DCF-SAMH ITN #03U17GN1 Department Responses to Vendor Written Inquiries

Transcription

1 ITN 03U17GN1 Section Page DCF Response 1 Seven Outsource Standard Integrated Contract - Part 2 Section B-3 Service Are/Locations/Times II-10 of Whether companies from Outside USA can apply for this? (like, from India or Canada) Yes. All companies submitting a reply to FASAMS Project ITN 03U17GN1 must meet the DCF Security and Staffing requirements in order to be considered responsive. Please see the requirements in : FASAMS Standard Integrated Contract Part 2, Sections A-11 Staff Security Obligations, A-12 Service Security Obligations, A-13 Security, Section B-3 Service Area/Locations/Times, B-7 Equipment and Section C- 4.3 Operations, Seven Outsource Section 2. ITN Process pgs Whether we need to come over there for meetings? Attendance to any of the public meetings identified in FASAMS Project ITN 03U17GN1, Section 2.5 Schedule of Events is not required. 3 Seven Outsource Standard Integrated Contract - Part 2 Section B-3 Service Are/Locations/Times II-10 of Can we perform the tasks (related to RFP) outside USA? (like, from India or Canada) All companies submitting a reply to FASAMS Project ITN 03U17GN1 must meet the DCF Security and Staffing requirements in order to be considered responsive. Please see the requirements in : FASAMS Standard Integrated Contract Part 2, Sections A-11 Staff Security Obligations, A-12 Service Security Obligations, A-13 Security, Section B-3 Service Area/Locations/Times, B-7 Equipment and Section C- 4.3 Operations, Seven Outsource ITN Section 4.1 How to Submit a Reply, Electronic Transmittal of Replies Not Accepted 22 of Can we submit the proposals via ? No. Please see FASAMS Project ITN 03U17GN1, Section Electronic Transmittal of Replies Not Accepted. 5 Gcom Software, Inc SAMHIS data warehouse: Could you please share the technology details as well as current and projected data volumes? The growth rate for SAMHIS may not translate directly to FASAMS. The Department will work with the selected vendor to establish expected growth rate. 6 Gcom Software, Inc Please share Version of Tableau Server? Is upgrade to the latest version expected during the course of the project? Tableau Server There is not a scheduled date for the next upgrade at this time. 7 Gcom Software, Inc Data Transformation: Is there a ETL Tool being used for SAMHIS DWH? If yes, which tool, version? There is no current ETL tool for SAMHIS. 8 Gcom Software, Inc In case of new ETL Tool, has DCF already shortlisted such tool No. However DCF expects the selected vendor to include the appropriate or do you expect Contractor to assist DCF in such tool ETL tools in their solution. selection? 3/28/2017 Page 1 of 27

2 ITN 03U17GN1 Section Page DCF Response 9 Gcom Software, Inc Does DCF have a preferred database standard (Oracle, MS Sequel Server)? Please indicate version. 10 Gcom Software, Inc Is it fair to assume that DCF is open to evaluate Cloud based DWH, ETL, DQ, BI, Analytics for FASAMS as well as migrating and integration SAMHIS within the new Data Warehouse? DCF would prefer the use of a current version of MS SQL Server. Yes. 11 Gcom Software, Inc. APPENDIX V: MANDATORY REQUIREMENTS CHECKLIST 12 Gcom Software, Inc. APPENDIX VI: SUBCONTRACTOR LIST 13 ISF CF Standard Integrated Contract Is Appendix V: Mandatory Requirement Checklist to be completed and submitted with bid response? 53 Is Appendix VI: Subcontractor List to be completed and submitted with bid response? 8 DCF refers to the data retention requirements for FASAMS in section 5.1 of the CF Standard Integrated Contract What are the data retention requirements for the current SAMHIS? Yes. Yes. The retention of FASMS data must adhere to the standards outlined in ASG CFP ISF DCF ITN: 03U17GN1 Section B-1 Section C-1 Section C II-10 of 73 II-13 of 73 II-25 of 73 DCF references technical policies and procedures related to the development of FASAMS throughout the ITN documents and attachments such as in the Scope of Services, Task List, and Plan Phase. Does DCF have technical policies and procedures related to development for the current SAMHIS? If so, please provide these policies and procedures. There are no specific SAMHIS technical policies and procedures used for development. 15 ISF DCF ITN: 03U17GN of 67 9 of of of 67 DCF references XML files several times in the ITN documents such as in Problem Statement, Solution Overview, Automated Interfaces, and Assumptions. Will the vendor be required to retain the source XML files once the data has been ingested and stored in FASAMS? If the files need to be retained, how many days, months or years do they need to be retained? The retention of FASMS data must adhere to the standards outlined in ASG CFP ISF 17 ISF DCF ITN: 03U17GN1 D-1.6 DCF ITN: 03U17GN1 1.3 II-58 of 73 5 of 67 What are DCF s current logging/audit trail requirements related to source systems and file feeds for all systems within SAMHIS? The selected vendor's proposed solution should log the submitter ID, the purpose of the submission and the time stamp. How long is the time period that the awarded vendor will be Based on our interpretation of your : FASAMS is not required to recreate any source files that are submitted by service providers. required to re-create the transmission of incoming data files (i.e. how far back in time will the vendor have to go to re-create the transmission of incoming data files)? 3/28/2017 Page 2 of 27

