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1 Table f Cntents Infrmatin n Cmmunity Actin Agencies... 1 Current Envirnment... 2 Cntract, Vendr Selectin, and RFP Evaluatin... 2 Vendr Qualificatins... 3 Schedule fr Evaluatin prcess... 3 Preparatin and Submittal... 3 Prpsal submissin... 3 Prpsal Evaluatin... 4 Prpsal Frmat... 4 Cver Page with cntact infrmatin... 4 Table f Cntents... 4 Executive Summary... 4 Infrmatin abut the vendr cmpany... 4 Detailed scpe respnses... 5 Respnse t terms and cnditins... 5 Prpsal csts... 5 Appendices... 5 Detailed Scpe Respnses... 6 Prduct Overview... 6 Technlgy... 6 Client Tracking Functins... 6 Training... 9 Supprt... 9 Pricing...10

2 Infrmatin n Cmmunity Actin Agencies Cmmunity Actin Agencies wrk with cmmunities and peple in pverty t find innvative slutins t the prblems f hmelessness, lack f educatin and incme, dmestic vilence, childcare, reentry int sciety after incarceratin, child-supprt and lack f business pprtunity fr lw-incme entrepreneurs. All f these cntribute t pverty; addressing ne f them individually rarely enables a persn t vercme pverty. A hlistic, multi-service apprach t addressing pverty and its causes has been prven t be effective. Virginia has 28 lcal Cmmunity Actin Agencies and 3 statewide entities that address the multiple causes f pverty thugh many prgrams and services. The fllwing is a general utline f the types f services prvided thrugh Cmmunity Actin: 1 Wrkfrce Develpment: Wrkfrce Innvatin and Opprtunity Act prgrams, ther emplyment and training prgrams, Virginia CARES reentry prgram Cmmunity Services: Prject Discvery, CASA, dmestic vilence preventin, tutring prgrams, literacy prgrams, aging services (e.g., care prgrams, delivered and cngregate meal services, advcacy) Child and Family Services: Early Head Start and Head Start, child care, CHIP (Cmprehensive Health Imprvement Prject), dental services Husing Services: emergency hme repair, weatherizatin, indr plumbing services, hmeless services, emergency utility assistance, fair husing, husing cunseling Cmmunity Ecnmic Develpment: Individual Develpment Accunts, incme tax return preparatin, cnsumer lans, micrenterprise lans, business assistance prgrams, rganizatin capacity building, cmmunity resurce mbilizatin, cmmunity facilities develpment, New Market Tax Credit prjects Real Estate Develpment: new cnstructin, affrdable husing develpment, rehabilitatin f lw-incme husing, prject management services Client Demgraphic Data Cmmunity Actin Agencies track participants at bth the individual and family level, and cllect a brad array f data pints, required elements f which vary by prgram. It is imperative that agencies be able t prduce an unduplicated cunt f clients and families served in any given perid, tgether with the services thse families receive, as well as generate a reprt n the characteristics f clients at pint f entry as well as thrughut their case perid. Attachment A t this RFP is a sample client demgraphic reprt required f all agencies.

3 Current Envirnment Agencies use a variety f different systems fr client tracking and case management, and many agencies use multiple systems due t funder requirements. The agency-wide systems include, but are nt limited t: 2 Outcme Results System (ORS) by Design Data CAPTAIN by CAP Systems Octpia by Cmmunity Sftware Grup Cmmn prgram-based systems that will cntinue t be used within the agencies include: Prmis ChildPlus HMIS VA Wrkfrce Cnnectin (Virtual One Stp by VOS/GeSlutins) VA CARES Cntract, Vendr Selectin, and RFP Evaluatin Vendrs are asked t prepare tw pssible levels f cntract: 1. fr multiple agencies jining frces t purchase a single, scalable, hsted/sftware-as-a-service slutin; and 2. fr individual agencies desiring t purchase a hsted/sftware-as-a-service slutin. Further specifics are laid ut in the Detailed Scpe Respnses sectin f this RFP. The initial cntract term fr this sftware will be negtiated at the time f cntract award. The Issuer(s) reserve the right t reject all prpsals, reject prtins f any prpsal, r accept the prpsal deemed mst advantageus t the grup r t individual agencies. Shuld the vendr fail t meet the requirements f the cntract, the Issuer(s) may cancel the cntract within thirty (30) days written ntice and award the remainder f the cntract term t the next best vendr. The Issuer(s) will cnduct the selectin and cntract award in the fllwing manner: This dcument will be distributed t all interested vendrs Prpsals will be received and evaluated as described in the RFP. Selected vendrs will be asked t demnstrate their sftware befre a grup f administratrs as well as t a grup f users f the current system. This can be dne via webinar and/r in persn. Additinal demnstratins may be requested by individual agencies.

