REQUEST FOR PROPOSALS # AMENDMENT # 3 FOR PROJECT MANAGEMENT SERVICES CONTRACTOR

Transcription

1 RFP-AMEND STATE OF TENNESSEE DEPARTMENT OF HEALTH REQUEST FOR PROPOSALS # AMENDMENT # 3 FOR PROJECT MANAGEMENT SERVICES CONTRACTOR DATE: DECEMBER 2, 2016 RFP # IS AMENDED AS FOLLOWS: 1. This RFP Schedule of Events updates and confirms scheduled RFP dates. Any event, time, or date containing revised or new text is highlighted. EVENT TIME (central time zone) DATE 1. RFP Issued CONFIRMED 2. Disability Accommodation Request Deadline 2:00 p.m. CONFIRMED 3. Pre-response Conference 2:30 p.m. CONFIRMED 4. Notice of Intent to Respond Deadline 2:00 p.m. CONFIRMED 5. Written Questions & Comments Deadline 2:00 p.m. CONFIRMED 6. State Response to Written Questions & Comments December 2, Response Deadline 2:00 p.m. January 6, State Completion of Technical Response Evaluations January 12, State Opening & Scoring of Cost Proposals 2:00 p.m. January 13, State Notice of Intent to Award Released and RFP Files Opened for Public Inspection 2:00 p.m. January 20, End of Open File Period January 27, FNS Review of Contract March 13, State sends contract to Contractor for signature March 14, Contractor Signature Deadline 2:00 p.m. March 16, State responses to questions and comments in the table below amend and clarify this RFP. RFP # Amendment # 3 Page 1 of 13

2 RFP-AMEND Any restatement of RFP text in the Question/Comment column shall NOT be construed as a change in the actual wording of the RFP document. QUESTION / COMMENT 1 The RFP in Attachment 1, Task 1.1, states the following: Should the MIS T&I and EBT project become a two-stage project, the Contractor must attend both the MIS implementation initiation meeting and the EBT implementation initiation meeting. Can the second implementation initiation meeting/initiation meeting memorandum be priced as an option? 2 The RFP in Attachment 1, Tasks 2.2 and 2.3, requires PMSC participation in both the DFDD and DTSD formal document walkthroughs. Does the State wish for the PMSC to participate in these sessions onsite or can participation be performed remotely? 3 The RFP in Attachment 1, Task 3.3, identifies the requirements of the MIS T&I Contractor but is silent on the requirements of the EBT contractor. Does the State not expect for the PMSC to manage the interface certification test which the EBT contractor should support, ensure adequate training and materials are provided by the EBT contractor, and ensure that the EBT system provides all functionality and processing required to fully support the Program until UAT is complete? 4 The RFP in Attachment 1, Section I General Responsibilities, states the following: The Contractor shall collect and compile all comments on the other project contractor deliverables and assist the State in preparing the response/disposition for said deliverables. A list of the QA contractor deliverables can be found in the published QA RFP. The QA RFP in section 2.2 also notes the Plans and Deliverables to be submitted by the MIS T&I contractor and EBT Contractor in support of the project. Can the PMSC expect that these deliverables as listed will be those that will require comment collection and compilation? If there will be additional Plans and Deliverables, can the State provide this full list? Does the State wish for the PMSC to also review the other project contractor deliverables or only collect and compile all of the comments? 5 The RFP in Attachment 1, Task 4, states that the PMSC shall monitor the pilot test. What is the State s expectation in terms of onsite support from the PMSC for the duration of STATE RESPONSE No, the second initiation meeting and memorandum cannot be priced as an option. The PMSC may choose to participate onsite or remotely. The QA will have the responsibility for the retailer certification testing of EBT. Please see QA RFP that is available on CPO s website. Yes, all deliverables from the other contractors are to be collected and compiled by the PMSC. It is not anticipated that there will additional deliverables. Yes, the State wishes the PMSC to also review the other project contractor deliverables. The last sentence of the last paragraph under I. General Responsibilities states: "The Contractor shall make recommendations to the State when deliverables have been satisfactorily completed by a project contractor so that corresponding charges can be paid. The PMSC is not expected to be onsite for the pilot test. RFP # Amendment # 3 Page 2 of 13

3 RFP-AMEND pilot? QUESTION / COMMENT STATE RESPONSE 6 The RFP in Attachment 1, Task 6.2, states that the Contractor shall manage and track the performance of all deliverables in the MIS and EBT project on a dedicated project website which is accessible to the State for viewing and commenting. Will the State establish this project website? The RFP in Attachment 1, Task 6.2, states 7 that the contractor shall review deliverable comments submitted by all project contractors and make corrections as appropriate. This requirement is unclear. Is this stating again the requirement (noted in section I.b) that the contractor shall collect and compile all comments on the other project contractor deliverables and assist the State in preparing the response/disposition for said deliverables or is the PMSC required to make corrections to contractor deliverables? The RFP in Attachment 1, Task 3.4, requires 8 PMSC assistance with the assessment and readiness for pilot. However, this same assistance is not requested with regards to rollout. Does the State expect the PMSC to assess and certify the systems readiness for pilot as a part of task 4? 9 The RFP is silent with regards to the PMSC monitoring/assisting the State with activities related to preparing for the new MIS and EBT systems (i.e., designing card/brochure, updating vendor agreements and P&Ps, creating training materials, clinic readiness, etc.). Is it the State s intention to manage and conduct these activities without PMSC support? The RFP is silent with regards to 10 IAPDUs. Will the State prepare the FNS required IAPDUs or does the State desire for the PMSC to prepare these documents (2017, 2018 and closeout) during the course of the project? 11 The RFP, Deliverables 12 and 13, requires the PMSC to convene and conduct the system rollout initiation meeting and the system post implementation meeting. Is it the State s intent for the PMSC to not support or facilitate activities during the rollout (i.e., onsite rollout support or remotely via the facilitation of weekly rollout status meetings)? 12 In Attachment A, no role is identified for the EBT contractor in either Phase 2 System The State may make SharePoint available to the Contractor, but it is expected the Contractor will provide a website in the event the State is unable to offer SharePoint as an option. The State cannot confirm whether or not SharePoint will be an option at this moment. Yes, it is again stating the requirement noted in Attachment 1, General Responsibilities, 1.b. The State does not expect the PMSC to assess and certify readiness for Rollout. The readiness for Rollout is certified by the QA (See QA RFP , Task 7). Reference Attachment 1, General Responsibilities, 1.a and b. The State expects the PMSC to oversee and manage the design, development and implementation. The State considers all activities to be a part of these phases. Yes, the State expects the PMSC to prepare the IAPDUs as a part of the General Responsibilities and as a part of the 3 rd paragraph of Task 6 Recurring Tasks and Deliverables The Contractor shall provide the State, quarterly, with a summary status report to support the State s reporting to USDA/FNS. The PMSC s role during the Rollout is to be onsite to convene and conduct the Rollout Initiation Meeting. The PMSC s role during Rollout is further detailed in Task 5.1. After the Initiation meeting, these activities may be accomplished remotely or onsite. Yes, the EBT contractor will participate in these 2 RFP # Amendment # 3 Page 3 of 13

