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State of Wisconsin
Department of Health Services
Enterprise Data Warehouse (EDW) & Data Analytics and Reporting (DAR) Module
Services
Request for Proposal (RFP)
S-0633 DMS-19
Date: November 27, 2018
eSupplier Event No. 10565
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TABLE OF CONTENTS
1.0 INTRODUCTION............................................................................................................................ 6
1.1 PURPOSE AND SCOPE OF THE REQUEST FOR PROPOSAL ............................................................6
1.2 BACKGROUND/HISTORY ..........................................................................................................7
1.3 CURRENT CONTRACTS ...........................................................................................................11
1.4 CURRENT ENVIRONMENT .......................................................................................................11
1.5 CONTRACT TERM ...................................................................................................................13
1.6 NUMBER OF CONTRACTS .......................................................................................................13
1.7 PROCUREMENT MANAGER .....................................................................................................13
1.8 ESUPPLIER REGISTRATION .....................................................................................................13
1.9 REASONABLE ACCOMMODATIONS .........................................................................................14
1.10 RFP EXPECTATIONS...............................................................................................................14
1.11 RFP CONVENTIONS................................................................................................................14
1.12 INCORPORATION OF RFI COMMENTS .....................................................................................15
2.0 EXECUTIVE SUMMARY ........................................................................................................... 16
3.0 VENDOR QUALIFICATIONS AND EXPERIENCE ............................................................... 16
3.1 VENDOR QUALIFICATIONS AND EXPERIENCE REQUIREMENTS ...............................................17
3.2 VENDOR RESPONSE TO QUALIFICATIONS AND EXPERIENCE REQUIREMENTS .........................17
4.0 PROJECT TIMELINE, PHASES, AND TASKS ....................................................................... 18
4.1 OVERALL PROJECT TIMELINE ................................................................................................18
4.2 VENDOR RESPONSE TO OVERALL PROJECT TIMELINE ...........................................................20
4.3 DESIGN, DEVELOPMENT, AND IMPLEMENTATION (DDI) PHASES OVERVIEW .........................20
4.4 VENDOR RESPONSE TO DDI PHASES ......................................................................................22
4.5 OPERATIONS PHASE OVERVIEW .............................................................................................23
4.6 VENDOR RESPONSE TO OPERATIONS PHASE ..........................................................................24
4.7 CERTIFICATION TASK OVERVIEW ..........................................................................................25
4.8 TURNOVER AND CLOSEOUT TASK OVERVIEW .......................................................................27
5.0 FACILITY REQUIREMENTS .................................................................................................... 30
5.1 FACILITY REQUIREMENTS ......................................................................................................31
5.2 VENDOR RESPONSE TO FACILITY REQUIREMENTS .................................................................32
6.0 STAFFING REQUIREMENTS ................................................................................................... 32
6.1 STAFFING REQUIREMENTS .....................................................................................................34
6.2 VENDOR RESPONSE TO STAFFING REQUIREMENTS ................................................................37
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7.0 DATA GOVERNANCE ................................................................................................................ 38
7.1 DATA GOVERNANCE REQUIREMENTS ....................................................................................38
7.2 VENDOR RESPONSE TO DATA GOVERNANCE REQUIREMENTS ...............................................39
8.0 PROJECT MANAGEMENT AND ADMINISTRATION REQUIREMENTS ....................... 40
8.1 PROJECT MANAGEMENT ........................................................................................................41
8.2 CONTRACT MANAGEMENT.....................................................................................................45
8.3 QUALITY MANAGEMENT .......................................................................................................50
8.4 PERFORMANCE MANAGEMENT ..............................................................................................52
8.5 CHANGE MANAGEMENT ........................................................................................................54
8.6 MODIFICATION HOURS ..........................................................................................................57
8.7 MAINTENANCE MANAGEMENT ..............................................................................................58
8.8 TESTING .................................................................................................................................61
8.9 INFRASTRUCTURE ..................................................................................................................65
8.10 SYSTEM COMPLIANCE AND SECURITY ...................................................................................67
8.11 CONTINUITY OF OPERATIONS.................................................................................................75
8.12 DOCUMENTATION ..................................................................................................................77
8.13 REPORTING ADMINISTRATION ...............................................................................................81
8.14 COMMUNICATIONS .................................................................................................................83
8.15 TRAINING ...............................................................................................................................84
8.16 HELP DESK AND SUPPORT......................................................................................................88
9.0 MODULE SOLUTIONS ............................................................................................................... 91
9.1 OVERVIEW .............................................................................................................................91
9.2 APPROACH .............................................................................................................................95
9.3 MODULE 1: ENTERPRISE DATA WAREHOUSE SOLUTION .......................................................95
9.4 MODULE 2: DATA ANALYTICS AND REPORTING SOLUTION .................................................120
10.0 CUMULATIVE LIABILITY CAP ............................................................................................ 142
11.0 VALUE-ADDED SERVICES AND FUNCTIONS ................................................................... 142
12.0 CONTRACT TERMS AND CONDITIONS ............................................................................. 143
12.1 STANDARD TERMS & CONDITIONS AND CONTRACT ............................................................143
12.2 MODIFICATIONS OF CONTRACT ............................................................................................143
12.3 BUSINESS ASSOCIATE AGREEMENT .....................................................................................143
12.4 PAYMENT TERMS AND SCHEDULE .......................................................................................144
12.5 STAFFING RATE CARD .........................................................................................................144
12.6 SERVICE LEVEL AGREEMENTS .............................................................................................144
12.7 PERFORMANCE PENALTIES...................................................................................................144
12.8 INDUSTRY STANDARDS ........................................................................................................147
12.9 CORRECTIVE ACTION PLANS (CAPS) ..................................................................................147
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12.10 LIQUIDATED DAMAGES ........................................................................................................148
12.11 USE OF SUBCONTRACTORS ..................................................................................................148
12.12 OFF-SHORE SOURCING ........................................................................................................148
12.13 LOBBYING ACTIVITY CERTIFICATION ..................................................................................148
12.14 SPECIAL CONSIDERATIONS FOR CONFLICT OF INTEREST ......................................................148
12.15 CHANGES IN LAW ................................................................................................................149
13.0 PROPOSAL PROCEDURE AND INSTRUCTIONS .............................................................. 149
13.1 CALENDAR OF EVENTS ........................................................................................................149
13.2 VENDOR QUESTIONS AND CLARIFICATIONS .........................................................................150
13.3 INTENT TO RESPOND ............................................................................................................151
13.4 PROPOSAL RESPONSE ORGANIZATION AND CONTENT .........................................................151
13.5 FORMAT OF PROPOSAL RESPONSE .......................................................................................151
13.6 COST PROPOSAL ..................................................................................................................153
13.7 ESUPPLIER PROPOSAL SUBMITTAL .......................................................................................158
13.8 ALTERNATIVE METHODS OF PROPOSAL SUBMISSION ..........................................................159
13.9 INCURRING COSTS ...............................................................................................................163
14.0 SELECTION AND AWARD PROCESS................................................................................... 164
14.1 PRELIMINARY REVIEW AND ACCEPTANCE OF PROPOSAL .....................................................164
14.2 EVALUATION CRITERIA .......................................................................................................164
14.3 METHOD OF AWARD ............................................................................................................164
14.4 RIGHT TO REJECT PROPOSALS .............................................................................................166
14.5 BEST AND FINAL OFFER (BAFO) .........................................................................................166
14.6 VENDOR REFERENCES .........................................................................................................167
14.7 SUPPLIER DIVERSITY ...........................................................................................................167
14.8 INTENT TO AWARD NOTIFICATION .......................................................................................168
14.9 PROTEST AND APPEALS PROCESS .........................................................................................168
14.10 CMS APPROVAL OF EXECUTED CONTRACT .........................................................................169
15.0 REQUIRED FORMS AND ADDITIONAL DOCUMENTATION ........................................ 170
15.1 REQUIRED FORMS ................................................................................................................170
15.2 DISCLOSURE STATEMENTS ...................................................................................................170
15.3 FINANCIAL STATEMENTS .....................................................................................................171
16.0 DEFINITIONS, GLOSSARY, AND ACRONYMS .................................................................. 173
16.1 DEFINITIONS/GLOSSARY ......................................................................................................173
16.2 ACRONYMS ..........................................................................................................................178
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SCHEDULES
SCHEDULE 1 – VENDOR CHECKLIST
SCHEDULE 2 – COST WORKBOOK
SCHEDULE 3 – VENDOR QUESTION SUBMITTAL SHEET
APPENDICES
APPENDIX A – CONTRACT PAYMENT SCHEDULE
APPENDIX B – DELIVERABLES
APPENDIX C – KEY STAFF QUALIFICATIONS
APPENDIX D – PERFORMANCE PENALTY STARTING STEPS
APPENDIX E – BASE CONTRACT TEMPLATE
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1.0 INTRODUCTION
1.1 Purpose and Scope of the Request for Proposal
The Wisconsin Department of Health Services (DHS), Division of Medicaid Services (DMS), through
its Bureau of Strategic Sourcing (BSS), has issued this solicitation to establish a Contract with an
experienced Supplier to develop and maintain an Enterprise Data Warehouse (EDW) and provide Data
Analytics and Reporting (DAR).
A. The EDW & DAR Supplier must meet DHS’s operational and analytical needs as follows:
1) The EDW & DAR Supplier solutions need to support the Department’s vision of transitioning
from legacy monolithic applications that are engineered with data silo methodologies to an
evolved enterprise approach that establishes a centralized EDW & DAR and business
intelligence platform. The EDW & DAR modules will create a single source of truth to support
all Medicaid business processes and allow for timely and consistent enterprise reporting.
2) The EDW & DAR Supplier solutions must support information management capabilities that
support the MITA framework and guidelines, including advancement, and of MITA 3.0
Information Architecture capabilities, and DHS Enterprise Data Management objectives as
outlined in the Enterprise Data Architecture & Management Strategy Assessment (EDAMSA)
report, which includes:
a. Employing a Data Domain Design (DDD) technique that advocates modeling on the reality
of organization and the operational processes they use in regard to managing multiple data
sources.
b. The EDW & DAR supplier will support the Department’s transition to an Enterprise
Conceptual Data Architecture that will include:
(1) Enterprise-wide standardization of data to ensure that shared information will be
consistent among all system services and modules across all programs.
(2) A comprehensive plan to address ongoing system and data governance.
(3) A federated standard data model to take advantage of emerging modular systems and data
standards adopted by the MITA framework.
(4) Metadata repositories (data dictionary) that can be reused and modified to further
integrate systems and information.
3) The EDW must be capable of evolving to support new technology and program requirements
such as new data subjects, sources, tables, and dimensions. EDW must provision data to allow
for data visualization, advanced analytics, data preparation, and self-service data access.
B. DHS also seeks proposals for enhancements to improve existing services, functionality, and
capabilities, including:
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1) Reducing duplication of effort and data storage and store information in common data tables to
leverage/utilize for various business and customer needs. DHS understands this will encompass
re-architecting, design, indexing, partitioning and applying efficiencies to ensure acceptable
response times of data query results.
2) EDW Specific:
a. Achieve Long-Term Care (LTC) integration of data and tools
b. Move toward enterprise model and eliminate unnecessary redundancy
c. Create and implement Uniform Standards
d. Support data governance management and processes
e. Expand data sets available and consumed from existing data sources
f. Implement role based security
g. Improve monitoring and optimization
3) DAR Specific:
a. Unique data analytics and reporting module
b. Include more robust and predictive data analytics and reporting
c. Include visual and GEO Analytics
C. Phased Approach – As detailed in RFP Sections 4.1 and 8.1, DHS envisions a multi-phase approach
to implementing EDW functionality. This phased approach will allow DHS to incorporate additional
enterprise data sources while enabling realization of the modular solutions benefits sooner.
Following is a summary of the anticipated Design, Development, and Implementation (DDI) phases:
Phase I: Conversion of existing data and addition of new sources - All data from the current
data warehouses being replaced with this procurement will be converted into the new EDW. For
a list of the existing data sources please reference PLD012 – External system interface
information, subsystem identified as DSS-Data Warehouse on the Procurement Library web
page.
Phase II: Integration of Long Term Care data - Data from the Long-Term Care (LTC)
programs added to the MMIS as the result of Enhancement activities will be integrated, modeled,
and made available for users.
1.2 Background/History
DHS is the single State agency responsible for administering the Medicaid and Children’s Health
Insurance Programs in Wisconsin. DHS is also responsible for multiple related social service programs
and services including long-term care, substance abuse, mental health and public health, facility
regulation and licensing, and nutrition assistance programs such as FoodShare and Women and Infant
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Children (WIC). Current DHS program information and population data can be located within the
Procurement Library at https://www.dhs.wisconsin.gov/business/mes/index.htm.
Wisconsin’s Department of Health Services (DHS) has an annual benefits budget of approximately
$9 billion, serving more than 1 million Wisconsin residents who are elderly, disabled, or have low
income. Approximately 74,000 providers support the program, with 41 million claims processed
annually. DHS’s Medicaid Enterprise System (MES) objectives include promoting an enterprise view of
program support, integrating Public Health outcomes and data (e.g., vital statistics, immunization
information, disease information and patterns) to achieve integrated health outcomes in DHS
administered programs and services member community, aligning the DHS IT architecture with
Medicaid Information Technology Architecture (MITA), and bringing the benefits of health information
technology to the Medicaid program. To achieve these goals, DHS will need to improve and align
DHS's data and its data architecture by following these high-level, MITA-based strategies:
a. Evaluate and pursue emerging technologies as appropriate to ensure that the DHS workforce remains
productive, nimble, and responsive to changing needs.
b. Evaluate potential IT investments with an enterprise perspective, seeking where possible to leverage
investments to avoid silos and redundant expenditures and instead maximize the return on
investments and seek broader, integrated solutions.
c. Employ the “Build Once, Reuse Often” strategy, where application and data strategies and designs
will, when feasible, follow a component-based, Service-Oriented Architecture, resulting in solutions
being built once, reused often and maintained easily over time.
d. Establish and evaluate IT plans and investments within the framework of the MITA, in order to
promote coordination and enhance prospects for maximizing Federal funding and standardize
processes.
e. Manage information as a strategic Enterprise-Wide resource, using best practices in data
management, application design, security and integration.
DHS is preparing for the increasing number of healthcare reform initiatives and modernization projects
taking place over the next several years. To plan and manage for these future changes, the State of
Wisconsin has undertaken several projects, including the MITA State Self-Assessment (MITA SS-A),
this solicitation, and subsequent modular services solicitations scheduled in future years. DHS will take
advantage of these projects to shift toward a model that continually improves and modernizes the
Wisconsin Medicaid Enterprise and achieves the MITA capability goals over the next three-to-five
years.
DHS will strategically and incrementally modernize and modularize the MMIS through planned
solicitations. DHS has identified targeted functionality that will be carved out of the current MMIS and
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modernized as stand-alone Modules to improve the current system over the seven-year modernization
period. This MES procurement strategy includes the following planned solicitations:
The MMIS Takeover, Enhancements, and Operations Component involves successful continuation
of all systems and services. DHS will implement several Enhancements to the current contracted MMIS
services during and after the Takeover period, with sequential replacement of specific Modules and
components over the course of the project. Enhancements are improvements to services, functionality, or
capabilities within the current MMIS. As Enhancement Components are implemented into the MMIS
system, DHS may consider carving out additional Modules to achieve its overall business goals.
The Independent Verification and Validation (IV&V) services will provide DHS a well-defined
standard process for examining the organizational, management, and technical aspects of a project to
determine the effort's adherence to industry standards and best practices, identify risks, and make
recommendations for remediation, where appropriate. The IV&V Supplier will comply with and support
all Federal requirements defined in 45 CFR Part 95.626 and independently test and attest that
Deliverables meet requirements.
The Enterprise Project Management Office (E-PMO) services will provide DHS with Wisconsin
Medicaid Enterprise Architecture and System knowledge, expertise, leadership, consulting, and support
as the MMIS is transitioned from the current single-system state to a multi-system integrated,
interoperable, and modular state. As the MMIS is being transformed, DHS recognizes that analysis and
decisions will need to be made in regard to how existing business services and the data, applications,
and technology are leveraged to support those services that will be impacted.
The Technical Advisory Services (TAS) will provide DHS with enterprise architecture, data and
systems governance, and systems integration expertise. As the MMIS is being transformed DHS
recognizes that analysis and decisions will need to be made in regard to how existing business services
and the data, applications, and technology leveraged to support those services will be impacted.
The System Integration (SI) Services will be responsible for ensuring a comprehensive, end-to-end
solution results from future Modules and Enhancements working together to provide complete business
functionality. The System Integration services will be the single point of accountability as the systems
are implemented, configured, and maintained. DHS is currently planning to procure System Integration
services as a separate contract from the Takeover, Enhancements, and MMIS Modules contracts.
The Modules are planned collections of MMIS business functionality and processes that can be
implemented through a collection of IT and services. Any proposed IT functionality can reside in any
physical location and is a grouping of capabilities that will be implemented, tested, and certified as a
single group of capabilities. These MMIS Modules will then represent a contractual carve-out from the
MMIS contract that can be easily replaced in the future at lower risk, cost, and duration. The intended
structure for the Module RFP(s) should allow for easy separation of Modules to promote broad
competition from systems and services Vendors and to allow for the flexibility of contracting additional
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Modules at a later date. In order to provide Vendors a reference point for the magnitude and scope of the
planned Modules, the following table provides a brief overview of the anticipated Modules.
Table 1: Module Descriptions
Module Description
Module 1:
Enterprise Data
Warehouse
This Module will include the hardware and software that provides the functionality
and infrastructure needed to support the data analytics, program integrity, and
information management needs of the Medicaid program. This Module will include
the data model and structure to be loaded to the Medicaid data center, which is
necessary to support the data analytical needs of DHS.
Module 2:
Data Analytics and
Reporting
This Module will include the business services, software tools, and program
integration necessary to support user access to DHS-required data analytics.
Functionality will include predictive modeling, business intelligence, dashboards, and
reporting.
Module 3: Program
Integrity
This Module will provide the functionality to support identification and reduction of
fraud, waste, and abuse. The Module is to be the primary collection point of program
integrity information and will support the communication and sharing of program
integrity data/utilization review data across the Wisconsin Medicaid Enterprise.
Module 4: Pharmacy
Pricing Consultation
This Module will provide the services and any functionality necessary to provide drug
reimbursement pricing support, as well as cost and rate scenario support for decision
making.
Module 5: Pharmacy
MTM
This Module will provide Pharmacy Medication Therapy Management (MTM) services
and any functionality necessary to provide medication-related action planning, as well
as electronic document management.
Module 6: Enrollment
Services
This Module will provide capabilities and functions for plan assignment, plan details,
plan-specific information, and plan counseling. It must enable plan maintenance and
monitoring.
Module 7:
Member Services
This Module will contain all current capabilities and functions for Member-related
document processing for all integrated programs, including waiver services. This
Module will include Member call center services and operational support for eligibility
determination management.
Module 8:
Care Management
This Module will include systems and services to support integrated Long Term Care
(LTC) program care management functions. Member care management functions
include documentation of Member outcomes, development of individual service
plans, creation of Member service authorizations and data necessary to support
quality and reporting needs for LTC programs.
DHS will preclude vendors awarded contracts for the MMIS takeover and enhancement RFP and
Module RFPs(s) from consideration for award of the IV&V, TAS, and SI services contracts.
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1.3 Current Contracts
DHS currently contracts with several Suppliers to provide services that complement or supplement the
MMIS contracted systems and services provided by the current MMIS and Fiscal Agent Services
Supplier, DXC Technology. Table 2: Current Contracts presents a list of these contracts, the services
provided, and the contract start and end dates.
Table 2: Current Contracts
Contract (Module Service) Supplier Start Date End Date
MMIS and Fiscal Agent (FA)
Services DXC Technology 11/10/18 10/31/23
Decision Support System, Medicaid
Data Warehouse, and Data Analytics DXC Technology 11/10/18 10/31/23
Program Integrity (Fraud and Abuse) DXC Technology 11/10/18 10/31/23
Pharmacy DXC Technology 11/10/18 10/31/23
Enrollment Services
Maximus
AND
Aging and Disability Resource
Centers
4/1/18
Annual
8/31/22
Annual
Member Services
DXC Technology
AND
Wisconsin Physicians Service
Insurance Corporation
11/10/18
2/26/15
10/31/23
4/4/19
Care Management MicroPact 1/1/16 12/31/19
Fraud Data Analytic Services LexisNexis 1/31/17 1/31/20
The MMIS and FA Services contract includes requirements for modularization, and requires the current
supplier to work collaboratively with DHS and other DHS suppliers during the carve out and
implementation of modules.
1.4 Current Environment
Medicaid Decision Support System. The Wisconsin Medicaid Decision Support System (DSS) is a
data repository that allows the Department of Health Services (DHS) and external partners to generate
reports and conduct complex analysis of program data. There are two (2) DSS Data Warehouses, one
that was developed with internal users in mind to assist with DHS, Supplier staff, and other Agency
needs, called the Medicaid Data Warehouse (DW) and one that was developed with internal and external
users in mind, called the LTCare Data Warehouse (LTC DW).
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Medicaid Management Information System (MMIS) and Fiscal Agent Supplier. The Medicaid
Management Information System (MMIS) and Fiscal Agent supplier (a) host the DSS Development,
User Acceptance Testing (UAT), and Production Databases and (b) provide Analytical Services by
conducting data analysis utilizing business intelligence tools and preparing reports and presentations for
DHS program staff. Financial and statistical reports are generated within MMIS’ systems and
subsystems, including Management and Administrative Reporting (MAR), Decision Support System
Surveillance Utilization and Review (SUR), and Transformed Medicaid Statistical Information System
(T-MSIS).
SAP Business Objects. DHS utilizes SAP BusinessObjects to view, sort, and analyze financial and
healthcare Medicaid data from the DSS/DW. BusinessObjects is also used by DHS to pull data sets for
analysis with Structured Query Language (SQL), SAS, Tableau, Microsoft Excel, and other business
intelligence tools.
Data Types and Sources. The Medicaid DW stores data from multiple data types, including relational
database files and mainframe-based files. Data sources include claims, encounter, drug, financial, prior
authorization, non-emergency medical transportation, provider, recipient, third party liability, estate
recovery, surveillance utilization and review, and immunization. LTC DW includes the following
sources of data: IES, Nursing Home, Functional Screen, PPS, HSRS, enrollment and eligibility
(CARES), Public Health, DPI, DWD, Federal, and References (FDB). Please reference PLD012 –
External system interface information, subsystem identified as DSS-Data Warehouse, on the
Procurement Library web page for a list of the existing data sources.
User Access and DSS Size. Please reference PLD031 – EDW & DAR Procurement Library documents
on the Procurement Library web page for current user access and DSS size information.
The DSS approach has followed business/program needs of the time. The Medicaid DW was developed
with internal users in mind to assist with data needs for DHS and Supplier staff and potentially other
agencies. In contrast, the LTC DW was developed with internal and external users in mind, therefore a
role based security approach was implemented within the initial Encounter Data Mart and continued to
be utilized throughout ensuing LTC DMs. This is a fundamental difference along with the
design/architecture. LTC followed a Kimball approach where Medicaid DW did not. However, some of
the current Medicaid DW DMs now resemble this type of approach. Both Data Warehouses (DWs) have
an Oracle Database and share hardware resources. Since these separate DWs were built for different
Divisions and business needs there is duplication and unnecessary redundancies. The Divisions have
recently been integrated and therefore there is collaboration to be more efficient in the decisions and
vision of DSS going forward. Please reference PLD031 – EDW & DAR Procurement Library
documents on the Procurement Library web page for more information on Wisconsin Medicaid’s current
DSS and DW environment.
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1.5 Contract Term
The Contract shall be effective on the date indicated on the purchase order or the execution date of the
accompanying Contract and shall run for five (5) years from that date, with an option by mutual
agreement of the agency and the Supplier, to renew for five (5) additional one-year terms.
1.6 Number of Contracts
DHS intends to award a single Contract for the services required in this solicitation. However, the
Supplier(s) shall not have exclusive rights to provide all services covered under the Contract during the
term of the Contract(s) or any extension thereof.
1.7 Procurement Manager
From the date of release of this RFP until award, all contacts with State of Wisconsin personnel
regarding this RFP shall be made through the DHS Procurement Manager, Greg Smith via email only at
[email protected]. Include RFP S-0633 DMS-19 in the subject line.
No phone calls, emails or other correspondence to other State staff regarding this procurement are
permitted during the procurement process unless otherwise noted in writing as required as part of the
solicitation process. Violation of these conditions may be considered sufficient cause for automatic
rejection of a Proposal. All oral communications are unofficial and non-binding on the State. Proposers
shall rely only on written statements issued by the Procurement Manager.
Vendors who hold a current Contract with DHS may continue to communicate with the appropriate
Contract Administrator regarding the performance of that current Contract.
1.8 eSupplier Registration
Registration on the State of Wisconsin’s eSupplier System (https://esupplier.wi.gov) is available free of
charge to all businesses and organizations. By registering on eSupplier, a Vendor may register for a
Vendors list for any commodity or service the Vendor is interested in providing to the State. The
eSupplier System also provides automatic email notification each time a State Agency, including the
University of Wisconsin System campuses, posts a solicitation with an estimated value over $50,000 in
their designated commodity and/or service area(s).
Only registered Vendors with a valid email address at the time solicitation is posted will receive email
notifications of amendments. Vendors who obtain the solicitation from a third party, through the State of
Wisconsin Public Notices website, or by any other means assume the responsibility for checking for
updates to the solicitation.
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1.9 Reasonable Accommodations
The Department will provide reasonable accommodations, including the provision of informational
material in an alternative format for qualified individuals with disabilities upon request. If a Vendor
needs accommodations at the outset of this solicitation process, please contact the Procurement
Manager.
1.10 RFP Expectations
DHS is looking for proposal responses that are highly focused on the DHS requirements and are tailored
to the specific needs of DHS as outlined within this RFP. DHS expects Vendors to propose innovative
and actionable solutions that provide the greatest value to MES Stakeholders while clearly articulating
the resulting efficiencies that will be gained. The Vendor’s proposed solutions must also support
continuous and ongoing quality improvement and optimization of all services and systems throughout
the resulting Contract period.
To realize these improvements, Vendors must demonstrate and present a cohesive and comprehensive
understanding of global project and Contract management principles that set the foundation for a
collaborative, communicative, and transparent relationship between DHS and the Supplier.
DHS recognizes that Vendors currently support and may propose COTS and SaaS based products as part
of their proposed solutions. Vendors must clearly describe any solution unique impacts and alternatives
to meeting the requirements of this RFP and resulting Contract.
To provide greater insight into the current and future environments and aid in developing proposal
responses, DHS is providing Vendors access to a Procurement Library as part of this solicitation to
supplement the information contained within this RFP. Vendors retain responsibility for accessing,
reviewing, and incorporating all information provided into proposal responses. Please reference PLD031
– EDW & DAR Procurement Library documents on the Procurement Library web page.
1.11 RFP Conventions
The following conventions are used in RFP Sections 3.0 through 11.0:
R-### denotes a requirement that will carry forward into the resulting contract. The
requirements are consecutively numbered throughout the entire RFP. For example, there is only
one requirement numbered R-001. There are 639 requirements, total.
P-### denotes a prompt to which Vendors should respond in their proposal. The prompts are
consecutively numbered throughout the entire RFP. For example, there is only one prompt
numbered P-001. There are 214 prompts, total.
See also RFP Section 13.4 Response Organization and Content. A searchable PDF version of the RFP is
included with this solicitation to more easily locate the requirements and prompts.
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1.12 Incorporation of RFI Comments
On May 15, 2018, DHS issued a Request for Information (RFI) to obtain Vendor input on the draft
EDW & DAR RFP and Contract Template. DHS received over 450 comments from eleven (11) Vendors
and has incorporated feedback received into this final RFP and Contract Template. DHS will not
respond to questions related to the RFI or the changes that have been incorporated into the final RFP and
Contract Template.
Following is a summary of the substantive changes that were made to the draft EDW & DAR RFP:
1) Implementation Phases III and IV – removed phase III and IV from the scope of the RFP. DHS will
address new data sources as needed through separate projects when the business need is identified.
This changed also reduced the overall implementation timeline from 60 months to 36 months.
2) Key Positions – reduced the number of required key staff from thirteen (13) to four (4). DHS
modified the response prompts to allow Vendors to propose staff based on the RFP requirements.
Following are the remaining key positions:
a) Account Manager
b) DDI Manager
c) Data Analytics Reporting Manager
d) Data Warehouse Manager
3) Facility Requirements
a) Changed requirement for facility proximity from a 10 mile radius of the State Capitol to within
Dane County, Wisconsin.
b) Removed requirement to provide separate training room for 30 participants.
c) Removed requirement to provide dedicated meeting space for 20 participants.
d) Removed requirement to provide dedicated testing space for ten (10) participants.
4) Data Governance and Management – changed requirements to indicate that the Supplier will support
(instead of establish) DMS’s data governance and management policies and procedures.
5) Infrastructure Hosting – changed requirements to be more explicit that DHS will allow for a cloud-
hosted solution.
6) Security Standards – clarified the specific security standards that the EDW solution is required to
meet.
7) Return to Operations (RTO) – changed requirement from 1 hour to 48 hour RTO.
8) Documentation Repository – changed requirement to indicate that the Supplier will be required to
utilize DMS’s enterprise document management solution (EDMS) instead of creating an EDW
specific solution.
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9) Limitation of Liability – incorporated updated approach to allow vendors to propose a specific
liability cap and associated cost.
10) Value Added Solutions – incorporated new RFP section to allow vendors to propose solutions that
are not specifically requested with the RFP requirements sections.
11) Procurement Library – incorporated updated and additional information related to the existing
Medicaid Decision Support System (DSS) and Long-term care (LTC) Data Warehouse (DW).
Updates were made to the number of current users and the reports and extracts. Additional
information was included for the number of monthly help desk hours and a summary of current
projects.
Vendors may compare the draft and final versions of the EDW and DAR RFP and Contract Template to
review editorial corrections and other detailed changes that have been incorporated into the final RFP.