3 ITN 03U17GN1 Section Page DCF Response 18 ISF DCF ITN: 03U17GN1 Exhibit 1: FASAMS Business Intelligence and Data Warehouse Capabilities of of of 67 DCF references four separate environments (Staging, Testing, Production, and User Acceptance) throughout the ITN document and attachments. Are each of the environments required to be provided by the vendor throughout the contract term? If all environments are required to be provided, will staging and testing require a full copy of production data, or will a subset be allowed? All four environments are required. The vendor may stand-up each of the separate environments according to their project schedule. 19 ISF DCF ITN: 03U17GN1 Exhibit 1: FASAMS Business Intelligence and Data Warehouse Capabilities of of of 67 II-6 of 73 II-13 of 73, II-14 of 73 Does DCF require a separate training environment or can the Staging, Testing, or User Acceptance environment be used for this purpose? No. The User Acceptance environment could be used instead of setting up a separate training environment. 20 ISF DCF ITN: 03U17GN1 A-12 C-1.2 DCF ITN: 03U17GN1 Exhibit 1: FASAMS Business Intelligence and Data Warehouse Capabilities of of of 67 Will DCF require four separate environments (Staging, Testing, Production, and User Acceptance) for Tableau? Or, should users only be able to point Tableau to the Production environment? DCF will be responsible for establishing and maintaining appropriate Tableau environments. The will support user administration (e.g.: establishment of user roles) and creation of the Tableau reporting structure. DCF ITN: 03U17GN1 A-12 C-1.2 II-6 of 73 II-13 of 73, II-14 of 73 3/28/2017 Page 3 of 27

4 ITN 03U17GN1 Section Page DCF Response 21 ISF DCF ITN: 03U17GN1 Exhibit 1: FASAMS Business Intelligence and Data Warehouse Capabilities of of of 67 Does DCF expect Tableau to reside in its environment, or in the hosted cloud environment? If Tableau resides at DCF, what is DCF s expectation for response time and will liquidated damages be applied to this portion of the system? Tableau will not reside in the hosted cloud environment. The proposed solution will provide data extracts as needed to the Tableau environment. Any financial consequences will be related to the hosted cloud environment's availability for DCF's use. DCF ITN: 03U17GN1 A-12 C-1.2 II-6 of 73 II-13 of 73, II-14 of ISF DCF ITN: 03U17GN1 23 ISF DCF ITN: 03U17GN1 24 ISF DCF ITN: 03U17GN1 II-72 of 73 II-72 of 73 II-72 of 73 DCF references non-production and production environments in tables within F-5 of. Do the non-production environments need to replicate the performance and specifications of production environments? DCF references users per month in F-5 within. Approximately: Please provide the anticipated number of daily users of the data Read-Only: 50 management tool with the following access: Add/Edit/Delete: 300 Read Only Administer: 25 Add/Edit/Delete Administrator In reference to users in F-5 within, how many Approximately: separate DCF internal and external users will use the system on Internal: 25 a daily basis? External: 300 No. The Non-Production environment does not need to replicate the performance and specifications of the production environment. 25 ISF DCF ITN: 03U17GN1 II-72 of 73 What is the expected peak number of concurrent users and what is the average number of concurrent users expected for FASAMS? Approximately: Expected Peak: 300 Concurrent Users: ISF In the Statement of Purpose, DCF references the data The growth rate for SAMHIS may not translate directly to FASAMS. The warehouse for FASAMS. What is the expected data growth rate, Department will work with the selected vendor to establish expected growth by year, for the system over the next 5 years (by GB or TB)? rate. 27 ISF DCF ITN: 03U17GN CF Standard Integrated Contract of 67 8 In the Statement of Purpose, DCF references the data warehouse for FASAMS. Has DCF done any benchmarking of what the estimated combined storage requirements for the static data and related databases may be for the resulting FASAMS database? If so, can those results be shared? DCF has not done any benchmarking. 3/28/2017 Page 4 of 27

5 ITN 03U17GN1 Section Page DCF Response 28 ISF DCF ITN: 03U17GN1 C-4.3 II-40 of 73 Within the Operations section of (page 40 of 73), DCF states that the vendor shall provide the connectivity resources to meet the application peak application traffic. Are there known peak utilization times caused by the business cycle? If so, please provide the peak times and duration. Monthly. Currently in SAMHIS there is usually a surge leading up to the contracted due date for submission of data as specified in the ME and Direct Provider contracts. For example, MEs and providers submit data by the contracted due date of the 18th. The monthly peak would coincide with the contracted due date +/- a few days. 29 ISF Does DCF have any current bandwidth utilization figures or assumptions for SAMHIS? If so, please provide. No. 30 ISF Will DCF use the State of Florida s network connection for FASAMS? Yes. 31 ISF Who is responsible for connectivity and bandwidth cost between DCF and the hosted solution? DCF. 32 ISF DCF ITN: 03U17GN of 67 9 of of of of of 67 DCF references source systems several times within the ITN document including the problem statement, where it states Validation problems cause significant delays in getting data from source systems loaded into SAMHIS. How will DCF enforce new data requirements from source systems that are needed to meet the requirements of FASAMS? Will DCF hold the awarded vendor accountable for data delays or omissions when owners of the data do not comply with defined requirements? The selected vendor will not be responsible for the quality of submitted data. They will be responsible to monitor the data quality and performance of the system and provide notification as appropriate. 33 ISF DCF ITN: 03U17GN of 67 9 of of of of of 67 DCF references source systems several times within the ITN The selected vendor will not be responsible for the quality of submitted document including the problem statement, where it states data. They will be responsible to monitor the data quality and performance Validation problems cause significant delays in getting data of the system and provide notification as appropriate. from source systems loaded into SAMHIS. For non-dcf systems (such as Medicaid) how will DCF enforce external source systems to meet the requirements in a standardized format? Will DCF hold the awarded vendor accountable for data delays or omissions when owners of the data do not comply with defined requirements? 3/28/2017 Page 5 of 27

