please confirm that the reference to Tab 9 should be Tab 8. The Reference should read Tab 8. Q45 Section 4.2 Q , Subsection 2 In the list of Tabs that will not be assigned points during evaluation, the State lists Tab 11 - Alternative Services and Tab 12 - SSI Contract Exceptions. Please confirm that the references to Tab 11 and Tab 12, should actually be to Tab 10 - Alternative Services and Tab 11 - SSI Contract Exceptions. The table in subsection 2, Respondent's Tool Reply Regarding Business Requirements, includes scoring for three Customization levels (Low, Medium, and High). Each of these three levels has the same point value assigned (4 points). It seems like lower customization would be worth more points than high customization. Please confirm what the correct scoring is for each Customization level. The reference should read Tab 10 - Alternative Services and Tab 11 - SSI Contract Exemptions. The correct scoring is 4 points for each level.

6 Q47 Attachment B Section 5.1 Does the Department have a preference for which business processes and architectural features should be included in the Pilot phase of project? A demonstration of the business processes and architectural features related to Intake and Referral of clients is preferred in the pilot phase as all other business processes flow from the initial interaction with the client. Q48 Attachment D Section 1 Q49 Attachment D Section 1 In Table D-1 the page limits for Appendix 2 are listed as TBD. Since this appendix is similar in nature to Appendix 4, will the Department please confirm that this should state, "No max". If not, please provide the page limits for Appendix 2. In Table D-1 the page limits for Software Vendor Letter(s) is 2 pages. This section is in response to ITN Section1.3, Software Vendor Letters, which states, "Include a letter signed by an individual authorized to legally bind each vendor of the software products forming Respondent s proposed Client Management Solution (including Respondent itself if Respondent is the software vendor) containing the following certifications..." The entry in Table D-1, "Appendix 2: Implementation Road Maps" should read "No max" instead of "TBD". Yes, each Software Vendor Letter is limited to 2 pages. Please confirm that the page counts should be 2 per letter and not a total of 2 pages. This section states, "Review the HIPAA Security Rule " and it does not seem that the HIPAA Business Associate Agreement included in the ITN is referenced as part of a Respondent's Reply to the ITN. The HIPAA Business Associate Agreement will be executed by the vendor that is selected as part of the signed contract documents. Q50 Attachment D Section Please confirm that the HIPAA Business Associate Agreement does not have to be provided in the Respondent's Reply but will be completed at a later date. Q51 Attachment E Section 1.4 Q52 Attachment I N/A Q53 Statement of Work Section 7.15 This section states, "The RTVM must be included in your response to the ITN." We did not find guidance on where the RTVM should be placed within the Reply. Is it acceptable for Respondents to include the RTVM as Appendix 5? The timeline of events includes the opportunity to ask questions by 11/5/2018. Based on the due date of 1/4/2019, would the Department allow for a second round of questions to ensure Respondents understand the ITN requirements and the Department's expectations? Is it a correct assumption that database architecture of the current CIRTS application (ER diagrams, schema designs, etc.) will be shared with the system integrator after the award? No. Q54 General Does the Department have predefined user experience guidelines or style/visual design guides which can be used for designing the user interface for ecirts, or is that something that should be developed as part of the proposed solution? User interface style, visual design, and experience guidelines will be developed by the system integrator in cooperation with DOEA staff as part of the Joint Application Development (JAD) process. Q55 Requirements: 9, 60, 61, 174, 175, 315, 316, 327, 328, 653 Regarding the offline mobility requirements, is there a prioritized list of business functional requirements that must be supported in offline mode? This information is provided in the Business Process Reengineering (BPR) document, Use Cases, and (RTVM) spreadsheet. The requirements in the RTVM are prioritized. Q56 Requirement: 24 Will the Department provide an Active Directory or LDAP service for the purpose of maintaining centralized user