4 3 Vendr Qualificatins All vendrs submitting prpsals must meet the fllwing minimum requirements at the time f prpsal submissin t qualify fr cnsideratin: Vendr must have perated a business prviding similar services and supprt fr a minimum f five (5) cnsecutive years Vendr must be in cmpliance with all city, cunty, and state business licensing, bnding and insurance requirements; and Vendr shuld have experience with cmmunity actin agencies r similar human service netwrks Schedule fr Evaluatin prcess RFP distributed t vendrs August 26, 2016 Deadline fr RFP Respnses September 22, 2016 Invitatins fr frmal presentatins Octber 5, 2016 Vendr demnstratins and presentatins Octber 17-21, 2016 Vendr ranking and selectin Octber 28-29, 2016 Sftware implementatin, data cnversin, user Nvember 2016-January 2017 training Sftware set fr prductin February 1, 2017 Preparatin and Submittal Prpsal submissins must be made within the scpe utlined in this dcument. Failure t prvide the respnse as utlined in this dcument culd result in RFP rejectin. All requirements fr RFP submissin must be met. The prpsal respnse must cntain an riginal signature by an fficial f the vendr wh has signature authrity fr the rganizatin. All prpsals must ready fr acceptance within 60 days fllwing the pening f the RFP submissin prcess Prices quted must be valid fr 90 days. Prpsal submissin Vendr must r use Drpbx, Bx r similar access pint t deliver an Adbe PDF f the prpsal (shwing signature) t rfp@pepleinc.net If the vendr submits a zip file using either methd, it will be rejected. Vendrs cntact rfp@pepleinc.net with any questins in regards t the RFP. Please use the subject f RFP Questin s the stands ut frm thers.

5 4 Prpsal Evaluatin Prpsals will be evaluated n the fllwing criteria: Technical capability and knwledge Sftware capability Functinality Vendr supprt, respnsiveness, and fllw-up Ease f use Ease f data integratin with the existing systems nted in this dcument Ease f use in multiple ffice and field lcatins (extensibility) Ability t segregate and prtect data between rganizatins (security) Flexibility and ease f prduct adptin Hsting and supprt fr Sftware-as-a-Service ffering Implementatin plan and supprt Pricing Timely and cmplete respnse t RFP Results f requested demnstratins and presentatins Prpsal Frmat The frmat and scpe f the dcumentatin shuld cntain the fllwing in rder: Cver Page with cntact infrmatin A cver page with cmpany name, cntact name, phne number, and address; physical address; mailing address (if different frm physical address); and website address. Table f Cntents Please place each item listed n the table f cntents n separate pages (i.e. Intrductin page(s) shuld nly cntain that, if it takes 1.5 pages, then start the Infrmatin sectin n a new page. Executive Summary Using nn-technical terms, please describe the sftware, identifying its unique r distinctive features that the vendr wishes t shwcase. Please d nt include any pricing in this sectin. Infrmatin abut the vendr cmpany Prvide cntact infrmatin fr the principal individual(s) t be cntacted regarding the infrmatin in this RFP. Prvide a brief histry f yur cmpany and the lcatin f crprate headquarters and any satellite ffices.

6 5 Hw lng have yu been in business? Hw lng have yu been prviding client management sftware t cmmunity actin agencies r ther human service prviders? Are yu a private r a publicly traded cmpany? Prvide evidence f yur cmpany s financial stability and prjected lngevity. Hw many current client management sftware clients d yu have? Describe what differentiates yur rganizatin frm yur cmpetitrs. Please indicate any planned mergers r acquisitins. Please indicate if the cmpany is currently in r abut t start bankruptcy prceedings. Please prvide a minimum f five (5) rganizatins/custmers as references. State the rganizatin s name, address, cntact name, telephne number(s), installed and supprted sftware, and duratin f relatinship. Detailed scpe respnses Please prvide answers t the scpe f the system requested in as much detail as pssible. See the Detailed Scpe Respnses sectin, beginning n page 7, fr the requested infrmatin. Respnse t terms and cnditins Vendr shall indicate its agreement t the specified terms and cnditins. Implementatin Plan and Timeline Prvide the expected plan (high level milestnes) and timeline fr full implementatin f the prduct. Prpsal Pricing Prvide the csts f the sftware as utlined further in this RFP. Please use tables r bullets t cmpletely utline the pricing infrmatin requested in an easy-t-read frmat. Appendices Prvide any material t lng t incrprate int the prpsal (case studies, numerus images, etc.) and reference it within the dcument; and Prvide any infrmatin nt specifically requested in the RFP, such as brchures, prepared marketing materials, etc. that the vendr wuld like t include.