2.0 EXECUTIVE SUMMARY
Submit an Executive Summary to condense and highlight the contents of the Vendor’s Qualifications
and Experience (RFP Section 3.0) and Technical Proposal (RFP Sections 4.0 through 11.0) in such a
way as to provide DHS’s evaluators with a broad understanding of the entire proposal. The Executive
Summary should contain a concise overview summarizing the Vendor’s understanding of the
requirements of this RFP, the proposed schedule, qualifications of key personnel, and operational
structure for handling Maintenance and Operations responsibilities. The Vendors should emphasize the
most important features offered by the proposed approach and methodology. The Executive Summary
should conclude with a discussion of the corporate commitment to the performance of this contract,
taking into consideration the Vendor’s other commitments.
As part of the summary, include a table listing any Subcontractors which are intended to be used,
including their name, address, a brief description of services they will provide, and their DUNS number.
P-001 Submit an Executive Summary.
3.0 VENDOR QUALIFICATIONS AND EXPERIENCE
RFP Section 3.0 outlines the Vendor Qualifications and Experience DHS has determined a minimally
qualified Vendor will possess to fulfill the obligations of this RFP and resulting Contract.
Vendors may be required to furnish additional information supporting their capability to comply with
the conditions for submitting a response and fulfilling the Contract if receiving an award. Such
information may include, but not be limited to, a list of similar size and type projects the Vendor has
completed.
Before the award of any Contract, the Department shall be satisfied that the Vendor has sufficient
qualified resources available for performing the work described in this Proposal. Vendors are
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responsible to submit supporting documentation to the Department that indicates compliance to these
qualifications.
3.1 Vendor Qualifications and Experience Requirements
R-001 The Vendor, or Subcontractors proposed as part of the solution, has a minimum of two (2) or
more project contract/engagements, within the past seven (7) years from this RFP’s issue
date providing Data Warehouse and/or Decision Support system development and
implementation activities for a payer system or health care decision support system that
aligns with the scope of work of this RFP. Experience can be as a prime or subcontractor on
either public or private sector projects.
R-002 The Vendor, or subcontractors proposed as part of the solution, has a minimum of two (2) or
more project engagements, within the past seven (7) years from this RFP’s issue date
providing business intelligence or data analytic development and implementation activities
for a payer system or health care decision support system that aligns with the scope of work
of this RFP. Experience can be as a prime or Subcontractor on either public or private sector
projects.
R-003 The Vendor, or Subcontractors proposed as part of the solution, has a minimum of five (5)
years of experience, within the past seven (7) years from this RFP’s issue date, providing
Data Warehouse and/or Decision Support System operations and maintenance activities for a
payer system or health care decision support system that aligns with the scope of work of this
RFP. Experience can be as a prime or sub-contractor on either public or private sector
projects.
R-004 The Vendor, or Subcontractors proposed as part of the solution, has a minimum of five (5)
years of experience, within the past seven (7) years from this RFP’s issue date, providing
business intelligence or data analytic operations and maintenance activities for a payer
system or health care decision support system that aligns with the scope of work of this RFP.
Experience can be as a prime or Subcontractor on either public or private sector projects.
R-005 The Vendor, or Subcontractors proposed as part of the solution, has one or more data
conversions from an existing data warehouse into the Vendor's proposed EDW solution.
3.2 Vendor Response to Qualifications and Experience Requirements
P-002 Describe the qualifications and experience, including that of any Subcontractors proposed
as part of the solution. The description must include name of contract/engagement, length
(including renewals) of total contract/engagement, services provided and markets served
to support. Include evidence of compliance with the Vendor Qualifications and
Experience Requirements in RFP Section 3.1.
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P-003 Describe how the organizational structure, qualifications, and experience will meet the
requirements of this RFP over the length of the Contract.
4.0 PROJECT TIMELINE, PHASES, AND TASKS
RFP Section 4.0 Project Timeline, Phases, and Tasks outlines the overall project timeline DHS envisions
for the overall Module Implementation and Operation project. The project timeline is presented in a way
that allows Vendors to propose a specific and detailed schedule that outlines key milestones within the
confines of DHS’s overall timeline boundaries.
Inherent within this timeline, are the completion of identified key project phases and phase tasks.
Vendors are required to review these phases and tasks in the context of meeting all requirements
outlined throughout this RFP, while providing an integrated view and approach to completing the scope
of work for each phase or task.
In both proposing a project schedule within the confines of DHS’s overall timeline and detailing the
approach to completing the project phases and tasks, Vendors are expected to familiarize themselves
with the full scope of work and account for all objectives, goals, and requirements of this RFP.
Vendors must provide clear, comprehensive, descriptive, and cohesive solutions to meet the business
needs listed throughout this section. The Vendor is required to provide narrative responses that clearly
describe the proposed solution’s ability to meet the requirements as stated in this section and the
resulting Contract.
4.1 Overall Project Timeline
As part of the overall Wisconsin Medicaid Enterprise Systems (MES) procurement planning effort, DHS
has determined that to accomplish the MES modularity vision, DHS must limit the Design,
Development, and Implementation (DDI) Phase I to no more than twenty four (24) months in duration.
Furthermore, the DDI Phases must be incorporated into the Vendor’s proposed timeline and are not to
exceed three (3) years in total duration—two (2) years for Phase I and one (1) year for Phase II. The
EDW & DAR Overall Module Implementation and Operations Project timeline is as follows:
Project Tasks Duration Start Date End Date
Design, Develop, Implementation (DDI)
Phase I 24 months April 2020 March 2022
Operations Go-Live 1 month April 2022 April 2022
Parallel Processing Period 6 months April 2022 September 2022
Certification Task 42 months April 2020 September 2023
Operations (Initial Contract Term) Phase 60 months April 2022 March 2027
DDI Phase II 12 months April 2022 March 2023
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Project Tasks Duration Start Date End Date
Turnover and Closeout (Initial Contract
Term) Task 12 months April 2026 March 2027
DHS has worked extensively to plan a timeline that addresses resource limitations, project/program
policy dependencies, as well as CMS expectations. The above stated timeline encompasses the full
scope of work of this RFP, required by the Supplier and is inclusive of the following defined phases.
During each phase, the Supplier will be required to include all data sources indicated for that phase as
defined in RFP Section 9.0.
A. Design, Development, and Implementation (DDI) Phases
1) Phase I - Conversion of existing data and addition of new sources: Implementation of all
business and technical functionality outlined in RFP Section 9.0 and the conversion of all data
from the existing data warehouses. All business and technical functionality, along with the
required data, will be operational upon Operations Go-Live.
DDI Phase I will include a 6-month parallel processing period, starting with Operations Go-Live,
of the existing business and technical services being replaced by those procured under this
solicitation.
2) Phase II - Integration of Long Term Care data: Updates to business and technical functionality as
required to accommodate new data sources.
B. Operations Phase
1) Operations Go-Live: Official start, upon written notification from DHS, of the Operations Phase
upon completion and successful implementation of DDI Phase I.
2) Operations: Five (5) year period started upon Operational Go-Live, with five (5) one (1) year
optional Operations year extensions.
3) Certification Task: An Operational task focused on obtaining Federal certification within twelve
(12) months of Operations Go-Live. Refer to RFP Section 4.7 for more information on the
Certification Task.
4) Turnover and Closeout Task: An Operational task focused on preparing for the eventual closeout
of all Contract functions. This task includes work completed throughout the Contract period with
a considerable amount of activities occurring during the last Contract year of the Operations
phase.
DHS recognizes there may be efficiencies in overlapping DDI Phases I and II. For the purposes of this
RFP, Vendors may propose a timeline that overlaps these phases, but the scope of work for each phase
must be managed independently and separately, from both a work and cost perspective. The overall
proposed schedule and timeline solution must also account for DHS and MES Stakeholder resource
dependencies and needs for the completion of the DDI Phases, especially when considering the ongoing
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enhancements of the base MMIS as well as the modularization of the Medicaid Enterprise Systems
(MES).
DHS encourages Vendors, after reviewing and assessing the magnitude of the scope of work included in
this RFP, to propose alternative schedule approaches that may incorporate and utilize efficiencies not yet
considered by DHS. However, Vendors are cautioned to not calculate efficiencies that negate or
short-change the transition periods between project phases and milestones. DHS requires that the
Vendor’s plan/account for adequate periods of time to promote and support notifications, approvals and
close out activities of previous/current phases and milestones with DHS prior to the initiation of new,
dependent phases/milestones in the proposed schedule.
4.2 Vendor Response to Overall Project Timeline
P-004 Provide an overall proposed high-level schedule, represented as WBS or Gantt chart,
within DHS’s timeline constraints, for completing the scope of work and all project tasks.
All milestones, with descriptions, must be clearly identified in the timeline.
P-005 Identify and describe expected DHS and MES Stakeholder resource dependencies,
including duration and FTE, throughout the project schedule. Include any schedule
strategies employed to reduce dependencies upon DHS and other MES Stakeholders.
P-006 Describe proposed high-level overall approach for managing/monitoring the project
schedule and timeline for all planned project phases and milestones.
4.3 Design, Development, and Implementation (DDI) Phases Overview
a. At the most basic level, DHS views the Design, Development, and Implementation (DDI) Phases as
the process to implement and operationalize all business and technical functionality, including
integration of required data and data sources, as described in RFP Section 9.0 Module Solutions. As
outlined in Section RFP 4.1. Overall Project Timeline, DHS is pursuing a phased approach to DDI.
This phased approach focuses on delivering key functionality and data sources during the initial
phase to allow for the decommissioning of existing data, reporting, and analytics solutions.
The second phase focuses on building upon that foundation by integrating LTC data sources and
updating previously implemented functionality impacted by these new data sources. DHS views the
phased approach to DDI as necessary to achieve the goals of realizing modular solution benefits on a
faster timetable while still enabling further growth and reporting of enterprise data over a longer
time. Additionally, as the overall MES will be undergoing modularization, DHS has also outlined
the phased approach to DDI to spread out DHS and MES Stakeholder resource usage and to
eliminate resource conflicts with other MES initiatives.
b. Inherent in both DDI Phases is the expectation for a collaborative process of discovery among the
Supplier, DHS, and other MES Stakeholders. DHS views the discovery process as an opportunity to
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review the scope of work for each DDI phase, identify gaps or changes, and incorporate any changes
into the final approach and plan. This process must include reviewing all potential data sources to
identify the final scope of all data elements. Vendors must be mindful that DHS depends on the
EDW & DAR for ongoing day-to-day operations, In other words, since the modular solutions are
replacing existing systems and services, the Supplier must plan for adequate time and resources to
devote to discovery time periods to ensure that operations are not disrupted when new functionality
is implemented. Any unplanned disruption of data, data sources, and reporting will have a significant
operational impact on DHS and the MES Stakeholders.
c. While DHS views both DDI phases outlined as equally important and necessary to achieve ongoing
data, reporting, and analytical needs of the Enterprise, the initial DDI phase (Phase I) represents the
longest overall timeframe and will result in the implementation of all services and functionality
requested out of the modular solutions. Vendors must understand and accept that DHS will not
consider DDI Phase I to be complete until all RFP requirements have been successfully implemented
and certified. This is inclusive of the Supplier’s actualization of the ability to support and provide all
services during the Operation Phase. In addition, this phase will result in replacement functions and
services, along with the eventual decommission of existing data, reporting, and analytic services and
functions.
To enable a smooth transition, DHS has outlined a six (6) month parallel processing sub-phase,
considered part of DDI Phase I, of all existing functionality. The parallel processing sub-phase will
begin upon notification from DHS of Operational Go-Live. The DDI approach and plan must
include and account for the parallel processing sub-phase so that an operational readiness/soundness
review of all operations and systems can be completed to reduce disruptions caused by transitioning
to the new modular solutions. DHS expects that all deficiencies are to be accounted for, reported,
and corrected prior to the completion of the parallel processing sub-phase.
d. As part of the transition from the current data warehouse, reporting, and analytics solutions upon
Operational Go-Live, the Supplier will be required to convert identified data, reports, and analytics
artifacts from the current solutions into the Supplier’s new solution. To support this effort, DHS is
requiring the Supplier to develop a Conversion Plan Deliverable. With this Deliverable, the Supplier
will have responsibility for managing and executing data conversion activities associated with the
Overall Module Implementation and Operations Project. The Supplier will lead conversion strategy
sessions that include DHS and other MES Stakeholders in developing the comprehensive
Conversion Plan. This plan must include detailed tasks, assignments, deliverables, and objectives for
management of the current data, reports, and analytics products in DHS’s current solutions. The
Supplier will be required to execute the Conversion Plan Deliverable on a DHS-approved schedule
to facilitate Operational Go-Live.
e. Overall, the key to a successful DDI is a sound plan and approach for accomplishing all tasks within
the proposed schedule and timeline. DHS is looking for innovative solutions to accomplish the DDI
phase work in a manner that meets the overall goals of quality and timeliness, in addition to the
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goals outlined throughout this section. In developing the plan for each DDI Phase, Vendors are
reminded that the requirements outlined in RFP Sections 5.0 Facility Requirements, 6.0 Staffing
Requirements, 7.0 Data Governance, and 8.0 Project Management and Administration Requirements
are in effect from Overall Module Implementation and Operations Project initiation. Therefore, these
requirements must guide and govern the DDI Phase work.
f. The proposed DDI solution must clearly define each phase, including all planned work. DHS
recognizes there may be efficiencies in combining DDI phases but expects Vendors to propose
solutions that separately manage each phase. This will ensure that DHS can account for the expected
resource usage and plan the DDI efforts within the overall MES modularization effort.
g. In developing the DDI approach, the Vendor’s solution must also account for the transitions between
milestones within a phase and the transition across phases. This approach must include adequate
support to complete a milestone and/or phase in its entirety, and must include benchmarks and
measurements of the success or completion of a phase or milestone to enable these transitions.
Transitions between milestones and phases must also include processes for correcting deficient work
related the implementation of business or technical functionality. Overall, DHS expects Vendors to
build upon their experience implementing their solution, best practices, and industry knowledge in
developing a complete and sound approach to both DDI Phases.
RFP Section 4.4 Vendor Response to DDI Phases outlines the proposal response requirements related to
the DDI Phases.
4.4 Vendor Response to DDI Phases
P-007 Describe the proposed detailed and integrated DDI phase approach, including necessary
DHS and MES Stakeholder dependencies and assumptions based upon proposed
technical solution and DDI approach, for completing the DDI Phases of the project and
delivering all technical and business functionality upon Operational Go-Live. The DDI
approach must identify all Deliverables, staffing resources, tasks, and milestones and at a
minimum account for the following high-level tasks:
a. Discovery, requirements validation and analysis;
b. Design;
c. Development;
d. Conversion, including development and execution of the Conversion Plan
Deliverable;
e. Testing and validation, including UAT;
f. Training;
g. Implementation and Project Close-out.
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P-008 Provide the integrated detailed project plan and schedule for the DDI Phases.
P-009 Describe detailed approach for managing the project schedule and plan during the DDI
Phases.
P-010 Identify all subcontractual relationships and dependencies that will be used in the
proposed DDI Phases approach.
P-011 Describe detailed approach, including assumptions and dependencies, for undertaking
discovery during the start of each DDI Phase, accounting for the process to fully identify
and uncover all impacts related to the phase’s scope of work.
P-012 Describe detailed approach for managing the transition from the initial DDI Phase to the
Operations Phase, accounting for DDI Phase II during the transition.
P-013 Describe detailed approach to utilization of the parallel processing sub-phase, accounting
for the process and staffing approach to verify operational readiness/soundness and
remediate any deficiencies.
P-014 Describe detailed approach to analyzing, identifying, and implementing changes to
business and technical functionality during all DDI Phases for functionality previously
implemented.
4.5 Operations Phase Overview
a. Upon written notification of Operational Go-Live from DHS indicating all business and technical
functionality has been implemented to DHS’s satisfaction, the Operations Phase will begin. During
the Operations Phase, the Supplier will continue to provide and maintain all business and technical
functionality implemented and the operational services associated with that functionality. DHS
defines success at the highest level during the Operations Phase as optimal usage of all functionality
of the Supplier’s solution by all MES Stakeholders. An overall focus on quality services and
operations, built upon the expectation of customer service to enable the highest MES Stakeholder
satisfaction, must be inherent and actively present in an Operations Phase solution.
b. During the Operations Phase, the Supplier will be expected to have daily interactions with various
MES Stakeholders. The heart of the Operations Phase solution must include the management of this
interaction, including necessary reporting and communications. This interaction, and the overall
Operations Phase solution, must be built upon a flexible model that is focusing on meeting all
service and performance expectations, inclusive of evolving to meet Wisconsin Medicaid Enterprise
changes. The model must also place emphasis on the efficiency of operations, including workload
management to ensure MES Stakeholder needs are continuously being met.
c. As the Operations Phase includes both the business and technical functionality, the solution must
also account for continuously providing and maintaining the technical components and tools that
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support the Supplier’s overall modular solution, including the approach to modernizing and
upgrading these components as necessary to fulfill DHS’s operational objectives and requirements.
A key element of providing and maintaining the technical components includes ensuring all
functionality is available to MES Stakeholders, therefore the solution must account for ensuring
component availability. Should DHS find that MES Stakeholders cannot access the necessary
components, DHS will consider that the Operations Phase objectives and requirements have not been
met, requiring the Supplier to remedy the deficiency.
d. DHS recognizes the challenges of an Operational Phase inherent of a project of this scope and size
that a Supplier’s solution must adequately address. With the planned phased approach to the overall
project, the Operations Phase will certainly overlap downstream DDI efforts. DHS expects a solution
that addresses this overlap to ensure that each phase has the necessary oversight and resources to
address all phase requirements without hindering the progress of other phases. In addition, there is
added complexity to a successful Operations Phase due to the multi-Supplier, modular environment
DHS is pursuing for the Wisconsin Medicaid Enterprise. This environment will require close
collaboration and cooperation of the Supplier with DHS and other Suppliers to ensure successful
operations. The Operations Phase solution must account for operating within the currently defined
environment, and evolving to align with the Wisconsin Medicaid Enterprise as it matures and grows.
e. Throughout the Operations Phase, the requirements for Facility, Staffing, Data Governance, and
Project Management and Administration remain in full effect. The proposed Operations Phase
solution must account for these requirements as they provide the foundation upon which the ongoing
maintenance and operations of all business and technical functionality is provided. Overall, DHS
expects Vendors to build upon their experience operating and maintaining their proposed solution,
best practices, and industry knowledge in developing a complete and sound approach to the
Operational Phase.
RFP Section 4.3.1 Vendor Response to Operations Phase outlines the proposal response requirements
related to the Operations Phase.
4.6 Vendor Response to Operations Phase
P-015 Describe detailed approach and methodology, including necessary DHS and MES
Stakeholder resource dependencies, for managing the maintenance and operations of all
technical and business processes.
P-016 Provide all subcontractual relationships that will be used in the proposed Operations
Phase approach.
P-017 Describe detailed approach and methodology for operating in a multi-Supplier
environment.
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P-018 Describe detailed approach for continuously providing quality support and customer
service.
P-019 Describe detailed approach for performance management of technical and business
processes, including SLAs, during the Operations Phase.
P-020 Describe detailed approach for managing the Operations Phase during ongoing DDI
phase activities.
4.7 Certification Task Overview
a. DHS requires Federal certification of the modernized MES modules using the most current CMS
Medicaid Enterprise Certification Toolkit (MECT) criteria as a mandate to maximize Federal
funding for system operations under Chapter 11 of the CMS State Medicaid Manual (SMM). To
obtain Federal certification, the Supplier must plan to fully cooperate with DHS and its MES
Stakeholders, including all MES Suppliers whose products and/or ancillary services interface with
the modules.
b. A key component of obtaining Federal certification is developing solutions with an eye toward the
certification requirements. Suppliers must be familiar with the certification requirements and
propose solutions that align with these requirements. As part of the initial DDI Phase, the Supplier’s
approach must include continuous validation of the solution against these requirements to ensure
compliance.
c. The Supplier will develop, maintain, and follow a DHS-approved approach to obtaining certification
through the Certification Management Plan (CMP). This plan will outline roles and responsibilities
for all MES Stakeholders to ensure Federal certification is achieved. This CMP must account for the
Supplier’s involvement in capturing necessary data and information, training, preparing
documentation, and preparation for milestone reviews. All Certification Task phases and activities
must be encompassed within the plan.
d. As part of achieving certification, the Supplier will be responsible for identifying and satisfying all
the certification criteria, documents, data, and information requested by the Center for Medicare and
Medicaid Services (CMS) as required during the Federal certification process and activities. The
Supplier must ensure continuity in the staffing of the various business and technical operations
throughout completion during the Federal certification process and activities, including as required,
onsite or remote follow up to resolve any identified compliance issues relative to Federal
certification.
e. During the certification process, the Supplier must prove functional equivalence to the satisfaction of
CMS. This includes all artifacts, data, and/or information anticipated by CMS for the certification
review. These artifacts, data, and/or information include items such as the MECT checklists and the
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Seven Conditions and Standards (7 C&S). Further Certification Task requirements are indicated in
RFP Section 4.7.1 Certification Requirements.
4.7.1 Certification Requirements
R-006 The Supplier will collaborate with DHS to provide a CMP that describes the process the
Supplier will use to support CMS certification of a multi-Supplier, integrated,
Enterprise-Wide, Medicaid solution. The Supplier will remain current with changes made to
the certification requirements and update its plan accordingly. The CMP will include and
comply with the following:
a. All Federal certification requirements outlined in the State Medicaid Manual (SMM);
b. All gate review requirements as required by CMS under the Medicaid Enterprise
Certification Lifecycle (MECL) gate review process.
R-007 The Supplier will support Federal certification from the beginning of Phase I of the DDI
period.
R-008 The Supplier will support DHS in and throughout the entire CMS/Federal certification
process as it relates to the implementation of the EDW & DAR module.
R-009 The Supplier will provide architecture and design that complies with CMS 7 C&S to ensure
enhanced Federal funding.
R-010 The Supplier will provide an identified certification lead to support all certification activities
throughout the certification process.
R-011 The Supplier will provide subject matter expertise to answer questions or provide insight
during the certification process, including onsite, in-person interviews.
R-012 The Supplier will prepare all reports and documentation necessary for submission to CMS to
support all certification gate/milestone reviews.
R-013 The Supplier will provide source documentation and preparing certification folders that
include the EDW & DAR specific SMM and CMS required documentation, reports, and
crosswalks, MECL (Checklist) elements, and MITA capability supporting documentation.
R-014 The Supplier will prepare updated system documentation for submission to DHS and CMS
twenty (20) business days prior to CMS certification gate/milestone reviews.
R-015 The Supplier will provide both system and business operations staff to support DHS in the
completion of the EDW & DAR specific CMS-required certification checklists and required
MECT artifacts.
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R-016 The Supplier will provide an updated version of the systems documentation following CMS
gate/milestone reviews within twenty (20) business days following the completion of the
gate/milestone review.
R-017 The Supplier will update the data element dictionary following the EDW & DAR specific
CMS certification gate/milestone reviews within twenty (20) business days following the
completion of the gate/milestone review.
R-018 The Supplier will provide system access and/or a walkthrough of the Wisconsin facility and
operations, if required by DHS or the CMS certification team. DHS will provide the Supplier
with advanced notification of such a request.
R-019 The Supplier will prepare and develop cross-reference matrix of the EDW & DAR specific
required data elements for each certification gate/milestone review.
4.7.2 Vendor Response to Certification Requirements
P-021 Describe approach and plan, including necessary DHS and MES Stakeholder resource
dependencies, for meeting the EDW & DAR specific Certification Requirements and
successfully supporting CMS Certification for all components included in the scope of
work for this RFP.
4.8 Turnover and Closeout Task Overview
a. The Turnover and Closeout Task, which is part of the Operations Phase, demonstrates the Supplier’s
readiness to turn over, to DHS or a successor Supplier, the business relationship and operations and
fulfill and close out all the requirements of the Contract term or amendment(s). Both the Supplier’s
and DHS’s contractual engagement closure objectives benefit from turnover and closeout activities.
Contract turnover and closeout is essential for the timely execution of remaining contractual tasks
and to conduct a quality closeout process for DHS.
b. While most Turnover and Closeout activities occur during the end of a Contractual engagement or
amendment term, DHS views the ongoing management and maintenance of all Turnover and
Closeout requirements as essential to ensuring a seamless transition. Therefore, Vendors must
propose a logical work plan in this area that occurs throughout all phases of the Overall Module
Implementation and Operations Project. By requiring ongoing support of all requirements, DHS and
the Supplier will put forth a concerted effort to set the stage for the successful fulfillment and
completion of the entire Contract/amendment closeout process.
c. Inherent in Turnover and Closeout, is the expectation of the Supplier to maintain a collaborative and
cooperative relationship with DHS, as well as, any newly engaged Suppliers, while performing the
turnover and closeout services defined in this RFP. The Supplier will, upon DHS request and/or
beginning with the selection of a successor Supplier, provide continuous and comprehensive
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Turnover and Closeout support as indicated in the requirements in RFP Section 4.8.1 Turnover and
Closeout Requirements, to facilitate the closeout of any Contract or amendment.
d. The Supplier has the overall responsibility for the timely and successful completion of all tasks
associated with the Contract turnover and closeout. A successful Contract turnover and closeout is
defined by and inclusive of the requirements in RFP Section 4.8.1 Turnover and Closeout
Requirements, necessitating a cooperative working relationship/environment with DHS, MES
Stakeholders and other Suppliers to identify and coordinate predecessor and successor termination of
services’ dependencies for the current Contract’s business relationship.
e. The closeout of these services’ dependencies must be completed without interruption of business
operations, or quality of customer service, to DHS’s clients and other MES Stakeholders. Successful
reassignment of all business operations, maintenance, and support coupled with the timely
communication to DHS and its MES Stakeholders’ of the turnover and closeout activities are critical
to the success of the turnover effort. These turnover and closeout activities are outlined in the
requirements in RFP Section 4.8.1 Turnover and Closeout Requirements.
4.8.1 Turnover and Closeout Requirements
R-020 The Supplier will collaborate with DHS to provide a Turnover and Closeout Plan to DHS for
approval, and update the Turnover and Closeout Plan, at a minimum, on an annual basis.
R-021 The Supplier’s Turnover and Closeout Plan will detail the overall approach and high-level
tasks required to successfully transition operations of the Supplier’s solution to another entity
at the end of the Contract period or as the result of an amendment. At a minimum, the
Turnover and Closeout Plan will include the following sections:
a. Introduction and purpose;
b. Approach to and staffing matrix for transition;
c. Detailed turnover Project Plan;
d. Systems and Operations Training plan;
e. Procurement Library.
R-022 The Supplier will implement the DHS-approved Turnover and Closeout Plan within ten (10)
months of Contract/Amendment end date or as requested by DHS.
R-023 The Supplier will provide DHS with a Turnover Results Report, which will document
completion, and results of each step of the Turnover Plan no later than four (4) months
following DHS approval of the turnover of operations.
R-024 The Supplier will provide updates as indicated in the Turnover and Closeout Plan, as
requested approximately four (4) months prior to the end of the Contract, Contract
Amendment, or any Contract extension, for:
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a. Replacements for all data and reference files, computer programs, control language,
and system software;
b. All other documentation as required by DHS or its agent to run acceptance tests.
R-025 The Supplier will provide comprehensive turnover training to DHS, MES Stakeholders, and
the Successor Supplier(s) staff, as required for the successful adoption and operation of the
system and operational component(s) to the fulfillment of DHS’s obligations to its MES
Stakeholders, Wisconsin Medicaid Enterprise Suppliers, and operational users for delivery of
Medicaid and non-Medicaid programs.
R-026 The Supplier will provide training to DHS, its agents, and Successor Supplier(s):
a. Begin training DHS staff or its designated agent staff in the operation of the
components as requested, approximately six (6) months prior and completed at least
two (2) months prior to the end of the Contract or amendment closeout period;
b. Begin training Successor Supplier(s) staff at least four (4) months prior to the final
Contract or amendment closeout period, provided in a sequence and order that
ensures “just in time” knowledge transfer to the Successor Supplier(s) staff. Training
will be completed at least six (6) weeks prior to the Successor Supplier(s)
management and control of a component, service, or business area operation’s
function.
R-027 The Supplier will, at no cost to DHS, be responsible for and correct any defects introduced
by the Supplier prior to turnover or that were caused by lack of support at turnover, as may
be determined by DHS. The Supplier will provide a corrective action plan for all defects
identified by DHS.
R-028 The Supplier will submit Turnover and Closeout Corrective Action Plans within a timeframe
agreed upon between the Supplier and DHS based on the criticality and business impact of
the defect, no later than within twenty (20) business days of notification by DHS of a system
defect.
R-029 The Supplier will generate and provide all DHS-requested documentation and data for
inclusion into a procurement library within sixty (60) business days of DHS’s request as part
of the turnover and closeout activities.
R-030 The Supplier will cooperate with DHS and the Successor Supplier(s) for finalization of the
Supplier to Successor Supplier(s) staff transition plan.
4.8.2 Vendor Response to Turnover and Closeout Requirements
P-022 Describe high-level approach and plan, including necessary DHS and MES Stakeholder
resource dependencies, for meeting all Turnover and Closeout Requirements and
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completing a full and successful turnover and closeout of the Contract functions upon
Contract conclusion or upon an amendment to the Contract that reduces scope or terms.
Be sure to reference applicable Federal regulations and guidance included in
42 CFR434.10 and CMS State Medicaid Director Letter (SMDL) #18-005 as it relates to
reuse and the turnover of data, documentation, and solutions.
