ENTERPRISE CONTRACT AND PROCUREMENT SERVICES STATEMENT OF WORK (SOW) FOR. Metadata Software RFO

Transcription

1 ENTERPRISE CONTRACT AND PROCUREMENT SERVICES STATEMENT OF WORK (SOW) FOR Metadata Software RFO The Vendor must submit Responses and direct inquiries to the sole point of contact: Thomas Spears Texas Health and Human Services Commission Enterprise Contract and Procurement Services 4405 North Lamar Austin TX (512) To prevent opening by unauthorized individuals, all copies of the Response must be sealed in the package. The following must be clearly typed on a label affixed to the package in a clearly visible location: SOW Response, Submitted in Response to SOW # due July 12, Due Time: 2:00 p.m. Attention: Thomas Spears

2 SUBMISSION COVER SHEET & CONFIGURATION SUMMARY Vendor must provide the following information regarding the person responsible for the completion of Vendor s Response to this SOW issued by the Health and Human Services Commission (HHSC). This person should also be the person the HHSC should contact for questions and/or clarifications. Name Phone # Address Federal Tax Payer Number Subject to acceptance by HHSC, the Vendor acknowledges that by submitting a Response AND signing in the space indicated below, the Vendor is contractually obligated to comply with all terms in this SOW and in any documents incorporated into the SOW. This acknowledgement also contractually obligates any and all subcontractors that Vendor proposes to use in connection with this project. The Vendor further certifies that the company represented here is an authorized dealer in good standing of the products/services included in this Response. / Original signature of Officer Authorized to Bind Company/Date Name (typed or printed) Title Company name Physical Address State of Incorporation or Formal Organization CONFIGURATION SUMMARY The Vendor must provide a summary of the main components of products/services offered in this Response using 100 words or less. Page 2 of 11

3 Table of Contents General Information and Project Background... 4 General Information... 4 Project Background... 4 Scope... 4 Assumptions... 5 Period of Performance... 5 Invoices... 5 Invoicing Process... 5 Invoice Content... 6 Terms and Conditions... 6 Pre-Bid Conference; Q&A... 6 Vendor Response... 6 Instructions for Submitting Responses... 6 Number of copies to be submitted... 7 Format Guidelines... 7 Structure of SOW Response... 7 Cover Page... 7 Executive Summary... 8 Corporate Overview... 8 Contact Information... 8 References... 8 Response to Requirements... 8 Pricing... 9 Response Evaluation... 9 Initial Compliance Screening... 9 Best Value Evaluation Criteria Award Change Process All Changes Procurement Timeline Page 3 of 11

4 General Information and Project Background General Information The Texas Health and Human Services (HHS) Enterprise consists of five entities: The Department of Aging and Disability Services (DADS), the Department of Assistive and Rehabilitative Services (DARS), the Department of Family and Protective Services (DFPS), the Department of State Health Services (DSHS), and the HHSC. Information about the Texas HHS Enterprise and its mission may be found at The Health and Human Services Commission (HHSC) Strategic Decision Support and Information Technology Divisions would like to procure software to create a metadata repository. Project Background The purpose of the Medicaid Enterprise Data Governance (EDG) program is to facilitate improved services, planning, and policy implementation across the HHS Medicaid Enterprise. The Medicaid Enterprise comprises different program functions and departments that span across HHS agencies that support and are funded by the Texas Medicaid program. The EDG initiative is currently funded through a combination of State funds and grants from the U.S. Department of Health and Human Services Centers for Medicare and Medicaid Services (CMS) in accordance with 45 CFR The EDG program is currently focused on metadata collection and establishment of standards for key data domains across the HHS Medicaid Enterprise. Scope An Enterprise Metadata repository is required to store and manage the business description, business attributes and technical attributes for data elements within all enterprise systems. The metadata repository provides a common, standard set of capabilities and methods to manage the acquisition, maintenance and publishing of this important enterprise metadata so that it is complete, accurate, consistent and accessible for reference by all business and knowledge processes across the enterprise. ENTERPRISE METADATA REPOSITORY CAPABILITY REQUIREMENTS Extract metadata from the popular database management systems, data modeling tools, business intelligence tools and ETL tools using industry standards for metadata exchange and tool specific APIs as needed. Deliver a documented, comprehensive, end-to-end understanding of data lineage to help enterprise perform root cause analysis on data issues that otherwise could not be achieved due to a lack of transparency in data movement. Create a single trusted source linking data architecture layers, business glossaries and application data dictionaries to assess impacts of data-related changes. Ability to discover and manage inconsistencies in metadata from multiple data sources. Page 4 of 11

