NOTICE This opportunity is being released to ODJFS – Professional Technical Services pre-qualified Contractors as a result of Open Market RFP #0A1183. The terms and conditions of the #0A1183 contract apply to this Task Order solicitation. ONLY Contractors pre-qualified in category 3.0 STATE HEARING TRACKING SYSTEM (HATS) Ecosystem are eligible to submit proposal responses AND to submit inquiries. The State does not intend to respond to inquiries or to accept proposals submitted by organizations not pre-qualified in these Technology Categories. An alphabetical listing of Contractors pre-qualified to participate in this opportunity follows: Advocate Consulting Group CMA Consulting Conduent State & Local Solutions Sogeti Usa Strategic Systems Inc. Symbiosys Solutions, Inc Pre-qualified Contractors are expected to respond to a majority of the Solicitations received during the course of a fiscal year. A no-bid response should provide an explanation to why they are not responding to the Solicitation. 0A1183 – JFS Task Order – 3.0 HATS – PTJFS-18-03-007 Page 1
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NOTICE
This opportunity is being released to ODJFS – Professional Technical Services pre-qualified Contractors as a result of Open Market RFP #0A1183. The terms and conditions of the #0A1183 contract apply to this Task Order solicitation.
ONLY Contractors pre-qualified in category 3.0 STATE HEARING TRACKING SYSTEM (HATS) Ecosystem are eligible to submit proposal responses AND to submit inquiries. The State does not intend to respond to inquiries or to accept proposals submitted by organizations not pre-qualified in these Technology Categories.
An alphabetical listing of Contractors pre-qualified to participate in this opportunity follows:
Advocate Consulting GroupCMA Consulting
Conduent State & Local SolutionsSogeti Usa
Strategic Systems Inc.Symbiosys Solutions, Inc
Pre-qualified Contractors are expected to respond to a majority of the Solicitations received during the course of a fiscal year. A no-bid response should provide an explanation to why they are not responding to the Solicitation.
Task Order PTJFS-18-03-007 Hearing Appeals Tracking System (HATS) Enhancements
DATE ISSUED: APRIL 26, 2018
The Ohio Department of Job and Family Services is requesting proposals for work leveraging Contract 0A1183 Professional Technical Services: System Enhancements for the Hearing Appeals Tracking System known as HATS.
PROJECT: Hearing Appeals Tracking System (HATS) Enhancements ,
POST DATE: April 26, 2018INQUIRY PERIOD BEGINS: April 26, 2018INQUIRY PERIOD ENDS: May 14, 2018PROPOSAL DUE DATE: May 18, 2018
OPENING LOCATION: Ohio Department of Job and Family Services Office of Contracts and Acquisitions 30 East Broad Street, 31st Floor Columbus, Ohio 43215
Purpose. The purpose of this Task Order solicitation is to provide The Ohio Department of Job and Family Services with a pre-qualified Contractor, herein after referred to as the “Contractor”, to provide services from the HATS Ecosystem Technology Category in the Professional Technical Services Contract. The Contractor must furnish the necessary personnel, equipment, material and/or services and otherwise do all things necessary for or incidental to the performance of work set forth in Section 1, Scope of Work.
Organization: This Task Order solicitation consists of five (5) Parts, four (4) attachments and two (2) Supplements. Please verify that you have a complete copy.
Parts:Part One Executive SummaryPart Two Scope of Work Part Three Evaluation CriteriaPart Four Functional Requirements Part Five Contractor Performance
Attachments:Attachment A Requirement for ProposalsAttachment B Cost SummaryAttachment C Personnel Profile Summary FormsAttachment D System Test Standards
Supplements:Supplement One DAS Security SupplementSupplement Two JFS – DAS Security Supplement Addendum
PART TWO: Scope of Work.......................................................................................................................................7
PART THREE: Evaluation Criteria.............................................................................................................................8
PART FOUR: Functional Requirements.................................................................................................................10
HATS Web Portal...................................................................................................................................................10
Scope/Statement of Work.................................................................................................................................10
Scope of Work....................................................................................................................................................14
PART FIVE: Contractor Performance.......................................................................................................................14
ATTACHMENT A: REQUIREMENTS FOR PROPOSALS..................................................................................18
Tab A - Cover Letter..............................................................................................................................................18
Tab B - Subcontractor Letters..............................................................................................................................19
Tab C – Proposed Solution with Project Plan....................................................................................................19
Tab D - Staffing Plan with Resumes and Personnel Profile Summary Forms..............................................19
TAB E - Testing Plan.............................................................................................................................................21
TAB F - Training Plan............................................................................................................................................21
Tab G - ODJFS Support Expectations................................................................................................................21
Tab H - Assumptions............................................................................................................................................21
Tab I - Payment Address.....................................................................................................................................22
Tab J - Acceptance of Supplement 1 and Supplement 2................................................................................22
Hearing Appeals Tracking System Appellant Enhancements
Project Objective
The objective of the project is to enhance the current Hearing Appeals Tracking System with the following business and technology features:
Create Web Portal for Appellants, Authorized Representatives and Third-Party Agencies Integration of identity management and authentication/authorizations with ODX Enhance the Pending Intake Process Dashboard Reporting and Online Reporting Enhancements Enhanced Java Calendaring Functions of System for Integration Infrastructure Upgrades Archive Process Resolve system defects that may not be related to the features above
Background
In Ohio, whenever individuals believe they have been mistakenly denied benefits or services or had their benefits or services mistakenly reduced relative to ODJFS health and human services programs such as cash, food assistance, adoption assistance or child support and/or Medicaid programs, they can request a hearing from the ODJFS Bureau of State Hearings. The bureau schedules a hearing between the person requesting the hearing, a hearing officer, the County Department of Job and Family Services and the Interested third-party, if applicable. The hearing officer listens to all evidence and then submits a written decision for review by a hearing authority who will issue the decision by USPS mail. The federal government requires at least 90 percent (90%) of all hearing decisions to be issued within thirty (30), sixty (60), or ninety (90) days depending upon the program. The Bureau of State Hearings, also holds all administrative disqualification hearings when applicants have been accused of engaging in fraud in the receipt of public assistance benefits. In addition, the Bureau of State Hearings conducts second level reviews, i.e., administrative appeals and county reviews, when an appellant or agency disagrees with a state hearing decision. Throughout the appeals process, the Bureau of State Hearings may conduct pre-hearing resolution to resolve a dispute before it goes to hearing; reschedule hearings when justified; issue subpoenas; must maintain an on-line library of decisions, properly masked in accordance with applicable safeguarding rules and procedures, and finally, must compile reports of State Hearings data for submission to state and federal partners.