5.0 FACILITY REQUIREMENTS
a. To foster close collaboration with DHS and other MES Suppliers, the Supplier will be required to
maintain a facility within Dane County, Wisconsin to support Overall Module Implementation and
Operations Project initiation and start-up activities. The Supplier will be required to provide DHS
with a timeline and approach for transition from the temporary project space to the permanent
facility, if applicable.
b. DHS has outlined specific needs for onsite staff as indicated in RFP Section 6.0 Staffing
Requirements. These staff will be required to be located at the project office and transition to the
permanent facility in accordance with DHS-approved staffing plans. In addition to required staff
presence, Supplier functions performed at the Dane County facility may include any of the business
and technical functions outlined throughout RFP Sections 7.0 Data Governance, 8.0 Project
Management and Administration requirements, and 9.0 Module Solutions.
c. The Supplier may perform other Contract required functions, including computer processing, outside
the State of Wisconsin but within the Continental United States (CONUS). DHS must approve the
Supplier’s selected project office site(s) for all contractual functions. DHS anticipates that Supplier
staff will be collaborating with DHS and other MES Suppliers from numerous locations. DHS
expects that the Supplier’s overall solution include technology approaches that foster effective and
secure communication and collaboration among all MES Stakeholders.
d. All Supplier’s facility(ies) must meet the requirements of the applicable local, State, and Federal
building codes. The Supplier will be fully responsible for the lease/rent and/or purchase of the
required facilities, any design/build of all required configurations, and purchase/lease of all its
contents as part of the fulfillment of the awarded Contract.
e. The Supplier will limit access to all facilities, including storage facilities, and provide DHS with a
copy of the approved security plan and procedures for all facilities. Security from threats and hazards
at all Supplier project-based facilities, or other locations, that are used to manage the business
operations required by the resulting Contract must meet security guidelines specified in 45 C.F.R.
95.621(f). DHS reserves the right to perform on-site, physical security checks at its or CMS’s
discretion. The Supplier must notify DHS at least sixty (60) business days prior to any change in
project facility locations, or other locations that are utilized for the purposes of this Contract,
wherein DHS reserves the right to deny or postpone moves as it relates to the services performed
under this RFP.
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f. The Facility Requirements and Vendor responses are outlined in RFP Sections 5.1 and 5.2. Vendors
must provide clear, comprehensive, descriptive, and cohesive solutions to meet the business needs
listed throughout this section. The Vendor is required to provide narrative responses in this section
that clearly describe the proposed solution’s ability to meet the requirements as stated within this
section and the resulting Contract.
5.1 Facility Requirements
R-031 The Supplier will set up and begin operating project office space within forty (40) business
days after the Contract Execution date for use in project start-up and initiation activities.
R-032 The Supplier will provide a permanent facility for all project functions within the Dane
County, Wisconsin. All facilities will meet all State and Federal standards for health, safety,
fire, and disabilities as established, governed, and enforced by presiding bodies such as the
Occupational Safety and Health Administration, American Disabilities Act, and the U.S.
Access Board.
R-033 The Supplier will provide approved DHS staff access to the Supplier’s facility in all its
aspects, design developments, operation, and records of Suppliers and Subcontractors as
deemed necessary to determine whether the conditions of this Contract are being met and to
determine the efficiency, economy, and effectiveness of the technical and business operations
processes per 45 CFR 95.6.15.
R-034 The Supplier will provide approved DHS staff access up to twenty-four (24) hours a day,
seven (7) days a week (24x7), secured access to the Supplier’s facility.
R-035 The Supplier will prohibit performance of the Contract’s services outside the continental
United States.
R-036 The Supplier will enforce effective physical security measures for all proposed equipment,
sites, network components, processing areas, mailrooms, and storage areas used in providing
services to DHS. Physical security measures will include door access and camera monitoring.
The Supplier's proposed solution will perform all physical security functions at the Service
Location(s) and grant access to DHS and other DHS-authorized third parties to perform
assessments of all sites.
R-037 The Supplier will limit access to all facilities, including storage facilities, and provide DHS
with a copy of its security plan and procedures for all facilities. Security from threats and
hazards at all Supplier locations used to manage the technical and business processes
contained in this RFP will meet security guidelines specified in 45 C.F.R. 95.621(f). DHS
reserves the right to perform physical security checks at DHS's discretion.
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R-038 The Supplier will make available work space, as mutually agreed upon with DHS, at its Dane
County facility for DHS monitoring staff.
R-039 The Supplier will cooperate to provide all collaboration tools and unified communications
technologies (e.g., video conferencing, Webinars) and services required for optimal
performance of DHS, Supplier, and non-Supplier project staff.
R-040 The Supplier will collaborate with DHS to provide a Facilities Management Plan (FMP) for
DHS approval that, at a minimum, sufficiently addresses the challenges represented within a
multi-Supplier, integrated solution. The Supplier will notify DHS of any changes in the FMP
at least twenty (20) business days prior to the change and will comply with all DHS
recommendations and proposals. DHS will periodically conduct audits/evaluations at the
Supplier’s facilities for compliance to plans and any Federal or State regulations.
5.2 Vendor Response to Facility Requirements
P-023 Describe approach for meeting the Facility requirements throughout all phases of the
project, including the approach for any additional space or locations beyond requirements
needed for this RFP.
P-024 Describe approach and technical solution for fostering effective collaboration across all
project phases among Supplier staff, DHS, and other Suppliers across multiple Supplier
and non-Supplier facilities and locations.
P-025 Provide a diagram indicating all proposed facilities or locations where work will be
performed to support the Vendor’s proposed solution, including all infrastructure.
6.0 STAFFING REQUIREMENTS
a. DHS views staffing as a key component to the success of the Overall Module Implementation and
Operations Project. As such, DHS has outlined staffing requirements focused on named key staff
positions, required staffing positions with qualifications, and staffing management. Overall, the
required Staffing Management Plan is used to identify and manage named key project staff and other
positions required by DHS, as well as define the framework in which each business and technical
function is aligned and supported to meet DHS expectations throughout all phases of the project. The
Staffing Management Plan (SMP) must provide transparency in all aspects of staffing, to align with
DHS’s business needs as defined in the staffing requirements.
b. Project staff, including key positions, are critical to the overall success of the project. The Key Staff
table outlines the required and named Key Staff/Positions DHS views as minimally necessary to
support a proposed solution. Vendors must propose specific individuals for all required and named
listed Key Staff/Positions. The table outlines each position and the Overall Module Implementation
and Operations Project phases for which that position must be filled. A position’s phase requirement
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is indicated with an X. One individual may serve multiple phases if all job duties and responsibilities
are fulfilled for overlapping phases. Job descriptions and qualifications for each position listed are
incorporated as Appendix C – Key Staff Qualifications. As indicated in the Staffing Requirements,
some named, key staff positions are required to be onsite at the Dane County facility—either
full-time or part-time—as marked in the On-Site Requirement column in the Key Staff table. Those
positions with an X in this column must provide full-time onsite presence throughout the project in
accordance with the staffing requirements.
c. While these positions represent the minimal, required, named Key Staff/Positions that must be
included in a proposal response, Vendors may propose and include any additional Staff/Positions
deemed necessary to support the proposed solution.
Key Staff
Position DDI M & O
Period
On-Site
Requirement
Phase
I
Phase
II
Account Manager X X X X
DDI Manager X X X
Data Analytics Reporting Manager X X X X
Data Warehouse Manager X X X X
d. In addition to the named Key Staff/Positions, the overall proposed project staffing solution will be
essential to the success of the project, inclusive of having the right staff with the right qualifications
at the right time. Proposed solutions must allow for adequate management, staffing counts, and
staffing allocations to complete and implement all business and technical functions during the DDI
Phases, as well as to address the staffing needs to perform all Operations Phase tasks and activities.
The Supplier’s staffing solution must meet the evolved DHS business and system-based needs with
consistent, transparent, and focused efforts. A key to meeting these needs is a flexible staffing model
that provides access to the appropriate staff at opportune times as dictated by business and technical
needs. DHS is looking for staffing solutions that not only meet the essential staffing needs and goals
outlined, but also draws upon the Supplier’s industry expertise of building State specific,
comprehensive, and responsive staffing models that meet and exceeds expectations.
e. The Staffing Requirements are indicated in RFP Section 6.1 Staffing Requirements. Vendors must
provide clear, comprehensive, descriptive, and cohesive solutions to meet the business needs listed
throughout this section. The Vendor is required to provide narrative responses in this section that
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clearly describe the proposed staff ability to meet the requirements as stated within this section and
the resulting Contract.
6.1 Staffing Requirements
R-041 The Supplier will collaborate with DHS to develop, submit, and manage a SMP that provides
sufficient staffing to meet all requirements of this RFP for each phase of the Overall Module
Implementation and Operations Project through turnover and closeout and will include the
following:
a. The process for replacement of personnel in the event of loss of key personnel after
signing of the Contract, including DHS’s role in selecting the replacement key
personnel;
b. The approach and process to support succession planning for all staff and how the
Supplier will minimize disruptions to service and performance in the event of the loss
of staff;
c. Allocation of additional resources to the Contract in the event of inability to meet any
performance standard;
d. Replacement of key staff with qualifications and experience with new staff with
similar qualifications and experience;
e. Discussion of timeframes necessary for obtaining replacements;
f. Supplier’s capabilities to provide, in a timely manner, replacements and/or additions
with experience that meets the specific need of the project, activity, or task;
g. The training and onboarding method for bringing replacements/additions up to date
regarding the Wisconsin project over the course of the Contract;
h. Staffing requirements for turnover and transition to ensure continuity of operations
and that all knowledge transfer is completed to DHS and other Suppliers;
i. Corporate staff sourcing process, partners, and timeline.
R-042 The Supplier will provide DHS a revised and updated SMP for review and approval by DHS.
R-043 The Supplier will locate key staff onsite, as identified in the Key Staff Chart, at the Dane
County facility during the DDI Phases. Onsite during the DDI Phases is defined as at least
four (4) days a week, on a DHS-approved schedule, during core business hours of 9:00 a.m.
Central Time (CT) to 3:00 p.m. CT, excluding approved out-of-office time.
R-044 The Supplier will locate key staff, as identified in the Key Staff Chart, at the Dane County
facility during the Operations phase. Onsite during the Operations Phase is defined as at least
four (4) days a week, on a DHS-approved schedule, during core business hours of 9:00 a.m.
CT to 3:00 p.m. CT, excluding approved out-of-office time.
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R-045 The Supplier will include, as part of the SMP, an approach that locates some project and
support staff at the Supplier’s Dane County facility during the DDI phases that accounts for
DHS and Supplier’s project needs.
R-046 The Supplier will include, as part of the SMP, an approach that locates some project and
support staff at the Supplier’s Dane County facility during the Operations Phase that
accounts for DHS and Supplier’s project needs.
R-047 The Supplier will maintain a list, accessible to DHS, of all individuals associated with the
project, including all Supplier staff, Subcontractor staff, and any other entity that the Supplier
may employ to fulfill its contractual obligations. The contents of the list will provide the
following:
a. Individual’s name;
b. Position;
c. Business telephone number and business email address;
d. Physical location of work/residence;
e. Individual’s position, responsibilities;
f. Hours allocated, rate, and percent of time dedicated to the project.
R-048 The Supplier will maintain a DHS-approved Organizational Chart outlining their final staff
for each project or phase for DHS approval. The Organizational Chart will contain a graphic
depiction of the staff’s hierarchy and number of staff in each organizational group or unit.
R-049 The Supplier will provide DHS with named Key Staff for all positions indicated in the Key
Staff Chart. The Supplier is required to propose all named staff and ensure resources are not
over allocated across contracts.
R-050 The Supplier’s variable staffing solution will provide, at a minimum, 20,000 hours of data,
reporting, and analytic support per year of the Operations Contract to fulfill the services and
operations requirements outlined in RFP Section 4.5 as part of the base Contract. This
minimum staffing level does not include Key Staff.
R-051 The Supplier will provide a variable staffing solution that provides the experience and skill
sets necessary to complete DHS data, reporting, and analytic needs. The staffing solution and
associated experience and skill sets must account for DHS’s business and operational needs
and the Supplier’s proposed solution to support them.
R-052 The Supplier will provide access to the following staff roles, as requested by DHS, to fulfill
DHS’s data, reporting, and analytic needs.
a. Statistician;
b. Actuary;
c. Pharmacist;
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d. Data Scientist;
e. Research Designer;
f. Medical Doctor or Osteopath;
g. Healthcare Informatics Specialist;
h. Epidemiologist;
i. Licensed Clinical Professionals;
j. Medical Billing Specialist;
k. Medical Coder
R-053 The Supplier will provide a staffing solution that includes staff with industry business and
technology certifications that align with the Supplier’s proposed solution and DHS business
and operational needs.
R-054 The Supplier will provide DHS with staffing allocation plans as part of all new and ongoing
projects/tasks/activities subject to DHS review and approval.
R-055 The Supplier will provide DHS with comprehensive and integrated business and/or
operational plans, charts, and other supporting documents as required, all of which details the
Supplier’s intent and effort to meet all business and/or operational functionality.
R-056 The Supplier will provide DHS with resumes for Key Staff, as defined in the Key Staff table,
and meet the qualifications indicated in Appendix C – Key Staff Qualifications, who are
proposed and available for work within this engagement. Key Staff are subject to both initial
and ongoing approval of DHS.
R-057 The Supplier will ensure vacant Key Staff positions are filled within thirty (30) business days
of date of vacancy or obtain written approval by DHS for extended vacancies.
R-058 The Supplier will provide DHS twenty (20) business days or more advance notification and
obtain DHS’s prior written approval of any plans to change, hire, or reassign Key Staff. The
Supplier will bear the costs of changes, hires, or reassignment of Key Staff that are not
preapproved by DHS. The costs will be the sole responsibility of the Supplier until written
approval is received from DHS, including all costs incurred prior to DHS approval.
R-059 The Supplier will notify DHS within one (1) business day of the replacement, reassignment,
resignation, or termination of any staff directly supporting the awarded Contract.
R-060 The Supplier will ensure vacant Categorized Staff positions are filled within thirty (30)
business days of vacancy, within thirty (30) business days of DHS request for new staff or
positions, or obtain written approval by DHS for extended vacancies.
R-061 The Supplier will replace or reassign Key and Categorized staff assigned to the Wisconsin
account for cause at DHS’s request.
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R-062 The Supplier will hire qualified staff in accordance with the approved SMP. Staffing hires
that do not meet qualifications will be subject to modification of invoice payment.
R-063 The Supplier will cooperate with DHS and other Module Suppliers to develop an Integrated
SMP. Suppliers will be responsible to develop, submit, and manage all content specific to
individual Contracts.
R-064 The Supplier will conduct an initial criminal background check/investigation on all new hires
as well as conduct follow-up criminal investigations every two (2) years as necessary for all
assigned staff. The costs for the initial criminal background check will be the responsibility
of the Supplier. If DHS requests additional checks at two-year intervals, the cost will be
covered as a pass-through cost.
R-065 The Supplier will include, as part of the SMP, a DHS-approved process for notification and
further action to be taken if initial or ongoing criminal background checks reveal unfavorable
results. This process must account for flexibility based upon results returned in the
background check.
R-066 The Supplier will complete all DHS required trainings, both initial/on-boarding trainings and
annual refreshers, as requested by DHS.
R-067 The Supplier’s staffing solution will only include staff located within the continental United
States (CONUS).
R-068 The Supplier's staffing solution will maintain staff schedules for all off-site staff based upon
a Central Time Zone schedule.
R-069 The Supplier will ensure that all licensed staff maintain current licensure in their respective
fields with no State or Federal sanctions.
6.2 Vendor Response to Staffing Requirements
P-026 Describe approach and plan for project staffing, resourcing, transition, succession
planning, and staff replacements during DDI, including meeting all Staffing
Requirements. Include resumes for all proposed Key Staff, as defined in the Key Staff
table, under folder/tab 57 of your proposal.
P-027 Provide a staffing model with FTEs and organization chart that includes roles and
responsibilities for the DDI phase. Also include the positions proposed to meet R-053 in
Schedule 2 – Cost Workbook/Tab 6.
P-028 Describe approach and plan for project staffing, resourcing, transition, succession
planning, and staff replacements during the Operations Phase, including meeting all
Staffing Requirements.
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P-029 Provide staffing model with FTEs and organization chart that includes roles and
responsibilities for the Operations Phase, including the Certification Task and Turnover
and Closeout Task. Be sure to identify and include any solution specific nuances (e.g.,
COTS, SaaS) associated with the proposed staffing model.
7.0 DATA GOVERNANCE
a. Data Governance supports data management principles and guiding standards regarding the
availability, usability, integrity, and security of Enterprise data. The development of master data
management standards and principles, and the resulting solutions and structures to support them, will
ensure data quality encompasses clear, consistent formats/structures across all Wisconsin Medicaid
Enterprise solutions. These processes must be defined and enforced, offering a concise methodology
to manage how data is to be stored, archived, backed up, and secured to prevent corruption. Finally,
a set of controls and audit procedures must be put in place that ensures ongoing compliance with
State and Federal government regulations. Data Governance requires active and collaborative
participation from Suppliers in the planning and implementation of all standards and processes, in
consideration of the Enterprise Data Architecture and Management Strategy Assessment
(EDAMSA) recommendations. Ultimately, DHS views Data Governance as an ongoing, evolving
process and methodology that must mature in parallel with the MES, thereby requiring subsequent
reviews, revisions, and improvements to the originally proposed Data Governance standards and
processes.
b. The Data Governance Requirements are outlined in RFP Section 7.1 and Vendor responses are
outlined in RFP Section 7.2. Vendors must provide clear, comprehensive, descriptive, and cohesive
solutions to meet the business needs listed throughout this section. The Vendor is required to provide
narrative responses in this section that clearly describe the proposed solution’s ability to meet the
requirements as stated within this section and the resulting Contract.
7.1 Data Governance Requirements
R-070 The Supplier will support DHS to ensure data governance is executed in accordance with the
EDAMSA recommendations and DHS processes and standards.
R-071 The Supplier will collaborate with DHS to support a data governance structure, including
policies and procedures.
R-072 The Supplier will provide business process management capabilities necessary to implement
and support data management policies.
R-073 The Supplier will comply with the enterprise data quality and governance policies and
processes defined and approved by DHS.
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R-074 The Supplier will implement and support data management policies to support data quality
monitoring and improvement practices and procedures in collaboration with DHS.
R-075 The Supplier will collaborate and support DHS in the development and maintenance of
master data management standards.
R-076 The Supplier will implement DHS master data management standards and maintain
compliance as these standards evolve.
R-077 The Supplier will standardize data architecture from all sources in accordance with master
data management best practices and in alignment with DHS master data management
standards.
R-078 The Supplier will incorporate metadata quality feedback into data governance.
R-079 The Supplier will create, update and maintain clear and consistent formats for all Conceptual,
Logical, and Physical data models compatible with recognized State and Federal (including
CMS) data standards, guidelines, and architecture.
R-080 The Supplier will provide data management tools and capabilities to allow DHS to inspect
and resolve data quality issues in accordance to data governance standards and processes.
R-081 The Supplier will utilize data standards that will promote data consistency and enhanced
sharing through common data-access mechanisms.
R-082 The Supplier will support and maintain all historical reference data sets for historical records.
R-083 The Supplier will support data standards related to health care reference data sets (e.g.,
HIPAA, NDC, HCPCS, ICD10).
R-084 The Supplier will provide tools and capabilities to support DHS in data management
processes.
7.2 Vendor Response to Data Governance Requirements
P-030 Describe the approach to Data Governance and meeting all Data Governance
Requirements across all project phases, including necessary DHS and MES Stakeholder
resource dependencies, the expected availability of the functionality and processes
outlined in the requirements, and any changes in the approach as project phases change.
In describing the approach, Vendors must minimally include the following in the
response:
a. The process that describes how the proposed solution will be delivered, including
any standards or industry best practices that will be utilized.
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b. The staff that will be necessary to support the proposed solution, including the
level, frequency, and type (e.g., in person vs. remote) of engagement with DHS
and other MES suppliers and stakeholders. Resumes for staff that include their
experience and qualifications must be included in Tab 57.
c. The tools, as applicable, that will be necessary to support the proposed solution,
including any requirements for DHS and other MES suppliers and stakeholder to
access the tools.
8.0 PROJECT MANAGEMENT AND ADMINISTRATION REQUIREMENTS
a. Project Management and Administration activities are comprised of several key, administrative,
business areas, all of which establish a foundation to manage all project activities and tasks and work
together to fulfill DHS’s vision for the successful operation of the Wisconsin Medicaid Enterprise.
These business areas outline the business and administrative requirements that DHS views as key to
the success of all project phases.
b. The Project Management and Administration solution must be responsive to the overall complexity
of the project and operating within the multi-Supplier, modular environment that is the Wisconsin
Medicaid Enterprise. This solution must convey the framework, vision, and approach that, at a
minimum, incorporates services for initiating, planning, executing, monitoring, and controlling all
aspects of the project from the DDI Phases through Turnover and Closeout.
c. DHS expects an overall Project Management and Administration approach that adheres to
recognized industry standards and principles for both project management and quality control. The
Vendor’s proposed approach and methodology must embody the essence and directives derived from
these principles and standards, and apply them across the spectrum of the project as they relate to all
required project documents, plans, and deliverables.
d. The following Project Management and Administration areas include similarly grouped,
comprehensive requirements that relate to the overall project. The included business areas and the
related requirements within each are listed within each section. The Supplier is required to meet all
the requirements included as they are the framework under which all project activities and work is
governed. In meeting these requirements, Vendors are reminded that they are to be applied and
managed universally throughout the project timeline, phases, and work, unless explicitly amended
by DHS to fit or address a specific problem, issue, or failure.
e. Vendors must provide clear, comprehensive, descriptive, and cohesive solutions to meet the business
needs listed throughout this section. The Vendor is required to provide narrative responses in this
section that clearly describe the proposed solution’s ability to meet the requirements as stated within
this section and the resulting Contract.
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f. Each response in RFP Section 8.0 Project Management and Administration Requirements requires
the Vendor to describe the approach for meeting requirements across all project phases and for
ongoing operations and maintenance, including necessary DHS and MES Stakeholder resource
dependencies, the expected availability of the functionality and processes outlined in the
requirements, and any changes in the approach as project phases change. In describing the approach
Vendors must minimally include the following in the response:
The process that describes how the proposed solution will be delivered, including any standards
or industry best practices that will be utilized.
The staff that will be necessary to support the proposed solution, including the level, frequency,
and type (e.g., in person vs. remote) of engagement with DHS and other MES suppliers and
stakeholders. Resumes for staff that include their experience and qualifications must be included
in Tab 57.
The tools, as applicable, that will be necessary to support the proposed solution, including any
requirements for DHS and other MES suppliers and stakeholder to access the tools.
8.1 Project Management
Project Management establishes the foundation upon which a successful project is built. The Project
Management requirements support the Contract from initiation through closeout and must continuously
address the challenges represented within the multi-Supplier, integrated Wisconsin Medicaid Enterprise
solution. DHS envisions these defined areas as critical, foundational elements to a collaborative,
transparent, and fully engaged relationship with the Supplier, and as such, these areas must be fully
supported and maintained for a successful outcome.
8.1.1 Project Management Requirements
R-085 The Supplier will maintain a DHS-approved project management approach that supports
collaborative and consistent implementation of industry recognized and aligned project
controls and system development standards that will address the challenges represented
within a multi-Supplier, integrated Wisconsin Medicaid Enterprise solution.
R-086 The Supplier will adhere to all applicable Wisconsin Medicaid Enterprise-Wide integrated
project plans and Deliverables, as approved by DHS, which orchestrate and direct the
activities of all Suppliers engaged in work under the auspices of this RFP. The list of
deliverables and associated due dates are incorporated in Appendix B. Associated deliverable
requirements are listed within their respective business area within RFP Sections 4.0 through
8.0.
R-087 The Supplier will collaborate with all DHS internal/external partners and Suppliers to create,
maintain, update, and submit for DHS approval, coordinated, integrated Project Deliverable
documents which adhere to Industry Best Practices within required timeframes. The Supplier
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will review and update all Project Deliverables as necessary to address system changes or at
a minimum on an annual basis prior to the beginning of the Contract year.
R-088 The Supplier will obtain DHS approval for all Project Deliverables and adhere to the
following:
a. For each Project Deliverable the Supplier, will prepare and submit an Deliverable
Expectation Document (DED) that includes an outline and expected reviewers for
DHS review before a Project Deliverable is developed and submitted to DHS;
b. Conduct formal Project Deliverable reviews with DHS prior to receiving approval as
prescribed by DHS. DHS will provide input into all Project Deliverable designs and
contents;
c. Conduct, upon request by DHS, review meetings to clarify DHS findings on rejected
Project Deliverables;
d. Perform all revisions to Project Deliverables before the Project Deliverable is
resubmitted to DHS for subsequent review;
e. Meet accepted standards of practice adopted by DHS for final versions of Project
Deliverables and milestones;
f. Submit, at the discretion of DHS, interim Project Deliverables to DHS for their
advance review to promote schedule progress without resetting the Project
Deliverable schedule.
R-089 The Supplier will update and maintain all Project Deliverables as outlined within the
Deliverable-specific requirements in this and all RFP sections. As Modules are added to the
Wisconsin Medicaid Enterprise, DHS will require the Supplier to integrate Project
Deliverables with other enterprise Suppliers as requested by DHS.
R-090 The Supplier will deliver to DHS for approval a detailed Project Management Overview
document and organizational project portfolio that describes all PMO processes, policies,
procedures and ongoing project oversight and governance for both the Overall Module
Implementation and Operations project and individual maintenance and modification
projects.
R-091 The Supplier will adhere to industry standard project management principles, as proposed by
the Supplier and approved by DHS.
R-092 The Supplier will structure and follow a standard project management approach for planning,
organizing, and managing staff and activities throughout the life of all projects.
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R-093 The Supplier will ensure project management processes and procedures are flexible to
accommodate different sized maintenance and modification projects throughout the life of
the Contract.
R-094 The Supplier will include project risk and issue management processes as part of their project
management approach.
R-095 The Supplier will include budget management processes as part of their project management
approach.
R-096 The Supplier will use MS Project management software that aligns with versioning used by
DHS, for managing analysis, configuration, and deployment of projects that support
ISO/IEC/IEEE 16326:2009 and ISO 21500:2012 standards..
R-097 The Supplier will collaborate to build and maintain as part of the Project Management
Overview document, as approved by DHS, a Project Portfolio that integrates all aspects of
Wisconsin Medicaid Enterprise-Wide projects and plans (e.g., requests, active, closed),
management, reporting, quality assurance, interdependencies, impacts, integration with the
annual work plan/schedule, and oversight functions.
R-098 The Supplier will work collaboratively with DHS and all DHS partners to support all
DHS-approved integrated Wisconsin Medicaid Enterprise-Wide Project Deliverables and
plans.
R-099 The Supplier will develop procedures to share all project information in a timely manner
across the organization to reduce siloes and improve processes and procedures throughout the
Wisconsin Medicaid Enterprise.
R-100 The Supplier will establish and maintain a DHS-approved Project Management Website that
is integrated with the DHS EDMS and provides controlled secure access to DHS-authorized
MES Stakeholders.
R-101 The Supplier will use the Project Management Website, with advanced search capabilities, as
a comprehensive repository of documents and other materials related to the project. The
Supplier is required to update and version the content of these items so the information is
current. Items to incorporate include:
a. Contact/Phone Lists;
b. Business Process Models;
c. Workflow Designs;
d. RFP and Proposal Documents;
e. Design decisions linked to RFP requirements, proposal responses;
f. Detailed design documents (DDDs), test results, and other Deliverables;
g. Schedules and calendars;
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h. Microsoft Project work plan;
i. Minutes and agendas;
j. Issue tracking tool and other documents;
k. Policy documentation;
l. System documentation;
m. Change orders and related documents;
n. All Deliverables;
o. Other items related to the project over the lifetime of the Contract.
R-102 The Supplier will collaborate with DHS to prepare a Project Charter, for the Overall Module
Implementation and Operations Project, for DHS approval that, at a minimum, conforms to
industry project management standards and sufficiently addresses the challenges represented
within a multi-Supplier, integrated systems solution as part of project initiation.
R-103 The Supplier will prepare a Project Management Plan, for the Overall Module
Implementation and Operations Project, for DHS approval that, at a minimum, conforms to
industry project management standards and sufficiently addresses the challenges represented
within a multi-Supplier, integrated systems solution. The Project Management plan will
govern overall project management for all phases of the project.
R-104 For non-COTS based products and customizations to SaaS solutions, the Supplier will
establish and execute a DHS-approved Software Development Life Cycle (SDLC) and
schedule as part of the Project Management Plan for managing and completing all
DHS-approved work.
R-105 The Supplier will cooperate to adapt all SDLC artifacts and processes to align with the
enterprise standards set forth by DHS.
R-106 For non-COTS based products and customizations to SaaS solutions, the Supplier will
collaborate with DHS to provide a Business Design Document (BDD) template, for the
Overall Module Implementation and Operations Project, that, at a minimum, complies with
industry project management and business analyst standards and sufficiently addresses the
challenges represented within a multi-Supplier, integrated system solution.
R-107 The Supplier will update the BDD throughout the Contract to incorporate all changes to the
overall business design.
R-108 For non-COTS based products and customizations to SaaS solutions, the Supplier will
provide a Requirements Validation Document (RVD) template, for the Overall Module
Implementation and Operations Project that, at a minimum, complies with industry project
management and business analyst standards and sufficiently addresses the challenges
represented within a multi-Supplier, integrated system solution. The RVD will describe how
the Supplier system meets the RFP requirements and CMS requirements, as well as how the
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RVD serves as the medium used for transforming the business-oriented BDD into the
technical-oriented Detailed System Design (DSD).
R-109 The Supplier will update the RVD throughout the Contract to incorporate all changes to the
overall project requirements.
R-110 For non-COTS based products and customizations to SaaS solutions, the Supplier will
collaborate with DHS to provide a DSD Document template, for the Overall Module
Implementation and Operations Project, that at a minimum, complies with industry project
management and business analyst standards, and includes Detailed Data Mapping/Data Flow
Documentation/Diagrams for all core and integrated systems/sub-systems as well as
sufficiently addresses the challenges represented within a multi-Supplier, integrated systems
solution.
R-111 The Supplier will update the DSD throughout the Contract to incorporate all changes to the
overall system design.
R-112 The Supplier will collaborate with DHS to provide a high-level Implementation Plan (IP) that
outlines the methodical approach for the design, development, implementation, of all
technology and services in accordance with the scope that is proposed.
8.1.2 Vendor Response to Project Management Requirements
P-031 Describe the approach to Project Management and meeting all Project Management
Requirements across all project phases and for ongoing operations and maintenance
project, including necessary DHS and MES Stakeholder resource dependencies, the
expected availability of the functionality and processes outlined in the requirements, and
any changes in the approach as project phases change.