6 ITN 03U17GN1 Section Page DCF Response 34 ISF DCF ITN: 03U17GN of 67 9 of of of of of 67 DCF references source systems several times within the ITN The selected vendor will not be responsible for the quality of submitted document including the problem statement, where it states data. They will be responsible to monitor the data quality and performance Validation problems cause significant delays in getting data of the system and provide notification as appropriate. from source systems loaded into SAMHIS. For non-dcf systems (such as Medicaid) how will DCF enforce external source systems to meet the requirements in a standardized format? Will DCF hold the awarded vendor accountable for data delays or omissions when owners of the data do not comply with defined requirements? 35 ISF DCF ITN: 03U17GN1 Exhibit 1: FASAMS Business Intelligence and Data Warehouse Capabilities 10 of 67 Per Exhibit 1, we assume the diagram indicates that data will be transmitted in both directions from the source system to FASAMS and from FASAMS to the source system. Please confirm if this is DCF s expectation. Or, is it DCF s expectation that data is only transmitted into FASAMS from the source systems? All defined interfaces will be one-way from the source system to FASAMS, except for the ACCESS UID. 36 ISF 37 ISF 38 ISF Does DCF anticipate that any of its existing data validation rules and standards will be reusable for FASAMS? Or should the vendor expect to establish all new data validation rules? If the data validation rules in FASAMS rejects invalid data prior to the FASAMS loading process, will DCF want this data to be returned to the source system as an error or does DCF want this data to be loaded into FASAMS and flagged as needing correction by DCF within the system? Yes, some of the data validation standards and rules will be reusable. A thorough review of the validation rules should be included in the selected vendor's project schedule. All submitted errored data should be stored in a reject table within FASAMS. Detailed error messages should be returned to the submitter. If modifications to DCF s ACCESS system are not completed on-yestime or within scope, will the vendor that is awarded FASAMS the impact of the ACCESS delay. DCF would use the existing Change Management process to reflect still be held accountable to meet its deliverables related to the ACCESS source system on-time and within scope, or, will DCF grant an extension to meet these deliverables? 39 ISF DCF ITN: 03U17GN DCF ITN: 03U17GN1 C-1.2 C of 67 9 of of of of of 67 II-13 of 73 II-21 of 73 In the Solution Overview, DCF states that one of the statutory requirements is the creation of a unique identifier for clients receiving behavioral health services through the ME to coordinate care. What is the status, by source system, for implementation of the unique identifier? What is the anticipated status for implementation of the unique identifier, by system, prior to July 1? Or will the vendor be expected to match records in FASAMS without the identifier for data received without this information? The Department has implemented a proof of concept. The Master Client Index (MCI) is scheduled to be implemented prior to the completion of the FASAMS project. 3/28/2017 Page 6 of 27

7 ITN 03U17GN1 Section Page DCF Response 40 ISF DCF ITN: 03U17GN DCF ITN: 03U17GN1 C-1.2 C of 67 9 of of of of of 67 II-13 of 73 II-21 of 73 In reference to the unique identifier mentioned in the Solution Overview, will FASMAS have to generate/determine the ID based on matching and data from ESS? No. 41 ISF DCF ITN: 03U17GN ISF DCF ITN: 03U17GN DCF ITN: 03U17GN1 C of 67 Regarding the following excerpt from in the ITN (page 9 of Validation rules should be configurable within the ETL tool to the greatest 67): Validation rules will be transparent (done through extent possible. configuration tables which can be understood by business users and accessed by DCF system administrators for simple changes), will scripted business rules be allowed for complex validation rules? What is the DCF definition for simple rules in reference to the above excerpt? 27 of 67 II-31 of 73 Please clarify the Department s expectation regarding how data errors in external systems will be reported and who is responsible for the remediation of those errors. Errors within the source system's data should be corrected within the source system. 43 ISF DCF ITN: 03U17GN1 Exhibit 1: FASAMS Business Intelligence and Data Warehouse Capabilities 10 of 67 Exhibit 1 on page 10 of 67 of the ITN references the FASAMS Business Intelligence and Data Warehouse Capabilities. What type of data sharing agreements, processes and procedures are currently in place that will allow the vendor to extract data (at the point of Award) from each of the six data sources that will contribute to FASAMS? The Data Sharing Agreements are currently in place for those six data sources. 44 ISF DCF ITN: 03U17GN1 Exhibit 1: FASAMS Business Intelligence and Data Warehouse Capabilities 10 of 67 In reference to Exhibit 1, How many years of historical data is DCF expecting to migrate into FASAMS? SAMHIS data extends to 2002, however only open cases (residents not yet discharged) should be included AND all cases discharged within the last 7 years should be included in the migration. 3/28/2017 Page 7 of 27