5 Leverage a central repository to maintain consistent terms, valid definitions, allowable values, data format, etc. through a hierarchy of glossaries from enterprise to department, project and system glossaries. Enable traceability from taxonomies of business concepts and terms to logical data models and physical data schemas to database elements, business intelligence reports and ETL transformations. Automate the lifecycle of metadata management to engage the appropriate data stewards and stakeholders. Provide a shared environment with varied user roles with access to metadata of different types and sources. Manage versions of metadata from multiple source tools and technologies in a role-based manner so users only get access to the correct versions of metadata and only have visibility to the appropriate sources of metadata. Manage change approval for the flow of metadata changes. Empower business users to understand where the data comes from that ends up as information in business and BI reports. Empower business users to understand the impact of changing a data element on other data elements, reports and queries. Empower business users to realize what data information is needed, how it is used, and where there are redundancies within reference data sources. Export enterprise metadata to industry standard format. Web accessible user interface with ability to read and/or update metadata depending on user permissions. Interface with up to 50 source systems simultaneously. Interface with the following platforms, at a minimum: o See Attachment 1, HHSC Platform Inventory Assumptions HHSC expects that the product to be provided under this SOW is commercial-off-the-shelf (COTS) software that can be delivered immediately upon execution of a contract between HHSC and Vendor. Period of Performance The period of performance for this SOW is scheduled to begin upon receipt of a funding grant or contract award, whichever is later, and end twelve months after that date, with options to extend for four (4) one-year year periods at HHSC s discretion. Invoices Invoicing Process Invoices from Vendor will follow existing HHSC standards for processing and tracking. Page 5 of 11

6 Invoice Content Invoices from Vendor must contain the following: Invoice Date Invoice number Purchase Order Number Product name Product number as shown on purchase order Price per product being invoiced Total dollar amount Terms and Conditions Vendor will provide to HHSC a written and signed affirmation that Vendor will comply with the below-referenced terms and conditions, which are incorporated as a part of this SOW: HHSC Uniform Contract Terms and Conditions: The HHSC Uniform Contract Terms and Conditions (UTCs) that will be a part of the Contract between HHSC and Vendor are located on HHSC s webpage at this link: Pre-Bid Conference; Q&A No pre-bid conference will be held. Prospective vendors may submit written questions to HHSC until close of the business day on June 21, noon CST. HHSC will provide answers to questions in an Addendum to the SOW on June 28, Answers provided by HHSC in the Addendum are binding on HHSC. Vendor Response Instructions for Submitting Responses The Response must state the Vendor s name, the Response number, and the submission date. HHSC will not accept Responses via telephone and facsimile transmission.. Printed originals of the Response must be signed in BLUE ink by an authorized representative of the Vendor. Electronic copies of the Response provided to HHSC must be stored on Flash Drive portable media. Any disparities between the contents of the original printed Response and the electronic Response will be interpreted in favor of HHSC. All Response materials submitted will become property of the State. Vendor must submit all copies of the Response to the HHSC Point of Contact no later than 2:00 p.m. Central Time on the Responses Due date as indicated. All submissions will be date and time stamped when received by Enterprise Contract and Procurement Services (ECPS). The clock in the ECPS office is the official timepiece for determining compliance with the deadlines in this procurement. HHSC reserves the right to reject late submissions. It is the Vendor s responsibility to appropriately mark and deliver the Response to HHSC by the specified date. Physical Address for overnight and commercial mail: Texas Health and Human Services Commission Page 6 of 11