accounts, authentication, authorization, and account security rules? If not, is the expectation that this service will be included with the Respondent's ecirts solution? Q57 Requirements: 82, 112, 118 Will the Department provide an Server or a notification gateway for handling and fax notifications? Internal DOEA staff use Microsoft Office 365 Outlook for ; however, external partner agencies use their own services that are not connected to DOEA's system. DOEA also has a network fax solution to send and receive faxes. Q58 Requirement: 91 Please provide the number of unique correspondence templates that are currently used in the Legacy CIRTS system. The current CIRTS system does not have any correspondence templates. Examples of the correspondence needed for the new ecirts system can be found in the CARES Program Policy Handbook in Appendices D through U. The CARES Program Policy Handbook can be found at the following URL:

7 Q59 Requirement: 126 Please provide the number of unique templates that are currently used in the Legacy CIRTS system. The current CIRTS system does not have any templates. Examples of the s needed for the new ecirts system can be found in the CARES Program Policy Handbook in Appendices D through U. The CARES Program Policy Handbook can be found at the following URL: Q60 Q61 Q62 Requirement: 215 Requirement: 461 Requirement: 470 What language and locales should be supported by the Respondent's ecirts solution? See answer to Q8. What are the inbound and outbound technologies available at the Department that the new ecirts system should integrate with? Is it the expectation of the Department that MDM be included as part of the Respondent's proposed ecirts solution? DOEA uses Microsoft Office 365 Outlook for . DOEA uses Intune for Mobile Device Management (MDM) which, if possible, should be leveraged using the new solution. Q63 Requirement: 696 Please provide the number of unique systems, types of data, and record counts related to conversion from the Legacy CIRTS system. For a count of database records and tables, see answer to Q3. For a description of systems that comprise CIRTS and other systems that interface with CIRTS, see answer to Q2. Please provide the locations and counts for documents that will be converted into the new ecirts solution. The locations of documents to be converted into the new ecirts solutions are CARES offices, Area Agencies on Aging (AAAs), Aging and Disability Resource Centers (ADRCs), or Lead Agencies throughout the State of Florida. CARES office locations can be found at the following URL: Q64 Requirement: 696 Aging and Disability Resource Center (ADRC) locations can be found at the following URL: Community Care for the Elderly Lead Agencies locations can be found at the following URL: In these various locations, there is a combination of electronic and paper documents that would need to be converted. An estimate of the number of documents is not known at this time. Q65 Requirement: 696 Q66 RSM US Attachment B 5.1 Q67 Statement of Work 7.15 Data Conversion Q68 Statement of Work 7.15 Data Conversion Please provide the number of new records and documents that are created in the Legacy CIRTS system annually. Approximately 6,000,000 records and 1,400,000 documents. It mentions that phases are desired to realize shorter segments and lower risks. Is there other timing The vendor should propose phase segments that meet the intent of this language and they feel preferences that the department seeks for these phases like 6 months for first phase and then 3 months later for appropriate for their solution. Also, see answer to Q11. second phase? We understand that we need to recommend the plan but looking for guidance on pace of deliverables. In addition to the CIRTS 6 data bases (Attachment A Section 3.1) you identify that there are "additional external databases" (Attachment A Section 1.1). In Attachment A Section 3.1 you provide a list of Systems and Tools. Please identify which of these will require data migration and any other source systems for data conversion. Please provide information on the total number of records to be converted. If you have detail on the data tables please provide it, if not, approximate record counts by broad categories such as Clients, Providers, Transactions, etc. The bulk of the conversion effort is encompassed in the defined databases. There may be several small databases or spreadsheets identified that may require conversion but this would be minimal. The estimated overall conversion effort is approximately 140GB. See answer to Q3.