8 ITN 03U17GN1 Section Page DCF Response 45 ISF DCF ITN: 03U17GN DCF ITN: 03U17GN1 C C C of 67 II-31 of 73 II-31 of 73 II-48 of 73 The Solution Overview references approach to data cleansing. Will DCF be responsible for data cleansing of all data being migrated into FASAMS? Please reference sections C and C of : FASAMS Standard Integrated Contract Part ISF 47 ISF 48 ISF Will there be any data migration activities required in addition to No. SAMHIS? If so, please specify the additional requirements. Once FASAMS is fully operational, will SAMHIS still function as The long term goal of the Department is to absorb all of SAMHIS a system, or will its functions be totally absorbed into the functionality into FASAMS. operations of FASAMS? If only partially absorbed, what functions will remain within SAMHIS? How many data sets, tables, and columns will DCF migrate to FASAMS? Please refer to the ERD table and corresponding code tables in the FASAMS Procurement Library Record Data Model Specification Document for the initial table information for FASAMS. 49 ISF DCF ITN: 03U17GN1 1.2 Page 4 Section 1.2, 2nd full paragraph refers to, Statewide substance abuse and mental health services are delivered locally through contracts with community health providers. SAMH services are administered throughout 20 circuits statewide, which are grouped into six regions. There are also seven mental health treatment facilities for individuals with mental health needs that required longer-term treatment. Will persons or entities outside of DCF have access to FASAMS, and if so, what type of access will they have specifically? Will the following groups have access and if so, what type? MEs Substance abuse and mental health providers Seven mental health treatment facilities Others If yes, what is the estimated number of users for each of these groups and what type of access will they require? The groups identified in the would access to FASAMS reporting capabilities but would not have access to the FASAMS data warehouse. 50 ISF DCF ITN: 03U17GN of 67 In reference to , (page 34 of 67) in the ITN document, is DCF referring to the s internal system that relates to project forecasting, budgeting and allocation of resources, or, are you referring to the s experience and work history related to working with financial management systems in the past? The 's internal system. 3/28/2017 Page 8 of 27

9 ITN 03U17GN1 Section Page DCF Response 51 ISF DCF ITN: 03U17GN of of of 67 In the Solution Overview, DCF references the use of Tableau. DCF is providing it's own Tableau licenses. Tableau licensing will not be Does DCF believe it has a sufficient number of Tableau desktop part of the proposed solution from the. and server licenses in place to meet its needs for all FASAMS users? Or, is the vendor expected to price in the additional licenses needed for FASAMS? If the vendor is expected to provide licenses, please provide an estimated number of users and types of access for each of the following groups: DCF Users MEs Substance abuse and mental health providers Seven mental health treatment facilities Others 52 ISF DCF ITN: 03U17GN1 Exhibit 1: FASAMS Business Intelligence and Data Warehouse Capabilities 10 of 67 Exhibit 1 outlines the different data systems for FASAMS. Has Yes. DCF identified lead sponsors (or contacts) for each data system involved in FASAMS that the vendor will be able to coordinate their efforts? 53 ISF DCF ITN: 03U17GN1 Exhibit 1: FASAMS Business Intelligence and Data Warehouse Capabilities 10 of 67 How will DCF ensure the different lead sponsors (for each data system involved in FASAMS) will actively participate in the creation of FASAMS as necessary? They are either required by law or by contract to participate. 54 ISF 55 ISF DCF ITN: 03U17GN1 17 of ISF DCF ITN: 03U17GN1 1.5 FASAMS Business Goals and Objectives 6 of 67 7 of 67 8 of 67 9 of 67 Will travel to each district be required as part of the project? Yes. The should consider these costs as part of the total cost of their proposal. In reference to the Schedule of Events and Deadlines located in Yes, please see FASAMS ITN 03U17GN1 Addendum (page 17 of 67 of the ITN document), will DCF extend the deadline for submission, given that there are only eight calendar days between when DCF plans to release answers to s and when the bid responses are due to DCF? Section 1.5 references multiple reporting requirements from FASAMS. Has DCF quantified the number of reports and dashboards expected to be produced from FASAMS? No. Please refer to the FASAMS Procurement Library and Supporting Documentation, FASAMS Report Inventory for examples of current reports being produced. The Department anticipates that vendors will recommend additional reports based on previous experiences in designing a data warehouse for behavioral health services. 3/28/2017 Page 9 of 27