The web-based Hearings and Appeals Tracking System (HATS) was implemented in 2015 and has streamlined the hearing request, scheduling and determination process used when customers disagree with decisions made about their cases. HATS can be accessed by state and county staff and authorized interested third-parties. The system currently interfaces with the Ohio Benefits Worker Portal system for Medicaid cases and CRIS-E, the mainframe application that supports the state’s cash and food assistance programs. It also has an automatic scheduler that currently schedules more than two thousand, five hundred (2,500) appeals a week for hearing and interfaces with an auto-dialer that provides reminder messages to appellants of their state hearing date and time. Staff throughout the
state can use the system to directly enter and update hearing information and documentation. HATS will utilize the preexisting JFS FileNet Document Management System, so users can directly submit hearing requests, exhibits, and compliance documents and also view their hearing dockets and run reports. HATS is now the complete system of record for all ODJFS State Hearings work.
Application Platform
The platforms utilized by the Hearings Appeals and Tracking System include:
Hardware Platform: Application Server Linux Software Platform: Operating System SUSE Linux Enterprise Server 11 SP4, Database Oracle 12c, Software
IBM HTTP Servers Websphere 8.5.0.2 and 9.0.0.3, Spring Framework 3.2.0, Spring Data JPA 1.1.0, JFS 2.0 Primefaces, 5.0 Hibernate ,4.1.7 Hibernate JPA 2.0, Query DSL 2.9, JDK 1.6 and 1.8, Filenet v5.1, Kofax, Rightfax, Crystal Reports XI, Adobe LiveCycle ES 8.2, Address Broker, IMS SOAP Gateway connecting to Legacy CRIS-E, IVR/ACD, Outlook Exchange Email, Control M, Java Runtime Environment, HP Application Lifecycle Management Tool (or comparable), Dimensions (migrating to JIRA), Security LDAP for Authentication, Application code for User Authorization
Network Platform TCP/IP (IPv4) Languages: Java, Javascript SQL, PL/SQL Transaction Manager: JPA Transaction Volume Current: There are currently over 2100 State and County users accessing the
application. Anticipated: volume of transactions and the user population will increase. Current volume of appeals is estimated at 70,000 per year. Roughly 30 percent are repeat appellants.
Kony Visualizer and Kony Fabric to be used for the web portal
Project Description
This project is comprised of Task Orders to modernize the appellants and user experience through direct and indirect enhancements such as creating the self-service web portal. The portal will be available nearly 24 hours a day, 7 days a week for access to appellants information. Indirect enhancements include the ability to review dashboards and calendaring changes to increase scheduling efficiencies, various infrastructure upgrades, resolving system defects and reporting enhancements. Staff will also be needed to support the features after they are promoted into production and will address the most important problems in production which may not be associated with the features above.
Project Schedule
The project schedule is to be created by the Contractor and agreed upon by the State. The schedule is to have multiple periodic production releases.
Weekly Progress Reports
The Contractor is required to provide a weekly project status report to the ODJFS beginning the second Wednesday of the contracting period and continuing every Wednesday thereafter. The weekly report must be inclusive of, but not limited to, Contractor’s activities (both completed and planned), products developed, concerns and barriers encountered. The report must be received by the ODJFS Contract Manager by 4:00 PM each Wednesday.
Project Kickoff and Planning Meeting
This meeting must occur no later than ten days following initiation of project. The meeting must be held at a location and time selected by the ODJFS where Contractor and its staff will be introduced to the ODJFS and will discuss project requirements, deliverables and schedules.
HATS Overall RequirementsThe work in this Task Order is expected to be delivered using the Contractor’s Agile development methodology. Proposals should include an overview of your Agile methodology, with measurable milestones for progress across the development interval. The methodology must show time based goals with the ability to report planned and then actual vs planned on a going forward basis.
Proposals should address the makeup of the proposed team with the project manager, business analyst, development lead, technical application and test lead being named resources. A person can fill multiple named positions if they have the appropriate experience. In addition, an effort estimate for each of the listed projects within this Task Order is desired. Effort should be reported for the number of staff of particular skills to be applied and hours specified. This team makeup proposal needs to cover all the necessary skills but can include staff contributing part time to the work.
ProjectThe Task Order consists of the following enhancements:
For the first five of the enhancements above, provide an estimate for requirements creation through production implementation. In both cases, the Contractor will be responsible for the overall project requirements but will work with OJDFS subject matter experts throughout the lifecycle for the approved solution.
For the staffing support project above, effort can be projected by assuming that there will be two, full-time employees’ work in addition to the named proposed team members.
Although ODJFS would like to see the web portal project into production first, ODJFS is open to recommendations on how to order this work for efficiency and effectiveness.
Evaluation of Proposals Generally. The evaluation process may consist of up to four (4) distinct phases. Requests for more information may occur at the State’s discretion when needed and in any phase.
1. Initial Review;2. Technical evaluation and Proposed Staffing Review 3. Evaluation of costs; and 4. Requests for more information, as described in RFP 0A1183, as needed.