8 Q69 Statement of Work 7.15 Data Conversion You indicate that data stored in the current systems is known to have some inaccuracies, duplication and gaps. Please describe the categories of data issues that you anticipate will require data corrections. Have there been previous efforts to correct data issues? If so, were automated- or manual procedures used? Can you describe some of the lessons learned from prior efforts or from assessments that would give an indication on the relative complexity of the data corrections that may be required? The data cleanup completed to date has been manual and is ongoing. Complexity is low to medium. Several documents are mentioned in this section: "CIRTS_Data_Dictionary.xls", "DOEA 2017 Application Inventory List.xlsx""DOEA ecirts Schedule IV-B". Can these documents be made available for our review? These documents and other supporting documents were available at part of the release of the ITN and can be found on the DOEA ecirts Project website: Q70 Overview of Current Program 3.2 CIRTS Application Architecture The Schedule IV-B is posted on the Florida Fiscal Portal: Q71 Overview of Current Program 3.3 Agency for State (AST) Data Center The number of users is listed for the legacy CIRTS system as 2,025. However, in other parts of the documents The approximate number of current users is: you indicate that there are other external data bases, functions that are currently performed manually, as well as strategic goals to increase overall collaboration and communication, self-service, and standardization and Internal DOEA Staff: 359 (almost all of these employees will require mobile access) efficiencies across entities ( Section Goal 1 and Goal 4). This may indicate that the Aging Network: 1,887 total authorized users across all ecirts functions is potentially more than the current number of users of legacy CIRTS, in particular when considering the extended stakeholder groups including clients, providers, caregivers, guardians, partner agencies, facilities, MCOs, and other groups of users. Can you provide us guidance on the total number of potential authorized users, taking into considerations the impact of new self-service functions, automation of manual processes, and optimal involvement of the many stakeholders in the overall process? Q72 Statement of Work Training/ Change Management Team Lead Can the document referenced in this section be made available for our review: "DOEA Organizational Change Management Plan"? The Organizational Change Management Plan was released as a part of the supporting documents with the ITN. The OCM plan consists of five plans: Coaching Plan, Communications Plan, Resistance Management Plan, Sponsor Roadmap, and Training Plan. These OCM plans can be found on the DOEA ecirts Project website: Q Solution Vision and Goals Could the department provide copies of SOA, API, and open interface standards. The proposed solution will be required to comply with HIPAA ASC X12 Version 5010 EDI and the MITA Enhanced Funding Requirements: Seven Conditions and Standards which are located at the following URL: Systems/Downloads/EFR-Seven-Conditions-and-Standards.pdf Q Responding to Requirements It would be helpful if the department could provide additional detailed descriptions as to what it is meant by the following terms: PH1-Near Term ; FUTR-Near Term ; PH1-Long Term ; or FUTR-Long Term PH1-Not Planned or FUTR-Not Planned. See answer to Q11. Q Proposed Client Management Software How does the Department envision managing application licensing for their clients and caregivers to provide them access to the system? DOEA will decide the best method for managing application licensing based on the solutions being proposed that will provide the best value to DOEA and the State of Florida. Q76 Overview of Current Program Page 14, Table 7 Q77 Statement of Work Page 12, Section The ITN states 2025 users. Would DOEA provide a breakdown of your user profiles. i.e. internal DOEA staff, field staff, Providers, etc. A general breakdown would be beneficial. Is certification through Prosci s Change Management Training & Certification Program a requirement for either the proposed Training/Change Management Team Lead or trainers? See answer to Q71. It is not a requirement that the Training/Change Management Team Lead or trainers have Prosci Change Management certification, other forms of industry standard organizational change management certification are acceptable or requisite experience. The organizational change management plan and training plan are based on Prosci organizational change management methodology.

9 Q78 Statement of Work and Attachment B Page 6, 16, 21- Sections 1.2, 6.1, and Attachment B Section 6.2 There are repeated references referring to review/update/development/implementation of an Organizational Change Management Plan. However, it appears that there are five separate Plans that have been developed to manage the change process associated with transitioning from current to future ecirts technologies. Has an OCM Plan been developed? If so, is it available? What is the relationship of the OCM Plan required in the ITN/SOW/Attachments to the 5 previously developed Plans? We understand that two of the 5 Plans, Training and Communications, are separate deliverables. The 5 plans listed comprise the Organizational Change Management Plan which can be found on the DOEA ecirts Project website at the following URL: Q79 Statement of Work Pages 15 & Page Page Page Q80 Statement of Work Multiple locations Q81 Statement of Work 3.1 Project Management Q82 General N/A There is reference to a Resistance Management Plan in the Training