4 RFP-AMEND 13 QUESTION / COMMENT Design and Phase 3 System, Transfer, Modification and Testing. In order to ensure the EBT system meets the State s need and is able to interface with the MIS it is recommended that the EBT contractor participate in these tasks. Please confirm the EBT contractor s participation in these two system phases. RFP Section 6.2, item B-17 requires references from individuals who are not current or former State employees. Are we correct that this refers to Tennessee employees only? 14 The proposal due date is at the end of the first week on the New Year. In order to provide time off for our employees during the holidays we are requesting a two week extension of the due date to January 20, Will the PMSC be allowed to select resources 15 for MIS T&I, QA and EBT Tasks, with the full disclosure the PMSC does not have direct or indirect prior relationship with them. Reason: Risk of meeting the timeline is owned by the PMSC. If the resources/vendor for this project are not selected to PMSC s then we would have to own the risk of their competency and ability to perform the duties. 16 PMSC is responsible for oversight of various contractors involved for successful delivery of the project. In a situation where a contractor For Eg: QA vendor is under performing and PMSC reports this to the Advisory council as a result of which QA vendor is terminated. Will Tennessee Department of Health indemnify us from this vendor? 17 Can the PMSC be comprised of more than 1 individual? At any given point are we allowed to replace 18 our Program/Project Manager? Or is it up to PMSC s discretion to allocate different resources at different phases of the project Situation: our employee gives us 2-3 weeks notice and wants to leave our company. STATE RESPONSE System Phases. Yes The State is on a tight timeline and cannot grant an extension. The holiday season was considered when determining the existing schedule. No, the State will bear the responsibility for approving the resources of the other vendors. The PMSC will not be allowed to select the resources for the other vendors. The schedules will be mutually agreed upon by the MIS T&I; the EBT, the QA, the PMSC contractors and the State. The PMSC is the lead in keeping the project on schedule once it has been established. The State will not indemnify any contractor during this project. However, the State will ultimately bear responsibility for assuring that the underperforming contractor meets its contractual obligations. Yes Replacement of key personnel is allowable but must be pre-approved by the State. 19 Is the CPS team part of the ITSD team? There is no CPS team. CPS is the Central Processing Site which is housed in our Strategic Technology Solutions (STS) location. 20 Is the estimated $720,000 budget exclusively for PMSC or is this budget for all the contractors involved? i.e. inclusive of QA Contractor, MIS T&I, EBT Contractor For the PMSC only. 21 What is your budget for PMSC? $720,000 See RFP Page RFP # Amendment # 3 Page 4 of 13

5 RFP-AMEND QUESTION / COMMENT 22 Our firm has been in business for 2 years with employees who have years of consulting experience some of which have been at state agencies as a sub-contractor. Are we qualified to apply? 23 The total duration of the project mentioned in proposed schedule in section A is from April 2017 to November 2018 (20 months) but in Term of Contract page 46 section B it says it will be effective from April 2017 and extend for a period of 43 months. Can you please clarify what is this additional duration for? 24 Is the contractor required to be 100% onsite for entire duration of the contract? 25 Does the contractor have to be responsible for defining the requirements of the TIP report? 26 The change order work shall not exceed 7% of the sum of milestone payment rates. In that case will there be requirement freeze to avoid scope creep? If not, then is 720k a rough order estimate or an exact fixed budget that has to be met? 27 As per payment terms, Invoices are to be raised 30 days after the delivery of goods/services. Please clarify the Net terms of payment disbursement. 28 C7. Mentions payments may be reduced on basis of audits conducted by State. What is the audit process? What is the audit frequency? 29 For this contract, are we allowed to use our own templates or will the templates be provided by TDH? 30 What is your MPI solution? Is this developed by Netsmart? STATE RESPONSE We do not have sufficient information about your firm to answer your question. Your response/application will be reviewed if you meet the minimal requirements listed in RFP Attachment 6.2, Section A. Your application will then be scored up to 70 points based on how your firm responds to the questions in RFP Attachment 6.2, Sections B. and C. Finally, up to 30 points will be awarded on the basis of the cost in your proposal. If you feel you are competitive in these regards, you are certainly invited to apply. The proposed schedule (20 months) represents the State s target project time line. The term of the contract allows for any unanticipated delays, and also allows that it cannot surpass the federal deadline of October, No No The $720,000 is an estimate based upon recent PMSC contracts. The Pro Forma contract does not reference Net terms of payment disbursement. The State s payment terms can be found in Section C of the Pro Forma contract. An audit can be done if the State feels it has cause. Uniform Guidance (i.e., the Super Circular) requires an independent audit if the vendor spends more than $750,000 in federal funds and a copy of the audit is sent to the State for follow up. For reporting, the State will approve templates. For the Pro Forma, only the State s template as provided will be used. This question has no bearing to this RFP. The question relates to the MIS T&I RFP which has not been posted yet. However, attached to these questions and answers is a DRAFT of the current MIS T&I RFP which may help to answer your questions. Please note that this RFP is for managerial services. It does not require expertise on the intricacies of the State s Management Information System (MIS). RFP # Amendment # 3 Page 5 of 13