7 Enterprise Contract & Procurement Services Attn: Thomas Spears 4405 North Lamar Blvd. Building 1 Mail Code 2020 Austin, TX (512) All Responses become the property of HHSC after submission. Number of copies to be submitted Responding Vendors are required by HHSC to submit: Six (6) paper copies of Response, along with the signed original Response. The original must be clearly marked. Two (2) electronic copy on Flash drive Format Guidelines All Responses must be: Clearly legible Sequentially page-numbered Bound in a three ring binder and sections tabbed, if submitted on paper Responsive to the requirements of this SOW Typed, double-spaced on 8½ x 11 paper In Arial font, size 12 for normal text, no less than size 10 for tables, graphs and appendices Responses must include the Vendor s name at the top of each page, and must not include un-requested materials or pamphlets. Historically Underutilized Business Participation The HHSC HUB Program Office has determined that the HUB requirements are not applicable; therefore the submission of a HUB Subcontracting Plan is not required with this proposal at the time of submission. Structure of SOW Response Responses to this SOW must contain the following sections: Cover Page This page will acknowledge the Vendor s agreement with the HHSC Uniform Contract Terms and Conditions, as well as any other requirements included in the solicitation, including the Appendices. Failure to acknowledge agreement to the UTCs and other requirements including the Appendices (Protection of Information) will result in administrative disqualification of the Response. Page 7 of 11

8 This page will include the signature of the party authorized to bind the Vendor in BLUE ink. This page will state the period for which the Vendor s Response offer will remain open for acceptance. Executive Summary Each Vendor must provide an Executive Summary of the Response asserting that it can provide all the requirements of this SOW. If the Vendor is offering additional goods and/or services beyond those specifically requested, those additional goods/services must be clearly identified in the Response. If the Vendor proposes goods and/or services that do not meet the specific requirements of this SOW, but in the opinion of the Vendor are equivalent or superior to those specifically requested, any such differences must be noted in the Executive Summary. Each Vendor must realize, however, that failure to provide the goods and/or services specifically required may result in disqualification. The Executive Summary must not exceed five pages and must represent a full and concise summary of the contents of the Response. Corporate Overview This section details the Vendor s corporate background and its business experience. This section must include the following information: Contact Information Vendor s full organization, company or corporate name Headquarter address; Type of ownership (e.g., partnership, corporation) If Vendor is a subsidiary or affiliate, the name of parent organization State where the Vendor is incorporated or otherwise organized to do business Federal taxpayer identification Name and title of person who will sign the Contract; and Name and title of person responsible for responding to questions regarding the Response, with telephone number, facsimile number and address References The Vendor must provide at least three references for current implementations similar to that required in this SOW and performed in the United States within the last twelve months. Response to Requirements The Vendor s responses to the items in the SOW should follow the format of the SOW; this portion of Vendor s Response will become a part of the Contract between the Vendor and HHSC. A Response that only repeats, acknowledges, or reiterates the requirements of the SOW will be considered a weak Response. Vendor will describe the functions and features of its product(s), and describe how these meet the requirements set forth by HHSC in this SOW. Vendor will provide to HHSC a complete list of any assumptions and exclusions proposed by Vendor concerning this SOW. Page 8 of 11