ODJFS may decide whether phases are necessary, and ODJFS may rearrange the order in which it proceeds with the phases. ODJFS also may add or remove sub-phases to any phase at any time, if ODJFS believes doing so will improve the evaluation process.
Initial Review. ODJFS will review all proposals for their format and completeness. After the initial review, ODJFS will forward all timely, complete, and properly formatted proposals to an evaluation team.
Technical Evaluation. ODJFS will evaluate every proposal that it has determined is timely. ODJFS reserves the right to reject any proposal that is incomplete and/or improperly formatted. The evaluation will be scored according to the requirements identified in this Task Order and will result in an overall “does not meet”, ‘partially meets”, “meets”, or “exceeds” rating for each evaluation item.
Cost Evaluation. Once the staffing and technical merits of the proposals are considered, ODJFS will consider the costs of the proposals remaining under evaluation. It is within the ODJFS’ discretion to wait until after any interviews, presentations, and demonstrations to evaluate costs.
Overall Evaluation. The overall evaluation is calculated by combining and weighing each Contractor’s Technical Proposal Score and Cost as shown in the "Price Performance Formula". The proposal with the highest overall score will be awarded.
Project Team Requirements. The proposed project team must have the following expertise. A qualified person can fulfill more than one (1) role.
Project Team Requirements Weight Does Not Meet Partially
MeetsMeets Exceeds
Project Manager
Minimum of three (3) years of experience as a Project Manager on a similar project of similar size and scope. 5 0 3 5 7
Business Analyst or Equivalent
Minimum of three (3) years of experience documenting business requirements, business workflows, business rules and providing business analyst support for at least two (2) projects of similar size and scope.
Minimum of three (3) years of experience with designing Websphere applications, Java 2 EE, HTML, XML Java Server Pages, JavaServer Faces, Java Script, EJB 1.0 or higher release.
5 0 3 5 7
Proposed Development Application Lead must have two (2) years of experience as the application development lead on at least two (2) projects of similar size and scope.
5 0 3 5 7
Technical Application Lead
Minimum of two (2) years of experience as the application development lead on at least two (2) projects of similar size and scope.
5 0 3 5 7
Minimum of three years of experience in designing/building systems with Kony, WebSphere, crystal reports, and Adobe Lifecycle/AEM, JIRA.
5 0 3 5 7
Testing Lead
Minimum of three (3) years of experience as test lead and performance tester in at least two (2) projects of similar size and scope.
5 0 3 5 7
Minimum of two (2) years of experience in creating and executing SQL for Oracle (or comparable). 5 0 3 5 7
Proposed solution must describe how the Contractor will develop the web portal, calendaring functions, dashboard reporting, pending intake process and archival process.
15 0 3 5 7
Proposed solution must provide a detailed project plan that describes how the Contractor will deliver the enhancements.
10 0 3 5 7
Proposed solution must describe the approach for testing including system test scripts, performance testing and ability to meet the testing standards.
10 0 3 5 7
Proposed solution must describe how an appropriate level of knowledge transfer to ODJFS will be addressed, and highlight the approach to transition including tools and technologies that are involved.
5 0 3 5 7
Contractor must describe the training plan to include the type of training and the people to train if limited. 5 0 3 5 7
Proposed staffing plan and personnel profile summary must indicate how the team meets the required technologies and the experience to deliver the enhancements.
10 0 3 5 7
Price Performance Formula. The evaluation team will rate the proposals based on the following criteria and respective weights.
To ensure the scoring ratio is maintained, ODJFS will use the following formulas to adjust the points awarded to each Contractor.
The Contractor with the highest point total for the Technical Proposal will receive 700 points. The remaining Contractors will receive a percentage of the maximum points available based upon the following formula:
Technical Proposal Points = (Contractor’s Technical Proposal Points/Highest Number of Technical Proposal Points Obtained) x 700
The Contractor with the lowest proposed Not-To-Exceed Fixed Price will receive 300 points. The remaining Contractors will receive a percentage of the maximum cost points available based upon the following formula:
Total Points Score: The total points score is calculated using the following formula: Total Points = Technical Proposal Points + Cost Summary Points
PART FOUR: Functional Requirements
HATS Web Portal Task Objective This feature is to modernize the digital experience for appellants, authorized representatives and third-party agents through a self-service web portal. The web portal will provide near twenty-four hours a day, seven days a week access to the appellant information in real-time unless maintenance is scheduled.
Scope/Statement of WorkThe Contractor will conduct full requirements sessions to ensure all requirements are met. The following activities are examples of the types of information that must be provided in the web portal based on security access for appellants, authorized representatives and third-party agents:
(1) ability to apply for a state hearing(2) request a withdrawal of state hearing(3) apply for an administrative appeal(4) request a withdrawal of administrative appeal(5) submit documentation in pdf format to be added to the open case per user access role (appeal summary,
or miscellaneous documentation from appellant and other types)(6) receive status of hearing request(7) receive overall status of case (8) receive hearing location, date and time (9) receive decision status (10) security roles will be used to determine system security. User IDs would be assigned a role that will allow
The web portal security must be connected with the Identity Manager (Ohio ID) to register users and enroll the users into the designated group/role.
The Contractor will build the features as outlined in the requirements sessions and the approved document design. The Contractor will test the features according to the test plan, test cases. The Contractor will document the outcome of the test plan and achieve approval from OIS, and business for concurrence on implementation.
Expected Task Duration The delivery for this feature will need to go into production as an agreed upon release date not later than December 31, 2018.
Task ActivitiesThe expectation is that all of the work in this Task Order will be accomplished using an agile development process.