6 RFP-AMEND QUESTION / COMMENT STATE RESPONSE 31 Is your MPI solution stand alone? This question has no bearing to this RFP. The question relates to the MIS T&I RFP which has not been posted yet. However, attached to these questions and answers is a DRAFT of the current MIS T&I RFP which may help to answer your questions. 32 Is your MPI solution able to handle PDQ queries from external sources? 33 Have you finalized the vendor for your new clinic application? If yes, can you please disclose the software & vendor. Please note that this RFP is for managerial services. It does not require expertise on the intricacies of the State s Management Information System (MIS). This question has no bearing to this RFP. The question relates to the MIS T&I RFP which has not been posted yet. However, attached to these questions and answers is a DRAFT of the current MIS T&I RFP which may help to answer your questions. Please note that this RFP is for managerial services. It does not require expertise on the intricacies of the State s Management Information System (MIS). No. The RFP for the MIS T&I has not been posted yet, but a DRAFT copy is attached. 34 Is your clinic application same as the EMR? This question has no bearing to this RFP. The question relates to the MIS T&I RFP which has not been posted yet. However, attached to these questions and answers is a DRAFT of the current MIS T&I RFP which may help to answer your questions. Please note that this RFP is for managerial services. It does not require expertise on the intricacies of the State s Management Information System (MIS). 35 Who is your EMR vendor? This question has no bearing to this RFP. The question relates to the MIS T&I RFP which has not been posted yet. However, attached to these questions and answers is a DRAFT of the current MIS T&I RFP which may help to answer your questions. 36 Are all modules of the practice management system from the same vendor? If yes, who? If no can you, please list them? Please note that this RFP is for managerial services. It does not require expertise on the intricacies of the State s Management Information System (MIS). This question has no bearing to this RFP. The question relates to the MIS T&I RFP which has not been posted yet. However, attached to these questions and answers is a DRAFT of the current MIS T&I RFP which may help to answer your questions. Please note that this RFP is for managerial RFP # Amendment # 3 Page 6 of 13

7 RFP-AMEND QUESTION / COMMENT 37 What relational database will this application be using? 38 Just to confirm the Disaster Recovery set up is Active Passive? 39 Will the environment be single tenant or multitenant? 40 Do you have a HL7 Integration engine that communicates with various applications? Such as Cloverleaf, Mirth, Iguana, Intersystems? 41 Will your EMR be connected to any of the local RHIO s (regional health information organizations)? STATE RESPONSE services. It does not require expertise on the intricacies of the State s Management Information System (MIS). This question has no bearing to this RFP. The question relates to the MIS T&I RFP which has not been posted yet. However, attached to these questions and answers is a DRAFT of the current MIS T&I RFP which may help to answer your questions. Please note that this RFP is for managerial services. It does not require expertise on the intricacies of the State s Management Information System (MIS). This question has no bearing to this RFP. The question relates to the MIS T&I RFP which has not been posted yet. However, attached to these questions and answers is a DRAFT of the current MIS T&I RFP which may help to answer your questions. Please note that this RFP is for managerial services. It does not require expertise on the intricacies of the State s Management Information System (MIS). This question has no bearing to this RFP. The question relates to the MIS T&I RFP which has not been posted yet. However, attached to these questions and answers is a DRAFT of the current MIS T&I RFP which may help to answer your questions. Please note that this RFP is for managerial services. It does not require expertise on the intricacies of the State s Management Information System (MIS). This question has no bearing to this RFP. The question relates to the MIS T&I RFP which has not been posted yet. However, attached to these questions and answers is a DRAFT of the current MIS T&I RFP which may help to answer your questions. Please note that this RFP is for managerial services. It does not require expertise on the intricacies of the State s Management Information System (MIS). This question has no bearing to this RFP. The question relates to the MIS T&I RFP which has not been posted yet. However, attached to these questions and answers is a DRAFT of the current MIS T&I RFP which may help to answer your questions. Please note that this RFP is for managerial RFP # Amendment # 3 Page 7 of 13

8 RFP-AMEND QUESTION / COMMENT 42 RFP, Section 1 - The PMSC is responsible for developing a work plan with the team (#3) and monitoring tasks and T&I, ewic, and QA performance. Will each contractor be maintaining their own work plan, updating the % complete for tasks? 43 Contract, Section B - The project schedule estimates that the project transition will occur in November 2018, but the PMSC contract term ends in October 2020 (43 months). Will he State please explain the difference in timeframes? Please clarify how long status reporting would continue after project transition. 44 Attachment 1, Task How many weeks/trips are expected for joint design sessions? 45 Attachment 1, Task Is the DFDD formal walk through expected to occur by webinar or on-site? If on-site, is the PMSC expected to attend on-site or is attendance by phone an option? 46 Attachment 1, Task Is the DTSD formal walk through expected to occur by webinar or on-site? If on-site, is the PMSC expected to attend on-site or is attendance by phone an option? 47 Attachment 1, Task Who will create the Pilot Test Plan? 48 In Section C, Item Reference Number C.4 requires Respondents to provide details about specific experience with Project Management Services for WIC MIS T&I project implementation or transfer/implementation and does not specifically ask for a technical approach. Could the government clarify whether it is seeking, and will only rate, the Respondent s experience with WIC MIS T&I experience and not the Respondent s technical approach? How will the government rate a Respondent s response that provides a narrative with the experience in the Task Areas in the Task Plan in similar projects but that are not specifically in the WIC MIS T&I domain? 49 In Section C, Item Reference Number C.5 requires Respondents to provide details about specific experience with WIC EBT STATE RESPONSE services. It does not require expertise on the intricacies of the State s Management Information System (MIS). Yes, each contractor will create and maintain their project work plan. The PMSC will create and maintain the Master Integrated Project Work Plan for all contractors and the project. The proposed schedule (20 months) represents the State s target project time line. The term of the contract allows for any unanticipated delays, and also allows that it cannot surpass the federal deadline of October, Status reports will be expected until the project is deemed complete by the State. It is planned for 3 weeks. Cannot say at this time if it will be three consecutive weeks. Onsite or remote are both acceptable. Onsite or remote are both acceptable. The MIS T&I Contractor. The State will rate the Respondent s experience with WIC MIS T & I experience in Section C.4. The Respondent s technical approach will be rated in Sections C.1., C.2., and C.3. The State will rate the Respondent s experience with WIC EBT implementation in Section C.5. The Respondent s technical approach will be rated in RFP # Amendment # 3 Page 8 of 13