8.2 Contract Management
Contract Management is similar and parallel to the responsibilities of project management, especially
throughout the Contract execution, planning, and transition phases. However, the difference subsists
within the Contract oversight, performance, compliance, and governance activities that are associated
with the administration of the overall Contract. Additionally, Contract Management is critical to the
organizational, relationship, communication, and financial management activities with DHS and all
MES Stakeholders. Inherent within all Contract Management requirements and expectations is the
establishment of a true collaborative environment in which DHS and the Supplier establish an open
exchange of communication to manage the Contract and to resolve potential issues. DHS gives specific
attention to the creation and computation all invoicing activities, incorporation of necessary changes or
modifications in the Contract, ensuring both parties meet or exceed expectations, and are actively
interacting to achieve the overall project objectives.
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8.2.1 Contract Management Requirements
R-113 The Supplier will facilitate meetings and provide reporting to communicate Contract status
on a DHS-approved frequency.
R-114 The Supplier will perform a minimum of one (1) annual audit as requested by DHS (e.g.,
annual risk assessment) in accordance with DHS specifications.
R-115 The Supplier will provide information and data as requested by DHS to fulfill requests for
litigation, subpoenas, open record requests or other legal actions at no cost to DHS.
R-116 The Supplier will initiate DHS-requested and approved audit activities within five (5)
business days of request by DHS or another date agreed to by DHS.
R-117 The Supplier will maintain a DHS-approved Contract management notification and
coordination procedure to be utilized in communicating with DHS regarding system,
operational, or Contract related issues and implementing necessary coordination activities
across Suppliers.
R-118 The Supplier will complete and submit an Operational Trouble Report for physical
documentation of all reported system and/or non-system based problem, defect, or deficiency
to DHS.
R-119 The Supplier will maintain a DHS-approved process, structure, and format for all invoicing
activities and documents. Invoicing activities will include electronic routing and workflow
capabilities, detail and summary level reporting, and supporting documentation. The Supplier
will immediately correct and reissue invoices submitted with incorrect data and will provide
the ability to apply credits to an invoice in the instance of incorrect Supplier billing or
erroneous DHS overpayments.
R-120 The Supplier will correct and reissue invoices within twenty (20) business days of DHS
notification of necessary correction. The Supplier will maintain a 100% accuracy rate on all
invoices submitted to DHS.
R-121 The Supplier will maintain a DHS-approved sign-off authority process for verbal and written
communication of decisions, approvals, and work requests that is documented and archived
in a highly accessible, secure, central location.
R-122 The Supplier will update DHS sign-off authority listings within one (1) business day of
receipt.
R-123 The Supplier will maintain a time and activity/task reporting system for reporting 100% of all
Supplier and Subcontractor staff time for use in invoicing DHS and generating required cost
reporting activities.
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R-124 The Supplier will generate and provide a project specific and monthly report in Excel format
to DHS displaying a list of all personnel (not by position) assigned to the Wisconsin account
during the invoice period, including all supplemental staff assigned to work at DHS. The
report will indicate the percentage of individual FTE invoiced to base and add-on activity for
each employee and list the employee’s job description, role, and assigned base or add-on
activity or project name.
R-125 The Supplier will generate monthly personnel invoicing reports one (1) week following the
end of the invoice period.
R-126 The Supplier will maintain and utilize a DHS-approved process to provide approved staff
resources and management of assigned resources above any base Contract staffing
requirements, and will invoice DHS at Contract-approved rates using Schedule 2 – Cost
Workbook/Tab 6 – Rate Card for only hours in which staff are directly providing services to
DHS. Inclusion of other hours for any other purpose not directly providing services to DHS,
such as overhead related to management, training, and onboarding is not permitted and will
not be billed to DHS.
R-127 The Supplier will only bill DHS for training and orientation hours associated with
onboarding of new staff in accordance with the staffing resource type. Example situations
include:
a. Staff dedicated to maintenance projects will have all training and onboarding costs
covered under the base Contract as maintenance costs.
b. Staff dedicated to modification projects will not bill toward modification hours for the
first two (2) weeks after their start date while Supplier provides onboarding and
training. Training and onboarding will occur within the first two (2) weeks after their
start date. These costs will be considered maintenance.
c. Staff dedicated to projects in which additional funding has been obtained by DHS
will not bill toward the additional funding project for the first two (2) weeks after
their start date while Supplier provides training and onboarding. Training and
onboarding will occur within the first two (2) weeks after their start date. These costs
will be considered maintenance.
d. Staff dedicated to DHS-approved staff augmentation services will not bill toward the
approved position for the first week after their start date. Training and onboarding
will occur within the first week after their start date. These costs will be considered
maintenance. Supplier will provide all onboarding activities and DHS will provide
position-specific training.
R-128 The Supplier will ensure that only dedicated project time will be invoiced toward
modification hours or additional project funding sources. All administrative leave (including
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sick/vacation), training, and leave time remains the responsibility of the Supplier under
maintenance.
R-129 The Supplier will provide a Cost Allocation Plan that is documented and submitted to
support claims for Federal Financial Participation (FFP). The Supplier will provide DHS
with documentation to support wages, fringe benefits, and other expenditure items in
accordance with these regulations. The Supplier will develop these requirements
collaboratively with DHS. The Suppler will update and provide the Cost Allocation Plan to
DHS for approval on an annual basis, or on a frequency determined by DHS.
R-130 The Supplier will maintain a DHS-approved process to enable immediate removal, with just
cause or reason, both physical and virtual access to systems and facilities for Supplier or
Subcontractor employees deemed unfit to continue employment.
R-131 The Supplier will notify DHS no later than one (1) hour after immediate termination of
employee.
R-132 The Supplier will make all Subcontractor agreements available to DHS upon request. For any
Subcontract, there must be a designated primary contact who is a member of the
Subcontractor’s staff and who is accessible to DHS. This individual’s name and contact
information must be provided to DHS when the Subcontract is executed. DHS will notify
Supplier prior to any communication with Subcontractor staff.
R-133 Upon DHS request, the Supplier will provide staff and resources to participate on behalf of
DHS at national organizations and conferences. The Supplier will secure DHS approval prior
to any representation or presentation of documentation related to any DHS program,
including any local, State, national conferences, or other public or private forums.
R-134 The Supplier will provide a monthly summary report of all representation/presentation
activities for the prior month.
R-135 The Supplier will comply with all DHS-approved Deliverables, plans, processes, and
Contract award requirements, terms and conditions throughout the project scope and
engagement.
R-136 The Supplier will adhere to, follow, and actively collaborate with all DHS Suppliers on all
the currently approved versions of the Contract Deliverables, as they relate to or are a result
of any system or non-system based changes, modifications, or maintenance activities, efforts,
tasks, or projects during the life of the Contract procured under the auspices of this RFP.
R-137 The Supplier will be responsible for all meeting materials, including agendas, minutes,
supporting materials, and posting and distribution of material for review and approval.
Exceptions: The Enterprise PMO Supplier will hold responsibility in joint Supplier meetings,
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with the System Integrator holding responsibility for meetings in which the Enterprise PMO
Supplier is not present.
R-138 Upon DHS request, the Supplier will procure the services of a DHS-approved independent,
autonomous auditor (e.g., annual security risk assessment) requiring independent auditor
services.
R-139 The Supplier will provide DHS documentation of all audit results, develop corrective action
plans for deficiencies, and hold an exit conference with DHS-designated MES Stakeholders,
if requested. Supplier will correct all deficiencies identified through the course of an audit as
part of maintenance.
R-140 The Supplier will be available to attend onsite meetings with DHS staff and partners at the
DHS designated facility upon DHS’s request.
R-141 The Supplier will maintain complete and detailed records of all meetings related to the
Contract, SDLC documents, presentations, project artifacts and any other interaction and post
and maintain these artifacts in the DHS EDMS within five (5) business days of the meeting
or interaction.
R-142 The Supplier will develop and implement a DHS-approved process for identifying,
documenting, and obtaining a DHS decision on all Contract scope additions or modifications.
Scope additions or modifications may be identified by any party but must be approved by
both DHS and the Supplier in writing as a Contract modification per RFP Section 12.2.
Unless explicitly addressed in the Contract modification, all Contract terms, conditions, and
RFP requirements will apply to any scope added or modified.
R-143 The Supplier will provide a dedicated, qualified on-call resource who will be available
twenty-four (24) hours per day/seven (7) days per week for the ongoing operation,
mitigation, and correction of critical incidents.
R-144 The Supplier will maintain DHS-approved issue management process and procedures,
including ongoing education and training of user support staff.
R-145 The Supplier will maintain a DHS-approved Corrective Action Plan (CAP) process and
template to be used for the identification, documentation, and resolution of any identified
issues as they relate to performance requirements, Deliverable due dates, and Service Level
Agreements contained within the auspices of the RFP. Once approved, the Supplier will
implement and utilize the DHS-approved CAP to resolve all identified and reported issues.
R-146 The Supplier will take an active role in identifying, documenting, and performing proactive
self-reporting and CAPs for all Wisconsin Medicaid Enterprise-Wide services contained
under the auspices of this RFP, as detailed within the Quality Management Plan (QMP), and
when directed by DHS.
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R-147 The Supplier will submit CAPs within ten (10) business days from discovery of
non-compliance.
R-148 The Supplier will perform and complete all activities and testing as described and within the
timelines prescribed in the DHS-approved CAP.
R-149 The Supplier will provide appropriate system access and/or a walkthrough of any Supplier
facilities and operations as directed by DHS to facilitate external and internal audits.
R-150 The Supplier will, throughout all phases of this Contract, adhere to 42 CFR 434.6(5), which
allows evaluation by CMS and HHS, through inspection or other means, of the quality,
appropriateness, and timeliness of services performed under this Contract.
R-151 The Supplier will collaborate with DHS to develop and provide an Annual Business Plan for
review, annual update, and approval by DHS. The Annual Business Plan will take an
integrated, Medicaid/Enterprise-Wide, system view of the business of Medicaid in
Wisconsin, and will work to incorporate all other primary integrated project plans, as
necessary and relevant. Additionally, the Plan will include the following:
a. Brief Overview;
b. Potential Business Enhancement/Cost Saving Opportunities;
c. Benefits to DHS of suggested Business Enhancement/Cost Saving Opportunities;
d. Financial Model of Potential Cost Savings;
e. Risk Mitigation Milestones for suggested Business Enhancement/Cost Saving
Opportunities.
R-152 The Supplier will collaborate with DHS and DHS-identified partners to advance and
implement the Annual Business Plan to implement efficiencies and improve MITA levels for
both individual systems and the overall Wisconsin Medicaid Enterprise.
8.2.2 Vendor Response to Contract Management Requirements
P-032 Describe the approach to Contract Management and meeting all Contract Management
Requirements across all project phases, including necessary DHS and MES Stakeholder
resource dependencies, the expected availability of the functionality and processes
outlined in the requirements, and any changes in the approach as project phases change.
8.3 Quality Management
Quality Management focuses on the utilization of industry recognized quality improvement and
management principles and standards to achieve and maintain quality system and operational services in
accordance with DHS-approved performance metrics and benchmarks. The Quality Management
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requirements necessitate the establishment of a Quality Management Plan (QMP) that outlines and
guides all quality management activities during all Contract phases, including quality control and quality
improvement resolution. Quality Management requires a proactive approach from the Supplier in
identifying, addressing, and maintaining quality improvement controls, within the Modules and their
interaction and dependencies to the MES, coupled with reporting on issues and the resulting outcomes.
The Supplier must actively collaborate with DHS and all other Suppliers/partners to champion and
implement improvement and quality control initiatives to maintain quality within the EDW, DAR, and
PI Modules and across their connections to the MES.
8.3.1 Quality Management Requirements
R-153 The Supplier will collaborate with DHS to develop and provide a QMP for review, annual
update, and approval by DHS. The QMP will define the DHS accepted level of quality
among identified key performance indicators, while describing how the Supplier will ensure
this level of quality in its Deliverables and work processes. Quality management activities
outlined within the plan will include the following:
a. Quality objectives;
b. Key project deliverables and processes to be reviewed for satisfactory quality level;
c. Quality standards;
d. Quality control and assurance activities;
e. Quality roles and responsibilities;
f. Quality tools;
g. Defines plan and process for reporting quality control and assurance problems;
h. Defines the Corrective Action Plan framework and processes.
R-154 The Supplier’s QMP will conform to ISO, QMS, TQM, SSAE-18, and Continuous Quality
Improvement principles and standards, and sufficiently addresses the challenges represented
within a multi-Supplier, integrated systems solution.
R-155 The Supplier will actively collaborate and work with DHS and all DHS identified
Suppliers/partners to achieve and maintain quality system and operational services in
accordance with DHS-approved performance metrics and benchmarks.
R-156 The Supplier will implement DHS-approved performance improvements, in a method and
manner that meets or exceeds ISO, QMS, TQM, SSAE-16, and Continuous Quality
Improvement principles and standards, for all Wisconsin Medicaid Enterprise-Wide services
contained under the auspices of this RFP.
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R-157 The Supplier will lead, coordinate, and be responsible for all quality assurance meetings as
requested and required under the QMP and/or by DHS.
R-158 The Supplier’s Quality Manager will lead dedicated QA staff to execute process
improvements, across the Wisconsin Medicaid Enterprise that are consistent with Six Sigma
or other ISO, QMS, TQM, SSAE-16, and Continuous Quality Improvement principles and
standards.
R-159 The Supplier will provide adequate and dedicated staff to implement, monitor, and address
all quality assurance and improvement activities required under the QMP as it relates to
EDW, DAR, and PI Modules and in support of the successful operation and performance for
all Wisconsin Medicaid Enterprise-Wide systems and services contained under the auspices
of this RFP.
R-160 The Supplier will provide staff to perform regular quality assurance to ensure that Supplier
meets all RFP-specified and contractual responsibilities.
R-161 The Supplier will take a proactive role in identifying and addressing quality control issues
within the EDW, DAR, and PI Modules and in support of the Wisconsin Medicaid
Enterprise-Wide operations in the effort to meet or exceed performance benchmarks/metrics
for DHS, as requested and/or detailed and outlined in the current version of the
DHS-approved QMP.
8.3.2 Vendor Response to Quality Management Requirements
P-033 Describe the approach to Quality Management and meeting all Quality Management
Requirements across all project phases, including necessary DHS and MES Stakeholder
resource dependencies, the expected availability of the functionality and processes
outlined in the requirements, and any changes in the approach as project phases change.
8.4 Performance Management
Performance Management supports the monitoring and management of all system and operational
performance against Key Performance Indicators (KPIs). The foundation of Performance Management
must include a methodical approach to measure performance criteria against the defined Supplier
Service Level Agreements (SLAs). DHS has established an expectation for continuous improvement of
system and operational performance as part of the modularization of the Wisconsin Medicaid Enterprise.
In this, the Supplier will work collaboratively with DHS to assess performance and make necessary
modifications to KPIs and SLAs as system and operational processes mature and advancements in
MITA principals can be achieved.
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8.4.1 Performance Management Requirements
R-162 The Supplier will cooperate with DHS to provide a Performance Management Plan that
details the Supplier's methodical approach and detailed steps to identify, capture, measure,
monitor, and report the technical and operational performance criteria to be used as KPIs
measures against the Supplier SLAs.
R-163 The Supplier will conduct regularly scheduled reviews to assess performance against KPIs
and SLAs.
R-164 The Supplier will review KPIs and SLAs with DHS minimally on a bi-annual basis or more
frequently as requested by DHS.
R-165 The Supplier will, in collaboration with DHS, develop, review, and maintain KPIs and SLAs
as advancements of the MITA principles and operational process maturity occur based upon
the ongoing reviews of these measurements.
R-166 The Supplier will provide a performance summary report (with supporting data, as requested
by DHS) with content and in a medium and format approved by DHS. This report will
include performance summaries, such as:
a. KPIs and related service levels targeted vs. actual results;
b. KPIs and related service levels prior period report comparisons;
c. KPIs and service levels reported as non-compliant;
d. KPI corrective action plans (CAP), CAP details, impacts to other Modules and
estimated compliance date;
e. KPI resolution date and detailed corrective status for all CAP resolutions.
R-167 The Supplier will provide the performance summary report on the first business day
following the first day of the month.
R-168 The Supplier will adhere to the project’s Change Management Plan (ChMP) and subsequent
change control processes as agreed to with DHS for any modifications to the KPIs or SLAs.
8.4.2 Vendor Response to Performance Management
P-034 Describe the approach to Performance Management and strategy to meeting all
Performance Management Requirements across all project phases, including necessary
DHS and MES Stakeholder resource dependencies, the expected availability of the
functionality and processes outlined in the requirements, and any changes in the approach
as project phases change.
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8.5 Change Management
Change Management is a systematic approach to governing any changes made to business and technical
aspects of a project over the course of the Contract. The overall purpose and function of change
management is to ensure that proposed/nominated changes go through a systematic and defined process
to assess, prioritize, and document the circumstances, needs, probable impacts, and approval/denial of
those changes. The Change Management process is deeply entrusted and rooted within the overall
Change Management plan that incorporates all business and technical change processes, including all
maintenance and modification work. At the heart of Change Management is a Change Control Board
and the expectation of all module Suppliers to actively participate in all Change Control Board and the
MES Change Management processes. The Change Control Board consists of representatives from all
module Suppliers to discuss and plan all changes. As the complexity of the Wisconsin Medicaid
Enterprise increases, the importance of the Change Control Board to monitor all changes across the
Enterprise also grows.
8.5.1 Change Management Requirements
R-169 The Supplier will participate in, upon Contract execution, a collaborative and jointly staffed
(to include DHS staff and all Module-based Suppliers staff) Change Control Board that will
create and govern the processes to review, approve, prioritize, complete, account for, and
implement all identified, proposed, anticipated, expected, or unexpected contractual,
technical, or system maintenance/modification activities within the auspices of the Supplier’s
Contract.
R-170 The Supplier will actively participate, at a minimum, in weekly meetings of the Change
Control Board.
R-171 The Supplier will provide adequate staff to complete, support, and consult with DHS in
regard to all approved integrated change management forms and processes as these forms
and processes relate to the management, oversight, development, and/or implementation of
activities in all phases of the Wisconsin Medicaid Enterprise-Wide project.
R-172 The Supplier will coordinate, facilitate, and document (at DHS’s discretion) a meeting with
DHS each Contract year, to review the Annual Maintenance and Modification schedule and
provide all documentation within ten (10) business days of the completion of the meeting.
R-173 The Supplier will develop and submit to DHS, for approval, suggested revisions and edits to
all affected business requirement(s) that are a result of any approved system changes,
maintenance, modification, or other work request efforts to eventually be incorporated into
contractual changes to the Contract within ten (10) business days prior to implementation of
the change that will affect business requirements.
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R-174 The Supplier will maintain a DHS-approved process for receiving, initiating, and executing
all data, reporting, and analysis work requests from DHS that:
a. Acknowledges receipt of the request within one (1) business day;
b. Provides proposed dates for delivery of Deliverables within three (3) business days.
c. Approved process must account for negotiable deadlines for on-demand/priority
requests.
R-175 The Supplier will utilize all DHS-approved Change Management Plan (ChMP) and Change
Control Board related materials.
R-176 The Supplier will actively collaborate with all DHS-approved Suppliers and Subcontractors
as it relates to any system or non-system based changes, modifications, or maintenance
activities, efforts, tasks, or projects.
R-177 The Supplier will cooperate to provide to a DHS-designated entity a report to show all
current systems work on a monthly basis or at the request of DHS.
R-178 The Supplier will integrate their Change Control data entry and work order tracking system
for completion, archival, submittal and approval of all Change Control related processes and
materials with the DHS enterprise Change Control system.
R-179 The Supplier will perform, document, and implement all approved work requests per the
priorities, quality standards, and approval/completion/close-out processes established by the
Change Control Board and DHS.
R-180 The Supplier will actively pursue, engage, and collaborate with DHS to identify
system/non-system based changes, maintenance, or modification efforts that will provide a
streamlined, organized, and/or efficient effect on systems or operations.
R-181 The Supplier will enable the categorization of all changes to the system as one of the
following and will be reviewed, approved, and prioritized by DHS, in accordance with the
DHS Change Control Process:
a. Maintenance;
b. Modification pool project;
c. Modification add on projects;
d. Defect.
R-182 The Supplier will provide separate staffing configurations for maintenance (including
defects) work, modification pool work, and modification add-on work that will allow for
prompt response, performance, oversight, development, implementation, testing, and
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maintenance of all active, planned/upcoming, and/or newly proposed/approved work efforts
as they relate to the continuous effective and efficient operation of the Supplier’s systems.
R-183 The Supplier will establish and maintain distinct teams with appropriate business area
knowledge to separately handle all activities approved by DHS and in accordance with the
approved SDLC. Individuals assigned to specific work teams will not engage in other work
assignments without prior approval from DHS. This includes dedicated maintenance staff,
modification staff, and additional staff resources paid for by DHS.
R-184 The Supplier will inform and seek DHS approval prior to any configuration change in the
overall DHS-approved staffing configuration (e.g., maintenance staffing performing
modification work). If found in violation of the DHS-approved configuration, the Supplier
will be subject to Performance Penalties, as assessed by DHS.
R-185 The Supplier will generate and distribute (at a minimum) a monthly change, maintenance,
and modification staffing report that provides resource level detail concerning modification
efforts of all proposed, active, and newly completed modification efforts/projects.
R-186 The Supplier will produce, update, and submit to DHS, for review and approval,
documentation for each project per the Change Management plan and in cooperation with
DHS and other Module Suppliers. Documentation will be consistent with the project effort
and can be negotiated with DHS.
R-187 The Supplier will develop, utilize, and execute, upon DHS approval, a
deployment/implementation process for all phases of the Wisconsin Medicaid
Enterprise-Wide project that aligns with DHS priorities, quality standards, and
approval/completion/close-out processes established by the Change Control Board and DHS,
regardless of the phase, size, cost, and/or urgency of the project. DHS and the Change
Control Board will review and approve this process as part of the Change Management Plan.
R-188 The Supplier will collaborate with DHS to provide a Change Management Plan (ChMP) for
DHS approval that, at a minimum, conforms to industry project management standards and
sufficiently addresses the challenges represented within a multi-Supplier, integrated systems
solution.
8.5.2 Vendor Response to Change Management Requirements
P-035 Describe the approach to Change Management and meeting all Change Management
Requirements across all project phases, including necessary DHS and MES Stakeholder
resource dependencies, the expected availability of the functionality and processes
outlined in the requirements, and any changes in the approach as project phases change.
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8.6 Modification Hours
To support the Change Management process, DHS has established a pool of Modification Hours to
facilitate the expeditious initiation and completion of required and approved modification projects. In
establishing a pool of hours specific to Modification activities, DHS seeks the flexibility to pursue
modification changes to business and technical functionality during the DDI and Operations Phases.
DHS has established a single DDI Modification Pool to be used across the defined DDI Phases, while
the Operations Modification Pool hours are applied to each Operations Contract Year. With the
institution of these Modification Hours, DHS is requiring the awarded Supplier to carefully manage,
oversee, and fully document their usage. This enables DHS the ability to ration and allocate the pool of
Modification Hours appropriately and effectively across all DHS business and program needs. DHS
seeks a collaborative solution from the Supplier that will both meet pre-determined needs, but also
allows the flexibility to choose and activate projects as approved through the Change Control Board and
DHS Project Managers.
8.6.1 Modification Hour Requirements
R-189 The Supplier will provide yearly Modification Hour pools to DHS to enable required and
approved modification projects to occur. DHS seeks a collaborative solution from the
Supplier that will meet pre-determined needs, and allow for the flexibility to choose and
activate projects as approved through the Change Control Board and DHS Project Managers.
This solution must account for the following:
a. A DDI pool of 10,000 hours for modifications activities that will be included in the
DDI costs of the Contract, to be used on a phased basis at DHS discretion and
approval throughout all DDI Phases.
b. A pool of 20,000 hours for modification activities will be included for each
Operations Phase year of the Contract; 15,000 hours will be included in the fixed
price for each Operations Phase year of the Contract, and 5,000 hours will be
included in a variable price for each Operations Phase year of the Contract.
R-190 The Supplier will provide the necessary staffing levels to utilize all modification hours
available within a given year. DHS retains the right to use and allocate the pool of
modification hours at its sole discretion.
R-191 The Supplier will allow DHS to purchase additional modification hours at any time during a
Contract Year using the “Total Blended Rate” from Schedule 2 – Cost Workbook/Tab 6 –
Rate Card/ID-63 for the applicable Contract Year of requested purchase (CY Total Blended
Rate times Unused Hours).
R-192 The Supplier will maintain all data and reporting related to Modification hours and usage,
and this information must be made available to DHS upon request.
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8.6.2 Vendor Response to Modification Hour Requirements
P-036 Describe the approach for ongoing management to support DHS’s utilization of the
modification hours during the DDI and Operations Phases.
8.7 Maintenance Management
Maintenance Management encompasses the administration processes, resources, and technologies
necessary to keep the essential/critical business and technical functions of the solution operational and
poised for changes to meet future needs. The Wisconsin Medicaid Enterprise systems play a pivotal and
indispensable role for a wide variety of MES Stakeholders, and thereby, must be continuously available
and performing at the utmost level efficiency to effectively meet their needs.
DHS is seeking a Maintenance Management solution that evolves the spectrum of maintenance and
advancement to respond and address the changing landscape of DHS needs across the spectrum of
Contract. The Supplier will provide the necessary support and resources to perform all required
maintenance, while utilizing advanced technologies and design principles, to move individual module
solution and overall Wisconsin Medicaid Enterprise maturity forward. This evolution must be built upon
a foundation that is designed, managed, and supported to allow nimble change and fully support DHS’s
current and future business needs.
8.7.1 Maintenance Management Requirements
R-193 The Supplier will provide a dedicated team to verify and monitor the successful
implementation of all system and operational changes, maintenance, and/or modifications,
including system processing, accuracy, and timely corrections of any problems as related to
the original system change.
R-194 The Supplier will provide Maintenance Support activities during Operations. This includes
making changes to existing functionality and features that are necessary to continue proper
system and/or operational services; routine maintenance; data corrections; running reports;
communications to DHS-authorized MES Stakeholders; root cause analysis; applying change
requirements; software, hardware, or network upgrades; configuration changes; State rule
changes; infrastructure policy impacts; and corrective or adaptive maintenance.
R-195 The Supplier will provide Modification Support Analysis, as part of maintenance, during
Operations. This includes the functional and non-functional requirements for adding new
functionality and operational services, features, or capability to the proposed system(s) on
prioritized requests from the user community and other critical business needs from a
technical and logistical standpoint.
R-196 The Supplier will provide Production Support activities during Operations. This includes
supporting production systems and operations, addressing system interruptions, identifying
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and alerting MES Stakeholders of potential issues, focusing on identifying and fixing system
faults quickly or crafting workarounds and enabling problem management root cause
analysis and problem remediation.
R-197 The Supplier will provide User Support activities during Operations. This includes
conducting system research and responding to inquiries.
R-198 The Supplier will provide audit activities during Operations. This includes regular audits of
both automated and manual business and technical processes for correctness and reporting of
results to DHS.
R-199 The Supplier will perform and complete all work necessary to correct and resolve the
operational system and/or non-system based problem, defect, or deficiency. If the work
cannot be completed within the allotted time, the Supplier will present DHS with a
Corrective Action Plan (CAP), to be approved at the discretion of DHS that summarizes the
extent of the problem, defect or deficiency while laying out a framework and timeline for
resolving the defect/problem
R-200 The Supplier will utilize a DHS-approved online Defect Management tool for the
identification, impact assessment, definition, traceability, verification, and reporting of all
defects and resolutions. This includes the work-around resolutions as approved by DHS
using the Change Control Process throughout the Contract.
R-201 The Supplier will conduct development walkthroughs as appropriate to demonstrate to DHS
that all functions have been completely and accurately planned, developed and unit-tested as
well as record problems using the DHS-approved online Defect Management tool.
R-202 The Supplier will use results of testing activities, previous project lessons learned, and
industry trends and best practices to reduce the occurrence of defects in future projects
(continuous improvement).
R-203 The Supplier will document all lessons learned as part of the closeout effort for each project
or initiative and review the results with DHS.
R-204 The Supplier will maintain a complete lessons learned repository that contains all lessons
learned documented for each project or initiative. This repository will be updated with all
new lessons learned within thirty (30) business days after a project or initiative is completed.
R-205 The Supplier will implement a DHS-approved process for reviewing and incorporating all
lessons learned into future projects or initiatives on a defined schedule.
R-206 The Supplier will maintain a DHS-approved defect resolution process that determines
resolution timelines based on a mutually agreed-upon and assigned severity level.
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R-207 The Supplier will have the ability to selectively move modifications on a release schedule
with DHS approval, with the flexibility to selectively back out system changes prior to a
release (last minute) without significant resources or impact (Point in time restore).
R-208 The Supplier will implement improvements, changes, or enhancements to an efficient,
scheduled, and DHS-approved approach that will enable all other environments to update and
mirror the “new” production functionality.
R-209 The Supplier will identify impacts to existing reports and queries as data sources change and
evolve.
R-210 The Supplier will update existing reports and queries impacted by re-occurring/ongoing data
set changes/updates (e.g., annual code set updates).
R-211 The Supplier will detect, log, notify, and respond appropriately to errors and exceptions in
both system and data processing.
R-212 The Supplier will collaborate with the source system supplier to resolve bad or otherwise
corrupt data in accordance to the data quality review process timelines.
R-213 The Supplier will maintain a data quality review process for the identification and resolution
of corrupt or bad data.
R-214 The Supplier will collaborate with DHS to provide a Configuration Management Plan (CMP)
for DHS approval that, at a minimum, conforms to industry project management standards
and sufficiently addresses the challenges represented within a multi-Supplier, integrated
systems solution that includes Project Management Office and System Integrator roles. The
CMP will describe the processes, configuration management tools, and procedures the
Supplier will use for the duration of the Project, with the flexibility to make adjustments
throughout the life cycle of all project phases and activities. The CMP will represent the
configurations of the current systems and/or proposed component software and hardware
(technical infrastructure, platforms and services).
R-215 The Supplier will provide, as part of the CMP, a Network Design and Monitoring Plan for an
optimally performing computing and data transporting environment and it will be
continuously updated as Module Supplier’s solutions are networked to reflect a new
integrated diagram.