Task Deliverables - Product
Fully Define business requirements for self-service web portal. Implement feature for Login Implement features by security group Implement document upload Implement self-service portal Testing, verification and validation of features (See Attachment D) Concurrence (business, OIS, Vendor) on completed sprint and the overall project Train user to use new features
HATS Enhance Pending Intake Task Objective This feature is to centralize the document intake process into an initial work queue within the HATS application. This will reduce the number of systems the data entry worker must look before processing the information. Currently work comes into email shared mailbox, fax and paper mail and will occur online with the web portal option from project one. This project will be to create an initial work queue that will allow the documents and data elements to be researched and connected with an existing case or create new case where necessary. The benefit will streamline and automate more of data entry steps.
Scope/Statement of WorkThe scope of work will be to conduct business requirements to fully understand all the current locations where data entry workers are receiving work items and what can be automated from the document intake process through implementation; modify the application to provide a new work queue to centralize the work that needs research or incoming triage; automate any of the incoming work that can be completed through barcoding, OCR, XML or etc to improve data entry process; and conduct time survey to show the percent of change gained by process improvement.
Expected Task Duration The delivery for this feature will need to go into production as an agreed upon release date not later
Task ActivitiesThe expectation is that all of the work in this Task Order will be accomplished using an agile development process.
Task Deliverables - Product Fully Define business requirements for the appropriate work queue. Conduct time study for process improvement metric Implement work queue and work process Implement automation processes for improvement Validate metric for process improvement Integration, Testing and validation for success feature implementation (See Attachment D) Concurrence (business, OIS, Vendor) on completed sprint and the overall project Train users on how to use the feature
HATS Dashboard Reporting Enhancements Task Objective This feature is to provide a dashboard that can be viewed internally for management. The dashboard would contain counts of various stages of the appeal process within various time slices and to quickly identify where there are surges that may indicate backlog or issue with meeting timeliness measures. The dashboard would also be able to drill down in elements of data to indicate opportunities. Examples of a metric: would be data entry specialists – case counts per data entry worker per timeframe. Use incoming daily data counts to determine the volume of incoming work at rate – how many data entry workers are needed to stay current. Another drill down data element might show specific case types require additional time to process.
Scope/Statement of WorkThe scope of work will be to conduct business requirements to provide the metrics, build the appropriate dashboard elements, test and implement. Modify the application to allow for dashboard process that could show various statistics to show backlog or issue in process that may affect timeliness. The dashboard data should be real-time and must not degrade the performance of the application.
Expected Task Duration The delivery for this feature will need to go into production as an agreed upon release date not later than June 30, 2019.
Task ActivitiesThe expectation is that all of the work in this Task Order will be accomplished using an agile development process.
Task Deliverables - Product Fully Define business requirements for the dashboard data. Implement dashboard Validate dashboard data Integration, Testing and validation for success feature implementation (See Attachment D) Concurrence (business, OIS, Vendor) on completed sprint and the overall project
Train business on how to modify the dashboard where applicable
HATS Enhance Calendaring Schedule ProcessTask Objective This feature is to enhance or automate the calendaring scheduling process to allow for viewing multiple calendars at once and provide enhancements to maximize the efficiency of hearing schedules.
Scope/Statement of WorkThe scope of work will be to conduct business requirements to show multiple calendar views, make calendar improvements to maximize the efficiency for scheduling hearings. Based on recommendations and approval from the business, the Contractor will modify existing application for scheduling to accommodate the necessary changes and perform full regression testing. Once system test passes, the new
Expected Task Duration The delivery for this feature will need to go into production as an agreed upon release date not later than June 30, 2019.
Task ActivitiesThe expectation is that all work in this Task Order will be accomplished using an agile development process.
Task Deliverables - Product Fully Define business requirements for the calendaring/scheduling features. Implement approved calendar/schedule features Validate and perform regression testing Integration, Testing and validation for success feature implementation (See Attachment D) Concurrence (business, OIS, Vendor) on completed sprint and the overall project Training on new features or functions
HATS Archive ProcessTask Objective This feature will retain data for the retention period according to the legal policy for the State Hearing Records. All data that meets the period for data destruction would be marked appropriately and labeled for permanent removal. The appropriate data would be removed by an automated process. This process cannot leave behind any orphaned records. The process should clean from all the data sources including database and file storage areas.
Scope/Statement of WorkThe scope of work will be to conduct business requirements to show retention period, applying the retention period to the status and use cases within the HATS system, system parameters to allow the system to generate listing of those items that will close based on parameters. Run the process each afternoon should be automated and able to run in an unattended mode. Based on recommendations and approval from the business, the Contractor will modify existing application for archiving to accommodate the necessary changes and perform full regression testing. After concurrence on completed and successful testing, the featuresAz will be placed into production.
Expected Task Duration The delivery for this feature will need to go into production as an agreed upon release date not later than June
Task ActivitiesThe expectation is that all work in this Task Order will be accomplished using an agile development process.
Task Deliverables - Product Fully Define business requirements for the calendaring/scheduling features. Implement approved calendar/schedule features Validate and perform regression testing Integration, Testing and validation for success feature implementation (See Attachment D) Concurrence (business, OIS, Vendor) on completed sprint and the overall project Training on new features or functions
HATS Staffing Support
Task ObjectiveThe last part of this project is the allocation of staffing to help support the features after they are promoted into production. This staff pool will be counted on to address the most vital problem in production, some of which may not be directly associated with the features above.
Scope of WorkThe scope of this work will be to correct application production issues as they arise which may or may not pertain to the features associated above.
Expected Task Duration The delivery for the corrections will need to go into production as agreed upon release dates throughout the span of the project and no later than June 30, 2019.
Task ActivitiesThe expectation is that all of the work in this Task Order will be accomplished using an agile development process. See the process deliverables below for the team.