9 RFP-AMEND QUESTION / COMMENT implementations when serving as the Project Management Services Contractor and does not specifically ask for a technical approach. Could the government clarify whether it is seeking, and will only rate, the Respondent s experience with WIC EBT implementation experience and not the Respondent s technical approach? How will the government rate a Respondent s response that provides a narrative with the experience in the Task Areas in the Task Plan in similar projects but that are not specifically in the WIC EBT implementation domain? 50 For response item B17, can customer reference be for project teams and team members before they joined the proposing company? 51 Can you please provide and update on the status of the contracting for the EBT and MIS T&I contractors? 52 Do you foresee that that the timing for the EBT and MIS T&I contractor awards will affect the Proposed Schedule on page 11 of this RFP? If so, can you please provide an updated Proposed Schedule? 53 Please clarify responsibilities for development of the Pilot test plan. 54 Describe the number, role and extent (e.g., estimated hours per week) that State/local agency resources are committed to the project team. 55 The RFP appears to indicate the PMSC may be located onsite at TDH facilities or may be located remotely and visit TDH facilities for meetings, JAD sessions, etc. Is this correct or is the PMSC to have a continuous onsite presence for the duration of the contract? Several places throughout the RFP, make it 56 clear that the PMSC is responsible for the performance of other vendors (MIS T&I vendor, QA vendor, and EBT vendor..e.g., Maintain responsibility for ensuring that all vendors have performed their contractual obligations to the satisfaction of the State. ) Other RFP language notes that the PMSC is responsible to monitor the performance of these peer vendors. Does the PMSC bear full responsibility for these other vendors meeting their contractual obligations to the State? If the PMSC is truly responsible for these STATE RESPONSE Sections C.1., C.2., and C.3. No The EBT award is intended for erox. The MIS T&I RFP has not been posted yet. The State does not anticipate the Proposed Schedule changing significantly. MIS T&I will develop the Pilot Test Plan. The State has no dedicated schedule of hours per week but will support the project with adequate resources and time as needed. This is correct. There is no requirement for continuous onsite presence of the PMSC. No, the PMSC does not bear full responsibility for other vendors. The PMSC monitors and advises the State, but the State will bear full responsibility for the other contractual obligations. The PMSC is only responsible for its deliverables. No SLAs will exist between contractors. RFP # Amendment # 3 Page 9 of 13

10 RFP-AMEND QUESTION / COMMENT peer vendors meeting their contractual obligations, what penalties apply to the PMSC if the MIS, EBT or QA vendors do NOT meet their contractual obligations? Will there be specific SLA s in the MIS/EBT/QA contracts? If so, can the state share these SLA s that the PMSC will be responsible for ensuring are met by the MIS/EBT/QA vendors? 57 The POP is also confusing. The schedule defined in the RFP shows the longest schedule being from April 2017 through November 2018 but the terms of the pro forma contract say the contract will be for 43 months. Can you clarify? 58 If the scheduled activities extend significantly beyond November 2018 through decisions of the state, how will the PMSC be compensated for this additional support as all requested costs are fixed price attached to specific deliverables? I.e., if the schedule is extended due to a larger than reasonable number of JAD sessions, significant UAT findings that require multiple UAT cycles, etc. 59 Could the State please clarify the warranty requirement outlined in Section A.7 of the Pro Forma contract? If the contract is for a period of 43 months, then would the warranty be for a period of no less than 43 months from the date of acceptance? 60 Can we see a copy of the MIS T&I and EBT Contracts so we can better understand their requirements? STATE RESPONSE The proposed schedule (20 months) represents the State s target project time line. The term of the contract allows for any unanticipated delays, and also allows that it cannot surpass the federal deadline of October 1, The PMSC will be paid by Deliverable. The State requires the Contractor warrants that the services provided will be done in a timely professional matter as described in the contract. That warranty must extend at least 43 months from the stated Effective Date of the contract. Yes. The State has attached the draft versions of the MIS and EBT contracts, see Attachment A and B. Please note these are draft versions and may change. 3. Add the following as RFP section Attachment 6.6. Pro Forma Contract, Section D.32. and renumber any subsequent sections as necessary: D.32. Insurance. Contractor shall provide the State a certificate of insurance ( COI ) evidencing the coverages and amounts specified below. The COI shall be provided ten (10) business days prior to the Effective Date and again upon renewal or replacement of coverages required by this Contract. If insurance expires during the Term, the State must receive a new COI at least thirty (30) calendar days prior to the insurance s expiration date. If the Contractor loses insurance coverage, does not renew coverage, or for any reason becomes uninsured during the Term, the Contractor shall notify the State immediately. The COI shall be on a form approved by the Tennessee Department of Commerce and Insurance ( TDCI ) and signed by an authorized representative of the insurer. The COI shall list each insurer s national association of insurance commissioners (also known as NAIC) number and list the State of Tennessee, Risk Manager, 312 Rosa L. Parks Ave., 3 rd floor Central Procurement Office, Nashville, TN in the certificate holder section. At any time, the State may require the Contractor to provide a valid COI detailing coverage description; insurance company; policy number; exceptions; exclusions; policy effective date; policy expiration date; limits of liability; and RFP # Amendment # 3 Page 10 of 13