R-216 The Supplier will implement a configuration management process (integrated when
additional Module Supplier contracts are executed) with proven promotion and version
control procedures for the implementation of a multi-Supplier, integrated system-wide
enterprise, which may include:
a. System modules;
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b. Commercial Off-the-Shelf (COTS) products;
c. System software and operating Systems (OS);
d. Network;
e. Service and Service Registry;
f. Files (including documents);
g. Databases;
h. Hardware;
i. Interfaces with other systems;
R-217 The Supplier will maintain, as part of the CMP, change management metadata regarding all
system application release and operational performance and behavior. Where possible, this
will be integrated with overall infrastructure change management metadata to provide a
complete integrated view of system and environment changes.
R-218 The Supplier will provide a quarterly Configuration Management Summary report providing
a high-level overview of any changes to the system baseline configuration and operational
usage.
R-219 The Supplier will allow for the implementation of, in collaboration with the Systems
Integrator (SI) and other Module Suppliers, specific tools and infrastructures (as approved by
DHS) for software configuration management.
R-220 The Supplier will document and maintain DHS-approved standard maintenance windows for
system maintenance and downtime that minimize MES Stakeholder disruption and are
coordinated across Suppliers.
R-221 The Supplier will notify and coordinate with DHS and affected Suppliers for approval of
scheduled and emergency maintenance windows and system outages.
8.7.2 Vendor Response to Maintenance Management Requirements
P-037 Describe the approach to Maintenance Management and meeting all Maintenance
Management Requirements across all project phases, including necessary DHS and MES
Stakeholder resource dependencies, the expected availability of the functionality and
processes outlined in the requirements, and any changes in the approach as project phases
change.
8.8 Testing
Testing focuses on the use and application of testing methodologies/use cases to assess how changes to
business and technical processes are made throughout the project phases, in accordance with the
approved System Development Lifecycle. These requirements and the solution encompassing them help
to ensure that all functionality meets DHS’s defined goals and requirements.
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The key to testing all Wisconsin Medicaid Enterprise solutions is rooted in a well-planned and executed
testing plan that governs the lifecycle of testing activities throughout all SDLC phases. DHS expects all
testing methodologies to focus on quality testing approaches with documented results. Therefore, the
overall testing solution must account for planning and scripting testing scenarios that will performed by
non-Supplier staff, such as DHS during User Acceptance Testing (UAT), and for deploying those testing
scenarios across modules. Because, as the modularization of the Wisconsin Medicaid Enterprise
continues, dependencies across modules will increase, making cross-module testing ever more critical
for assurance that all changes are implemented correctly without unintended breaks or defects. Overall,
DHS expects a testing methodology which focuses on reducing defects and rework in implementing
changes.
8.8.1 Testing Requirements
R-222 The Supplier will collaborate with DHS to provide a System Testing Plan (STP) for all
project phases that, at a minimum, complies with ISO/IEC/IEEE 29119-3:2013 and
sufficiently addresses the challenges represented within a multi-Supplier, integrated systems
solution to DHS.
R-223 The Supplier will provide in the STP a complete narrative and detailed plan of the test
strategy.
R-224 The Supplier will provide in the STP the testing methodology that accommodates
comprehensive coverage of different types of testing (e.g., component, system, regression,
integration, parallel, load, UAT).
R-225 The Supplier will include in the STP weekly system test reporting activities, test result
reporting, user acceptance testing support, readiness testing, and performance testing
activities.
R-226 The Supplier will provide in the STP, from an architecture perspective, a test plan for the
application of services in a Service-Oriented Architecture (SOA) and the testing of the ways
the service is used by business applications.
R-227 The Supplier will provide in the STP, tests for every type of processing cycle, including
daily, weekly, bi-weekly, monthly, quarterly, annually, year-end, financials, and specified/ad
hoc requests.
R-228 The Supplier will plan parallel tests of current systems and operations, based on tests of
actual data, that can be compared to the replacement systems and operations.
R-229 The Supplier will provide in the STP, optimal tests of the computing environments for
performance tuning to establish baseline sizing and define benchmarks to size for future
growth requirements, including capacity planning and utilization activities.
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R-230 The Supplier will design and identify in the STP, opportunities to reduce organizational risk,
facilitate better MES Stakeholder resource forecasts, improve testing activities and schedules,
and lower the incidence of reactive break/fix episodes.
R-231 The Supplier will identify in the STP, the order by which the selected testing functions and
activities are to be performed during the project life cycle and combine testing functions that
maximize testing efficiencies.
R-232 The Supplier will include in the STP, data refresh capabilities for every testing
environment(s) that facilitates clean and adequate testing cycles, online and batch, for all test
categories and allows for a standard refresh schedule, DHS-approved exceptions, and ad hoc
requests.
R-233 The Supplier will include in the STP, test environment rollbacks (for new releases, versions,
upgrades, and critical fixes) in the UAT and final acceptance test environments.
R-234 The Supplier will document in the STP, all requirements testing assumptions, issues, and
action items, including strategies to manage execution and quality risks.
R-235 The Supplier will include in the STP, converted data validation tasks and activities prior to
testing.
R-236 The Supplier will include in the STP, an approach to run parallel tests of current systems and
operations, based on tests of actual data, that can be compared to the replacement systems
and operations.
R-237 The Supplier will cooperate with other project Suppliers to document a System Test Plan
(STP) for testing and evaluating the results of the current and new project components
integration and interoperability deployed in the MES solution constructed by the Suppliers.
R-238 The Supplier will cooperate to develop, maintain, and submit within twenty (20) business
days of approved milestone, all SDLC documentation, including all requirements, test
planning, technical specifications, and test results as updated or following each approved
project milestone, both the Overall Module Implementation and Operations project and
individual maintenance and modification projects, for DHS approval.
R-239 The Supplier will develop, for DHS approval, individual test plans for each system change
that includes the test approach and tools. This test plan will be used to complete testing and
provide the documented test results to DHS.
R-240 The Supplier will provide the system change test plan to DHS for review and approval prior
to placing a component in a computing environment beyond development/unit test.
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R-241 The Supplier will provide a dedicated team to assist, complete, and submit results, in a DHS-
approved format, of all comprehensive system(s) tests as documented in the DHS-approved
System Testing Plan (e.g., Unit test, system test, UAT) for all work.
R-242 The Supplier will cooperate to make the development and test system environment available
to the development team, production support and help desk, trainers and trainees, and any
other approved users for these environments as defined by DHS. The Supplier will ensure the
system is available 99.99% of the time Monday through Friday, 6 a.m. CT to 6 p.m. CT,
excluding factors outside of Supplier control and scheduled maintenance.
R-243 The Supplier will provide secure access as applicable and appropriate to the development and
test environments to a subset of Authorized Users. Authorization will be by implementation
track within each environment. Some of the users will be DHS-authorized Suppliers
supporting development and/or testing activities.
R-244 The Supplier will provide DHS Development Staff remote access to the development/test
environments that conforms to the security protocols used by DHS.
R-245 The Supplier will ensure development/test environments have sufficient security to prevent
unauthorized physical, system, and remote access.
R-246 The Supplier will ensure development/test environments enable access to appropriate devices
and resources required to connect to the DHS environment.
R-247 The Supplier will ensure the various test environments, based on DHS standards and
approval, will mask critical and sensitive data fields, especially data classified as Protected
Health Information (PHI) and Personally Identifiable Information (PII) data.
R-248 The Supplier will cooperate to identify and provide to the DHS-identified Suppliers, the
applicable Deliverables for each milestone that meet the requirements of system
development, testing, and implementation subject to DHS approval.
R-249 The Supplier will provide sufficient time and durations for all phases of testing, including
testing done by entities other than the Supplier.
R-250 The Supplier will work with all MES Suppliers to establish test frameworks to accommodate
comprehensive coverage of all test objectives and will support all Suppliers and partners
collaborating on the solution.
R-251 The Supplier’s proposed solution will include a testing tool that will have the ability to
automate the test with predefined scripts and support various browsers and various data
sources. The tool will have the ability to automatically log results and generate reports.
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8.8.2 Vendor Response to Testing Requirements
P-038 Describe the approach to Testing and meeting all Testing Requirements across all project
phases, including necessary DHS and MES Stakeholder resource dependencies, the
expected availability of the functionality and processes outlined in the requirements, and
any changes in the approach as project phases change.
8.9 Infrastructure
Infrastructure refers to the administration and collection of hardware, software, middleware, networks,
data centers, facilities, and related equipment used to develop, test, operate, monitor, manage, and/or
support the Modules and their connection to the MES. Infrastructure includes the basic, underlying
framework of all business and technical functionality and the process for maintaining this framework.
DHS expects Suppliers to provide the full lifecycle of Infrastructure support in a solution that includes
the hosting, management, and maintenance of all infrastructure components to ensure that all
functionality is available to MES Stakeholders with minimal downtime. This includes ensuring
performance and uptime requirements are continuously met and evaluating all infrastructure components
for optimizations or updates. Vendors are not restricted to any single managed infrastructure solution
and are encouraged to propose the solution(s) that meets the requirements of this RFP and provides the
best value to DHS.
8.9.1 Infrastructure Requirements
R-252 The Supplier will be required to implement, host, operate, maintain, and manage all
infrastructure, including all hardware, software, middleware, and licenses necessary for
successful operation of all systems and services under the scope of work of the Contract.
R-253 The Supplier will be solely responsible for the end-to-end oversight and management of all
environments, including ensuring performance metrics and SLAs are met.
R-254 The Supplier must meet the applicable State and Federal privacy and security standards in the
hosting and support of all infrastructure, including the Federal Centers for Medicare and
Medicaid Services (CMS) and Social Security Administration (SSA) cloud computing
standards for data maintained within the system.
R-255 The Supplier will retain the responsibility and costs for providing network connectivity and
access to all systems and data under their auspices to all DHS-authorized MES Stakeholders.
The Supplier will provide the tools and infrastructure to support required access.
R-256 The Supplier will retain all responsibility and costs for all software, hardware, and
infrastructure Maintenance and Operations necessary to fulfill their obligations of this RFP.
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R-257 The Supplier will notify DHS of all software and infrastructure version upgrades and/or end
of support dates when received from a software/infrastructure Supplier. The Supplier will
also develop and execute a DHS-approved plan and schedule for upgrade/replacement. All
costs for upgrades and/or end of life or support date changes will be covered by the Supplier.
Software or infrastructure upgrades or replacement activities will be categorized as the
following:
a. Major: Complete version upgrade with functionality change or complete replacement
with a new product;
b. Minor: Incremental update to existing products;
c. Emergency upgrade: Upgrades for which adequate notification is not provided by the
Supplier and are necessary for continued normal operations.
R-258 The Supplier will notify DHS and present the upgrade/replacement plan within twenty (20)
business days of awareness of a software or infrastructure upgrade notice received from a
software/infrastructure Supplier unless the change is categorized as an emergency upgrade
for which notification must be given five (5) business days of upgrade date or as soon
notification of upgrade is received from the software/infrastructure Supplier.
R-259 The Supplier will implement the approved upgrade/replacement plan for all software and
infrastructure upgrades in accordance to the DHS-approved schedule.
R-260 The Supplier will ensure all software is supported at a minimum level as defined by
Wisconsin Department of Administration (DOA)/State and Federal standards.
R-261 The Supplier will collaborate with DHS to provide an Asset Management Plan that describes
the process the Supplier will use to manage applicable technology assets for the duration of
the Contract within a multi-Supplier, integrated system-wide enterprise solution. This plan
will include, at a minimum, an inventory of the following:
a. Hardware/software inventory (including location);
b. Procurement information;
c. Contract information;
d. License management;
R-262 The Supplier will provide the base infrastructure and optimization of all systems under the
auspices of this RFP to meet required application specific uptime/response time requirements
related to performance requirements, Deliverable due dates, and Service Level Agreements
contained within this RFP and subsequent Contract award.
R-263 The Supplier will provide reporting of all infrastructure optimizations annually, or after any
major system change, to meet or exceed performance requirements or as requested by DHS.
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R-264 The Supplier will ensure all systems are available 24/7, 365 days a year, 99.99% of the time,
measured and reported weekly (Sunday through Saturday), except for scheduled downtime,
natural disaster and other force majeure, or as agreed to in the Contract.
R-265 The Supplier will document and maintain DHS-approved application-specific response time
requirements, measurements, and reporting.
R-266 The Supplier will ensure average application-specific system response times are within
application approved response time requirements, 99.99% of time, measured and reported
weekly (Sunday through Saturday), excluding scheduled downtime, natural disaster and other
force majeure, or as agreed to in the Contract.
R-267 The Supplier will monitor, track, and report to DHS infrastructure space and storage trends
over the term of the Contract, including space and storage for databases, Operational Data
Stores (ODS), universes, and data marts.
R-268 The Supplier will collaborate with DHS to provide a Capacity and Performance Plan that, at
a minimum, outlines the strategy for assessing the overall integrated solution and component
performance, and sufficiently addresses the challenges represented within a multi-Supplier,
integrated systems solution. The Capacity and Performance Plan will describe the solution’s
performance requirements, the elements of the solution developed to measure performance,
and the solution performance measurements to ensure that requirements are continuously
met.
R-269 The Supplier will transition and train, as requested and negotiated, any or all infrastructure
responsibilities necessary to fulfill the Supplier’s contractual obligations to DHS or another
party upon notification from DHS.
8.9.2 Vendor Response to Infrastructure Requirements
P-039 Describe the approach to Infrastructure and meeting all Infrastructure Requirements
across all project phases, including necessary DHS and MES Stakeholder resource
dependencies, the expected availability of the functionality and processes outlined in the
requirements, and any changes in the approach as project phases change.
8.10 System Compliance and Security
System Compliance and Security establishes the benchmarks upon which any Modules and their
connection to the Wisconsin Medicaid Enterprise solution must meet. These benchmarks ensure that
State and Federal standards for compliance and security are met to protect the integrity of all business
and technical components. Solutions that do not meet these compliance and security standards put DHS
at risk. Basic compliance begins with the implementation and operations of a Federally certified
solution, but it also continues with requiring recurrent maintenance and review activities to ensure
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consistent compliance. The Supplier is expected to maintain compliant systems and abide by all required
policies and procedures noted in RFP Section 8.10.1 System Compliance and Security Requirements.
In addition to compliance, DHS requires strict security protocols on all solutions. This business area
defines the policies and requirements for all security system capabilities that the Modules and their
connection to the MES must constantly meet. Overall, the Supplier must ensure that System Compliance
and Security requirements are met, maintained, and are fully supported through all phases of the project.
8.10.1 System Compliance and Security Requirements
R-270 The Supplier will collaborate with DHS to provide a Risk Management Plan, for all phases of
the Overall Module Implementation and Operations Project, that at a minimum, complies
with industry project management standards, includes a Comprehensive Risk Assessment
and Risk Mitigation Plan, and sufficiently addresses the challenges represented within a
multi-Supplier, integrated systems solution.
R-271 The Supplier will ensure the system(s) is compliant upon Operational Go-Live and remains
compliant with applicable State and Federal regulations and standards contained in NIST
Publication 800-53 current revision, proven through independent third party risk assessment.
This assessment will be conducted, at a minimum annually, at no cost to DHS and by a
DHS-approved third party that maintains no financial or controlling relationship with the
Supplier. The Supplier will be responsible for modifications to remain compliant, including
compensating controls to mitigate gaps.
R-272 The Supplier will review and update the risk assessment in coordination with DHS and the
State of Wisconsin Chief Information Security Officer.
R-273 The Supplier will collaborate with DHS to provide a Security/Privacy Management Plan
(SPMP) that, at a minimum, documents the Supplier’s plan to comply with State and Federal
Security and Privacy rules, and sufficiently addresses the challenges represented within a
multi-Supplier, integrated systems solution. DHS will approve the Security/Privacy Plan and
will conduct audits/evaluations of the Plan established by the Supplier at least annually.
R-274 The Supplier will ensure the SPMP enables the following processes and/or data collection
activities to occur:
a. Development and submission of a Statement on Standards for Attestation
Engagements (SSAE) 18 compliance report;
b. Privacy Impact Analysis that identifies the data elements of the system that expose
Wisconsin beneficiaries to potential privacy threats and the system controls in place
to mitigate private data disclosure risks;
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c. A security event notification process, event evaluation and escalation procedures, and
security event response procedures;
d. A complete network diagram showing servers, printers, workstations, firewalls,
intrusion prevention systems, network security device internet connections, and any
other network connected device;
e. A complete list of the firewall rules for any applicable firewalls;
f. A detailed plan for system log collection and monitoring;
g. An antivirus deployment/maintenance plan;
h. A software maintenance plan, including operation systems and third-party software
updates;
i. An agreement that criminal background checks will be completed and passed by all
employees prior to being allowed access to DHS data;
j. Procedures to limit access to information to those individuals who need such
information for the performance of their job functions and ensuring that those
individuals have access to only the information that is the minimum necessary for the
performance of their job functions;
k. A description of how physical safety of data under its control will be protected using
appropriate devices and methods, including alarm systems, locked files, guards, or
other devices reasonably expected to prevent loss or unauthorized access to data;
l. A description of the steps taken to prevent unauthorized use of passwords, access
logs, badges, or other methods designed to prevent loss of, or unauthorized access to,
electronically or mechanically held data;
m. An agreement to comply with HIPAA Privacy Rules (Federal regulations) as a
Business Associate of DHS.
R-275 The Supplier will ensure that the SPMP complies with State and Federal laws, rules,
regulations, standards, and guidelines to include the following:
a. NIST Publication 800-53 current revision;
b. The American Recovery and Reinvestment Act (ARRA);
c. Patient Protection and Affordable Care Act (PPACA);
d. Title XIX of the Social Security Act;
e. Title II, Subtitle F, Sections 261 through 264 of the HIPAA, Pub. L. 104-191;
f. Medicaid IT Supplement 11-01-v1.0, Enhanced Funding Requirements: 7 C&S focus
areas.
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R-276 The Supplier will ensure the system(s) maintains compliance with current and future
security, privacy, accessibility, and certification laws (State and Federal), regulations,
policies, and guidelines relevant to system security, confidentiality, integrity, availability,
and safeguarding of information, where any of these overlap, the Supplier will ensure that the
system(s) will always strive to attain the more stringent policy. Supplier retains responsibility
for all modifications to the system(s) to maintain compliance according to the terms and
conditions of the resulting Contract.
R-277 The Supplier will notify DHS within one (1) business day of discovery of non-compliance
with security, privacy, accessibility, and certification laws (State and Federal), regulations,
policies, and guidelines relevant to system security, confidentiality, integrity, availability,
and safeguarding of information.
R-278 The Supplier will ensure the confidentiality, integrity, and availability of Electronic Protected
Health Information (ePHI). Further, the Supplier will ensure the system supports integrity
controls to guarantee that transmitted ePHI is not improperly modified without detection.
Any successful or unsuccessful attempts of modification of ePHI must be reported to DHS.
R-279 The Supplier will notify DHS within thirty (30) minutes of discovery of all successful
unauthorized attempts at modification of ePHI.
R-280 The Supplier will implement policies and procedures for guarding, monitoring, and detecting
malicious software (e.g., viruses, worms, malicious code), implement controls based on
trends, and report all discoveries to DHS.
R-281 The Supplier will notify DHS within thirty (30) minutes of discovery of successful malicious
software attempts.
R-282 The Supplier will monitor data behavior such that when there are anomalies or errors that
could indicate a compromise, Supplier will report results, develop a corrective action plan,
and remediate each occurrence.
R-283 The Supplier will notify DHS within thirty (30) minutes of discovery of confirmed abnormal
data behavior. The Supplier and DHS will mutually define abnormal data behavior.
R-284 The Supplier will propose, for DHS approval, and implement system controls to ensure
system security during software program changes and promotion in any environment that
contains regulatory data. The Supplier will report any successful or unsuccessful security
breaches during the software change or promotion.
R-285 The Supplier will ensure that all applications are protected against unauthorized access per
State and Federal guidelines. Additionally, all transmission lines and communications
services and linkages between the data and each information system, and between each
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system and the network, will be secure from unauthorized access at all times. All attempts of
unauthorized access will be reported to DHS.
R-286 The Supplier will notify DHS within thirty (30) minutes of discovery of all successful
unauthorized access requests.
R-287 The Supplier will monitor and provide DHS-approved metrics and reporting on system
security, privacy, confidentiality, accessibility, and integrity on a weekly and monthly basis.
R-288 The Supplier will notify DHS within thirty (30) minutes of discovery of successful breaches
of system security.
R-289 The Supplier will maintain a Security Breach Response Team available 24 hours a day, 7
days a week and within five (5) minutes of notification of an incident to respond to security
violations and breaches (physical and electronic). This includes communications to a defined
list of personnel at DHS tied to Continuity of Operations/Disaster Recovery (COOP/DR).
DHS staff will be informed of response plan, including specific steps and timeframes for
resolution.
R-290 The Supplier will initiate communications with DHS staff during an incident that will be
hourly and progressive.
R-291 The Supplier will collaborate with DHS to provide a Security Access and Management Plan
for granting, monitoring, tracking, and storage of all user access.
R-292 The Supplier will grant security access to approved users, in accordance to the Security
Access and Management Plan, within one (1) business day of receipt of electronic approval.
R-293 The Supplier will provide a DHS-approved, user-centered designed and intuitive interface for
Security Administrators to grant, track, manage, and revoke access for individuals. System
will also provide auditing capabilities for approved audit resources.
R-294 The Supplier will provide training to DHS staff in the use of the security management system
for both initial implementation and ongoing operations. In addition, the Supplier will provide
workforce security awareness through such methods as security reminders (at log on or
screen access), training reminders, online training capabilities, and/or training tracking.
R-295 The Supplier will conduct a review of all access rights and update access rights quarterly or
upon request of DHS. Supplier will produce a report listing all review activities and actions.
All such documentation will be maintained a minimum of six (6) years per HIPAA.
R-296 The Supplier will monitor and enforce all access criteria in accordance with DHS security
access and management policies and provide a flexible security management solution
capable of maintaining compliance with future DHS security access and management
policies.
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R-297 The Supplier will provide a network infrastructure solution that will be self-contained and in
its own security perimeter. In securing the perimeter of the Supplier's network, the use of
current and supported International Computer Security Association (ICSA) compliant
firewalls is required.
R-298 The Supplier will ensure all systems undergo Industry Standard security testing (e.g.,
penetration, physical security, web application, social engineering, and vulnerability tests)
minimally on an annual basis, as mutually agreed upon between the Supplier and DHS when
there has been a significant infrastructure change, or resulting from Federal requirements.
This security testing will be conducted at no cost to DHS and by a DHS-approved third party
that maintains no financial or controlling relationship with the Supplier. Additionally, the
Supplier will provide documented testing results and produce corrective action plans for any
deficiencies identified as well as be responsible for modifications to remain compliant based
on the terms and conditions of the Contract.
R-299 The Supplier will maintain a Security Incident and Event Management (SEIM) System on an
independent server. The Supplier will provide tools and make SEIM logs available to DHS,
Division of Enterprise Technology (DET), and other DHS-authorized MES Stakeholders for
analysis and reporting activity on the security log files.
R-300 The Supplier will maintain system and access log files for all system(s) and for such time as
designated by DHS. These log files will contain a complete accounting of all activity for a
given system. Supplier will provide DHS-authorized MES Stakeholders access to all logs and
provide the ability to perform ad hoc reporting.
R-301 The Supplier will design and execute security testing to prevent unauthorized access to the
system (intrusion detection and vulnerability testing) at a frequency defined by DHS, and
provide a report of all findings to DHS.
R-302 The Supplier will ensure that all Subcontractors that have access to protected health
information/confidential data sign and comply with a Business Associate Agreement (BAA),
which contains all requirements, mandated by the BAA on file between the Supplier and
DHS, and comply with HIPAA regulations for such agreements. Further, the Supplier will
ensure that all individuals having access to the confidential data will agree in writing to abide
by State and Federal rules and policies related to confidentiality at the time of hire and
annually.
R-303 The Supplier will ensure all data is restricted to the continental United States (CONUS).
R-304 The Supplier will ensure that all non-Production environments will mask critical and
sensitive data fields, especially data classified as PHI and PII data, based on DHS standards
and approval.
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R-305 The Supplier will ensure various levels of security within the enterprise system(s)
applications in accordance with DHS policy, guidance, and procedures.
R-306 The Supplier will provide a National Institute of Standards and Technology (NIST) based
data classification schema with data items flagged to link them to a classification category
and has an access privilege scheme for each user that limits the user’s access to one or more
data classification categories.
R-307 The Supplier will establish, enforce, document, communicate, and seek DHS approval of
responsibilities, processes, and procedures for all usage types, in accordance with State and
Federal standards and laws.
R-308 The Supplier will ensure system capabilities include NIST role based access control (e.g.,
add, update, read, delete) and how roles should be available in the system. Supplier will
provide tools for identified DHS staff to define various roles.
R-309 The Supplier will implement online security checks, including security by individual,
location, files, and fields, before allowing access to any DHS files, including data, software,
resources, code, or any other files resident with or accessed by DHS.
R-310 The Supplier will ensure the system independently stores and tracks all security, privacy, or
access request and approval documentation, as required by the most stringent relevant
Federal regulation (CMS, NIST).
R-311 The Supplier will propose a solution that ensures complete segregation of DHS data from
other Supplier customers to prevent the access of DHS data from unauthorized parties. All
access requests will be approved by designated DHS staff. The proposed solution will
comply with all court ordered or warranted requests for data access.
R-312 The Supplier will provide Internet security functionality to include the use of firewalls,
intrusion detection/intrusion prevention (IDS/IPS), https, encrypted network/secure socket
layer (SSL), and security provisioning protocols such as secure sockets layer, and Internet
protocol security (IPSEC), as well as provide data loss prevention tools (DLP) and use
supported certificates.
R-313 The Supplier will implement and maintain a secure environment for both online and batch
access to DHS data using a fully functional and documented security software package for all
environments. This secure environment will include web application testing protocols, the
use of code review software and secure file transfer meeting FIPS 140-2 standards, or FIPS
140 standards as adopted by NIST, and enabling all reporting of testing and review activities
available to DHS.
R-314 The Supplier will encrypt data at rest, at transfer, and backed-up data per FIPS 140-2
Standards.
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R-315 The Supplier will ensure that the system(s) provides three (3) types of controls to maintain
data integrity:
a. Preventive Controls: Controls designed to prevent errors and unauthorized events
from occurring;
b. Detective Controls: Controls designed to identify errors and unauthorized transactions
which have occurred in the system;
c. Corrective Controls: Controls to ensure that the problems identified by the detective
controls are corrected.
These controls will be in place at all appropriate points of processing to comply with HIPAA
standards. Should the proposed solution not meet these standards, compensating controls,
approved by DHS, will be implemented.
R-316 The Supplier will ensure the system contains a data definition for the Designated Record Set
(DRS) that allows it to be included in responses to inquiries and report requests, as well as:
a. Provide the capability to respond to an authorized request to provide a report
containing the DRS for a given individual;
b. Ensure the system provides the capability to identify and note amendments to the
DRS for a given individual;
c. All such documentation will be maintained a minimum of six (6) years per HIPAA.
R-317 The Supplier will ensure the system:
a. Verifies the identity of all users and denies access to invalid users;
b. Supports a user security profile that controls user access rights to data categories and
system functions;
c. Maintains a list of users and their security profiles, including updating security files
with DHS-approved additions of new staff and changes to existing security profiles
and staff terminations;
d. Provides two-factor authentication that is scalable and aligns with Federal guidelines,
NIST Publication 800-53 current revision;
e. Initially grants users accounts with no access rights and builds each user’s security
rights profile based on user role and approved security access.
R-318 The Supplier will designate a full-time Compliance and Security officer to ensure and
maintain compliance with HIPAA and NIST standards.
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8.10.2 Vendor Response to System Compliance and Security Requirements
P-040 Describe the approach to System Compliance and Security and meeting all System
Compliance and Security Requirements across all project phases, including necessary
DHS and MES Stakeholder resource dependencies, the expected availability of the
functionality and processes outlined in the requirements, and any changes in the approach
as project phases change.
8.11 Continuity of Operations
Continuity of Operations business functions ensure that DHS continues to serve and perform essential
Wisconsin Medicaid Enterprise functions under a broad range of detrimental circumstances that may
affect any portion of the MES. Continuity of Operations Plans (COOP) and Business Continuity/Cyber
Incident Report/Disaster Recovery (BC/CIR/DR) Plans provide the foundation for all Continuity of
Operations activities, as illustrated through the solutions and remedies documented in the processes and
procedures. Beyond the documented plans, DHS views incident training and staged exercises as vital to
providing comprehensive support for Continuity of Operations across the Enterprise.
Additionally, DHS believes that outdated plans, and plans that are not actionably viable, present a
significant risk to Continuity of Operations. Therefore, DHS expects for the Supplier to continuously
review and update this collection of COOP Plans to address potential changes, accuracy, viability, and
improvements to adequately address projected MES evolution.
8.11.1 Continuity of Operations Requirements
R-319 The Supplier will provide, test, update, maintain, and submit, for DHS review and approval,
a BC/CIR/DR Plan that is aligned to NIST CP-2 and NIST 800-53 standards and meet all
Federal (CMS Standard and the associated Risk Management Handbook Procedures
CMS-CISO-2014-vIII-std4.4 or its replacement) and State standards on an annual basis or
more frequently as directed by DHS, such as after a major system change that materially
affects the BC/CIR/DR Plan.
R-320 The Supplier will perform annual DR/BC exercises. Exercises will include activities selected
from the BC/CIR/DR plan to verify the viability of each singular BC/CIR/DR plan in
accordance with NIST CP-4 standards. Exercises will also be performed after major system
changes as required by DHS. The Supplier will document all testing activities and report to
DHS instances where appropriately trained personnel were unable to complete the necessary
recovery procedures. The Supplier will adjust contingency and training plans to correct the
identified plan deficiencies and present updates to DHS for approval.
R-321 The Supplier will provide annual test reports to DHS within five (5) business days of
exercise, BC/CIR/DR Plan reports within one (1) business day of incident, and BC/CIR/DR
Plan updates within one (1) business day of identified deficiency.
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R-322 The Supplier will evaluate systems and business processes in collaboration with DHS for
criticality and necessity to determine appropriate return to operations timeframes during
development of both the initial and ongoing BC/CIR/DR plans.