Plan, Communications Plan, Roadmap Plan, & Coaching Plan. Is a copy of the Resistance Management Plan available? Sponsor The ITN Statement of Work refers to project status reporting on both a bi-weekly and weekly basis; please confirm whether standard project status reporting is required on a weekly basis. Contractor shall comply with DOEA PMO procedures and templates - Can these procedures be reviewed by the Vendor prior to ITN reply? Please provide the Risk and Complexity (RCC) score DOEA has identified for this project. The Resistance Management Plan can be found on the DOEA ecirts Project website at the following URL: The vendor is expected to report on project status on a bi-weekly basis. This may be adjusted as needed. The Project PMO documents (Charter, PMP, RAIDL, etc.) can be found on the DOEA ecirts Project website at the following URL: The Risk Assessment tool used to determine the ecirts project's level of risk was completed as part of the Schedule IV-B submission to the Florida Legislature to secure funding for the project. The overall Risk Assessment determined the ecirts project is MEDIUM risk. Q83 Statement of Work Page 15 - Section 6.1 Please provide a copy of DOEA's project charter for this project. The Project Charter can be found on the DOEA ecirts Project website: Q84 Page 20 - Section Please provide a copy of DOEA's existing Pre-DDI PMP and supplemental documentation for this project. The Pre-DDI Project Management Plan (PMP) can be found on the DOEA ecirts Project website: Q85 Q86 General Page 21 Q Solution Vision and Goals Q Supporting Information Q Supporting Information Has the Independent Verification and Validation (IV&V) contractor already been identified. If so, can DOEA provide that vendor's name? Does DOEA contemplate that the new ecirts system will interface with AHCA for transmission of information gained from 701 assessments and PASSR evaluations? Could the department provide copies of SOA (Goal 2 Goal Description), API, and open interface standards (Goal 5 Goal Description)? The IV&V contractor has not yet been selected. See answer to Q73. Can the Department provide the Schedule IV-B for this project? See answer to Q13. Can the Department provide a portal with all the relevant supporting documents? As indicated in specific questions below, there were references to other supporting documents without links to these documents in other sections of the various procurement documents. It may be beneficial to the vendors to have all of these supporting documents in a single location for reference. See answer to Q13. Q90 Statement of Work Multiple locations Q91 Statement of Work 3.1 Project Management The ITN Statement of Work refers to project status reporting on both a bi-weekly and weekly basis; please confirm whether standard project status reporting is required on a weekly basis. Contractor shall comply with DOEA PMO procedures and templates - Can these procedures be reviewed by the Vendor prior to ITN reply? See answer to Q80. See answer to Q81. Q92 Statement of Work 3.1 Project Management Please provide the Risk and Complexity (RCC) score DOEA has identified for this project. See answer to Q82.

10 Q93 Statement of Work Training/Change Management Team Lead Can the documents related to Organizational Change Management and Workforce Transition be made available for our review? This includes the document listed in Section ("DOEA Organizational Change Management Plan") and any other associated relevant documents that can provide the vendors context for the required OCM scope of work? Can you also provide context on the expected interaction between your OCM/Workforce Transition Workstream and the vendor, in particular as it relates to the deliverables the vendor is to review/update/develop. For example in Section there is a reference to updating the "ecirts Organizational Change Management Plan". Is this a reference to the document identified in Section or a separate deliverable the vendor is to develop? There are references to a Resistance Management Plan in the Training Plan, Communications Plan, Sponsor Roadmap Plan, & Coaching Plan. Are copies of these documents available? Also, in Attachment B, Section 6.2, pages multiple OCM-related deliverables and activies are described, and it is not clear which of these deliverables are created by the vendor as opposed to by your OCM/WFT Workstream team and reviewed/updated by the vendor in collaboration with the OCM/WFT Workstream team. The vendor is expected to review and make recommendations or updates to the plans and assist with implementing the plans that make up the Organizational Change Management (OCM) Plan throughout the duration of the ecirts project. The OCM Plan and other project-related documents can be found on the DOEA ecirts Project website at the following URL: Q94 Statement of Work 7.15 Data Conversion In Attachment A Section 3.1 you provide a list of Systems and Tools. Please identify which of these will require data migration. In addition to the CIRTS 6 data bases (Attachment A Section 3.1) you identify that there are "additional external databases" (Attachment A Section 1.1). Please provide additional detail on any of these additional data sources that will required data conversion. See answer to Q2. Q95 Statement of Work 7.15 Data Conversion Q96 Statement of Work 7.15 Data Conversion Please provide information on the total number of records to be converted. If you have detail on the data tables please provide it, if not, approximate record counts by broad categories such as Clients, Providers, Transactions, etc. See answer to Q3. You indicate that "data stored in the current systems