11 RFP-AMEND the name and address of insured. The Contractor s failure to maintain or submit evidence of insurance coverage is considered a material breach of this Contract. If the Contractor desires to self-insure, then a COI will not be required to prove coverage. In place of the COI, the Contractor must provide a certificate of self-insurance or a letter on the Contractor s letterhead detailing its coverage, liability policy amounts, and proof of funds to reasonably cover such expenses. Compliance with Tenn. Code Ann and the rules of the TDCI is required for the Contractor to self-insure workers compensation. All insurance companies must be: (a) acceptable to the State; (b) authorized by the TDCI to transact business in the State of Tennessee; and (c) rated A- VII or better by A. M. Best. The Contractor shall provide the State evidence that all subcontractors maintain the required insurance or that the subcontractors are included under the Contractor s policy. The Contractor agrees to name the State as an additional insured on any insurance policies with the exception of workers compensation (employer liability) and professional liability (errors and omissions) ( Professional Liability ) insurance. Also, all policies shall contain an endorsement for a waiver of subrogation in favor of the State. The deductible and any premiums are the Contractor s sole responsibility. Any deductible over fifty thousand dollars ($50,000) must be approved by the State. The Contractor agrees that the insurance requirements specified in this Section do not reduce any liability the Contractor has assumed under this Contract including any indemnification or hold harmless requirements. The State agrees that it shall give written notice to the Contractor as soon as practicable after the State becomes aware of any claim asserted or made against the State, but in no event later than thirty (30) calendar days after the State becomes aware of such claim. The failure of the State to give notice shall only relieve the Contractor of its obligations under this Section to the extent that the Contractor can demonstrate actual prejudice arising from the failure to give notice. This Section shall not grant the Contractor or its insurer, through its attorneys, the right to represent the State in any legal matter, as the right to represent the State is governed by Tenn. Code Ann All coverage required shall be on a primary basis and noncontributory with any other insurance coverage or self-insurance carried by the State. The State reserves the right to amend or require additional endorsements, types of coverage, and higher or lower limits of coverage depending on the nature of the work. Purchases or contracts involving any hazardous activity or equipment, tenant, concessionaire and lease agreements, alcohol sales, cyber-liability risks, environmental risks, special motorized equipment, or property may require customized insurance requirements (e.g. umbrella liability insurance) in addition to the general requirements listed below. To achieve the required coverage levels, a combination of a specific policy written with an umbrella policy covering liabilities above stated limits is acceptable (For example: If appropriate limits are two million dollars ($2,000,000) per occurrence and two million dollars ($2,000,000) aggregate, acceptable coverage would include a specific policy covering one million dollars ($1,000,000) per occurrence and one million dollars ($1,000,000) aggregate written with an umbrella policy for one million dollars ($1,000,000) per occurrence and one million dollars ($1,000,000) aggregate. If the deficient underlying policy is for coverage area without aggregate limits (generally Automobile Liability and Employers Liability Accident), Contractor shall provide a copy of the umbrella insurance policy documents to ensure that no aggregate limit applies to the umbrella policy for that coverage area as well. a. Commercial General Liability Insurance 1) The Contractor shall maintain commercial general liability insurance, which shall be written on an Insurance Services Office, Inc. (also known as ISO) occurrence form (or a substitute form providing equivalent coverage) and shall cover liability arising from property damage, premises/operations, independent contractors, contractual liability, completed operations/products, personal and advertising RFP # Amendment # 3 Page 11 of 13

12 RFP-AMEND injury, and liability assumed under an insured contract (including the tort liability of another assumed in a business contract). 2) The Contractor shall maintain bodily injury/property damage with a combined single limit not less than one million dollars ($1,000,000) per occurrence and two million dollars ($2,000,000) aggregate for bodily injury and property damage, including products and completed operations coverage with an aggregate limit of at least two million dollars ($2,000,000). b. Workers Compensation and Employer Liability Insurance 1) For Contractors statutorily required to carry workers compensation and employer liability insurance, the Contractor shall maintain: i. Workers compensation in an amount not less than one million dollars ($1,000,000) including employer liability of one million dollars ($1,000,000) per accident for bodily injury by accident, one million dollars ($1,000,000) policy limit by disease, and one million dollars ($1,000,000) per employee for bodily injury by disease. 2) If the Contractor certifies that it is exempt from the requirements of Tenn. Code Ann , then the Contractor shall furnish written proof of such exemption for one or more of the following reasons: i. The Contractor employs fewer than five (5) employees; ii. The Contractor is a sole proprietor; iii. The Contractor is in the construction business or trades with no employees; iv. The Contractor is in the coal mining industry with no employees; v. The Contractor is a state or local government; or vi. The Contractor self-insures its workers compensation and is in compliance with the TDCI rules and Tenn. Code Ann c. Automobile Liability Insurance 1) The Contractor shall maintain automobile liability insurance which shall cover liability arising out of any automobile (including owned, leased, hired, and nonowned automobiles). 2) The Contractor shall maintain bodily injury/property damage with a limit not less than one million dollars ($1,000,000) per occurrence or combined single limit. d. Professional Liability Insurance 1) Professional liability insurance shall be written on an occurrence basis. This coverage may be written on a claims-made basis but must include an extended reporting period or tail coverage of at least two (2) years after the Term; 2) Any professional liability insurance policy shall have a limit not less than one million dollars ($1,000,000) per claim and two million dollars ($2,000,000) in the aggregate; and RFP # Amendment # 3 Page 12 of 13

13 RFP-AMEND 3) If the Contract involves the provision of services by medical professionals, a policy limit not less than two million ($2,000,000) per claim and three million dollars ($3,000,000) in the aggregate for medical malpractice insurance. 4. RFP Amendment Effective Date. The revisions set forth herein shall be effective upon release. All other terms and conditions of this RFP not expressly amended herein shall remain in full force and effect. RFP # Amendment # 3 Page 13 of 13