R-323 The Supplier will ensure the proposed solution allows for a maximum Return to Operations
(RTO) of forty-eight (48) hours for the EDW & DAR modules solutions and services.
R-324 The Supplier will provide DHS-authorized individuals access, in accordance with the
procedures set forth in the BC/CIR/DR Plan, to inspect the disaster recovery back-up site and
procedures as mutually agreed upon between the Supplier and DHS.
R-325 The Supplier will provide DHS-authorized individuals access to the disaster recovery
back-up site as mutually agreed upon between the Supplier and DHS.
R-326 The Supplier will provide a report resulting from the back-up site review to DHS within five
(5) business days of the review.
R-327 The Supplier will provide training to Supplier staff and DHS-identified MES Stakeholders on
the execution of the Business Continuity Plan a minimum of twenty (20) business days prior
to implementation of the Supplier’s module components, with the implementation of major
changes, and annually thereafter or more frequently as directed by DHS.
R-328 The Supplier will review any new applicable Supplier provided business processes, including
systems and operations under the auspices of Subcontractors, for impact on mission critical
functionality and update BC/CIR/DR plans prior to new business process implementation
that are essential for Wisconsin to maintain mission critical functionality and key personnel
to be contacted at the time of an event.
R-329 The Supplier will review all Supplier provided business processes, including systems and
operations, under the auspices of Subcontractors, for impact on mission critical functionality
and update BC/CIR/DR plans annually.
R-330 The Supplier will update key personnel contact information as it relates to the BC/CIR/DR
immediately upon change.
R-331 The Supplier will ensure the BC/CIR/DR Plan provides a framework for reconstructing vital
operations to ensure the safety of employees and the resumption of time-sensitive operations
and services in the event of an emergency, provides for initial and ongoing notification
procedures, and complies with all NIST 800-61 standards.
R-332 The Supplier will ensure that the BC/CIR/DR Plan operational and system functions,
including systems and operations under the auspices of Subcontractors, will adhere to
HIPAA and NIST standards. These functions may not and cannot be performed and/or stored
outside of the continental US (CONUS).
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R-333 The Supplier will ensure collaboration with DHS to develop tiers of criticality, order of
priority, and SLAs during BC/CIR/DR Plan execution.
R-334 The Supplier will provide an up-to-date copy of the BC/CIR/DR Plan in a secure, highly
accessible, centralized online location and at an offsite location approved by DHS.
R-335 The Supplier will implement a DHS-approved alert process to handle system-related issues,
including notifying DHS identified contacts in accordance with the BC/CIR/DR Plan.
R-336 The Supplier will provide for back-up capabilities at a geographically separate remote site(s)
from the Supplier's primary site(s) in accordance with the standards set forth in the
BC/CIR/DR Plan. System and data back-up and recovery points will be mutually agreed
upon between the Supplier and DHS.
R-337 The Supplier will provide a back-up and recovery system in compliance with State and
Federal rules and regulations to ensure full back-up, including the use of offline backups.
R-338 The Supplier will support an Enterprise-Wide evolving approach to disaster recovery and
continuity of operations needs as the Wisconsin Medicaid Enterprise transforms. The
solution will allow for both hot and cold backups, in accordance with the approved
BC/CIR/DR and the criticality and necessity of systems, to eliminate data loss and minimize
disruptions to MES Stakeholders.
R-339 The Supplier will ensure that personnel who are responsible for systems recovery are trained
in accordance with NIST Publication 800-53 current revision standards and tested in their
ability to execute the contingency procedures to which they are assigned.
8.11.2 Vendor Response to Continuity of Operations Requirements
P-041 Describe the approach to Continuity of Operations and meeting all Continuity of
Operations Requirements across all project phases, including necessary DHS and MES
Stakeholder resource dependencies, the expected availability of the functionality and
processes outlined in the requirements, and any changes in the approach as project phases
change.
8.12 Documentation
Documentation consists of the creation, maintenance, storage, and management of documentation and
documents for all business and technical components for the EDW and DAR solutions. In a
collaborative, modular, complex environment, complete documentation is necessary for the successful
operation of the Wisconsin Medicaid Enterprise. Centralized, targeted, and relevant documentation that
is highly accessible and readily available ensures MES Stakeholders will have a full understanding of
the systems and processes of the Wisconsin Medicaid Enterprise. DHS expects Suppliers to engage in
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continuous maintenance, review, and quality assurance activities for all documentation to ensure
completeness and accuracy. DHS envisions that all documentation must be centrally accessible
(on-demand) and presented in a manner that allows for ease of use. DHS recognizes that the Supplier’s
proposed solution may include COTS and/or SaaS products, and that the Supplier and DHS will need to
mutually define the necessary access related COTS and SaaS product documentation.
For DHS to effectively monitor and manage the EDW & DAR solution functions, the Supplier will
make documentation available to, and integrate documentation with, the DHS enterprise document
management system (EDMS). DHS also has specific needs regarding the management of specialized
documentation and documents, such as reports and other artifacts, generated from system operation.
DHS’s overall documentation management needs revolve around the necessity to have documentation
immediately available (e.g., electronically) to the appropriate MES Stakeholders. The Supplier’s
document management solution must also include strategies to reduce probable time-lags between
document receipt/creation and MES Stakeholder accessibility.
8.12.1 Documentation Requirements
R-340 The Supplier will develop and maintain a documentation development, maintenance, and
quality review process coordinated with the Enterprise PMO and subject to DHS approval
that ensures regularly scheduled reviews for changes, refinements, updates, and document
retirement.
R-341 The Supplier will adhere to all documentation development, review, approval, and quality
assurance timelines specified in the Document Development, Maintenance, and Quality
Review process.
R-342 The Supplier will consult with DHS document owners during routine document maintenance
and development.
R-343 The Supplier will prepare, update, revise, and submit to DHS for approval all operational,
systems, or reporting-based documentation (in all original forms/mediums) as they relate to
system changes, maintenance, or modification work requests.
R-344 The Supplier will provide all new and revised documentation prior to the implementation of
changes or modifications.
R-345 The Supplier will update and publish the metadata repository as updates are implemented.
R-346 The Supplier will review all metadata within the metadata repository on a mutually agreed-
upon frequency between the Supplier and DHS.
R-347 The Supplier will ensure that documentation adheres to applicable International Organization
for Standards (ISO) recommendations, based on DHS-approved SDLC guidelines, and
follows all DHS publication or documentation styles and standards.
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R-348 The Supplier will provide a documentation format and structure that allows users to easily
understand and access related functions.
R-349 The Supplier will ensure documentation standards apply to all internal, external, paper copy,
electronic, and system/operational/technical documentation produced by the Supplier.
R-350 The Supplier will create and maintain all system and technical documentation for all EDW &
DAR applications, products, and systems. System and technical documentation will utilize
DHS-approved language, diagrams, and structure.
R-351 The Supplier will utilize the DHS EDMS to maintain system-related business, technical, and
operational documentation.
R-352 The Supplier will ensure all documentation is readily available online and electronically,
maintained, retained, archived, and restored as required by all document and data retention
laws, including any applicable litigation hold.
R-353 The Supplier will make available to DHS, and integrate with DHS’s enterprise EDMS, all
EDW & DAR documentation.
R-354 The Supplier will ensure all documentation is prepared and accessible using current DHS
standard/approved software packages. All documents will be reviewed and approved by DHS
prior to publication.
R-355 The Supplier will provide new, routinely maintained, and updated documentation for all
contracted functions in accordance with the DHS-approved documentation development,
maintenance and quality review process.
R-356 The Supplier will maintain a documentation standard that aligns with the standards and
templates set forth by DHS and other contracted Suppliers and utilize the approved standard
throughout the life of the Contract.
R-357 The Supplier will document and publish all operational, system, and technical processes as
they relate to their responsibilities under this Contract as part of ongoing maintenance.
R-358 The Supplier will maintain a complete and accurate audit trail record of all changes made to
documentation. This audit trail will cover the complete life cycle of the documentation from
inception to retirement.
R-359 The Supplier will maintain an electronic tracking, routing, and archiving system for
documentation that will record all activities associated with the creation and maintenance for
all documentation.
R-360 The Supplier will ensure appropriate documentation is directly integrated into the operational
systems where appropriate, for users. The documentation will be centrally located, accessible
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through the operational systems, and managed to allow for mass updates to documentation
integrated into multiple areas of the operational systems.
R-361 The Supplier will document all data elements, processes, methodologies, mechanisms,
protocols, and other related information for each data source in an interface control document
(ICD).
R-362 The Supplier will ensure a separate ICD will be created and maintained for each data source.
R-363 The Supplier will develop and maintain documentation for all support, maintenance, and
operations-related information needed for continued use of all functionality, including
interfaces, ETL, data management, and business intelligence.
R-364 The Supplier will document conceptual, logical, and physical models for all database service
layers and supporting data stores and make available online to DHS on the DHS EDMS.
R-365 The Supplier will maintain and update all conceptual, logical, and physical models to reflect
the most current versions after each addition, deletion, or change. Each model shall be
versioned, managed, and kept with corresponding system deployment(s).
R-366 The Supplier will complete all conceptual, logical, and physical models model updates or
changes ten (10) business days prior to implementation of the change. Updates will be
published to users at the time of implementation.
R-367 The Supplier will provide a document, made available online, that describes the contents,
format, and structure of all databases and the relationships among all database objects.
R-368 The Supplier will document and publish conformed enterprise reference indices that can be
shared across the Enterprise.
R-369 The Supplier will integrate and provide the capability to electronically route documents to
the DHS EDMS.
R-370 The Supplier will maintain DHS-approved procedures for the storage and destruction of all
documents—both electronic and hard copies—in accordance with DHS policy and Wis.
Admin. Code ch. ADM 12 Electronic Records Management.
R-371 The Supplier will collaborate with DHS, the Enterprise PMO, and other DHS-identified
Suppliers and MES Stakeholders to propose, implement, and maintain standard document
management and indexing strategies procedures.
8.12.2 Vendor Response to Documentation Requirements
P-042 Describe the approach to Documentation and meeting all Documentation Requirements
across all project phases, including necessary DHS and MES Stakeholder resource
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dependencies, the expected availability of the functionality and processes outlined in the
requirements, and any changes in the approach as project phases change.
8.13 Reporting Administration
The Reporting Administration functions provide an oversight and management framework to support all
operational and system reporting. This framework includes parameters encompassing creation,
formatting, maintenance, storage, and archiving of all reports generated out of the Modules and their
interaction and dependencies to the MES and its MES Stakeholders. Reporting Administration provides
the structure for documentation all reports and ongoing review of all generated reports. DHS expects
Suppliers to align all reporting solutions with the Reporting Administration requirements and standards,
including the application of approved styles and standards. The overall goal of the Reporting
Administration business area is to ensure the MES Stakeholders have access to accurate, meaningful,
readable, and timely reports that MES Stakeholders require to conduct day-to-day operations.
8.13.1 Reporting Administration Requirements
R-372 The Supplier will maintain a DHS-approved report generation schedule for all scheduled
reports.
R-373 The Supplier will generate, and provide all automated and ad hoc reports to DHS, within the
mutually agreed-upon timeframes and within the report generation schedule.
R-374 The Supplier will make available all generated reports in the DHS EDMS.
R-375 The Supplier will maintain DHS-approved document and content management procedures
and processes.
R-376 The Supplier will manage all stored reports in accordance with the DHS-approved document
and content management processes and procedures.
R-377 The Supplier will enable a comprehensive report archival process that is compliant with
current State and Federal records retention standards
R-378 The Supplier will generate all reports in a format, medium, and time frame acceptable to
DHS and CMS, without manual intervention or manipulation of data.
R-379 The Supplier will generate all necessary reports, as defined by DHS, to assist DHS in filing
all required Federal daily, weekly, monthly, quarterly, and annual reports. The Supplier will
deliver reports to designated users on the production date schedule identified.
R-380 The Supplier will ensure the accuracy of all reports before delivery to DHS and correct
problems and reprocess reports with identified and substantiated deficiencies within five (5)
business days of identification.
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R-381 The Supplier will develop and maintain DHS-approved user manuals for the report access
and delivery process online.
R-382 The Supplier will provide detailed documentation containing methodology/sources used in
the development of reports.
R-383 The Supplier will provide a yearly analysis of all existing reports and report descriptions,
source information, DHS report owner contact information, query logic, and other metadata
for any report utilized. This analysis will be used to create a report of recommendations to
support DHS for clean-up purposes to reduce duplication and archive queries and reports no
longer needed.
R-384 The Supplier will deliver a report of recommendations, based upon the yearly analysis of
reports, to DHS within five (5) business days of the end of the contract year.
R-385 The Supplier will implement all DHS-approved recommendations from the report review
analysis recommendations report within three (3) months.
R-386 The Supplier will maintain a DHS-approved listing of all reports. The listing must include at
least the following information for each report:
a. Report name;
b. Report description;
c. Users;
d. Data source;
e. Frequency;
f. Format;
g. Ability to sort and organize report listings by DHS user-defined configurations;
h. Query logic;
i. Meta data;
j. Hot link to most recent report;
k. Hot link to the data dictionary.
R-387 The Supplier will update the report listing within ten (10) business days of implementation or
change to report.
R-388 The Supplier will support a variety of media for displaying requested information online, as
well as including both hard and soft copies of report results. Output standards will meet
Industry Standards for legibility, timeliness, and appropriateness of presentation to the
purpose of the information.
R-389 The Supplier will create production reports that utilize DHS-approved styles and standards,
including headers and footers to provide consistency from report to report.
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R-390 The Supplier will provide access at the report level, based on role-based security, to
individuals based on business need.
8.13.2 Vendor Response to Reporting Administration Requirements
P-043 Describe the approach to Reporting Administration and meeting all Reporting
Administration Requirements across all project phases, including necessary DHS and
MES Stakeholder resource dependencies, the expected availability of the functionality
and processes outlined in the requirements, and any changes in the approach as project
phases change.
8.14 Communications
The Communications business area outlines the communication standards and requirements expected of
Suppliers in any sort of communication to MES Stakeholders. The Communications business area
applies to both incoming and outgoing communications regardless of communication method. The
Communication Plan must exemplify the DHS vision and voice while setting the foundation for all
communication activities required of the Modules and their interaction and dependencies to the MES.
Suppliers must ensure that all communications are developed and delivered to the appropriate
audience(s) in effective and efficient manner all while in accordance to the approved Communication
Plan.
8.14.1 Communications Requirements
R-391 The Supplier will collaborate with DHS to provide a Communication Plan for DHS approval
that, at a minimum, conforms to industry project management standards and sufficiently
addresses the challenges represented within a multi-Supplier, systems solution. The
Communications Plan (CP) will define the information and communication needs of all
identified MES Stakeholders, with specificity and focus on communicating clearly with MES
Stakeholders.
R-392 The Supplier will submit a unified communications management strategy as part of the
Communication Plan Deliverable for all DHS communications to internal and external MES
Stakeholders and audiences.
R-393 The Supplier will notify DHS of all legislative, executive level, and media inquiries and
forward any such inquires to DHS within one (1) business day. The Supplier will not respond
to legislative, executive level, or media inquiries unless directed by DHS.
R-394 The Supplier will identify and submit all communication materials to DHS for review and
approval.
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R-395 The Supplier will integrate their electronic communication management tool with or utilize
the DHS EDMS for the review and approval of all communications.
R-396 The Supplier will begin development of communication materials within three (3) business
days of assignment by DHS, unless otherwise directed by DHS
R-397 The Supplier will comply with all State and Federal policies, procedures, and requirements,
as well as DHS-approved timelines, for all communications.
R-398 The Supplier will ensure all communications adhere to DHS styles and standards.
R-399 The Supplier will ensure that the Supplier’s own name, logo, or any reference to the Supplier
are not included in any public facing communications such as updates, handbooks, forms,
other publications, or websites/portals, or on mailing or return envelopes unless specified and
prior approved by DHS.
8.14.2 Vendor Response to Communications Requirements
P-044 Describe the approach to Communications and meeting all Communications
Requirements across all project phases, including necessary DHS and MES Stakeholder
resource dependencies, the expected availability of the functionality and processes
outlined in the requirements, and any changes in the approach as project phases change.
8.15 Training
Training provides the management and administration for the initial and ongoing knowledge transfer
process of the Supplier’s solutions, enabling MES Stakeholders to maximize their usage, familiarity,
application, and comprehension of all aspects of the solutions. Training business functions must include
training planning, development, maintenance, and delivery across Supplier staff, DHS staff,
providers/partners, and any other DHS-identified internal or external MES Stakeholders.
DHS expects a training methodology that provides both standard training schedules/classes coupled with
specialized, tailored training approaches that offers the flexibility to customize any aspect or variable of
the training framework to address specified needs, such as levels of education, special needs, user types,
and level of experience. Additionally, the flexible training approach must encompass multiple modes of
training presentation styles and methods, such as online, hard copy, and electronic training opportunities
in both on-demand and structured training sessions.
As part of all training activities, DHS expects the Supplier to conduct training assessments and collect
metrics and feedback on all training activities. Overall, DHS believes that the Supplier’s approach to
training must be flexible enough to adjust and account for changing user needs to ensure all training
provided is relevant, concise, effective, and applicable to DHS needs.
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8.15.1 Training Requirements
R-400 The Supplier will collaborate with DHS to develop and provide a User Training Plan, for
DHS approval, that details all the activities required to efficiently, accurately and effectively
train all DHS identified and approved personnel in the complete use and operation of the
Supplier’s solution. Once approved by DHS, the Supplier is responsible for implementing the
Plan, as written, revised and approved, to comply with all system and business operational
standards and service levels of the Enterprise-Wide solution over the life of the Contract.
R-401 The Supplier will collaborate with DHS to provide an Operating Procedures Guide that
includes a highly configurable and agile workflow documentation entry, update, and
approval process for the overall operation of the Supplier’s solution. This guide, which will
be a critical resource for the User Training process as delineated in the User Training Plan,
will be updated by the Supplier in a timeframe applicable to the changes incurred, and all
updates are subject to DHS approval.
R-402 The Supplier will review the Operating Procedures Guide, in its entirety, on an annual basis.
R-403 The Supplier will include a complete and up-to-date and searchable Operating Procedures
Guide as part of the User Training Plan. The Online Operating Procedures Guide will be used
as part of the basis for user training, unless otherwise specified by DHS. Appropriate DHS
staff will approve all additions, changes, and deletions to the Guide. At a minimum, the
Online Operating Procedures Guide will provide an overall, comprehensive view of the
Supplier’s solution, including:
a. Index functionality;
b. Table of contents;
c. Glossary;
d. Screen illustrations, definitions and their related processes;
e. System documentation;
f. Key command instructions;
g. Screen access instructions;
h. Definitions by name, description, values, and related edits/error messages for all data
elements for each screen;
i. Descriptions that indicate applicable edits/error messages and possible resolutions for
each data element;
j. Consistent field names for the same fields on different screens throughout the system
and documentation;
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k. Word search capability;
l. System security and access capabilities
R-404 The Supplier will follow and execute Industry Best Practices, standards, and trends for
delivery and focus of training.
R-405 The Supplier will collaborate with DHS to identify annual training needs, update the Training
Plan and training materials for identified trainings, and submit the annual Training Plan for
DHS review, and approval.
R-406 The Supplier will review and update training materials in an agile, ongoing, iterative process
in partnership with DHS staff and revise as needed to meet the needs of DHS and program
changes.
R-407 The Supplier will review and update training materials a minimum of twenty (20) business
days prior to the program or system changes for review and approval.
R-408 The Supplier will conduct mock training sessions, a minimum of fifteen (15) business days
prior to the scheduled training, for DHS to provide final review and approval of training
materials to ensure the trainings meet DHS needs and training objectives.
R-409 The Supplier will conduct annual training needs assessments with users to ensure that the
collaborative development and maintenance of the Training Plan addresses the training needs
of all MES Stakeholders and provides recommended training course lists to support each
security role.
R-410 The Supplier will provide all training attendees with assessment tools and evaluations to
measure the effectiveness of the training received.
R-411 The Supplier will generate and maintain training metrics and feedback for all training
sessions.
R-412 The Supplier will develop recommended updates and changes to training based upon the
training metrics and feedback collected.
R-413 The Supplier will provide all training metrics, feedback, and recommend updates and
changes to DHS along with a list of attendees, including DHS Staff (identified by agency,
division, and bureau) and other Supplier staff within three (3) business days of each training
session.
R-414 The Supplier will develop trainings for DHS partners on the EDW & DAR
system/program/operational changes that occur over the life of this Contract.
R-415 The Supplier will develop and execute highly customizable (by program and audience needs)
scheduled, ad hoc, and on-demand trainings through individual, small and large group
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trainings; virtual trainings; and in-person as requested and defined by DHS, in accordance
with timeframes approved by DHS.
R-416 Upon request, the Supplier will facilitate off-site trainings, limited to locations within the
State of Wisconsin. DHS anticipates up to four (4) off-site trainings to be conducted
annually.
R-417 The Supplier will provide Web-Based Training (WBT) that is readily accessible to users 24
hours a day, 7 days a week and includes a quick reference guide for all training
documentation and FAQs.
R-418 The Supplier will embed training resources directly into operations systems where possible.
R-419 The Supplier will provide evaluations of Enterprise-Wide processes to determine additional
training needs.
R-420 The Supplier will perform analysis of user interactions to determine needs for training,
education, and outreach to all users as identified by DHS.
R-421 The Supplier will ensure that specified training modules include an electronic proficiency
test. Specific course tracking for each trainee will also be included within the applications.
For incorrect answers, the proficiency test will allow for multiple test attempts with testing
standards for proficiency to be prescribed by DHS.
R-422 The Supplier will maintain a complete and separate training environment that is solely
dedicated to the development and delivery of training and does not contain any PHI or other
DHS-identified sensitive data.
R-423 The Supplier will maintain a training environment with adequate logins for all users to learn
and practice skills from their training courses. This training environment will have data
refreshed on a mutually agreed-upon schedule between the Supplier and DHS and will
provide common scenarios for users to run with DHS-defined criteria.
R-424 The Supplier will ensure the training environment mirrors and supports production security
roles and access for all users.
R-425 The Supplier will provide the capability for users to register for trainings electronically. This
capability will include a training calendar indicating the number of available open slots in
each training session.
R-426 The Supplier will provide a central repository for all training materials, which will archive
training materials, track the history of changes/approvals and allow for the retention of
materials in accordance with DHS defined data retention policies. All customized materials
will be the property of DHS and will be readily accessible and available on demand to DHS.
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R-427 The Supplier will continue to make training available for a minimum of four (4) weeks after
the implementation of a change or as agreed upon with DHS.
R-428 The Supplier will provide hard copies of all training materials as requested and required for
the training session.
R-429 The Supplier will develop training materials in compliance with ADA standards. Any
identified changes to training materials to comply with this requirement will be addressed at
no cost to DHS.
R-430 The Supplier will cross train its staff to prevent loss of knowledge and expertise when staff
leave, as well as to minimize negative impacts to project timelines due to resource
availability. Supplier will also develop onboarding and training processes for new staff and
turnover in staff.
R-431 The Supplier will provide a dedicated Training and Documentation Manager to oversee
necessary training staff to meet the identified training needs of DHS.
8.15.2 Vendor Response to Training Requirements
P-045 Describe the approach to Training and meeting all Training Requirements across all
project phases, including necessary DHS and MES Stakeholder resource dependencies,
the expected availability of the functionality and processes outlined in the requirements,
and any changes in the approach as project phases change.
8.16 Help Desk and Support
Help Desk and Support provides an overarching resource management structure to assist and empower
MES Stakeholders who need assistance with the Modules and their interaction and dependencies to the
MES. Help Desk and Support is the foundation from which the Supplier assists MES Stakeholders with
system access and availability issues and also in understanding data and report formats, reviewing
reporting results, and helping troubleshoot anomalies. Inherent in the Help Desk and Support business
area is the structure upon which support is provided to ensure prompt resolution of questions and issues
can occur. This structure must include an adequate staffing pattern, that not only addresses appropriate
levels of resources, but that the assigned/hired resources have the proper experience, education, and
training to efficiently and appropriately handle the level, magnitude, and variety of requests submitted.
Routing and prioritization of assistance requests must be both succinct and accurate, so that the
resolution can be implemented. Overall, the Supplier must provide a solution that works to resolve all
requests in a timely and accurate manner, yielding an overarching positive MES Stakeholder experience.
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8.16.1 Help Desk and Support Requirements
R-432 The Supplier will collaborate with DHS to provide a Help Desk Plan that, at a minimum,
complies with all requirements and performance standards specified in this RFP as well as
sufficiently address the challenges represented within a multi-Supplier, integrated systems
solution. DHS will approve the Plan before a Help Desk is established. Components of the
Plan include the following:
a. A narrative describing the Help Desk functionality;
b. The Supplier staffing expectations, both on and off regular business hours, and their
roles and responsibilities;
c. Detailed specifics of all messages used by the Help Desk, both on and off business
hours, and in DHS defined languages;
d. The routing procedures of all requests;
e. The security measures employed by the Supplier to protect data privacy;
f. The data editing procedures employed by the Supplier to protect data integrity;
g. The procedures for recording and maintaining a statistical database for QC and
statistical analysis of all help desk interactions.
R-433 The Supplier will maintain a DHS-approved help desk support function that enables user
support to be requested through a variety of methods at a minimum on all State business
days, 6 a.m. CT to 6 p.m. CT.
R-434 The Supplier will provide a non-automated response to all requests to the help desk during
normal DHS-approved business hours within thirty (30) minutes, 99.99% of the time,
measured weekly Sunday through Saturday.
R-435 The Supplier will provide application-specific support coordinated through the Help Desk
Staff that follows all help desk and issue management procedures.
R-436 The Supplier will provide in-person Help Desk support at DHS facilities on an as-requested,
temporary basis during the term of the Contract. DHS will provide the Supplier advanced
notification and the Supplier will not be required to maintain dedicated or separate staff to
provide the temporary support.
R-437 The Supplier will provide self-service help and support options within systems and
components, including online and contextual help functions.
R-438 The Supplier will implement and utilize a mutually agreed-upon trouble-ticket system that
supports the production/development/all environments and resolves defects in a timely
manner.
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R-439 The Supplier will provide technical assistance as needed to assist users in researching
problems, reviewing production outputs, and understanding report formats.
R-440 The Supplier will collaborate and coordinate with the other Module(s) Suppliers to research
and resolve issues that are associated with the integration of EDW & DAR modules.
8.16.2 Vendor Response to Help Desk and Support Requirements
P-046 Describe the approach to Help Desk and Support and meeting all Help Desk and Support
Requirements across all project phases, including necessary DHS and MES Stakeholder
resource dependencies, the expected availability of the functionality and processes
outlined in the requirements, and any changes in the approach as project phases change.
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9.0 MODULE SOLUTIONS
a. RFP Section 9.0 Module Solutions outlines DHS’s vision, approach, scope of work, and
requirements for modularization of the Medicaid Enterprise through the procurement of solutions to
replace both the technical and business aspects of the current data storage and access, reporting, and
analytic services. This section outlines module solution-specific requirements and the expected
Vendor response to those requirements.
b. Vendors are responsible for responding to all requirements listed within this section. Therefore,
Vendors should review and understand this section in its entirety in order to comprehensively
incorporate all information contained within the requirements into proposal responses. Vendors
should provide clear, comprehensive, descriptive, and cohesive solutions to meet the business needs
listed throughout this section. The Vendor is required to provide narrative responses in this section
that clearly describe the proposed solution’s ability to meet the requirements as stated within this
section and the resulting Contract.
9.1 Overview
DHS is seeking Vendor’s innovative solutions to meet its evolving Medicaid Enterprise’s information
needs, which includes structuring collected data sources to set a solid foundation for the evaluation of
programs and strategies, establishment and monitoring of strategic goals, and exploration of data for
continuous program and process improvements through the procurement of the following modules:
Module 1 - Enterprise Data Warehouse: The Enterprise Data Warehouse (EDW) will serve as the
repository for all enterprise data and is the foundation for data management, information sharing,
data analytics and reporting, and supporting schemas/data stores. The EDW is envisioned to be the
central hub for all data access and exchange, as well as plugging in business intelligence (BI) tools
for reporting and advanced analytics for internal and external MES Stakeholders.
Module 2 - Data Analytics and Reporting: The Data Analytics and Reporting (DAR) component will
provide DHS with the tools, mechanisms, and services to support its data analytics and reporting
needs and responsibilities. This component is envisioned to provide a single access point for all
analysis and report development activities and the repository of analytic projects and published
reports.
The goal of this solicitation is to replace both the technical and business aspects of the current data
warehouse, business intelligence and data analytics services utilized by DHS with a modern, modular
system and service delivery model that will meet current and future needs of the Medicaid enterprise.
DHS envisions that both the service and system delivery solutions shall be flexible and, adaptable with
the current and future data models, business intelligence, and analytics tools. Additionally, DHS
believes that this model should solve for the high-level DHS identified business needs and functional
capabilities, as listed in the following table:
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Business Needs/Functional Capabilities Description/Expectation
Flexibility
Obtain solutions that provide greater automation and are
easily and quickly configurable based on changing business
requirements and needs. The solutions should focus on
configuration changes rather than custom code development
for business requirements. The Supplier will need to be
intimately familiar with its solution to make recommendations
to best incorporate business requirement changes. Making the
Change Management process more efficient for obtaining
DHS approval for changes will reduce the amount of time to
get business requirements implemented in the system and
increase accuracy of system transactions.
Reusability
Obtain solutions that, where practical, leverage existing
technology and resources, and/or system components that
can be transferred from existing solutions to reduce
implementation and operating costs. The solution
implemented should provide benefits to DHS so that future
changes in technology and Federal regulations can be shared
across all partners. The system is not required to be
previously CMS certified. However, all proposed solutions are
expected to meet and maintain CMS certification
requirements.
Reporting Capabilities
Obtain a robust reporting solution that will leverage centralized
access to data to improve reporting and analytics results. DHS
expects that a solution would provide flexible reporting and
business intelligence tools that provide a variety of graphical
and data formats. The variety of formats will allow DHS to
communicate data in a view appropriate for multiple audiences
and roles. The solution will also provide options to automate
reporting, including the ability of users to designate reports for
generation at specific intervals, and the ability to set
parameters for ad hoc reports. This also includes the ability to
search on user-defined data elements.