10 ITN 03U17GN1 Section Page DCF Response 57 ISF DCF ITN: 03U17GN Data Sharing 12 of 67 This section refers to integration with FLAIR. Please confirm that the vendor is only expected to integrate with FLAIR and that any interfaces to the future PALM system will be treated as a change order in a future contract year. DCF is responsible for the manual integration with FLAIR. Any interfaces with the future PALM system is out of scope for FASAMS. 58 ISF DCF ITN: 03U17GN IV&V and Oversight Entity 59 ISF DCF ITN: 03U17GN IV&V and Oversight Entity 60 ISF FASAMS ITN ATTACHMENT VII: COST PROPOSAL WORKBOOK. DCF ITN: 03U17GN1 D ISF FASAMS ITN ATTACHMENT VII: COST PROPOSAL WORKBOOK. 25 of 67 Does DCF expect an IV&V vendor to be assigned to this project? If so, can DCF please provide an expected level of hours by month that the vendor should allocate for activities outlined in ATTACHMENT II, EXHIBIT C-1.5 IV&V and Oversight Entity Review. If unable to provide an estimated number of hours, please expand on the requirements in ATTACHMENT II in terms of number of required meetings, expected information to be provided, and number/types of reports. 25 of 67 Does DCF expect an oversight company to be assigned to this project? If so, can DCF please provide an expected level of hours by month that the vendor should allocate for activities outlined in ATTACHMENT II, EXHIBIT C-1.5 IV&V and Oversight Entity Review. If unable to provide an estimated number of hours, please expand on the requirements in ATTACHMENT II in terms of number of required meetings, expected information to be provided, and number/types of reports. Part 1 FASAMS DDI Page II-65 of 73 Part 2 FASAMS Rate Card Please confirm that vendors are to insert each deliverable, identified in DCF ITN: 03U17GN1, Section D-3.8.4, into each related cell of the spreadsheet for each project phase. For example, in the Define (Cell C12) vendors are to insert all deliverables associated with define (i.e., Functional Design Document, Technical Design Document, etc.) as individual deliverable items. Corresponding then, would all individual deliverable dates and payments for each one inserted in Cells D12 and F12? Because this procurement is an ITN, and the IT Consulting State Term contract relating to hourly rates no longer exists, should vendors use their standard rates for providing this information? The Department has not determined whether an IV&V will be participating in this project. The Department has not determined whether an IV&V will be participating in this project. Yes. The example provided correctly represents the instructions for completing the cost proposal spreadsheet, Tab 1 FASAMS DDI. Respondents should consider all deliverables identified in, Exhibit C -Task List, and the Minimum List of deliverables identified in, Section D-1.9. While it is correct that the IT Consulting Services state term contract has expired, the State has awarded an IT Staff Augmentation Services state term contract and authorized the use of GSA Schedule 70 contracts for ITrelated services purchases. s should use those authorized state term contracts as their hourly rate benchmark. 3/28/2017 Page 10 of 27

11 ITN 03U17GN1 Section Page DCF Response 62 ISF DCF ITN: 03U17GN1 D ISF DCF ITN: 03U17GN1 D Page II-65 of 73 Can vendors propose additional deliverables for this engagement? Page II-65 of 73 Can vendors propose different percentages than illustrated on this chart under, Cost of Deliverable as % of Total Project Cost. Yes. Yes. : FASAMS Standard Integrated Contract Part 2, Section D states the value of the deliverables are suggested. 64 ISF DCF ITN: 03U17GN1 D-1.9 D ISF FASAMS Record Data Model Specification Document 66 ISF DCF ITN: 03U17GN ISF DCF ITN: 03U17GN Company Qualifications and Experience Page II-59 of 73 Which list of deliverables should vendor expect to provide? The Page II-65 of 73 list in section D-1.9 are different than those identified in the payment chart in section D Entire document The vendor should consider all deliverables mentioned in the ITN. D-1.9 is a minimum list of deliverables and refers to all deliverables listed in Exhibit C - Task List of. D provides suggested values of the deliverable relative to the entire cost. Since vendors will be determining pricing for their solutions The FASAMS Record Data Model Specification Document represents our based on information contained in the FASAMS Record Data best understanding of the minimum requirements for what we think Model Specification Document, should vendors assume that FASAMS should contain today. The vendor should anticipate making DCF will process a change order if recommendations to managing behavioral healthcare data based on major deviations are found during the requirements phase of previous experiences. the project? Or, does DCF confirm that the FASAMS Record Data Model Specification Document accurately reflects the requirements for FASAMS? How does DCF plan to execute change order requests for record data model specifications that are not defined yet? 9 of 67 Section discusses the need for a common data dictionary, data standards, data governance, etc. However, there are no deliverables identified for these activities. Are the items listed in Section in scope for this ITN and if so, where would these deliverables reside within the deliverable schedule? 31 of 67 Item A under indicates that the following specifically apply to the prime vendor and should be addressed as such. However, the items in Item A refer to subcontractor information. Can DCF please clarify expectations for information to be contained for Item A? We would expect the to include these in the Data Quality Plan deliverable. Correct reference is ITN Section Section applies to the disclosure of information on the prime vendors use of sub-contractors. 3/28/2017 Page 11 of 27