14 RFP-AMEND STATE OF TENNESSEE DEPARTMENT OF HEALTH REQUEST FOR PROPOSALS # AMENDMENT # 2 FOR PROJECT MANAGEMENT SERVICES CONTRACTOR DATE: NOVEMBER 29, 2016 RFP # IS AMENDED AS FOLLOWS: 1. This RFP Schedule of Events updates and confirms scheduled RFP dates. Any event, time, or date containing revised or new text is highlighted. EVENT TIME (central time zone) DATE 1. RFP Issued CONFIRMED 2. Disability Accommodation Request Deadline 2:00 p.m. CONFIRMED 3. Pre-response Conference 2:30 p.m. CONFIRMED 4. Notice of Intent to Respond Deadline 2:00 p.m. CONFIRMED 5. Written Questions & Comments Deadline 2:00 p.m. CONFIRMED 6. State Response to Written Questions & Comments December 2, Response Deadline 2:00 p.m. January 6, State Completion of Technical Response Evaluations January 12, State Opening & Scoring of Cost Proposals 2:00 p.m. January 13, State Notice of Intent to Award Released and RFP Files Opened for Public Inspection 2:00 p.m. January 20, End of Open File Period January 27, FNS Review of Contract March 13, State sends contract to Contractor for signature March 14, Contractor Signature Deadline 2:00 p.m. March 16, RFP Amendment Effective Date. The revisions set forth herein shall be effective upon release. All other terms and conditions of this RFP not expressly amended herein shall remain in full force and effect. RFP # Amendment # 2 Page 1 of 1

15 RFP-AMEND STATE OF TENNESSEE DEPARTMENT OF HEALTH REQUEST FOR PROPOSALS # AMENDMENT # 1 FOR PROJECT MANAGEMENT SERVICES CONTRACTOR DATE: OCTOBER 28, 2016 RFP # IS AMENDED AS FOLLOWS: 1. This RFP Schedule of Events updates and confirms scheduled RFP dates. Any event, time, or date containing revised or new text is highlighted. 1. RFP Issued EVENT TIME (central time zone) 2. Disability Accommodation Request Deadline 2:00 p.m. 3. Pre-response Conference 2:30 p.m. 4. Notice of Intent to Respond Deadline 2:00 p.m. 5. Written Questions & Comments Deadline 2:00 p.m. 6. State Response to Written Questions & Comments 7. Response Deadline 2:00 p.m. 8. State Completion of Technical Response Evaluations 9. State Opening & Scoring of Cost Proposals 2:00 p.m. DATE CONFIRMED November 2, 2016 November 4, 2016 November 8, 2016 November 15, 2016 November 29, 2016 January 6, 2017 January 12, 2017 January 13, State Notice of Intent to Award Released and RFP Files Opened for Public Inspection 11. End of Open File Period 12. FNS Review of Contract 2:00 p.m. January 20, 2017 January 27, 2017 March 13, State sends contract to Contractor for signature 14. Contractor Signature Deadline 2:00 p.m. March 14, 2017 March 16, RFP Amendment Effective Date. The revisions set forth herein shall be effective upon release. All other terms and conditions of this RFP not expressly amended herein shall remain in full force and effect. RFP # Amendment # 1 Page 1 of 1

16 RFP STATE OF TENNESSEE DEPARTMENT OF HEALTH REQUEST FOR PROPOSALS FOR PROJECT MANAGEMENT SERVICES CONTRACTOR RFP # RFP CONTENTS SECTIONS: 1. INTRODUCTION 2. RFP SCHEDULE OF EVENTS 3. RESPONSE REQUIREMENTS 4. GENERAL CONTRACTING INFORMATION & REQUIREMENTS 5. EVALUATION & CONTRACT AWARD ATTACHMENTS: 6.1. Response Statement of Certifications & Assurances 6.2. Technical Response & Evaluation Guide 6.3. Cost Proposal & Scoring Guide 6.4. Reference Questionnaire 6.5. Score Summary Matrix 6.6. Pro Forma Contract

17 RFP 1. INTRODUCTION The State of Tennessee, Department of Health, hereinafter referred to as the State, has issued this Request for Proposals (RFP) to define minimum contract requirements; solicit responses; detail response requirements; and, outline the State s process for evaluating responses and selecting a contractor to provide the needed goods or services. Through this RFP, the State seeks to procure necessary goods or services at the most favorable, competitive prices and to give ALL qualified businesses, including those that are owned by minorities, women, Tennessee service-disabled veterans, and small business enterprises, an opportunity to do business with the state as contractors, subcontractors or suppliers. Statement of Procurement Purpose The Tennessee WIC Program intends to concurrently transfer and modify an existing WIC management information system (MIS) and transition the issuance of benefits from the current check-based benefit system to Electronic Benefit Transfer (EBT). To ensure a successful project, the State of Tennessee, Department of Health (TDH), Special Supplemental Nutrition Program for Women, Infants, and Children (WIC) Program is issuing this Request for Proposal for the purpose of selecting a qualified Project Management Services Contractor (PMSC) to oversee the design, development and implementation and manage the WIC MIS T&I and EBT project according to the Project Management Body of Knowledge guidelines, a recognized standard for best practices in the project management profession. Definitions: Contractor - The Project Management Services Contractor (PMSC) CPS Central Processing Site Electronic Benefits Transfer (EBT) An electronic funds mechanism for payment of WIC benefits Electronic Public-health Information (EPI) The Tennessee Department of Health s electronic health record initiative EBT Contractor The EBT Contractor responsible for implementing the EBT system. Food and Nutrition Service (FNS) - The USDA agency which provides federal administration for the WIC program MIS - Management Information System MIS T&I Contractor The MIS Transfer and Implementation Contractor Patient Tracking and Billing Management Information System (PTBMIS) - The current MIS for the State of Tennessee QA Contractor Quality Assurance Contractor The Special Supplemental Nutrition Program for Women, Infants and Children (WIC) The program established by the Child Nutrition Act of 1966 and codified as 42 U.S.C United States Department of Agriculture (USDA) - the Department that funds the WIC Program. User Acceptance Testing (UAT) - The phase of the System Development Life Cycle (SDLC) in which an application is tested, usually by or in conjunction with users, to ensure that the application is functioning according to specifications and defined requirements and is acceptable to users. WIC Highly Involved Proficient Staff (WHIPS) - Selected regional and clinic staff who will be Super Users of the MIS. Overview The Federal government issued a mandate as part of the Healthy Hunger-Free Kids Act of 2010 that each WIC State Agency must implement the issuance of food benefits via electronic benefits transfer (EBT) by October 1, With the knowledge that the Tennessee WIC current MIS would not support the issuance of EBT, the TDH embarked on a path to replace its aging legacy data system. TDH is concurrently procuring an EBT Services contract and an MIS Transfer and Implementation (MIS T&I) contract. RFP