Audit trail and access to history Provide access to data, program, access change, and viewing
history within the solution to allow DHS to understand the
history of the changes, and to ensure HIPAA compliance
through an online, human-readable audit trail.
Workflow management Support solutions related to processes flowing electronically
from one Stakeholder to another using DHS’s EDMS.
Role-based Access to Data Provide, as close to real-time as possible, centralized access
to all data, based on role. Role Based Access Controls must
be capable of being granular to the level of masking elements
by role (e.g., last four of SSN)
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Business Needs/Functional Capabilities Description/Expectation
Financial Management
Improve financial management processes by leveraging
information available electronically to support more efficient
budgeting and financial forecasting. Electronic financial
management will leverage solutions used to support
centralized data access and policy/utilization modeling.
Utilization Tracking and Forecasting
Track utilization trends to support improved decision-making
on where to allocate program resources. The information
collected and tracked over time will support forecasting and
allow DHS to make more timely changes to policy to improve
healthcare and financial outcomes. This goal will leverage
solutions used to achieve centralized data access and
policy/utilization modeling goals.
Electronic Communication Capabilities
Improve, standardize, and automate communications amongst
users. These capabilities may result in timely communications
that would lead to improved program management.
Key Performance Indicators (KPI) for
Improved Health Outcomes
Identify opportunities for transformation of health care delivery
and outcomes with actionable measurement and reporting. As
programs mature and policies evolve, and new data sources
become available, the need for new and better performance
metrics will grow. The proposed solution should address
identification and implementation of new KPIs and associated
actionable reporting mechanisms.
Finally, DHS is seeking operation services that will provide operational automation for all authorized
users, along with a collaborative and supportive customer service approach, while offering
comprehensive training and support services that will assist and enable DHS to view and use the data
collected in a mature and capable manner. Overall, DHS seeks to provide internal and external MES
Stakeholders with the information management and analytics tools that will enable the management and
transformation of its various health programs to quickly adapt to and support the next decade of major
health care reform that is expected to occur in health care management.
As indicated in RFP Section 4.1 Overall Project Timeline, DHS envisions a multi-phase approach to
implementing modular functionality. This phased approach will allow DHS to incorporate additional
enterprise data sources while enabling realization of the modular solutions benefits sooner. These phases
are:
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A. Phase I: Conversion of existing data and addition of new sources
1) All data from the current data warehouses being replaced with this procurement will be
converted into the new EDW as outlined in the Procurement Library. Please reference PLD031 –
EDW & DAR Procurement Library documents on the Procurement Library web page.1
2) The data sources available in the current data warehouse solution with additional data elements
from these systems including the Core MMIS and associated systems will be integrated,
modeled, and made available for users.
Phase I must include a process for collaborative review between DHS and the Supplier to
confirm those Core MMIS data elements slated for inclusion into the EDW. The procurement
library lists all MMIS data elements and those elements not otherwise accounted for due to
inclusion in the current data warehouse solution are in potential scope for inclusion into the
EDW. Please reference PLD031 – EDW & DAR Procurement Library documents on the
Procurement Library web page.2
3) The reporting and analytics tools will be integrated with EDW, inclusive of presentation and
semantic layers being developed and integrated.
4) Existing reports and queries will be converted or replicated and stored for user access, retrieval,
analysis, and publication.
5) Existing analytic projects will also need to be evaluated to determine impact, and as applicable
be converted or replicated for user access, retrieval, analysis, and publication.
6) Implementation of all business and technical functionality outlined in RFP Section 9.0
7) The Operations period will begin upon implementation of Phase I.
B. Phase II: Integration of Long Term Care data
1) New data from the Long-Term Care (LTC) programs added to the MMIS as the result of
Enhancement activities will be integrated, modeled, and made available for users.
2) Existing LTC reports will be converted or replicated and stored for DHS access, retrieval,
analysis, and publication. This includes any reports that were not migrated during Phase I.
1 If this link does not work, try pasting the following into the browser address bar:
https://www.dhs.wisconsin.gov/business/mes/pld031.zip 2 See previous footnote.
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3) Existing LTC analytic projects will also need to be evaluated to determine impact, and as
applicable converted or replicated and stored for DHS access, retrieval, analysis, and publication.
4) Existing business and technical functionality and processes, including reports, implemented in
Phase I, will need to be analyzed for impacts due to the new data sources and updated as
necessary.
Inherent in each DDI Phase is the expectation of collaboration between DHS and the Supplier to
perform discovery at the start of the DDI Phase based on existing functionality and the new data sources.
This period of discovery will allow both DHS and the Supplier to uncover hidden or otherwise unknown
impacts to the planned DDI phase and allow for the appropriate incorporation of this work into the
phase.
9.2 Approach
In describing the modular solutions requirements, this solicitation is taking an outcomes-based approach.
By choosing this approach, DHS is actively focusing on “what” various functions, services, and
technology solutions DHS expects from Vendor solutions, rather than “how” the various functions,
services, and technologies should be performed.
Through the employment of this outcomes-based requirement approach, DHS is encouraging and
enabling Vendors flexibility in proposing the details of “how” their solution meets DHS’s vision.
However, with an outcomes-based approach, DHS notes that the requirements are not inclusive of every
possible duty, task, or deliverable necessary to achieve success in this Contract, but are written at a high
level so that the overall DHS vision and goals can be emphasized. Vendors should not assume that any
perceived lack of detail in a specific area indicates that there are no duties or expectations in that area,
and to that extent, Vendors are reminded that the modular solutions outlined in this section are governed
by and managed throughout the project lifecycle in accordance to the Facility requirements (RFP
Section 5.0), Staffing requirements (RFP Section 6.0), Data Governance (RFP Section 7.0), and Project
Management and Administration requirements (RFP Section 8.0). Therefore, DHS expects and requires
Vendors to identify all proposed tasks and deliverables that are part of their proposed solutions to help
clarify cost, schedule, and implementation boundaries for both parties. Finally, while DHS is
encouraging creativity to promote innovative solutions, DHS may request that some details of the
Supplier’s solution be modified.
9.3 Module 1: Enterprise Data Warehouse Solution
a. In procuring Module 1: Enterprise Data Warehouse, DHS is seeking a service-based Enterprise Data
Warehouse (EDW) that will structure and integrate DHS program data, from both internal and
external data sources, into an enterprise-wide warehousing solution that will position DHS to meet
evolving, future health data needs. This solution must also comply with the Seven Conditions and
Standards (7 C&S) , as mandated by CMS, and be adaptable to future standards in order to maximize
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Federal Funding designated to assist states with the cost for expanding and modularizing Medicaid
IT solutions.
b. The EDW will directly or indirectly touch every MES Stakeholder. As such, it is imperative that the
EDW assists with creating efficient processes while providing support and access to timely data.
This ensures that MES Stakeholders will have confidence in the reporting and analysis from the
EDW. This confidence will enable DHS to manage and transform its programs quickly in order to
adapt and support the next decade of operations, healthcare delivery, and payment reform.
c. A key success factor for this project will be to establish a single source of well-integrated data that
can be used to make decisions relating to the Medicaid Enterprise. The Supplier will provide DHS
with an EDW that will process data and publish data timely, reliably, and with high quality. The
EDW will serve as the repository for all enterprise data (unless identified and approved by DHS) and
become the foundation for data management, information sharing, BI, and supporting schemas/data
stores. The EDW is envisioned to be the central hub for all data access and exchange, as well as
utilizing BI tools for reporting and advanced analytics for internal and external MES Stakeholders.
d. To support accurate analysis and reporting, as well as to address immediate deficiencies, the EDW
will provide consistent, clean, and conformed data that will be sourced from multiple systems. This
will enable DHS to have an integrated, single source of data that can be used for data exploration
and strategic and operational decision-making. The EDW will also provide visibility to information
across the Medicaid Enterprise using Master Data Management (MDM) capabilities. The EDW must
be designed with the flexibility to incorporate additional data sources and expand capacity,
performance, and functionality as business and management needs change, while maintaining the
integrity of the long-term EDW architectural vision. Please reference PLD023 – Wisconsin
EDAMSA Data Management Strategy Recommendation Summary for more information on DHS’s
MDM strategy recommendations.
e. Upon implementation of Phase I and completion of successful parallel processing, Module 1: EDW
will replace the existing Decision Support System/Data Warehouse (DSS/DW) and LTCare Data
Warehouse (LTC DW) systems and functionalities as approved by DHS. The EDW Supplier must
ensure that all existing data exchanges, warehousing, and services, and access are replaced,
maintained, and fully supported through all phases of this solicitation’s resulting contract.
f. The following provides a brief description of each production functional area the EDW will replace.
DHS expects the replacement will meet or exceed all storage and performance needs of the
following functional areas:
The Decision Support System (DSS)/Data Warehouse (DW) stores a variety of data from many
disparate sources to support Medicaid and other health care programs. This includes analysis and
publication of the data both internally and externally, as applicable.
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The LTCare Data Warehouse provides an area to store data and uses Business Objects as the BI
tool for data access for both internal and external users, which includes both government and
non-government workers. This access is obtained through the internet and allows access to
timely information to use for utilization management, network development, quality assurance,
research, and other business functions. The data access includes tools for data analysis and
decision-making. The tools and data sets made available can be used to build periodic (ad hoc),
defined frequency (operational/production), and executive level reports using data collected from
multiple sources (e.g., the LTCare Information Exchange System (IES), the Functional Screen
Information Access application, and a variety of other long-term care (and other) program
functions/data sources).
g. The EDW will become part of the overall Wisconsin Medicaid Enterprise, requiring the EDW
Supplier to work closely with DHS, DHS-approved MES Stakeholders, other Module Suppliers, and
all ancillary project support Suppliers (e.g., Systems Integrator, IV&V, Enterprise PMO, and TAS)
during the entire contract period to ensure an integrated, seamless solution.
9.3.1 Scope of Work
The Enterprise Data Warehouse (EDW) will serve as the repository for all enterprise data and is the
foundation for data management, information sharing, analytics, reporting, and supporting schemas/data
stores. The EDW is envisioned to be the central hub for all data access and exchange, as well as
plugging in BI tools for reporting and advanced analytics for internal and external MES Stakeholders.
The EDW scope of work includes four major requirement groupings to support these goals:
A. Enterprise Data Warehouse Architecture: Includes the overall architecture, infrastructure, and
security for the EDW system. The proposed architecture must be scalable, extensible, and meets data
integrity, performance, security, and other technical requirements. Included in Enterprise Data
Warehouse Architecture is:
1) Environments and Structure includes the physical and virtual environments for the EDW
Platforms, including all hardware, firmware, middleware, connectivity, security, and software to
securely host and maintain the solution. Multiple EDW environments are required to support
development, testing, training, prototyping, and production, and must account for both direct
user access and access through the tools and capabilities provided in Module 2: Data Analytics
and Reporting. DHS minimally requires the following EDW environments to be supported:
Development
System Test
Model Office
Training
Production
Sandbox
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2) Data Models include an enterprise data model designed around DHS’s data, business practices
and policies, which includes standardized, reusable data dimensions, such as member, provider,
organization, diagnosis, geography, time, and financial. Data Models encompass Conceptual,
Logical, Physical, and Information Models and must support DHS review and approval prior to
implementing data sources or updates to the EDW.
3) Security and Access includes the protection of all EDW data, provision of access to that data,
and storage of all user access accounts and audit information. All DHS data is considered
sensitive PII or PHI. As such, the security of the data is critical to the success of the project and
the solution must include physical and virtual security methods, as well as role-based access to
all environments and data at the proper level. Security and access to data also requires an audit
trail of all events performed by EDW users and the EDW itself. Additionally, DHS envisions a
potential transition to a single sign-on or same sign-on approach across the MES, which requires
integration into a centralized account store controlled by DHS or another Supplier. The proposed
solution must provide the flexibility to adapt to changing security and access approaches during
the evolution of the MES.
4) Data Delivery includes the mechanisms and support to allow users to schedule and deliver data.
Data delivery must support user scheduling and exporting of data in a variety of formats. To
assist in data delivery, the proposed solution must also encompass user support in understanding
and designing complex queries and monitoring the extract of data through these queries. Data
Delivery provides users direct access to the data through querying tools.
5) Extract, Transform, Load (ETL) includes the tools and services to successfully intake data and
make it available in a useable format to authorized users. ETL functionality will provide
processes that include cleansing, transformation, and the integration of data from multiple
sources in a variety of formats, transforming them to be consistent with well-designed data
models and data dictionary, and to load them into the data warehouse. ETL will also ensure data
synchronization between each data source Supplier to the greatest extent possible. All ETL
processes and solutions require DHS approval.
6) Sandbox environment, a specific environment DHS requires within the EDW, includes the
specifications for separate Sandbox environment to allow authorized users the flexibility to
structure and query upon user-specified data, including the addition of external data. The
Sandbox environment will allow users the ability to test ideas, manipulate data and model "what
if" scenarios in a controlled environment setting without affecting production processes of the
EDW.
7) Tools include the establishment of the overall environment and structure approach to provide
users the ability to connect to the EDW database and perform necessary queries through direct
access into the EDW database.
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B. Data Management: Includes data sources, governance, and integration. The foundation of any
successful data management solution must be a robust process to gather, link, align, cleanse,
normalize, standardize, organize, integrate, consolidate, and transform data from multiple diverse
data sources. DHS expects that the EDW solution will provide modern methods of data management
through tools and processes that cover metadata, data aggregation, data dictionaries, data lineage,
data storage, retention, and access.
1) Data Storage, Retention and Access includes the design, development, and implementation of
databases, Operational Data Stores (ODS), universes, and data marts needed to fulfill the
business intelligence/analytics needs of the Enterprise. Access to all data must be provided to
users through a variety of channels, and all data must be retained and available per DHS
specifications.
2) Data Transfer and Conversion includes the plan, approach and tools to convert existing, disparate
data sources into the EDW.
3) Environments and Structure includes the establishment of technical data structures and business
process structures to enable the fulfillment of all data management requirements. This structure
provides the foundation upon which all data management activities can be built.
4) Master Data Management includes the establishment of processes and structure within the EDW
to enforce master data management across all data sources. This will enable DHS to reduce
redundancy in data and provide users with greater capabilities when performing querying and
reporting activities.
5) Metadata includes the establishment and maintenance of all metadata capabilities through
processes and tools, including the establishment and maintenance of a metadata repository.
6) Tools include the technological and procedural tools necessary for the administration,
development, maintenance, and operations of the EDW data management functions.
C. Data Warehouse Performance: Includes ensuring the EDW is performing at appropriate service
levels at all times. Supplier must develop and articulate a foundational EDW solution that not only
meets, but also exceeds, current solution performance and scale. This foundation must also
accommodate for future growth expected through the integration of new data sources. The Supplier
shall ensure performance is met through specifications of uptimes and response times, as well as
requirements to maintain and monitor the system. This includes the technical and business support
necessary to capitalize on all functionality of the EDW and ensure optimal operation.
1) Backup and Recovery includes the planning of a responsive back-up strategy to adequately
address DHS needs and schedules, while incorporating routine frequencies to make sure
adequate restore points are available. Additionally, recovery capabilities should extend to all
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aspects of the warehouse including the data, queries, jobs, reports, analysis results, and
documents.
2) Maintenance includes the processes and tools to ensure EDW availability to users within
expected service levels.
3) Monitoring includes the ongoing oversight of all aspects of the EDW performance, system
health, and solutions to verify normal processing, identify improvements and optimizations, and
to handle unexpected processing and other system errors.
D. Enterprise Data Warehouse Integration: Includes the standards for integration and
interoperability with DHS’s Medicaid Enterprise, which encompasses both integration and
interoperability with other Module Suppliers, as well as integration and interoperability outside of
the MES to external data sources. DHS expects modular integration with the use of open standards
and interfaces that will support and adapt to the current and future modularization needs of the
Enterprise. The proposed integration solution must be capable of continuously adapting as
integration standards evolve. As modularization within the MES continues, DHS expects the
integration model to evolve and mature in alignment with all modules and industry standards, as the
modules adapt and change with the model.
The following sections detail the outcome-based requirements and required Vendor response for the
Module 1: Enterprise Data Warehouse scope of work.
9.3.2 Enterprise Data Warehouse Architecture Requirements
Enterprise Data Warehouse Architecture Requirements outline the overall architecture design DHS
requires in the proposed solution. Vendors should provide a comprehensive, cohesive solution to
Enterprise Data Warehouse Architecture needs, as listed throughout this section, which addresses and
combines DHS’s requirements, goals, and outcomes with the Vendor’s industry knowledge, expertise,
and experience. The proposed Enterprise Data Warehouse Architecture solution must account for DHS’s
current needs, while allowing for projected future growth. DHS is seeking solutions that not only meet,
but also exceed DHS’s requirements, goals, and outcomes.
Architecture – Environment and Structure Requirements 9.3.2.1
R-441 The Supplier will propose an Enterprise Data Warehouse that aligns with the goals of DHS
and industry best practices.
R-442 The Supplier’s proposed solution will include the development and implementation of a data
presentation layer for access by all DHS-authorized internal and external MES Stakeholders,
based on their role and profile.
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R-443 The Supplier’s proposed Presentation Layer Solution will provide access to all EDW data
available to enterprise users and subscribing systems.
R-444 The Supplier’s proposed solution will include a Sandbox environment that provides DHS
support for prototyping, simulating, development, testing, and production deployments.
R-445 The Supplier’s proposed solution will provide all system environment(s) (e.g., multiple
environments, multiple application layers, hub architecture) necessary to perform all required
functionality and work under the Contract.
R-446 The Supplier’s proposed solution will implement standard capabilities for infrastructure
security, scalability, performance, backup, and ongoing maintenance applied to all EDW
environments.
R-447 The Supplier’s proposed solution will meet the goals of DHS while using industry standards
for the design and maintenance of the EDW.
R-448 The Supplier’s proposed solution will include the architecture design to provide data stores
and repositories required to support essential EDW services and reference framework.
R-449 The Supplier’s proposed solution will enable re-use of services (e.g., rules engine for
validating data) to edit and validate data, excluding Sandbox tables, which do not go through
the extract, transform, and load (ETL) process.
R-450 The Supplier’s proposed solution will provide users a production environment with all
production source system data defined for inclusion in the EDW as part of the scope of work
for this RFP.
R-451 The Supplier’s proposed solution for architecture design will include the ability to load and
query high volumes of data efficiently.
R-452 The Supplier’s proposed solution will be adaptable and extensible to address and adjust to
DHS MES evolving strategies and needs.
R-453 The Supplier’s proposed solution will incorporate best practices for infrastructure and
environmental aspects into the EDW.
R-454 The Supplier’s proposed EDW solution will incorporate industry standard and MITA aligned
architecture, principles, and functionality so the EDW can effectively meet common
interoperability standards required from other applications, other agencies, other Suppliers,
Federal/State systems, services, and other systems as needed.
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Vendor Response to Architecture – Environment and Structure Requirements 9.3.2.2
P-047 Describe the approach and solution for meeting the EDW environmental and structural
expectations. Vendors should include the plan for meeting the Architecture –
Environment and Structure requirements with a focus on the needs of DHS, including the
necessary solution components proposed and the technologies/methodologies to be
deployed.
P-048 Describe the staff, staff experience, and staffing approach that will support the solution
for meeting the Architecture – Environment and Structure requirements.
P-049 Describe the level and type of DHS support the Vendor requires to meet the EDW
environmental and structural requirements. Vendors should include all expectations for
DHS regarding personnel, required personnel skillsets, duration of involvement, and non-
personnel resources.
P-050 Describe how the proposed solution will plan and execute future scaling of the solution in
both data storage and users, including projections. Provide a comprehensive response that
addresses both normal program growth and the planned MES evolution that integrates
additional data sources in phase I and II.
P-051 Describe how the Vendor will manage and maintain all environments including
production and non-production environments throughout the SDLC.
P-052 Describe the functionality that will be available through the presentation layer, and how it
will be configured with role based access control (RBAC).
P-053 Describe the industry best practices and standards that will be used to fulfill the EDW
environments and structure requirements including the evolution of industry standards
which will be incorporated into the solution over the length of the Contract.
P-054 Provide a graphic model/diagram of the proposed solution’s physical and virtual
environments and structures, with narrative labels and descriptions.
P-055 Describe the proposed solution’s interoperability capabilities, including how they will be
personalized to meet DHS needs, but standardized over the course of the engagement to
enable seamless integration across the MES.
Architecture – Data Model Requirements 9.3.2.3
R-455 The Supplier’s proposed solution will design, develop, implement, and maintain an enterprise
data model designed around DHS business practices and policies.
R-456 The Supplier’s proposed solution will require DHS approval of all data model designs.
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R-457 The Supplier’s proposed solution will support enhancing the value of data by appending
related attributes from other source and external source datasets.
R-458 The Supplier’s proposed solution will include EDW data modeling tool(s) to create, update,
and maintain clear and consistent formats for all Conceptual, Logical, and Physical data
models in accordance with State and Federal data standards, guidelines, and architecture.
R-459 The Supplier’s proposed solution will ensure data models are depicted for each deployed
environment upon implementation of changes.
R-460 The Supplier’s proposed solution will enable users to request temporary tables to become
permanent, as approved by DHS.
R-461 The Supplier’s proposed solution will support structured and unstructured data (e.g., user-
defined, text) sets.
Vendor Response to Architecture – Data Model Requirements 9.3.2.4
P-056 Describe the approach and solution for meeting the EDW data model expectations.
Vendors should include the plan for meeting the Architecture – Data Model requirements
with a focus on the needs of DHS, including the necessary solution components proposed
and the technologies/methodologies to be deployed.
P-057 Describe the staff, staff experience, and staffing approach that will support the solution
for meeting the Architecture – Data Model requirements.
P-058 Describe the level and type of DHS support the Vendor requires to meet the EDW data
model requirements. Vendors should include all expectations for DHS regarding
personnel, required personnel skillsets, duration of involvement, and non-personnel
resources.
P-059 Describe the approach and experience the Vendor has in regard to data modeling, data
storage, and data retrieval of complex environments inclusive of structured and
un-structured data and media files.
P-060 Describe the approach, methods, and tools for creating and managing data models of an
evolving enterprise over the life of the Contract.
P-061 Describe the approach and methods for incorporating and managing external source and
disparate datasets into current and evolving data models.
P-062 Describe the industry best practices and standards used to fulfill the EDW data model
requirements and how the evolution of the industry standards will be identified and
incorporated into the solution over the length of the Contract.
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Architecture – Security and Access Requirements 9.3.2.5
R-462 The Supplier’s proposed solution will provide access and capability for DHS-approved users
to load data in non-production environments following established and mutually agreed-upon
standards, procedures, and protocols.
R-463 The Supplier’s proposed solution will enable and allow DHS-approved users to publish and
share data to user-defined recipients.
R-464 The Supplier’s proposed solution will provide access to data, which is approved for access by
specific users, within all environments.
R-465 The Supplier’s proposed solution will provide and maintain a comprehensive data security
system and processes, as approved by DHS, to control/monitor data access, update rights,
and maintain change history.
R-466 The Supplier’s proposed solution will enable and allow direct user access, and external
system access, to the EDW service layers in accordance with DHS security policies.
R-467 The Supplier’s proposed solution will maintain metadata related to security policies and
procedures (e.g., user and system profiles, roles, privileges).
R-468 The Supplier’s proposed solution will include user access provisioning, detailed audit trail of
all user activities, and management for all DHS-approved users.
R-469 The Supplier’s proposed solution will work with DHS, and all approved users/ MES
Stakeholders, to establish roles and permissions for all environments.
R-470 The Supplier’s proposed solution will employ a security approach that integrates with all
components to provide role-based access, with single sign-on functionality.
R-471 The Supplier’s proposed solution will enable future integration with an integrated
Enterprise-Wide single and/or same sign-on solution.
Vendor Response to Architecture – Security and Access Requirements 9.3.2.6
P-063 Describe the approach and solution for meeting the EDW security and access
expectations. Vendors should include the plan for meeting the Architecture – Security
and Access requirements with a focus on the needs of DHS, including the necessary
solution components proposed, and the technologies/methodologies to be deployed.
P-064 Describe the staff, staff experience, and staffing approach that will support the solution
for meeting the Architecture – Security and Access requirements.
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P-065 Describe the level and type of DHS support the Vendor requires to meet the EDW
security and access requirements. Vendors should include all expectations for DHS
regarding personnel, required personnel skillsets, duration of involvement, and non-
personnel resources.
P-066 Describe the proposed solution for identity management to implement a role based access
control (RBAC) process for creating, updating, managing, and monitoring approved
internal and external users and their actions to and within the EDW.
P-067 Describe how the proposed solution will provide integrated, secured, single sign-on
capabilities, and how the solution is adaptable to an integrated MES single sign-on or
same sign-on enterprise solution that utilizes an account store maintained by DHS or
another Supplier.
P-068 Describe the industry best practices and standards that will be used to fulfill the EDW
data and security requirements and how the evolution of the industry standards will be
incorporated into the solution over the length of the Contract.
Architecture – Data Delivery Requirements 9.3.2.7
R-472 The Supplier’s proposed solution will provide the capability to schedule queries and report
delivery based on user and/or DHS specifications.
R-473 The Supplier’s proposed solution will allow the data and reports to be delivered and/or
exported in a variety of formats.
Vendor Response to Architecture – Data Delivery Requirements 9.3.2.8
P-069 Describe the approach and solution for meeting the EDW data delivery expectations.
Vendors should include the plan for meeting the Architecture – Data Delivery
requirements with a focus on the needs of DHS, including the necessary solution
components proposed and the technologies/methodologies to be deployed.
P-070 Describe the staff, staff experience, and staffing approach that will support the solution
for meeting the Architecture – Data Delivery requirements.
P-071 Describe the level and type of DHS support the Vendor requires to meet the EDW data
delivery requirements. Vendors should include all expectations for DHS regarding
personnel, required personnel skillsets, duration of involvement, and non-personnel
resources.
P-072 Describe the industry best practices and standards that will be used to fulfill the EDW
data delivery requirements and how the evolution of the industry standards will be
incorporated into the solution over the length of the Contract.
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Architecture – Extract, Transform, and Load (ETL) Requirements 9.3.2.9
R-474 The Supplier’s proposed solution will provide the ability to extract (accept), transform, and
load (ETL) structured and unstructured data through an EDW Interface or EDW Data
Exchange into the System.
R-475 The Supplier’s proposed solution will perform data ETL functionality to integrate data from
DHS-approved sources into the EDW, inclusive of performing daily refreshes/loading if
needed, as defined by source.
R-476 The Supplier’s proposed solution will perform data ETL functionality for all data flowing
through a DHS-approved EDW interface, data exchange, or process for obtaining external
data.
R-477 The Supplier’s proposed ETL solution will re-route error or exception records to a separate
target for future interrogation/analysis based upon the types of errors or exception codes,
without an impact to the remaining load process.
R-478 The Supplier’s proposed solution will execute data ETL on a DHS-approved schedule.
R-479 The Supplier’s proposed solution will provide a collaborative data quality process to assist
DHS with the prevention of, and provide the functionality of preventing, new errors entering
the system.
Vendor Response to Architecture – Extract, Transform, and Load (ETL) Requirements 9.3.2.10
P-073 Describe the approach and solution for meeting the EDW ETL expectations. Vendors
should include the plan for meeting the Architecture – ETL requirements with a focus on
the needs of DHS, including the necessary solution components proposed and the
technologies/methodologies to be deployed.
P-074 Describe the staff, staff experience, and staffing approach that will support the solution
for meeting the Architecture – ETL requirements.
P-075 Describe the level and type of DHS support the Vendor requires to meet the EDW ETL
requirements. Vendors should include all expectations for DHS regarding personnel,
required personnel skillsets, duration of involvement, and non-personnel resources.
P-076 Describe the industry best practices and standards that will be used to fulfill the EDW
ETL requirements and how the evolution of the industry standards will be incorporated
into the solution over the length of the Contract.
P-077 Describe the policies and methodologies that will be used to transform enterprise-wide,
disparate data, including data clean-up activities, for use in the EDW.
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Architecture – Sandbox Requirements 9.3.2.11
R-480 The Supplier’s proposed solution will provide scalable Sandbox areas and required IT
infrastructure, design, and implementation support for all necessary components in approved
EDW Sandbox area(s).
R-481 The Supplier’s proposed solution will include the ability to replicate all/part of the permanent
tables structures (within DHS-approved space limitations) into Sandbox tables, so permanent
table structured query language can be re-used by or within the user-created Sandbox tables.
R-482 The Supplier’s proposed Sandbox solution will allow for the creation, maintenance, and
adjustments of space partitioning and allotments, as requested and approved by DHS.
R-483 The Supplier’s proposed solution will include the extraction and filtering of data from the
permanent tables and from other Sandbox tables within the Sandbox environment.
R-484 The Supplier’s proposed solution will allow specified DHS users permission to place reports
and query results generated within Sandbox area(s) for retrieval.
Vendor Response to Architecture – Sandbox Requirements 9.3.2.12
P-078 Describe the approach and solution for meeting the EDW Sandbox expectations. Vendors
should include the plan for meeting the Architecture – Sandbox requirements with a
focus on the needs of DHS, including the necessary solution components proposed and
the technologies/methodologies to be deployed.
P-079 Describe the staff, staff experience, and staffing approach that will support the solution
for meeting the Architecture – Sandbox requirements.
P-080 Describe the level and type of DHS support the Vendor requires to meet the EDW
Sandbox requirements. Vendors should include all expectations for DHS regarding
personnel, required personnel skillsets, duration of involvement, and non-personnel
resources.
P-081 Describe the industry best practices and standards that will be used to fulfill the EDW
Sandbox requirements and how the evolution of the industry standards will be
incorporated into the solution over the length of the Contract.
Architecture – Tools Requirements 9.3.2.13
R-485 The Supplier’s proposed solution will provide tools for creating and deploying complex
queries.
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R-486 The Supplier’s proposed solution will provide tools (e.g., natural language processing) for
identifying, extracting, decomposing, and formatting word patterns and phrases within
free-form text (e.g., clinical and other notes).
R-487 The Supplier’s proposed solution will provide tools that enable direct DHS-approved user
access to schedule queries.
Vendor Response to Architecture – Tools Requirements 9.3.2.14
P-082 Describe the approach, solution, and toolsets proposed to meet DHS expectations.