7 6 Detailed Scpe Respnses Prduct Overview Prvide an verview f yur client management sftware system. Attach any relevant marketing materials and data sheets in the appendices. Describe the user interface and system navigatin features. Hw are yur interface and navigatin superir t yur cmpetitrs? In what ways can yur system be custmized? Describe user help features that are built int the system. Has yur cmpany prepared fr ROMA Next Generatin? Hw? What features are being added t the current prgram t accmmdate Next Gen reprting? Hw d yu manage nging Cmmunity Services Blck Grant (CSBG) reprting develpment based n NPIs and ROMA Next Generatin, including demgraphic reprts, client by lcality reprts, etc? Technlgy Is the sftware mbile-enabled? What technlgies are used in the develpment f the system (prgramming languages, framewrks, versins, etc.)? What is the underlying database architecture f the slutin? (i.e. MYSQL, MSSQL, etc.) What frms f security are enabled n this slutin? (i.e. internal encryptin cnnectins, SSL, etc.) Hw are updates t bth the system (hardware, patching, etc.) and sftware managed by the vendr? What prcess is used t assure timely updates? What is the prcess fr transferring custmer recrd infrmatin frm legacy systems int the new system? Address the csts f this in the final Csts sectin f the RFP. Are there limits t the number f system users (r agencies)? Are there data limits t the number f recrds / custmers that the system can cntain? If vendr is prpsing a multi-agency system, describe the safeguards n each agency's data Des the system have the capability t mve clients between agencies? Due t cnfidentiality requirements fr a few prgrams, such as Dmestic Vilence Services, we must be able t restrict all ther users frm seeing any sensitive data entered by thse prgrams. Please describe hw yur system accmplishes this. Define the differences between any rles and grups n this system (i.e. user vs reprting user vs administratr, etc.). Hw are user accunts managed, hw are grups and permissins managed, and what selfservice r autmated capability exists fr cmmn functins like passwrd resets r frgtten passwrds? Please describe these prcesses thrughly. Client Tracking Functins Client Eligibility

8 7 Intake Hw des yur client management/case management sftware aid in determining ecnmic eligibility fr agency services? Des it have the ability t search the system fr client(s) by key fields? Des the system have a methd t alert staff t any reasn(s) fr past ineligibilities if the client is already in the system? Can the system alert staff t client eligibility fr ther available services within the agency and cmmunity (such as SNAP)? If internal referrals r internal qualificatins fr ther prgrams/services are available, please describe in detail hw this is accmplished. Is there the ability t maintain data fr bth individuals and families: At any pint in time During and after family cmpsitin change Hw are duplicates handled? Fr instance, if a family signs up fr Weatherizatin, then a year later cme back fr VA CARES, hw is this handled t avid duplicate recrds f individuals/families? What warnings are built int the system? Describe the prcess t link individuals t families. Is there the ability t track referred-frm surce? Des the system capture emplyment and educatin? Des it capture demgraphics, especially the demgraphics required fr reprting purpses (i.e. fr CSBG reprting, see Appendix A) Will the system als capture utside services utilized? (i.e. services at the husing authrity nt affiliated with the agency) Centralized Intake Des the system allw fr sharing between prgrams with n duplicatin f recrds? Can the central intake frm be designed t ask sufficient questins t determine eligibility fr mst human services prgrams? Can the frm als be designed t determine eligibility fr services with ther agencies? Des the system have the capacity t d natinal assessments like VI-SPDAT? Is the client infrmatin changed by ne cmpnent updated acrss the entire database? Hw is errr/missin tracking handled fr client intake r update? Agency Services Des the system allw fr custm prgram/service creatin? Des it prvide the ability t update the status f each client need? Des it have the ability t track client participatin in prgrams? Des it have the ability t enter narratives f client prgress, develpments, cncerns, etc. fr bth the verall case recrd and individual visit recrds? Referrals