is known to have some inaccuracies, duplication and gaps" Data inaccuracies are varied in nature including duplicate records and certain fields lacking proper (page 33 of the Statement of Work). Please describe the categories of data issues that you anticipate will require data validation which allowed invalid characters or an unlimited number of characters which data corrections. Have there been previous efforts to correct data issues? If so, were automated- or manual should have been limited. Some manual data corrections have taken place in the past and a data procedures used? Can you describe some of the lessons learned from prior efforts or from assessments that cleanup effort is currently in progress. There will be some clean up required as part of the ETL data would give an indication on the relative complexity of the data corrections that may be required? migration effort. Q97 Overview of Current Program 3.2 CIRTS Application Architecture Several documents are mentioned in this section: "CIRTS_Data_Dictionary.xls", "DOEA 2017 Application Inventory List.xlsx""DOEA ecirts Schedule IV-B". Can these documents be made available for our review? See answer to Q13. Q98 Overview of Current Program 3.3 Agency for State (AST) Data Center The number of users is listed for the legacy CIRTS system as 2,025. Would DOEA provide a breakdown of your user profiles. i.e. internal DOEA staff, field staff, Providers, etc. A general breakdown would be beneficial. In addition, in other parts of the documents you indicate that there are other external data bases, functions that are currently performed manually, as well as strategic goals to increase overall collaboration and communication, self-service, and standardization and efficiencies across entities ( Section Goal 1 and Goal 4). This may indicate that the total authorized users across all ecirts functions is potentially more than the current number of users of legacy CIRTS, in particular when considering the extended stakeholder groups including clients, providers, caregivers, guardians, partner agencies, facilities, MCOs, and other groups of users. Can you provide us guidance on the total number of potential authorized users, taking into considerations the impact of new self-service functions, automation of manual processes, and optimal involvement of the many stakeholders in the overall process? See answer to Q71. Q Proposed Client Management Software How does the Department envision managing application licensing for their clients and caregivers to provide them access to the system? See answer to Q75. Q100 Q101 Attachment E Tool Instructions Project Management, Governance, and Oversight 1.3 Responding to Requirements Has the Independent Verification and Validation (IV&V) contractor already been identified. If so, can DOEA provide that vendor's name? It would be helpful if the department could provide additional detailed descriptions as to what it is meant by the following terms: PH1-Near Term ; FUTR-Near Term ; PH1-Long Term ; or FUTR-Long Term PH1-Not Planned or FUTR-Not Planned See answer to Q85. See answer to Q11.

11 Q102 Req ID 111 "The system shall provide the capability to attach existing images, documents and correspondence to a new correspondence. Is this requirement asking about adding images and documents to other existing documents? Or just uploading attachments to the system? There is a requirement for the system to attach documents to a record. There is a requirement for the system to be able to attach documents to a correspondence. Q103 Req ID 505 The system shall allow the system administrator to set reporting performance thresholds that provide notification to the administrator. Can the state provide a few examples of these reporting performance thresholds? Industry standard performance thresholds provided by database/application servers. Q104 Req ID 766 The system shall route all networked, privileged accesses through a dedicated, managed interface for purposes of access control and auditing. Does this refer to having a single sign-on process? Single Sign-On (SSO) is preferred. Q105 Req ID 769 "The system shall meet the system requirements, standards, and conditions, and performance standards in Part 11 of the State Medicaid Manual, as periodically amended Where can we find the contents of "Part 11 of the State Medicaid Manual"? Part (Chapter) 11 of the State Medicaid Manual can be found at the following URL: Items/CMS html Q106 Req ID 770 "The system shall support the data requirements of quality improvement organizations established under Part B of title XI of the Social Security Act. Can the state provide the specific data requirements referenced in this requirement as planned/understood by DOEA? Compliance with Part B of Title XI of the Social Security Act is required for maintaining funding from the Centers for Medicare and Medicaid Services (CMS). The most important considerations are those regarding provision of data to quality improvement organizations (QIOs), identifying instances of substandard care, review and analysis of variations in utilization of hospital and other health care services, the prohibition against disclosure of information, and (Section 1320c-7) "application of this part to certain State programs receiving Federal financial assistance." subchapxi-partb.htm Q107 Section 1.15 Tab 11 In order to speed negotiation following award, would the state be amenable to using an existing contract with the same agency (DOEA) as a basis for the contract, if the awarded vendor is party to such a contract? DOEA will determine the appropriate contract instrument based on the vendor that is selected.