18 RFP The contractor that is awarded the PMSC contract will not be eligible to win the bid on the other associated contracts, that is MIS T&I, EBT, or QA contracts. The project consists of the following tasks that shall be conducted by the MIS T&I, EBT, QA and PMSC contractors, respectively: MIS T&I Contractor tasks 1. Transfer and modify an existing WIC system to meet the Tennessee functional requirements. 2. Rebrand the system, inclusive of all screens, reports, and outputs to reference and reflect the Tennessee WIC Program. 3. Train the Tennessee WIC State, regional and clinic staff in the operation of the system. 4. Convert the data from the existing Tennessee WIC system to populate the new system. 5. Implement the new MIS statewide. EBT Contractor tasks 1. Modify and test the selected EBT interface with the transfer system. 2. Modify and test the EBT retailer and third party processor interface. 3. Train the Tennessee WIC State, regional and clinic staff and the Tennessee WIC vendors in the operation of the EBT system. 4. Implement the new EBT system statewide. QA Contractor tasks 1. Provision of a detailed work plan and schedule for all QA activities. 2. Content review and comments on MIS T&I and EBT contractor design documents, plans, and reports. 3. Oversight and evaluation of MIS T&I and EBT contractor tasks and activities. 4. Evaluation and certification of system readiness for UAT, Pilot Test, and implementation (MIS and EBT). 5. Development of User Acceptance Test (UAT) Plan and Script. 6. Monitoring of UAT. 7. Conduct of a post-implementation review of the systems (MIS and EBT). Contractor tasks 1. Create a project management plan that describes project management processes that will be used throughout the project. 2. Maintain responsibility for ensuring that all vendors have performed their contractual obligations to the satisfaction of the State. 3. Develop the work plan with the team. 4. Facilitation of communication among all project stakeholders, inclusive of participation in status meetings and submission of status reports. 5. Manage the team s performance of project tasks while monitoring the MIS T&I and EBT implementation and Quality Assurance contractors performances. 6. Secure acceptance and written approval of deliverables from the State and stakeholders, controlling the project s objectives. 7. Provide general project oversight utilizing international Project Management Institute (PMI) standards. Please see Attachment A for further current anticipated responsibilities of each contractor. Please note these are current anticipated responsibilities and are subject to change as the State finalizes the remaining contracts and is to be used for informational purposes only. Project Environment The PMSC shall be responsible for leading a project team made up of TN WIC Program staff, the WIC EBT contractor, the MIS T&I contractor, the QA contractor, and others as deemed necessary by the State through the project activities, and is ultimately responsible for the project staying on schedule, on budget RFP

19 RFP and that all vendors have performed their respective contractual obligations to the satisfaction of the State. The PMSC shall serve as the primary point of contact for the other project contractors. The PMSC shall communicate policy decisions of the TN WIC Program to all contractors. The PMSC shall provide project management support over the contract period. Overview The Special Supplemental Nutrition Program for Women, Infants, and Children (WIC) provides specific nutritious foods, nutrition and breastfeeding education, and referrals to pregnant, breastfeeding and postpartum women, infants and children up to five years of age who are determined to be at nutritional risk and meet income guidelines. The WIC Program is funded by the United States Department of Agriculture (USDA), governed by Federal Regulations contained in the Federal Register 7 CFR Part 246. The Tennessee WIC Program uses a retail food delivery system to provide supplemental foods to Program participants. WIC food prescriptions and Cash Value Benefits (CVBs) are delivered to participants via paper checks. The WIC checks are issued to participants at the local WIC clinics and redeemed at WIC authorized retail vendors. Currently, there are approximately eight hundred and sixty (860) authorized vendors in seven (7) peer groups, including ten (10) just over the State border - two in Kentucky, three in Virginia and five in Georgia. These retailers are a combination of large, national supermarket chains, smaller franchises, independently owned and operated stores, pharmacies and commissaries. Chain stores account for two thirds (2/3) of the authorized vendor store locations. During Federal Fiscal Year 2015, the Tennessee WIC Program served approximately 148,000 participants, in 100,000 households monthly to whom WIC cash value voucher checks were issued for specific food items. Department Organization The Tennessee Department of Health is organized into three areas: Continuous Improvement and Training, Chief Medical Officer (Programs), and Operations. The WIC Program is located within the Division of Family Health and Wellness under the Supplemental Nutrition Programs which is organized under the Chief Medical Officer. Additional staff in the Division of Community Health Services provides support for WIC in the regions and clinics. Staff from the Information Technology Services Division (ITSD) under the deputy commissioner for operations supports the WIC Program s MIS, which is a part of PTBMIS. State Staffing The WIC Program s central office is led by a Program Director who oversees five unit coordinators. The five units are administrative support, breastfeeding services, nutrition services, systems, and vendor. Each of these is led by a manager. There are three (3) FTEs supervised by the administrative support manager. There are two (2) FTEs in the breastfeeding unit, and four (4) FTEs in the nutrition services unit. There are three (3) FTEs in the systems unit besides the manager. Within the vendor management unit, there is a manager and two (2) additional FTEs. There are a total of eighteen (18) FTEs including an epidemiologist within the WIC Program central office. Within the division, the WIC Program receives support from the Fiscal Director and her team in completing the FNS 798 Report and the MIS Summary Report each year. This unit also supports the funding for the local WIC clinic programs in the metro and rural regions. The Information Technology Services Division (ITSD) administers the Department s computer resources and is responsible for enhancing and maintaining the TDH computer systems and technical infrastructure. Within ITSD, there is one (1) FTE assigned to provide to support to the WIC Program. ITSD also provides technical assistance in such areas as project management, help desk, system maintenance and hardware support. Its first line of help desk and hardware support is provided by staff in the regional offices. The State WIC Systems Unit maintains responsibility for resolution of programmatic issues. Clinic Administration RFP