9 8 Des the system have the ability t maintain referral details fr internal agency prgrams and/r utside agencies?? Des it have the ability t search fr referral agency by multiple criteria? Case management Des the system have the ability t track varius types f client interactins (i.e. phne calls, meetings, file updates, text messages, etc.)? Des it have the ability t schedule client meetings and ntify case wrker when due? Please detail ability t track client gals, prgress, and utcmes: Abslute utcmes (CSBG) Scaled utcmes Des it have the ability t manually create and track utcmes nt listed abve? Des it have the ability t enter extensive ntes fr each interactin? Des it have the ability t maintain histry f emplyment and educatin during service perid and upn exit? Des it have the ability t maintain histry f utside services? Des it have the ability t mnitr prgram utcmes as distinct frm client utcmes? Is it able t track custmers receiving multiple services in multiple prgrams? What is the system's ability and capacity t uplad dcuments, files and images s that files may be audited nline? Can the system track expenditures and prvide a reprt by surce f funding r multiple surces f funding? Reprting Des it have the ability t create ad-hc lists and reprts using ALL database fields? Briefly describe the reprting feature(s). Briefly describe hw users can create a custm reprts. Can a user exprt a user-created reprt t a Wrd dcument (.dc,.dcx), Excel (.xls,.xlsx), r t Adbe Acrbat? Can reprting perids be set fr bth canned and custm reprts? Des it have the ability t include user-defined fields in reprts? Des it have the ability t prduce unduplicated client cunts by all demgraphic and prgram criteria and data? Des it have the ability t prduce service cunts by date range? Des the system have the capacity t calculate and reprt number f mnths, funds expended by categry per client (e.g., Rapid Rehusing/Permanent Supprtive Husing)? Can the system track staff time f service with clients and prvide ttal and break ut f categry f service by client? Des it have pre-made reprt frms fr standard queries such as: Number f clients by prgram Number f services by client and by prgram List f clients by prgram

10 9 Mailing lists f clients by prgram and by gegraphic area CSBG reprting: prepares NPI statement based n agency chice f service/utcme Ability t print all frms and reprts t a pdf file and lcal r netwrk printer? Data Management Describe the database structure and cmpnent interactin Des it have the ability t exprt data? Types and limitatins? Can it imprt data? Types and limitatins? Des it have the ability t maintain/edit standard drp dwn lists? Des it have the ability t create/define fields fr intake infrmatin? Des it have the ability t create/define fields fr services infrmatin? Des it have the ability t create/define fields fr case management infrmatin? Des the system enter the current date fr each recrd r update that is entered and allws the user t verride that date? Describe the security measures the system has. Fr example, is security based n: Rle f user Grup Prgram cnfidentiality requirements Des it have the ability t custmize with relative ease? Des it have the ability t create mailing lists f clients by prgram, date f service, r any key field? Training In this sectin please describe the training that is prvided with the purchase f this slutin. This sectin shuld nt nly describe what training is prvided with the system purchase, but als the availability, descriptin, and csts fr additinal training packages, and the availability f custmized training. Als, please nte here if yur rganizatin ffers an interactive user dem that the Issuer(s) can utilize fr feedback frm users. Supprt Please discuss the prcess fr hw supprt is handled, including supprt days and hurs f availability. Hw are supprt tickets captured, and hw is prblem escalatin (2 nd tier, 3 rd tier) managed. Please include what supprt methds are available (chat, telephne, , etc.), nrmal supprt cverage hurs (and time znes), and details including extra csts (if any) fr after-hurs supprt, etc. In this sectin please als answer the fllwing questins and prvide infrmatin n hw each item is handled: Are frnt-end users able t cntact supprt with questins?

11 10 If yes, please describe the prcess fr a frnt-end user t cntact supprt and include the prcess f hw supprt wuld interact with that user and the user s cmputer, including whether supprt is ffered in real time, and during what hurs. Prvide the average return time n supprt inquiries as well as yur cmpany s average prblem reslutin time. If the supprt prgram ffers custmizatin, please prvide infrmatin n hw this is accmplished as well the cst f the custmizatin. Describe hw yur rganizatin addresses custmized vs. standard prgram updates acrss yur custmer base. Hw des yur team wrk with client n ntificatins, dark/shutdwn times, etc. Pricing Please describe, in detail, all pricing and ttal cst f wnership fr the slutin. Please give details n yur licensing csts and terms, hsting, supprt, if any are invlved. This sectin shuld include estimates f upfrnt csts, implementatin csts as well as ALL recurring csts brken dwn t shw each cst individually.