Task Deliverables - Product Research and document the issues Fully Define business requirements for the appropriate design and corrective action Implement corrections Testing and validation for successful implementation (See Attachment D) Concurrence (business, OIS, Vendor) on completed sprint and the overall project
PART FIVE: Contractor Performance
This section sets forth the performance specifications to be established between Contractor and ODJFS. Contractor is responsible for completing each deliverable and milestone per the timeline established between Contractor and the ODJFS at the beginning of the project. The ODJFS Contract Manager will
provide feedback to Contractor as to its ongoing performance and will discuss, if necessary, any remedies to Contractor’s performance if not in adherence to defined expectations.
Service Level Agreements (SLAs)This section sets forth the performance specifications for the Service Level Agreements (SLAs) to be established between the Contractor and ODJFS. Service levels are linked to “Fee at Risk” due to the ODJFS to incent Contractor performance.Both the ODJFS and the Contractor recognize and agree that Service Levels and performance specifications may be added or adjusted by mutual agreement during the term of the Contract as business, organizational objectives and technological changes permit or require. The Contractor agrees that 10% of the Not-to-Exceed fixed price for all deliverable will be at risk (“Fee at Risk”). The monthly Fee at Risk is equal to 10% of the Not-to-Exceed fixed price for all deliverables divided by the number of months for the project. The Contractor will be assessed the monthly Fee at Risk for each SLA failure. The Contractor will not be liable for any failed SLA caused by circumstances beyond its control, and that could not be avoided or mitigated through the exercise of prudence and ordinary care, provided that the Contractor promptly, notifies the ODJFS in writing and takes all steps necessary to minimize the effect of such circumstances and resumes its performance of the Services in accordance with the SLA as soon as reasonably possible.To further clarify, the 10% Fee at Risk available to the ODJFS will not constitute the ODJFS’ exclusive remedy to resolving issues related to the Contractor’s performance. In addition, if the Contractor fails multiple service levels or demonstrates a pattern of failing a specific service level throughout the SOW, then the Contractor may be required, at the ODJFS’ discretion, to implement a ODJFS-approved corrective action plan to address the failed performance.SLAs will commence when the SOW is initiated.Monthly Service Level Report. On a monthly basis, the Contractor must provide a written report (the “Monthly Service Level Report”) to the ODJFS which includes the following information: Identification and description of each failed SLA caused by circumstances beyond the Contractor’s
control and that could not be avoided or mitigated through the exercise of prudence and ordinary care during the applicable month;
The Contractor’s quantitative performance for the SLA; The amount of any monthly performance credit for the SLA; The year-to-date total performance credit balance for the SLA; Upon ODJFS request, a “Root-Cause Analysis” and corrective action plan with respect to the SLA
where the SLA failed during the preceding month; and Trend or statistical analysis with respect to the SLA as requested by the ODJFS.The Monthly Service Level Report will be due no later than the tenth (10th) day of the following month.
SLA Name Performance EvaluatedNon-Conformance
RemedyFrequency of Measurement
Delivery Date Service Level
The Delivery Date Service Level will measure the percentage of SOW tasks, activities, deliverables, milestones and events assigned specific completion dates in the applicable SOW and/or SOW project plan that are achieved on time. The State and the Contractor
will agree to a project plan at the commencement of the SOW and the Contractor will maintain the project plan as agreed to throughout the life of the SOW. The parties may agree to re-baseline the project plan throughout the life of the SOW. Due to the overlapping nature of tasks, activities, deliverables, milestones and events a measurement period of one calendar month will be established to serve as the basis for the measurement window. The Contractor will count all tasks, activities, deliverables, milestones and events to be completed during the measurement window and their corresponding delivery dates in the applicable SOW and/or SOW project plan. This service level will commence upon SOW initiation and will prevail until SOW completion.
Compliance with delivery date isexpected to be greater than 85%
This SLA is calculated as follows: “% Compliance with delivery dates” equals “(Total dates in period – Total dates missed)” divided by “Total dates in period”.
Deliverable Acceptance Service Level
The Deliverable Acceptance Service Level will measure the State’s ability to accept Contractor deliverables based on submitted quality and in keeping with defined and approved content and criteria for Contractor deliverables in accordance with the terms of the Contract and the applicable SOW. The Contractor must provide deliverables to the State in keeping with agreed levels of completeness, content quality, content topic coverage and otherwise achieve the agreed purpose of the deliverable between the State and the Contractor in accordance with the Contract and the applicable SOW. Upon mutual agreement, the service level will be calculated / measured in the period due, not in the period submitted. Consideration will be given to deliverables submitted that span multiple measurement periods. The measurement period is a quarter of a year. The first quarterly measurement period will commence on the first day of the first full calendar month of the Contract, and successive quarterly measurement period will run continuously thereafter until the expiration of the applicable SOW.
Compliance with deliverable acceptance isexpected to be greater than 85%
This SLA is calculated as follows: “% Deliverable Acceptance” equals “# Deliverables accepted during period” divided by “# Deliverables submitted for
review/acceptance by the State during the period”.
System Test Execution Exit Quality Rate
The System Test Execution Exit Quality Rate will, prior to UAT, be determined using the results of Contractor generated pre-test strategy, executed testing cases including functionality, performance, integration, interfaces, operational suitability and other test coverage items comprising a thorough Contractor executed system testing effort. Regression Testing must be performed as necessary. “System Test Execution Exit Quality Rate” means the inventory of all test cases performed in conjunction with Contractor system testing, or testing otherwise preceding the State’s User Acceptance Testing efforts, presentation of resultant test performance inclusive of identified errors or issues (by priority), impact areas and overall testing results to the State otherwise referred to as “Testing Results”.