12 ITN 03U17GN1 Section Page DCF Response 68 ISF DCF ITN: 03U17GN1 A-10 Contract Renewal DCF ITN: 03U17GN Terms of the Agreement II-5 of of 67 indicates this contract may be renewed for one term not to exceed five years or the terms of the original contract, whichever period is longer. The ITN indicates the anticipated duration of the contract is three (3) years after the date of execution. The contract may be renewed for a period of three (3) years. Can DCF please clarify which of these is its expectations for contract renewal? Please see Addendum 1: Three years (3) 69 ISF ITN Attachments, Exhibit B, B-1 Scope of Services II-10 of 73 Does DCF expect the vendor to extract the data from those systems directly or will DCF extract the data? The vendor is not expected to extract data directly from the Managing Entities' systems. However, they will be expected to receive and process data via the interfaces defined in the system requirements. 70 ISF ITN Attachments, Exhibit C, C , m. II-22 of 73 states Define strategies for extending the Tableau should connect to the data warehouse. existing DCF Tableau Server to incorporate FASAMS requirements. For Tableau integration, is DCF s preference to import data into the department s Tableau server, or would DCF prefer a connection to the data warehouse directly? All FASAMS reports should be generated in Tableau. 71 ISF ITN, Exhibit C, C , II-22 of 73 Regarding the following statement, Define strategies for extending the existing DCF Tableau Server to incorporate FASAMS requirements, is every report required to be produced from Tableau or can another reporting tool be used? 72 ISF ITN, of 67 The ITN states that The SAMHIS data warehouse currently does not have contractual and financial data at the required level of detail and structure. What has prohibited getting contractual and financial data in the past to the SAMHIS data warehouse? 73 ISF How does DCF expect to get the more detailed level of data from the ME s? Are they currently collecting this data ITN, 1.9, of 67 Regarding Identity matching, is some matching being done today? If so, what are your current rules or guidelines related to matching? This is a new requirement from the Legislature. DCF mandates the data to be provided by the MEs as a part of their contract. The vendor will work with DCF to define the updated dataset. Matching is being conducted explicitly (e.g., SSN in system A to SSN in system B) or implicitly (LAST, FIRST, DOB in system A to LAST, FIRST, DOB in system B. 74 ISF The vendor should anticipate proposing additional methods to improve data matching quality and performance. 3/28/2017 Page 12 of 27

13 75 ISF ITN 03U17GN1 Section Page DCF Response ITN, of 67 The ITN states that the current process for loading source data from multiple systems statewide into SAMHIS is cumbersome and impacts contract performance measures due to a variety of challenges. Please define the process for currently loading the source data from multiple systems. Please include time, resources, etc., in the explanation. The current process for loading source data from multiple systems statewide into SAMHIS is illustrated in the Data Flow Diagrams within the Record Data Model Specification Document within the Procurement Library. Specifically, see sections 2.4, 3.4, 4.4, 5.4, 6.4, and 9.4. The processes pertaining to the following data sources are currently not part of the SAMHIS. They are recommended processes for loading these new source data in FASAMS. The Budget Data Flow in section 7.4, The Provider Invoice Data Flow in section 8.4, The Expenditure Data Flow in section 10.4, The Contract Data Flow in section 11.4, The ACCESS Data Flow in section 12.4, and The FSFN Data Flow in section ISF 77 ISF Will DCF manage getting all the business associate agreements from the data providers? Will DCF manage receiving data from the data providers? Yes No. The will be responsible for managing the processing of data received from all sources. 78 ISF ITN, of 67 The ITN states that extracting and loading the data can require one-off versions of code Please provide scenarios/examples of the one-off code and validation rules. Please provide scenarios/examples of the one-off code and validation rules. For example: In July of 2015, DCF enforced a rule in SAMHIS that required MEs to submit admission records before any associated service records would be accepted. Later, a one-off exception was required to allow MEs to update some of the previously submitted service records. 79 ISF Attachment V, Requirements Response Matrix, ID By source system, please identify current data size and expected growth rate by year for the next five years. This project team does not own these systems and cannot provide the data. The selected vendor should work with DCF to discover and define these details. 80 ISF Attachment V, Requirements Response Matrix, ID By source system, please identify how often each data source is refreshed in real-time (hourly, daily, weekly, or monthly? etc.) This project team does not own these systems and cannot provide the data. The selected vendor should work with DCF to discover and define these details. 81 ISF Attachment V, Requirements Response Matrix, ID , 0002, 0003, 0004, 0005, 0006, etc. Do Data Sharing Agreements already exist between FASAMS and DCF CW, DCF ESS, AHCA and any other data sources needed for data sharing? If so, is there a term for each agreement or is there no expiration date? Yes the data sharing agreements exist and the Department will be responsible for maintaining these agreements. 3/28/2017 Page 13 of 27

14 ITN 03U17GN1 Section Page DCF Response 82 ISF ITN, 1.5.5, 1.a. and b. 9 of 67 Regarding Data dictionary and validation, does a data dictionary or do data dictionaries currently exist as well as the validation rules and processes? 83 ISF Attachment V, Requirements Response Matrix, ID Regarding Architecture, what is the Recovery Time Objective and the Recovery Point Objective for DR? Yes, the Pamphlet supplies data definitions and validation rules. This is a non-transactional data warehouse. The specific RTO and RPO requirements have not yet been identified. 84 ISF Attachment V, Requirements Response Matrix, ID Please specify which XML file formats are required and how many? DCF will work with the selected vendor to design the appropriate XML formats and schema. It's not yet known how many distinct formats will be required. 85 ISF Attachment V, Requirements Response Matrix, ID Please specify which non-xml file formats are required and how many? DCF will work with the selected vendor to design the appropriate non-xml formats. It's not yet known how many distinct formats will be required. 86 ISF 87 ISF 88 ISF Attachment V, Requirements Response Matrix, ID Regarding File Uploads, does DCF expect to use web services for file uploads? Does DCF expect to use SFTP for file uploads? To be determined by the vendor. To be determined by the vendor. Regarding Architecture, what are the current patch levels for the Current SAMHIS Architecture Details. current databases and operating systems? What will they be at Web Server the time of award? Operating system and version: Red Hat Enterprise Linux Server release 5.10 (Tikanga) Tomcat version: Database Server Operating system and version: Red Hat Enterprise Linux Server release 6.5 (Santiago) Oracle version: Oracle Database 11g Enterprise Edition Release bit Production 89 ISF Attachment V, Requirements Response Matrix, ID Regarding Architecture, what are the current versions of the Current SAMHIS Architecture Details. current databases and operating systems? What will they be at Web Server the time of award? Operating system and version: Red Hat Enterprise Linux Server release 5.10 (Tikanga) Tomcat version: Database Server Operating system and version: Red Hat Enterprise Linux Server release 6.5 (Santiago) Oracle version: Oracle Database 11g Enterprise Edition Release bit Production 3/28/2017 Page 14 of 27