9 Pricing DO NOT PROVIDE PRICING IN THE SOW RESPONSE SECTION. PRICING SHOULD BE SUBMITTED IN A SEPARATE DOCUMENT. Vendor should provide its best pricing offer with its Response to this SOW. HHSC may choose not to entertain negotiations on price. Pricing should be based upon concurrent users, not named users. HHSC presently needs licensing for 10 power users (update, insert, delete, add) and 25 basic (read-only) users, but requires the option to add users as growth demands. Pricing should clearly show the cost for the minimum specified licenses and also show the options for increasing the number of concurrent users during the initial contract term and/or subsequent terms. Pricing should be offered on a per-month basis, with additional options for quarterly and annual pricing, at HHSC s choice. HHSC expects that pricing for a quarter will be less than three month-to-month pricing periods, and pricing for a year will be less than four quarterly pricing periods. Assumptions that are made by the Vendor must be explicitly and individually detailed and must include the impact of each assumption on price. Example Pricing Template Product Monthly Cost Quarterly Cost Yearly Cost Pricing for 10 Power Users (Update, Insert, Delete, Add) $ $ $ Pricing for 25 Basic (Read Only) Users $ $ $ Pricing for Options to Add Users $ $ $ Response Evaluation HHSC will use a formal evaluation process to select the successful Vendor. HHSC will more favorably evaluate Responses that offer no or few exceptions, reservations, or limitations to the terms and conditions of the SOW, including any of HHSC s Uniform Contract Terms and Conditions that may be included. The evaluation of Responses will be conducted in accordance with 1 Texas Administrative Code Chapter 391. Initial Compliance Screening HHSC will perform an initial screening of all Responses received. Unsigned Responses and Responses that do not include all required forms and sections are subject to rejection without further evaluation. Responses that do not accept the HHSC Uniform Contract Terms and Conditions are subject to rejection. In accordance with its rules, HHSC reserves the right to waive minor informalities in a Response and award contracts that are in the best interest of the State of Texas. Page 9 of 11

10 Best Value Evaluation Criteria Texas Government Code obligates HHSC to purchase goods and services on the basis of best value. The statutory best value criteria include: 1. Any installation costs 2. The delivery terms 3. The quality and reliability of the Vendor s goods and services 4. The extent to which the goods or services meet the Agency s needs 5. Indicators of probable vendor performance under the contract such as past vendor performance, the vendor's financial resources and ability to perform, the vendor's experience and responsibility, and the vendor's ability to provide reliable maintenance agreements 6. The impact on the ability of the agency to comply with laws and rules relating to historically underutilized businesses or relating to the procurement of goods and services from persons with disabilities 7. The total long-term cost to the agency of acquiring the vendor's goods or services 8. The cost of any employee training associated with the acquisition 9. The effect of an acquisition on agency productivity 10. The acquisition price 11. Any other factor relevant to determining the best value for the agency in the context of a particular acquisition HHSC rules define best value as the optimum combination of economy and quality that is the result of fair, efficient, and practical procurement decision-making and that achieves health and human services procurement objectives (1 Texas Administrative Code ). HHSC will evaluate Responses based on the following best value criteria, in order of priority: Award The extent to which the goods and services meet HHSC needs The quality and reliability of the Vendor s goods and services The acquisition price The delivery terms The cost of any employee training associated with the acquisition Any installation costs The total long-term cost to the agency of acquiring the Vendor s goods or services HHSC will make no contract award if no offer received is acceptable. HHSC reserves the right to make a partial award to a Vendor including some, but not all, of the services and deliverables. HHSC reserves the right to award different services and deliverables to different Vendors. Procurements with awards over $25, will be posted on the Electronic State Business Daily (ESBD) Page 10 of 11

11 Change Process All Changes HHSC and the Vendor will endeavor to agree upon appropriate and mutually satisfactory changes in the contract, including but not limited to scope, cost, schedule or other terms as desired or necessary. While such changes are under review by HHSC or are undergoing the contract amendment process, the Vendor will continue to perform under the Statement of Work so long as such continued performance does not cause the Vendor to incur a material cost or other undue hardship in relation to the Change Request. A decision to discontinue the Vendor s performance due to a Change Request will be made only by mutual written agreement of both parties. No Change Request will be implemented unless set forth in writing and approved and signed by an authorized representative of each party. Procurement Timeline Milestone Due Date Notes Release date of SOW Deadline for questions from the vendors June 15, 2013 June 21, Noon CST Solicitation will be released via . Vendor will list questions in sequential order and make reference to the relevant SOW content /section number to which the question applies. As stated on the cover page, all inquiries, including written or oral questions, must be submitted to the sole point of contact. Questions may be sent via to: thomas.spears@hhsc.state.tx.us Deadline for HHSC Questions and answers will be answers to questions June 28, 2013 addressed via . Responses Due July 12, 2013 by 2:00PM CST The clock in the ECPS office is the official timepiece for determining compliance with the deadlines in this procurement. Page 11 of 11