This Service Level begins upon Contractor presentation of the aforementioned Testing Results to the State prior to the State conducting UAT. The initial service level shown for this SLA will be 90.0%, exclusive of Critical and High defects (which must be resolved prior to presentation to the State) and will be validated during an initial measurement period. The initial and subsequent measurement periods will be as mutually agreed by the Parties. Following the initial measurement period, and as a result of any production use the Service Level will be adjusted to 95%.
Compliance with the System Test ExecutionExit Quality Rate is expected to be greater
than or equal to 90% prior to UAT andgreater than or equal to 95% in production
This SLA is calculated as follows: “System Test Quality/Exit Rate” equals “Total Test Cases Passing Contractor System Test Efforts” divided by “Total Executed during System Testing Effort”.
Each Contractor must submit five (5) complete, sealed and signed copies of its Proposal Response and each submission must be clearly marked “Hearing Appeals Tracking System Enhancements” on the outside of its package along with Contractor’s name.
Each Contractor must submit five (5) complete, and sealed copies of its Cost Summary and each submission must be clearly marked “Hearing Appeals Tracking System Enhancements Cost Summary” on the outside of its package along with Contractor’s name.
A single electronic copy of the complete Proposal Response must also be submitted with the printed Proposal Responses. Electronic submissions must be on a CD.
Each proposal must be organized in the same format as described in Attachment Four. Any material deviation from the format outlined in the Attachments may result in a rejection of the non-conforming proposal. Each proposal must contain an identifiable tab sheet preceding each section of the proposal. Proposal Response must be good for a minimum of sixty (60) days.
The State will not be liable for any costs incurred by any Contractor in responding to this Task Order Solicitation, even if the State does not award the Task Order through this process. The State may decide not to award the Task Order at the State’s discretion. The State may reject late submissions regardless of the cause for the delay. The State may also reject any submissions that it believes is not in its interest to accept and may decide not to do business with any of the Contractors responding to this Task Order Solicitation
Proposal Responses MUST be submitted to the State Agency’s Procurement Representative:Jay EasterlingOhio Department of Job and Family ServicesOffice of Contracts and Acquisitions30 East Broad Street, 31st Floor Columbus, Ohio 43215
Proposal Format Each proposal must contain the following tabbed sections:
A. Cover LetterB. Subcontractor LettersC. Proposed Solution with Project PlanD. Staffing Plan E. Testing PlanF. Training PlanG. ODJFS Support ExpectationsH. AssumptionsI. Payment AddressJ. Acceptance of Supplement 1 and Supplement 2
Cost Proposal (separately sealed)
Tab A - Cover LetterThe cover letter must be in the form of a standard business letter and must be signed by an individual
authorized to legally bind the Contractor. One of the five (5) indexed binders must include the original cover letter and it must be signed in blue ink. The cover letter must include a brief executive summary of the solution the Contractor plans to provide. The letter must also have the following:
A. A list of the people who prepared the proposal, including their titles; andB. The name, address, e-mail, and phone number of a contact person who has authority to answer questions
regarding the proposal.
Tab B - Subcontractor Letters For each proposed subcontractor, the Contractor must attach a letter from the subcontractor, signed by someone authorized to legally bind the subcontractor, with the following included in the letter:
A. The subcontractor's legal status, federal tax identification number, D-U-N-S number, and principal place of business address;
B. The name, phone number, fax number, email address, and mailing address of a person who is authorized to legally bind the subcontractor to contractual obligations;
C. A description of the work the subcontractor will do;D. A commitment to do the work if the Contractor is selected; andE. A statement that the subcontractor has read and understood the RFP and this Task Order and will comply
with the requirements of the RFP and this Task Order.
Tab C – Proposed Solution with Project PlanThis Task Order will be accomplished using agile processes. This section must also address each of the proposed solution scored criteria located in Part Three (3) Evaluation Criteria of this Task Order solicitation document, in addition to the requirements given below.
Describe your SDLC process definition and flows. Describe how the process will provide for the required phase gates to ensure design and scope quality.
Describe your recommended iteration (sprint) duration and rationale. Describe how each iteration will deliver potentially deployable user accepted code that conforms to documented standards. Describe the approach you will use for sprint planning that will allow ODJFS to understand the cost for incremental delivery of features. ODJFS wants to make cost vs. value decisions before start of development on features that must be implemented over multiple sprints. ODJFS will use this information to determine which requirements will be included in scope for development and which will be removed from the scope.
Describe agile approach orientation to be provided to ODJFS Subject Matter Experts (SMEs) and Product Owners.
Describe how your methodology will provide the required artifacts by providing examples of the following with your proposal:
A. Groomed product backlog; B. Sprint planning documents;C. Requirement documentation;D. Status report in MS word including project risks, issues, and change orders;E. Burn charts or other reports representing work completed, estimated work to-do vs. time remaining;F. Sprint Show and Tell Presentation; and G. Sprint Retrospective Report.H. Identify your team composition, number of team members, roles and role definitions, and the team’s
physical location.I. Identify team’s ramp-up period and roll-off plan (by name or role, if applicable).J. Detailed project plan with start and end target dates for each of the enhancements list above, tasks to
the extent known, key milestones, and named contracted resources.
Tab D - Staffing Plan with Resumes and Personnel Profile Summary FormsThe Contractor’s response must contain the following information:1. An organizational chart including any subcontractors and key management and administrative personnel
assigned to this project. 2. A contingency plan that shows the ability to add more staff if needed to ensure meeting the Project’s due date(s). 3. The number of people onsite at State location(s) at any given time to allow the State to plan for the appropriate
workspace. Contractor Note: The following table is provided as an example of what the State expects the Contractor to provide in the proposal response for this requirement.
Contractors are encouraged to add additional roles and responsibilities as appropriate based on their proposed Project Staffing Plan as to highlight the involvement of their Proposed Team and inclusion of State resources in the project to help ensure its success. The number of FTEs depicted in the above table are provided as an illustrative example and in no way connotes State expectations as to the level or involvement of the State or Contractor in this project.