15 ITN 03U17GN1 Section Page DCF Response 90 ISF Attachment V, Requirements Response Matrix, ID Regarding Architecture, what are the spikes in processing Currently in SAMHIS there is usually a surge leading up to the contracted attributed to? How frequently are the spikes seen today? What due date for submission of data as specified in the ME and Direct Provider is the downstream impact of delays in processing? contracts. For example, MEs and providers submit data by the contracted due date of the 18th. The monthly peak would coincide with the contracted due date +/- a few days. The impact of the delays in processing would be a delay in the production of standard reports. The Department anticipates the Contractor will have a standard and documented process of notifying the end users during the delay. 91 ISF Attachment V, Requirements Response Matrix, ID Regarding Architecture, is there a requirement for DCF to take on the management and sustainment of the system at some point in time? Yes. Please refer to the system transition requirements in the Attachment II: FASAMS Standard Integrated Contract Part ISF Attachment V, Requirements Response Matrix, ID Regarding Interface, please define the Integrated Data Set system. The IDS is a tool used by DCF to view budget, contract, and other data sets stored in FLAIR. The IDS interface will provide the IDS information to FASAMS. 93 ISF Attachment V, Requirements Response Matrix, ID Regarding Performance, which system is being addressed with the requirement of exceeding performance and capacity thresholds - the data warehouse or the BI tool, or both the data warehouse and the BI tool? The data warehouse 94 ISF Attachment V, Requirements Response Matrix, ID Regarding Performance, which system is being addressed with the requirement of loading data within a minimum timeframe - the data warehouse or the BI tool, or both the data warehouse and the BI tool? The data warehouse. 95 ISF Attachment V, Requirements Response Matrix, ID Regarding Performance, which system is the 95% of queries related to - the performance of the data warehouse or the BI tool, or both the data warehouse and the BI tool? Performance targets for the queries will be defined with the Department as part of the design phase. 96 ISF 97 Five Points 98 Five Points 99 Five Points Regarding File Uploads, what planning metrics should be included for growth in the data warehouse system over the life of the term? This would be determined with the selected vendor after award, however it is not anticipated to be significant. ITN Will data model specifications for the State Treatment Facilities No. be provided to the vendor? ITN How many direct providers -- those providers who report to The growth rate for SAMHIS may not translate directly to FASAMS. The SAMHIS currently by going through an ME -- are currently Department will work with the selected vendor to establish expected growth handled? rate. ITN Out of the approximately 300K individuals served, how many Unknown at this time. clients can the Department currently estimate would be duplicate clients? 3/28/2017 Page 15 of 27

16 ITN 03U17GN1 Section Page DCF Response 100 Five Points 101 Five Points 102 Five Points 103 Five Points 104 Five Points ITN Is the intent for FASAMS to replace SAMHIS? The long term goal of the Department is to absorb all of SAMHIS functionality into FASAMS. ITN 1.4, bullet 4 6 Can the Department define the process of establishing the UID? Please see the FASAMS Procurement Document Library and Supporting Is the vendor correct in assuming the Department will wholly Documentation, FASAMS Record Data Model Specification Document, address the creation of a unique identifier for each client via Section 12 ACCESS. ESS ACCESS? Are there any components of this functionality at all which the vendor will be responsible to address other than those cited in section , 10, on page 27 concerning duplicate intake information? Concerning reporting requirements, is the restoration of SAMH The vendor should anticipate providing additional data elements that clients to the community based on existing data within the address the movement of an individual from higher levels of care to lower ITN c 7 alone? Are there additional data capture points expected to be levels of care. created as a part of FASAMS beyond the current data capture requirements? ITN a 7 How does the Department determine unmet service needs in There are currently many ways of determining unmet needs. (e.g.: clients the community? on the waiting list) ITN d 9 How does the Department see Data Governance managed between the Department and the selected vendor? The selected vendor would be expected to participate in DCF governance during the life of the contract. 105 Five Points 106 Five Points ITN 1.6, Exhibit 1 10 Should the vendor be responsible for creating BI reporting requirements using the Department's Tableau Server? ITN BI Analytics: Is the to supply Tableau developers or will all the Tableau reports be built with DCF Existing enterprise server existing DCF resources? Yes, for creating the Standard reports see ITN Section BI Analytics. See FASAMS Procurement Library and Supporting Documentation, FASAMS Report Inventory, Federal and Outcome Measure Report examples. Yes the vendor will need to supply Tableau developers and be responsible for standard reports. This will be accomplished by using DCFs' existing Tableau enterprise server. 107 Five Points 108 Five Points Five Points Five Points 111 Five Points ITN We understand the ITN states the vendor will be responsible for data table setup in Tableau. Will the vendor be required to support the Tableau Server? ITN Can we verify that items h, I and j under 4 on this section should instead be labeled 1, b and c? ITN 13.c 27 What is the quantity of persons to be mastered under MDM? ITN The ITN requests a description of the external interface strategy for the proposed solution. Which interface points within the comprehensive proposed solution would be considered external? ITN Can the Department describe in more detail what is referred to in this section as "surge" reporting. Yes. Yes, items h, I and j under 4 should be labeled a, b and c. To be determined during initial analysis. ACHA-FMMIS is the only external interface in scope for FASAMS. Surge reporting refers to the periods of time when significant increases in the number of records are submitted within that time period. 112 Five Points ITN When describing financial management of accounting systems, does the pertain to the vendor's internal financial system or that of the proposed solution? The 's internal system. 3/28/2017 Page 16 of 27