20 RFP The Tennessee Department of Health has integrated the WIC Program within its network of integrated services clinics administered through the county health departments. Fourteen regional offices with WIC staff support the 130 clinics in the state s 95 counties. Six of these county health departments operate as contractors to TDH; the remaining health departments are directly administered by TDH through the other eight regional offices. WIC Program administration in the contract counties is for the most part the same as in the State-run county health departments because all counties operate under the same policy manual and use the same management information system (MIS). There are approximately sixteen hundred (1600) local WIC Program staff that who provide direct participant services at the clinics across the state. Although all of the clinics provide the same WIC services, the staffing varies by the caseload volume. Each clinic has at least one clerk and one CPA, with many also having a Nurse Assistant to collect anthropometrics. However, as the caseload increases, so does the number of staff. The largest clinic with a caseload of approximately 7000 WIC participants has thirty-three (33) FTEs available with the potential for direct participant interaction. Project Oversight The Tennessee WIC MIS Project will be coordinated at the WIC Program level by the TNWIC Advisory Council with assistance and participation from the Information Technology Services Division (ITSD) of the Tennessee Department of Health (TDH) and the Strategic Technology Solutions (STS) Division of the Tennessee Department of Finance Administration. TNWIC Advisory Council The Project Advisory Council is comprised of senior members of both the Department of Health and the WIC Program and a regional representative. The Council is responsible for managing contingencies, managing stakeholder expectations, providing policy leadership, and conflict resolution. The Tennessee WIC Director will serve as the Project Sponsor and a member of this Council. The Project Sponsor and the TNWIC Project Manager bear the responsibility for keeping senior management abreast of the project s status and activities. Strategic Technology Solutions Strategic Technology Solutions (STS) will provide services as needed to support the WIC MIS EBT project as defined in the Information Systems Plan (ISP) project which details scope and resource requirements. Examples of STS services include, but are not limited to, creating the Build Book detailing computer hardware, operating system, and network requirements. Finally, STS will monitor the WIC MIS EBT project lifecycle as defined in the ISP. TNWIC Project Manager The TNWIC Project Manager with assistance from the ITSD Project Manager and the PMSC will maintain the project schedule and oversee tasks related to the MIS and EBT implementation, including but not limited to, clinic assessments and enablement, UPC/PLU data collection, system and retail vendor certification processes, training, UAT and Pilot testing, and updates to policies and procedures. The TNWIC Project Manager with assistance from the ITSD Project Manager and Project Management Services Contractor will review all contractor deliverables and facilitate WIC Program staff review and provision of feedback. Project Management Services Contractor The PMSC shall maintain responsibility for ensuring that the project team completes the project successfully and within budget. The PMSC shall develop the work plan with the team and manage the team s performance of project tasks while monitoring the MIS T&I, EBT and Quality Assurance contractors performances. The PMSC shall also be responsible for securing acceptance and written approval of deliverables from the sponsor and stakeholders, controlling the project s objectives, and providing general project oversight. WIC Highly Involved and Proficient Staff (WHIPS) RFP

21 RFP Selected regional and clinic staff will become Super Users of the new system. They will work with the project team in the implementation of the new MIS and EBT systems. Tasks and activities will include, but not be limited to, participating in design sessions and UAT, and serving in a support role during rollout. Current System Overview The existing system, Patient, Tracking and Billing Management Information System (PTBMIS), is an integrated system serving the patients of the TDH. PTBMIS tracks patients from the time an appointment is made through the delivery of service. PTBMIS was developed by NetSmart, Inc. and has been in use by the TDH since It is a proprietary system. PTBMIS is a distributed system that operates in-real time on thirteen IBM AS400s and one Central Office AS400. Nightly batch jobs upload selected data to the Central Office AS400. It is a DB2 database and is programmed in COBOL. Each clinic has one or more terminals (or PCs using terminal emulation) with access to all patient data for the clinic s region. The program modules in PTBMIS use the master patient file and all share the following screens: 1) registration, 2) appointment scheduling, 3) encounter, 4) financial information, and 5) billing. PTBMIS also has program modules for WIC, Family Planning, Immunization, Pharmacy, Case Management, Managed Care and HUGS. A Master Patient Index (MPI), currently using the same technology as PTBMIS, is in place and is interoperable with PTBMIS, the Immunization Registry, and VistA (the Medical Record module of EPI). The plan is that all future patient based systems will be interoperable with the MPI. The WIC Program uses a separate system, SAMIS, for vendor management. SAMIS is a PC-based Microsoft Access application that maintains all data needed to meet WIC Program requirements for The Integrity Profile (TIP) database. Each regional office has a run-time version of SAMIS for use in adding and updating vendor records. Workload Data The average monthly caseload by participant category for FFY2015 is as follows: The MIS T&I will be expected to incorporate caseload growth into their capacity planning. For planning purposes, Tennessee WIC s current and projected caseload over the next ten years is as follows: Monthly Caseload Projection FY15 147,500 FY20 151,000 FY16 148,500 FY21 152,000 FY17 149,000 FY22 153,000 FY18 149,500 FY23 154,000 FY19 150,000 FY24 155,000 PROPOSED NEW SYSTEM ENVIRONMENT RFP