A statement and a chart that clearly indicates the time commitment of the proposed Project Manager and the Contractor’s Key Project Personnel, inclusive of the Project Manager and the Contractor’s proposed team members for this Work during each phase of the Projects, the System Development Life Cycle associated with Projects, and the commencement and ongoing operation of the within the Service.
The Contractor also must include a statement indicating to what extent, if any, the candidates may work on other projects or assignments during the term of the Contract. The State may reject any Proposal that commits the proposed Project Manager or any proposed Key Project Personnel to other projects during the term of the Project, if the State believes that any such commitment may be detrimental to the Contractor’s performance.
In addition, the Contractor’s proposal must identify all Key Project Personnel who must provide services as part of the resulting Contract. The Key Project Personnel roles are:
Project Manager Business Analyst or Equivalent Development Lead Technical Application Lead Testing Lead
The State expects that the proposed named Key Project Personnel must be available as proposed to work on the Project. The Contractor must not replace key staff without approval of ODJFS.
Resumes for the proposed candidates must be provided for all Key Project Personnel. Representative resumes are not acceptable. The resumes will be used to supplement the descriptive narrative provided by the Offeror regarding their proposed project team.
The resume (2-page limit per resume) of the proposed Key Project Personnel must include: Proposed Candidate’s Name Proposed role on this Project Listings of competed projects (a minimum of two references for each named Key Project Personnel) that
are comparable to this Project or required similar skills based on the person’s assigned role/responsibility on this Project. Each project listed must include at a minimum the beginning and ending dates, client/company name for which the work was performed, client contact information for sponsoring Directors, Managers or equivalent level position (name, phone number, email address, company name, etc.), project title, project description, and a detailed description of the person’s role/responsibility on the project.
Education Professional Licenses/Certifications/Memberships Employment History
The Personnel Profile Summary Forms in Attachment C: must be provided for all Key Project Personnel. Representative resumes are not acceptable. The personnel profiles will be used to supplement the descriptive narrative provided by the Contractor regarding their proposed project team.
TAB E - Testing PlanThe Contractor’s response must contain a testing plan for each of the enhancements listed above. The test plan must follow the system test standards in Attachment D.
TAB F - Training PlanThe Contractor’s response must contain a training plan for each of the enhancements listed above. The training plan must indicate the type of training, the number of resources to train, and the type of resource (business/IT), and the length of training. The Contractor must address knowledge transfer as part of the training plan.
Tab G - ODJFS Support ExpectationsThe Contractor must describe the support it needs from ODJFS for execution of this Task Order. Specifically, the Contractor must address the following:
A. Software development or project management tools; B. Other support expectations.
ODJFS has provided the details regarding the support it feels may be required to support the Contractor. ODJFS may not be able or willing to provide the additional support the Contractor lists in this part of its proposal. The Contractor therefore must indicate whether its request for additional support is a requirement for its performance. If any part of the list is a requirement, ODJFS may reject the Contractor’s proposal, if ODJFS is unable or unwilling to meet the requirements.
Tab H - AssumptionsThe Contractor must list all the assumptions the Contractor made in preparing the proposal. If any assumption is unacceptable to ODJFS, ODJFS may at its sole discretion request that the Contractor remove the assumption or
choose to reject the proposal. No assumptions may be included regarding the outcomes of negotiation, terms and conditions, or requirements. Assumptions must be provided as part of the Contractor’s response as a stand-alone response section that is inclusive of all assumptions with reference(s) to the section(s) of the Task Order that the assumption is applicable to. Contractors must not include assumptions elsewhere in their response.
Tab I - Payment AddressThe Contractor must provide the address of where the State should send payments.
Tab J - Acceptance of Supplement 1 and Supplement 2The Contractor must provide written acceptance to both Supplement 1: State Architecture Security Privacy and Data Handling, and Supplement 2: JFS-DAS Security Supplement Addendum in their entirety.
Cost Proposal - Sealed separatelyEach Contractor must complete a Cost Proposal in the exact format provided in Attachment. ODJFS may reject any proposal with a reformatted Cost Proposal. The Cost Proposal must not include exceptions, additional terms and conditions, or assumptions. The Cost Proposal must be in a separate sealed package. The total number of sprints that will be delivered by the Contractor may be fewer. Final determination of the duration of work for each project to be implemented will be determined based on ongoing product backlog grooming, sprint planning and completion of project objectives defined in the attached requirements supplements. Contractor will be paid eighty percent (80%) of the fixed cost for the sprint upon Contractor completion and State acceptance of the sprint with twenty percent (20%) held back until final system acceptance by the State.
Inquiry ProcessContractor’s may make inquiries regarding this SOW Solicitation anytime during the inquiry period listed in the Calendar of Events. To make an inquiry, Contractors must use the following process:
Access the State’s Procurement Website at http://procure.ohio.gov/. From the Quick Links menu on the right, select “Bid Opportunities Search”. In the “Document/Bid Number” field, enter the DBITS Solicitation ID number found on the first page of this
SOW Solicitation. Click the “Search” button. On the Opportunity Search Results page, click on the hyperlinked Bid Number. On the Opportunity Details page, click the “Submit Inquiry” button. On the document inquiry page, complete the required “Personal Information” section by providing:
o First and last name of the prospective Pre-Qualified Contractor’s representative (the Pre-Qualified Contractor Representative) who is responsible for the inquiry;
o Name of the prospective Pre-Qualified Contractor;o The Contractor Representative’s business phone number; and o The Contractor Representative’s email address.
Type the inquiry in the space provided including: o A reference to the relevant part of this Solicitation;o The heading for the provision under question; and o The page number of the Solicitation where the provision can be found.
Enter the Confirmation Number at the bottom of the page. Click the “Submit” button.