17 ITN 03U17GN1 Section Page DCF Response 113 Five Points Attachment A-9 Page II-5 of 73 Department Rights to Provider staff: Would the Department This refers to : Exhibit A-9. Compensation scales explain in more detail what is meant by "compensation scales" refers to the value of any compensation received by the employee in in the statement The Provider agrees to provide the Department addition to their base salary at the time of the termination of the contract. the names and compensations scales of employees or subcontracted persons providing services..."? and when will the Provider be required to share this information? 114 Five Points 115 Five Points 116 Five Points Attachment C c Attachment C Attachment C.4.5 II-18 of 73 II-31 of 73 II-43 of 73 Project Management Plan due within 30 days of contract includes several subset components regarding Tableau Server FASMAS Strategy; Will the Department supply Tableau resources or training and information on the DCF Tableau Server or is the to have this knowledge on our team at the beginning of the Project to build this into the plan? Can the Department list how many and which ancillary databases will need to have data extracted? Can the Department list how many and which excel spreadsheets the Provider will be required to extract data from? Should the vendor include the 5,000 hour legislative enhancement allowance in the budget or is this 5,000 over and above the budget for FASAMS and will it utilize the vendor rate card? Is the 5,000 hours in each service year of the contract or only beginning year II and ongoing? Yes. The selected vendor is required to have Tableau Enterprise Server resources at the beginning of the project and will be provided information on the existing DCF Tableau Enterprise Server. The exact number of databases and spreadsheets will be determined during the Define FASAMS project performance period. Yes, the vendor should include the 5,000 hour per year legislative enhancement allowance in the budget. Yes, the 5,000 hour enhancement budget will use the rate card and will begin in year II. 117 Five Points Attachment D.3.1 II-62 of 73 Service Units: re: The Provider will provide no less than 5,000 hours per year for M&O services. How will the Department track this? In this context what is the definition of M&O hours? And why does the department require a minimum number of hours for maintenance tasks that may or may not be necessary under a fixed price contract? 1. The Department will require the submission of documentation of staff and actual hours worked on FASAMS M&O services with the submission of the monthly deliverables and invoice for M&O services. 2. Please see FASAMS, Exhibit C-4.3 for Contractor responsibilities for Operations. Please see Exhibit C-4.4 for Contractor responsibilities for Maintenance. 3. This is an estimated number of hours. The department expects to have the ability to assess and adjust the number of required M&O hours at 6 month intervals over the life the contract. 3/28/2017 Page 17 of 27

18 ITN 03U17GN1 Section Page DCF Response 118 Five Points 119 Five Points Attachment E Record Data Model Spec Appendix 7.5B II -68 of 73 Average response time / Liquidated damages: can the Department give an example of a query by which this metrics will be used since FASMAS is a date warehouse and this metric excludes a known set of queries or transactions that are expected to spend large amounts of time as designed or expected to process large volumes of data. From a risk management perspective, this is a large LD and the vendor would like to better understand the metrics. During the design phase of the FASAMS project, The Department will work with the selected vendor to establish agreeable performance thresholds. 65 Will the Managing Entities be required to submit the new XML Yes, the Managing Entities will be required to submit the new XML format. record types referenced in the Record Data Model Specification The specific details of the implementation will be updates to the ME Document which have significant changes by the FASAMS contracts. implementation data of July 1, 2018? For example, the COAD record. 120 Concordia-RSM 1.2. Statement of Purpose Statement of Purpose The DCF SAMH programs are responsible for the administration and provision of services to over 300,000 individuals with an annual budget of more than $1 billion. Please provide breakdown of funding and staffing by the following entities: - DCF Central office - DCF Field office - Managing Entities - ME Provider Programs - non-me provider Programs - State Hospitals - etc. Please see the State Fiscal Year 2016/2017 General Appropriation Act for the Department of Children and Families Concordia-RSM 1.2. Statement of Purpose Statement of Purpose The DCF SAMH programs are responsible for the administration and provision of services to over 300,000 individuals with an annual budget of more than $1 billion. The groups identified in the would access to FASAMS reporting capabilities but would not have access to the FASAMS data warehouse. 122 Concordia-RSM Data Sources and Automated Interfaces What is the anticipated number of user accounts required for this system in each year of the contract? What would be the number by major entity supported DCF Central, DCF field, ME, ME Provider, etc Data Sources and Automated Interfaces Which agencies / systems does DCF have MOUs established for sharing data and which agencies / systems remain? Can the vendor selected assume that all such MOUs be in place within 90 days of the FASAMS contract effective date? Currently there are existing MOUs/Data Sharing Agreements with all of the DCF agencies. The agreements may require updating based upon the proposed solution and the requirements for data from the sources. 3/28/2017 Page 18 of 27