A Contractor submitting an inquiry will receive an acknowledgement that the State has received the inquiry as well as an email acknowledging receipt. The Contractor will not receive a personalized response to the question nor notification when the State has answered the question.
Contractors may view inquiries and responses on the State’s Procurement Website by using the “Bid Opportunity Search” feature described above and by clicking the “View Q & A” button on the Procurement Opportunity Search Detail page.
The State usually responds to all inquiries within three business days of receipt, excluding weekends and State holidays. But the State will not respond to any inquiries received after 8:00 a.m. on the inquiry end date.
The State does not consider questions asked during the inquiry period through the inquiry process as exceptions to the terms and conditions of this Solicitation.
ATTACHMENT B: COST PROPOSALThe Contractor’s Fee Structure. The award will be for a Not-to-Exceed fixed price, payable in accordance with the schedule below:
HATS Web Portal
Payment for Acceptance of Detailed Project Plan 10% of deliverable cost
Payment for successful UAT of HATS Web Portal and Testing Deliverables
70% of deliverable cost
Payment for the Final Acceptance of RemainingRequired Deliverables after 60-day performance interval
20% of deliverable cost
Not-to-Exceed Fixed Price of HATS Web Portal Upgrade: $
HATS Pending Intake
Payment for Acceptance of Detailed Project Plan 10% of deliverable cost
Payment for successful UAT of Pending Intake and Testing Deliverables
70% of deliverable cost
Payment for the Final Acceptance of RemainingRequired Deliverables after 60-day performance interval
20% of deliverable cost
Not-to-Exceed Fixed Price of HATS Pending Intake: $
HATS Dashboard Reporting
Payment for Acceptance of Detailed Project Plan 10% of deliverable cost
Payment for successful UAT of Dashboard Reporting and Testing Deliverables
70% of deliverable cost
Payment for the Final Acceptance of RemainingRequired Deliverables after 60-day performance interval
20% of deliverable cost
Not-to-Exceed Fixed Price of HATS Dashboard Reporting $
HATS Calendaring
Payment for Acceptance of Detailed Project Plan 10% of deliverable cost
Payment for successful UAT of Calendaring and Testing Deliverables
70% of deliverable cost
Payment for the Final Acceptance of RemainingRequired Deliverables after 60-day performance interval
Complete at least two Candidate Reference Forms for each key team member
Candidate Reference Form(Project Manager, Business Analyst or Equivalent, Development Lead, Technical Application Lead, Test Lead)
Candidate’s Name:
References. Provide three (3) references for which the proposed key team member has successfully demonstrated meeting the requirements of the Task Order on Works of similar size and scope in the past five years. The name of the person to be contacted, phone number, company, address, brief description of work size and complexity, and date (month and year) of employment must be given for each reference. These references must be able to attest to the key team member’s specific qualifications.
The reference given should be a person within the client’s organization and not a co-worker or a contact within the Contractor’s organization. If less than three references are provided, the Contractor must explain why. The State may disqualify the Proposal if less than three (3) references are given.
CANDIDATE REQUIREMENTS BUSINESS ANALYST OR EQUIVALENT
(Experience and Qualifications)Requirements:
Minimum of three (3) years of experience documenting business requirements, business workflows, business rules and providing business analyst support for at least two (2) projects of similar size and scope.
Candidate’s Name: Position(s):
Company Name: Contact Name: Contact Title:
Address: Contact Phone Number:
Email Address:
Education and Training (school/degree) Beginning Date Ending Date
Certification (school/degree) Beginning Date Ending Date
Work Name: Beginning Date ofExperience:Month/Year
Ending Date ofExperience:Month/Year
Description of technical experience, capacity performed, and role related to services to beprovided for the Work:
(Experience and Qualifications)Requirements: Minimum of three (3) years of experience with designing Websphere applications, Java 2 EE, HTML, XML Java Server Pages, JavaServer Faces, Java Script, EJB 1.0 or higher release.
Proposed Development Application Lead must have two (2) years of experience as the application development lead on at least two (2) projects of similar size and scope.
Candidate’s Name: Position(s):
Company Name: Contact Name: Contact Title:
Address: Contact Phone Number:
Email Address:
Education and Training (school/degree) Beginning Date Ending Date
Certification (school/degree) Beginning Date Ending Date
Work Name: Beginning Date ofExperience:Month/Year
Ending Date ofExperience:Month/Year
Description of technical experience, capacity performed, and role related to services to beprovided for the Work:
ATTACHMENT D: System Test Standards for Task Order
Projects in system test phase will be managed using an ODJFS instance of ALM. Each ODJFS ALM application will contain a separate folder structure for each project within a Task Order.
Finalized project requirements will be made available in ALM. Projects created in ALM will follow ODJFS testing standards. Each Task Order will contain a Test Plan deliverable that will be prepared by the Contractor and reviewed and
approved by ODJFS to include at a minimum:o Test approach to include phase gates, entrance and exit criteria o Project structure in ALMo Requirements traceabilityo Test data preparation and managemento Positive, negative and boundary tests for new functionalityo Full regression test execution, including regression test maintenance (e.g. regression test suite will be
updated to add new functionality or reflect changes to existing regression scripts.)o Automated test creation and maintenanceo Defect managemento Test status monitoring and reporting; including test results documentation
Defect management will conform to ODJFS standards, defect reports should be prepared weekly during system test execution and attached to the test set in ALM
ODJFS will conduct an initial full system test knowledge transfer walkthrough with Contractor to begin the project with presentation slides. As deliverable is ready to move to the User Acceptance Testing phase Contractor will perform full system test knowledge transfer to ODJFS.
Contractor will execute performance testing, when it is deemed necessary by ODJFS, Contractor will provide applicable test scripts, data set-up and assist in problem resolution and meet performance measures as applicable by ODJFS.