Vendors should include the plan for meeting the Architecture – Tools requirements and
needs of DHS, including the necessary solution components proposed and the
technologies/methodologies to be deployed.
P-083 Describe the staff, staff experience, and staffing approach that will support the solution
for meeting the Architecture – Tools requirements.
P-084 Describe the level and type of DHS support the Vendor requires to meet the EDW tools
requirements. Vendors should include all expectations for DHS regarding personnel,
required personnel skillsets, duration of involvement, and non-personnel resources.
P-085 Describe the industry best practices and standards that will be used to fulfill the EDW
tools requirements and how the evolution of the industry standards will be incorporated
into the solution over the length of the Contract.
9.3.3 Data Management Requirements
Data Management Requirements outline the foundations, including both technical and business
processes, upon which all data within the Enterprise Data Warehouse must be managed. Strong data
management capabilities will ensure that data is available and usable to users for all reporting and
analytics needs. This includes comprehensive documentation and traceability of all data from source,
through transformation, to target. By establishing a strong data management layer, with Master Data
Management and metadata capabilities, DHS will be able to trust and understand the data contained
within the EDW.
Vendors should provide a comprehensive and cohesive solution to the Data Management needs within
this section—a solution that combines DHS’s requirements and goals with the Vendor’s industry
knowledge, expertise, and experience. DHS is seeking solutions that not only meet, but exceed DHS’s
requirements and goals.
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Data Management – Data Storage, Retention, and Access Requirements 9.3.3.1
R-488 The Supplier’s proposed solution will include tools, methods, and policies that provide a
robust Enterprise Data Warehouse Data Management framework to gather, link, align,
cleanse, normalize, standardize, organize, integrate, consolidate, and transform data from
multiple diverse data sources and structured and unstructured data types.
R-489 The Supplier’s proposed solution will include functionality to develop, implement, and
maintain multi-dimensional data objects for derived and aggregated data.
R-490 The Supplier’s proposed solution will enable the maintenance, tracking, and identification of
source data values for the DHS Enterprise.
R-491 The Supplier’s proposed solution will allow for retention and access of data (e.g., data source
files, administrative, quality/audit data, Analytics/Reporting output) for a minimum of
(seven) 7 years and in compliance with DHS’s Electronic Records Management, Wis.
Admin. Code ch. Adm 12.
Vendor Response to Data Management – Data Storage, Retention, and Access Requirements 9.3.3.2
P-086 Describe the approach and solution for data storage, retention, and access. Suppliers
should include the plan for meeting the Data Management – Data Storage, Retention and
Access requirements with a focus on the needs of DHS, including the necessary solution
components proposed and the technologies/methodologies to be deployed.
P-087 Describe the staff, staff experience, and staffing approach that will support the solution
for meeting the Data Management – Data Storage, Retention and Access requirements.
P-088 Describe the level and type of DHS support the Vendor requires to meet the Data
Management – Data Storage, Retention, and Access requirements. Vendors should
include all expectations for DHS regarding personnel, required personnel skillsets,
duration of involvement, and non-personnel resources.
P-089 Describe the detailed approach for archiving and managing access to retained archived
data for the purposes.
P-090 Describe the detailed approach for source data management.
Data Management – Data Transfer and Conversion Requirements 9.3.3.3
R-492 The Supplier’s proposed solution will include the development and submittal of a data
transfer and conversion plan inclusive of all designated data sources for DHS approval.
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R-493 The Supplier’s proposed solution will include all designated data, per the DHS-approved
conversion plan.
R-494 The Supplier’s proposed solution will implement and maintain all data migration tools and
utilities.
R-495 The Supplier’s proposed solution will provide crosswalk(s) for all data that is changed or
moved during migration, including identifying/documenting all non-converted data and
where it resides.
R-496 The Supplier’s proposed solution will support the export and interface specifications
necessary for models, metadata, and other supporting information in multiple formats.
Vendor Response to Data Management – Data Transfer and Conversion Requirements 9.3.3.4
P-091 Describe the approach and solution for data transfer and conversion. Vendors should
include the plan for meeting the Data Management – Data Transfer and Conversion
requirements with a focus on the needs of DHS, including the necessary solution
components proposed and the technologies/methodologies to be deployed.
P-092 Describe the staff, staff experience, and staffing approach that will support the solution
for meeting the Data Management – Data Transfer and Conversion requirements.
P-093 Describe the level and type of DHS support the Vendor requires to meet the Data
Management – Data Transfer and Conversion requirements. Vendors should include all
expectations for DHS regarding personnel, required personnel skillsets, duration of
involvement, and non-personnel resources.
P-094 Describe the detailed process and methodology the Vendor will employ to analyze and
make recommendations for the transformation of converted data, and storage of
converted archival data.
P-095 Provide the outline of activities and examples of artifacts for Data Management - Data
Transfer and Conversion activities.
P-096 Describe ability and demonstrated experience, including data transfer/conversion size and
scope, with providing Data Management – Data Transfer and Conversion Requirement
activities.
Data Management – Environments and Structure Requirements 9.3.3.5
R-497 The Supplier’s proposed solution will incorporate system architecture and data modeling
functionality, as approved by DHS, which easily incorporates disparate data from various
Data Sources.
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R-498 The Supplier’s proposed solution will provide the necessary Data Management structure to
support the evolving data and reporting needs of the organization.
R-499 The Supplier’s proposed solution will provide data optimization for efficient query
execution.
R-500 The Supplier’s proposed solution will implement, maintain, and support Data Management
best practices and industry standards.
Vendor Response to Data Management – Environments and Structure Requirements 9.3.3.6
P-097 Describe the approach and solution for environment and structure. Vendors should
include the plan for meeting the Data Management – Environment and Structure
requirements with a focus on the needs of DHS, including the necessary solution
components proposed and the technologies/methodologies to be deployed.
P-098 Describe the staff, staff experience, and staffing approach that will support the solution
for meeting the Data Management – Environment and Structure requirements.
P-099 Describe the level and type of DHS support the Vendor requires to meet the Data
Management – Environments and Structure requirements. Vendors should include all
expectations for DHS regarding personnel, required personnel skillsets, duration of
involvement, and non-personnel resources.
P-100 Describe the proposed solution’s Data Management structure, and how it incorporates
and manages disparate data.
P-101 Describe the industry standards and best practices for Data Management that will be
utilized for the proposed solution and how new and evolving advancements in the
industry will be incorporated on an ongoing basis.
P-102 Describe the Vendor’s detailed approach, ability, and demonstrated experience with data
modeling for large, complex, health care enterprise, including the integration of multiple,
and disparate data sources.
P-103 Describe the proposed solution’s detailed approach to optimization for data access and
retrieval.
Data Management – Master Data Management Requirements 9.3.3.7
R-501 The Supplier’s proposed solution will collaborate with DHS to develop, implement, and
maintain Master Data Management processes, policies, and standards for use across the
Enterprise.
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R-502 The Supplier’s proposed solution will provide a master data management solution including
all tools, software, licensing, infrastructure, and capabilities necessary to implement data
management policies and rules.
R-503 The Supplier’s proposed solution will include functionality to create golden record type per
entity (e.g., provider, member) while maintaining the source records.
R-504 The Supplier’s proposed solution will enable the refinement/updating of mapping and
matching criteria as the Enterprise and data sources evolve.
Vendor Response to Data Management – Master Data Management Requirements 9.3.3.8
P-104 Describe the approach and solution for master data management. Vendors should include
the plan for meeting the Data Management – Master Data Management requirements
with a focus on the needs of DHS, including the necessary solution components proposed
and the technologies/methodologies to be deployed.
P-105 Describe the staff, staff experience, and staffing approach that will support the solution
for meeting the Data Management – Master Data Management requirements.
P-106 Describe the level and type of DHS support the Vendor requires to meet the Data
Management – Master Data Management requirements. Vendors should include all
expectations for DHS regarding personnel, required personnel skillsets, duration of
involvement, and non-personnel resources.
P-107 Describe the detailed approach and processes for linking and managing data, including
individuals and entities, to ensure that data analytics and reporting activities can capture
all data required while minimizing duplicate data.
P-108 Describe the detailed approach, ability, and demonstrated experience with the creation
and management of multiple golden record types.
P-109 Describe Vendor’s ability and demonstrated experience with providing Master Data
Management Requirement activities and assisting in the transition and evolution of an
organization’s master data management strategy
Data Management – Metadata Requirements 9.3.3.9
R-505 The Supplier’s proposed solution will provide, implement, maintain, and support
comprehensive metadata management with ETL mappings and all original source to targets
and target to source.
R-506 The Supplier’s proposed solution will provide the ability to capture, reconcile, and version
metadata from all sources.
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R-507 The Supplier’s proposed solution will include a metadata dictionary and repository with
advanced, customizable, and complex search capabilities with hyperlink capabilities.
R-508 The Supplier’s proposed solution will provide the ability to view, maintain, and report on all
aspects of the metadata for all data in the EDW.
R-509 The Supplier’s proposed solution will support the exchange of metadata with other data
sources or entities.
R-510 The Supplier’s proposed solution will include tools and methods to document traceability and
data lineage.
Vendor Response to Data Management – Metadata Requirements 9.3.3.10
P-110 Describe the approach and solution for metadata. Vendors should include the plan for
meeting the Data Management – Metadata requirements with a focus on the needs of
DHS, including the necessary solution components proposed and the
technologies/methodologies to be deployed.
P-111 Describe the staff, staff experience, and staffing approach that will support the solution
for meeting the Data Management – Metadata requirements.
P-112 Describe the level and type of DHS support the Vendor requires to meet the Data
Management – Metadata requirements. Vendors should include all expectations for DHS
regarding personnel, required personnel skillsets, duration of involvement, and
non-personnel resources.
P-113 Describe the detailed approach, ability, and demonstrated experience for overall metadata
management. Vendors should include details regarding experience with managing and
exchanging metadata between disparate data sources and standards, as well as the
incorporation of industry standards, advancements, and best practices.
P-114 Describe the proposed metadata repository including the approach to implementation and
ongoing maintenance.
Data Management – Tools Requirements 9.3.3.11
R-511 The Supplier’s proposed solution will provide a structure that will enable the analysis of data
through analytical tool(s).
R-512 The Supplier’s proposed solution will provide geocoding and data validation capabilities.
R-513 The Supplier’s proposed solution will support a process to manage all data requests using
DHS’s EDMS.
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R-514 The Supplier’s proposed solution will include recognized industry standard and MITA
aligned service-oriented characteristics in support of data quality standards.
R-515 The Supplier’s proposed solution will provide administrative process and functions for the
deletion and clean-up of datasets.
R-516 The Supplier’s proposed solution will support the multi-dimensional reporting capabilities of
the data in the EDW.
R-517 The Supplier’s proposed solution will include data quality tools and review capabilities.
R-518 The Supplier’s proposed solution will include the use of a SQL for the retrieval and
extraction of information from a database using a variety of tools and capabilities.
R-519 The Supplier’s proposed solution will include a process that will provide for feedback
mechanisms to improve the quality of metadata.
R-520 The Supplier’s proposed solution will offer data management web services for use
throughout the Enterprise.
R-521 The Supplier’s proposed solution will provide systematic notifications to identified users.
R-522 The Supplier’s proposed solution will include SQL tools and ODBC/JDBC. The Supplier
may propose other open standard application programming interfaces for accessing database
functionality for use by all DHS-approved users in addition to the ODBC/JDBC.
Vendor Response to Data Management – Tools Requirements 9.3.3.12
P-115 Describe the approach and solution for data management tools. Vendors should include
the plan for meeting the Data Management – Tools requirements with a focus on the
needs of DHS-approved users, including the necessary solution components proposed
and the technologies/methodologies to be deployed.
P-116 Describe the staff, staff experience, and staffing approach that will support the solution
for meeting the Data Management – Tools requirements.
P-117 Describe the level and type of DHS support the Vendor requires to meet the Data
Management – Tools requirements. Vendors should include all expectations for DHS in
regarding personnel, required personnel skillsets, duration of involvement, and
non-personnel resources.
P-118 Describe the Vendor’s experience with providing, implementing, utilizing, and managing
the proposed tools.
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P-119 Describe the detailed approach for managing the implemented tools, including
software/tool updates/upgrades aligned with the software/infrastructure replacement and
update requirements in RFP Section 8.9.1 Infrastructure Requirements, help desk
coordination, documentation/user guides completion and updates, and user training.
P-120 Describe the functionality of the tools, with respect to how they will support DHS’s goals
and objectives.
P-121 Describe how the tools will be utilized by Vendor and DHS-approved users to fulfill the
DDI and Operations activities of this RFP.
P-122 Describe the detailed approach, process, and tools for managing all data requests.
P-123 Describe the detailed approach to data quality and integrity, including the tools and
processes utilized in the data quality approach.
9.3.4 Enterprise Data Warehouse Performance Requirements
Enterprise Data Warehouse Performance Requirements outlines DHS’s expectation for a highly
functional and usable Enterprise Data Warehouse scaled for future growth. Poor performance within the
Enterprise Data Warehouse will inhibit users’ ability to utilize it for reporting and analytics needs,
diminishing the value it provides to DHS. Performance includes monitoring established performance
standards for potential adjustments to ensure standards are meet. DHS expects a proactive approach to
Enterprise Data Warehouse Performance that includes continuous updates and improvements to the
EDW to increase performance and in turn usability for MES Stakeholders.
Vendors should provide a comprehensive solution to Enterprise Data Warehouse Performance
throughout this section that combines DHS’s requirements, goals, and outcomes with the Vendor’s
industry knowledge, expertise, and experience. DHS is seeking solutions that not only meets but also
exceeds these requirements, goals, and expected outcomes.
Performance – Performance Standards Requirements 9.3.4.1
R-523 The Supplier’s proposed solution will incorporate the concepts of scalability, performance,
and optimization in support of all current and future DHS needs.
R-524 The Supplier’s proposed solution will include, for DHS approval, benchmarks, and standards
for all aspects of the implemented solution’s performance and service levels.
R-525 The Supplier’s proposed solution will meet or exceed all jointly negotiated and
DHS-approved performance and service level benchmarks and standards.
R-526 The Supplier’s proposed solution will allow for 99.99% access, for authorized users,
twenty-four (24) hours a day, seven (7) days a week (except for DHS-approved downtime).
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R-527 The Supplier’s proposed solution will provide reasonable query response and load times for
data return and page load, as mutually agreed upon.
Vendor Response to Performance – Performance Standards Requirements 9.3.4.2
P-124 Describe the approach and solution for meeting the performance standards expectations.
Vendors should include the plan for meeting the Performance – Performance Standards
requirements with a focus on the needs of DHS, including the necessary solution
components proposed and the technologies/methodologies to be deployed.
P-125 Describe the staff, staff experience, and staffing approach that will support the solution
for meeting the Performance – Performance Standards requirements.
P-126 Describe the level and type of DHS support the Vendor requires to meet the Performance
Standards requirements. Vendors should include all expectations for DHS regarding
personnel, required personnel skillsets, duration of involvement, and non-personnel
resources.
P-127 Describe the Vendor’s performance capabilities inclusive of internal Vendor performance
standards (and comparison to DHS requirements), proposed benchmarks for all aspects of
the solution, and the Vendor’s high-level approach to self-evaluation/measurement of
Vendor’s performance as required in this RFP.
P-128 Describe the high-level approach for adjusting, meeting, and maintaining all performance
standards as they pertain to the future expectations of an evolving and expanding
enterprise solution.
Performance – Backup and Recovery Requirements 9.3.4.3
R-528 The Supplier’s proposed solution will provide routine backups of data, queries, jobs, reports,
analysis results, and documents as per a DHS-approved schedule.
R-529 The Supplier’s proposed solution will provide methods, processes, technologies, and
resources to recover/restore data, queries, jobs, reports, analysis results, and documents in
case of loss.
Vendor Response to Performance – Backup and Recovery Requirements 9.3.4.4
P-129 Describe the approach and solution for meeting the backup and recovery expectations.
Vendors should include the plan for meeting the Performance – Backup and Recovery
requirements with a focus on the needs of DHS, including the necessary solution
components proposed and the technologies/methodologies to be deployed.
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P-130 Describe the staff, staff experience, and staffing approach that will support the solution
for meeting the Performance – Backup and Recovery requirements.
P-131 Describe the level and type of DHS support the Vendor requires to meet the Performance
– Backup and Recovery requirements. Vendors should include all expectations for DHS
regarding personnel, required personnel skillsets, duration of involvement, and
non-personnel resources.
P-132 Describe the proposed solution’s backup and recovery capabilities.
Performance – Monitoring and Maintenance Requirements 9.3.4.5
R-530 The Supplier’s proposed solution will include ongoing performance monitoring and
remediation.
R-531 The Supplier’s proposed solution will include both an approach to communicating
performance deficiencies and/or optimization opportunities to DHS and a process for
implementing approved changes as part of maintenance activities.
R-532 The Supplier’s proposed solution will provide and enable the administrative functions for
cataloging and monitoring of all jobs or queries and provide for the ability to take control,
terminate, or remediate jobs/queries when necessary.
R-533 The Supplier’s proposed solution will include ongoing analysis of the databases and their
infrastructures to optimize performance.
R-534 The Supplier’s proposed solution will perform system maintenance during DHS-approved
maintenance windows.
Vendor Response to Performance – Monitoring and Maintenance Requirements 9.3.4.6
P-133 Describe the approach and solution for meeting the monitoring and maintenance
expectations. Vendors should include the plan for meeting the Performance – Monitoring
and Maintenance requirements with a focus on the needs of DHS, including the necessary
solution components proposed and the technologies/methodologies to be deployed.
P-134 Describe the staff, staff experience, and staffing approach that will support the solution
for meeting the Performance – Monitoring and Maintenance requirements.
P-135 Describe the level and type of DHS support the Vendor requires to meet the Performance
– Monitoring and Maintenance requirements. Vendors should include all expectations for
DHS regarding personnel, required personnel skillsets, duration of involvement, and
non-personnel resources.
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P-136 Describe the proposed solution’s high-level approach to ongoing analysis and monitoring
of the overall system to ensure that performance benchmarks are met or exceeded.
Beyond standard/normal system analysis and monitoring, Vendors should include system
analysis and monitoring processes and procedures that are additionally employed during
and after proposed updates, changes, additions/carve-outs, optimizations, or
enhancements have been implemented.
P-137 Describe the high-level solution for the administrative functions of cataloging and
monitoring all jobs and queries, inclusive of the approach and process in remediating jobs
or queries.
P-138 Describe the high-level approach for identifying and communicating performance
deficiencies and optimization opportunities and implementing DHS-approved solutions.
9.3.5 Enterprise Data Warehouse Integration Requirements
Enterprise Data Warehouse Integration Requirements outline the expected integration capabilities
needed and methods required for Suppliers to follow to accomplish and meet DHS goals and
expectations. The Enterprise Data Warehouse, being the central hub of data for DHS’s enterprise needs,
will integrate with numerous sources within and outside of the MES. The proposed solution must
provide interoperable methods of integration that rely on open standards and methods of integration for
it to be measured and certified as a true modular solution. Additionally, DHS expects integration within
the MES to evolve and mature as further modularization occurs and looks for the EDW solution to
provide the flexibility to accommodate that evolution.
Vendors should provide a comprehensive solution to Enterprise Data Warehouse Integration throughout
this section that combines DHS’s requirements, goals, and outcomes with the Vendor’s industry
knowledge, expertise, and experience. DHS is seeking solutions that not only meets but also exceeds
these requirements, goals, and outcomes.
Integration – Tools, Methods, and Process Requirements 9.3.5.1
R-535 The Supplier’s proposed solution will provide seamless integration into the MES to enable
the exchange of data and information across the Enterprise.
R-536 The Supplier’s proposed solution will provide modular integrations with supporting tools and
software.
R-537 The Supplier’s proposed solution will allow storage, transfer, and access for all incoming and
outgoing data exchanges through a variety of secure methods.
R-538 The Supplier’s proposed solution will provide all necessary interfaces to enable integration
and interaction with current and emerging technologies.
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R-539 The Supplier’s proposed solution will include a DHS-approved process for integrating new
or updated approved data sources to the EDW on an ongoing basis.
R-540 The Supplier’s proposed solution will provide the ability to synchronize data in multiple
ways.
R-541 The Supplier’s proposed solution will support production and ongoing optimization of both
existing and any new outgoing extracts and data exchanges, as directed by DHS.
R-542 The Supplier’s proposed solution will integrate data and information from external systems,
publicly available data, and non-public data to support reporting and analytics.
Vendor Response to Integration – Tools, Methods, and Process Requirements 9.3.5.2
P-139 Describe the approach and solution for meeting the integration tools, methods, and
process expectations. Vendors should include the plan for meeting the Integration –
Tools, Methods, and Process requirements with a focus on the needs of DHS, including
the necessary solution components proposed and the technologies/methodologies to be
deployed.
P-140 Describe the staff, staff experience, and staffing approach that will support the solution
for meeting the Integration – Tools, Methods, and Process requirements.
P-141 Describe the level and type of DHS support the Vendor requires to meet the integration
requirements. Vendors should include all expectations for DHS regarding personnel,
required personnel skillsets, duration of involvement, and non-personnel resources.
P-142 Describe the high-level approach to integrating the Enterprise Data Warehouse with and
into the MES, which is inclusive of integration into the Core MMIS, integration with all
planned MES modules, and integration outside of the MES.
P-143 Describe the high-level approach to implementing evolving industry standards
concurrently with changing DHS integration needs. Vendors must be able to provide a
customized solution for the unification of a multi-factor landscape where an evolving
industry meets a shifting State-based integration strategy based upon enterprise maturity
and expansion.
P-144 Describe the high-level approach, tools, and processes by which the Vendor will provide
Integration services for obtaining (getting) and presenting (transmitting) internal and
external data sources for the lifecycle of the project (DDI through Turnover of
Operations). Vendors should extend this process to include details regarding how updates
and upgrades will be handled, as well as address how the solution will identify impacts of
changes on external MES Stakeholders.
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9.4 Module 2: Data Analytics and Reporting Solution
a. In procuring Module 2: Data Analytics and Reporting (DAR), DHS is seeking a service-based Data
Analytics and Reporting solution where a proactive, transparent collaboration and partnership exists
between the Supplier and DHS. The DAR solution will provide accurate, near-real time data
reporting, querying, and visualization capabilities that include dashboards and scorecards, as well as
a variety of advanced analytics coupled with the necessary support services. These support services
are envisioned to assist and enhance DHS’s ability to explore data to conduct advanced analysis,
interpret data patterns, gain insights into outcomes to determine what has happened and why, and
most importantly, better anticipate changing business and management needs so that opportunities
for continual program and process improvement can be identified.
b. The current state of analytics reporting functionality provides limited and less than ideal
responsiveness for reporting and querying capabilities. To that end, DHS expects Vendors to
propose a robust collection of analytic toolsets that are accessible to end-users through a single,
central portal. Overall, Module 2 must integrate with Module 1: Enterprise Data Warehouse, in a
loosely coupled manner, meeting the CMS Seven (7) Conditions and Standards and definition for
modularity.
c. In complement to the proposed web-based toolsets, the Supplier will need to provide the necessary
and adequate staff with relevant skillsets to meet DHS’s data reporting and analytics needs and
objectives. The Supplier’s staffing solution provides the basis upon which the expected symbiotic
relationship rooted in support and collaboration between the Supplier and DHS is built. This
relationship must be supported through a variety of proactive activities, such as joint visioning
sessions, planning, and development of research projects, actionable analysis with concrete
recommendations, and detailed observations of the data. In addition to these collaborative efforts,
DHS expects continuous knowledge transfer and responsive training from the Supplier for identified
internal and external MES Stakeholders about the data and how to use it.
d. As evidenced above, a close working relationship with DHS is expected throughout the Contract.
The Supplier should be prepared to support this collaborative effort that enables and allows for ready
access to experts and other specialty staff for DHS, as requested, to provide required services.
Therefore, an extensive roster of relevant and experienced subject matter experts should be available
to assist and advise DHS staff on the best ways to use the business intelligence (BI) tools provided in
the solution and to perform and advise DHS on advanced analytics services to address
industry-specific challenges.
e. This module will need to support several different internal and external end-user types:
Advanced/Power Users - Will be provided access to the EDW Sandbox area to explore the data
in more detail and with more capability to work with data than a casual or business user, such as
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developing complex queries and analytics executed against the EDW Sandbox data using BI
tools or directly with a structured query language.
Business Users - Will require access to BI tools with a high degree of configurability to perform
simple and moderate queries to achieve desired results.
Casual Users - Will use BI tools to perform simple queries based on point and click technology.
Executive Users - Will use BI tools to execute basic canned queries and canned reports via
dashboards and scorecards.
f. Upon implementation and successful parallel processing, Module 2 will replace the existing
reporting and analytics systems and functionalities as approved by DHS. The business and technical
processes of the proposed solution must ensure that all existing DHS-approved reporting and
analytics services are replaced, maintained, and fully supported through all phases of this
solicitation’s resulting Contract.
g. DHS realizes that not all existing reports and queries will need to be replicated, but expects a joint
analysis consultation with authorized users to determine if various reports and queries can be
automated, scheduled, and delivered; run in an ad hoc manner when needed; can add new parameters
where needed; and/or be expanded to include additional insight. Further, DHS expects the Supplier
to provide specific industry knowledge in terms of the flow of data, how to get the most out of data,
what it means to work with all of DHS’s data, and what other states are doing in this area. Threaded
throughout this module is the expectation of accurate and high quality reports, queries, and analytics.
h. The DAR module solution will become part of the overall Wisconsin Medicaid Enterprise, requiring
the selected Supplier to work closely with DHS, DHS-approved MES Stakeholders, other Module
Suppliers, and all ancillary project support Suppliers (e.g., Systems Integrator, IV & V, and
Enterprise PMO) during the entire Contract period to ensure an integrated, seamless solution.
9.4.1 Scope of Work
The DAR module will provide DHS with the tools, mechanisms, and services to support DHS’s business
and management needs for data analytics and reporting responsibilities. This module is envisioned to
provide a single, central portal for all analysis and report development activities including a repository
of analytic projects and published reports. To perform the reporting, query, and analytics necessary to
meet the expectations of the work required under this RFP, DHS expects the module to implement
reporting and analytics tools in a plug-and-play configuration that provides the capability to access and
analyze information.
In general, Module 2 is expected to provide common functionality across requirement groupings,
including electronic communication, scheduling, and delivery capabilities. The Data Analytics and
Reporting module scope includes two major requirement groupings to support these goals:
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A. Tools and Capabilities: Includes accurate, near-real time data reporting, querying,
analytic/visualization capabilities coupled with a robust set of toolsets and described in the following
sub-category groupings:
1) Reporting: Includes ease of access to and use of enterprise data to meet the DHS reporting and
query needs through web-based and desktop-based tools that provide the functionality necessary
to manage and evaluate DHS enterprise data, programs, and strategies and the staff to support it.
DHS expects the solution to provide pre-defined and ad-hoc, parameter-based reports, queries,
dashboards, scorecards. To further support DHS’s exploration of data, the solution must also
include query building capabilities and tools. This section of requirements includes various
functionalities to increase user and tool flexibility in creating, updating, and sharing reports and
queries. The Reporting Tools section encompasses requirements for reports, queries, dashboards,
and visualization techniques for all reporting and analytical outputs.
2) Analytical Capabilities, a subset of the Reporting requirements, comprehensively covers
supporting, operational, and strategic decision-making across the Enterprise by providing a
solution with capabilities that support all types of analysis, such as statistical, cluster, predictive,
prescriptive, sampling, extrapolation, trending, and geospatial reporting and analysis through the
proposed reporting tools and capabilities. Additionally, the solution will provide tools that
deliver data visualization, forecasting, business process, geographic, dimensional cubes, hybrids,
and relational analytics capabilities. DHS also requires data mining functionality, capabilities
and techniques, teamed with solutions that enable identification of various patterns,
generalizations, dependencies, and detect anomalies within the data. The Analytical Capabilities
may be in addition to or included in the tools proposed as part of the Reporting Tools
requirements but DHS expects an integrated solution in which all tools comply with the
requirements set forth throughout the Tools and Capabilities section.
3) Reporting and Analytics Management covers the overarching data analytics, reporting
management, and tool and data integration requirements, which provide the governance
foundation for how all tools and capabilities will be used to support DHS’s reporting and
analytics needs. The Reporting and Analytics Management requirements set the background for
a seamlessly integrated, plug-and-play solution. Critical to the success of operating this module,
this section also contains requirements for a centralized, online library/repository to store, share,
exchange reports, queries, and analytics. Likewise, users require individual library space to store
reports, queries, and analytics in process. Depending on the overarching infrastructure, the EDW
will be used for all data access, unless otherwise directed by DHS.
B. Services: Includes the establishment of a true collaborative relationship and partnership between the
Supplier and DHS. The solution will provide services to support reporting, querying, dashboards,
visualization, and a variety of advanced analytics, along with the services to support DHS-authorized
users in the exploration of data, identification of opportunities, and continual improvement. All
services will be provided as part of the proposed solution and resulting Contract under maintenance
services and with the expectation of excellent customer service and operational automation for DHS-
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authorized users. DHS seeks a partnership that results in the evolution of analytics capabilities and
maturity, supported by industry best practices, actionable changes, and sharing of knowledge, trends,
and tools to help DHS get the most out of the Enterprise data. Services encompass operational
support, industry expertise, operational automation, customer service, and the overall business
support required for the solution and includes the following sub-category groupings:
1) Conversion: Involves the conversion of existing reports, extracts, and queries into the new
modular solution. Conversion also entails providing training and support to enable authorized
users to convert reports and queries.
2) Data and Operational Quality Services: Includes a foundation of quality methodologies and
processes for all operational outputs threaded throughout the services provided.
3) Operational Services: Includes the provision of the resources and training necessary to allow
authorized users to utilize all reporting and analytical functions and the support that provides the
technical and business expertise necessary to capitalize on all functionality of the module and
respond to operational business needs.
4) Reporting and Analytics Services includes:
a. Supplying the full spectrum of reporting and analysis required to meet DHS’s business
needs;
b. Predictive and reactive analytical support covering different types of advanced analytics
methodologies including traditional, statistical, cluster, sampling, extrapolation, trending, and
geospatial analysis;
c. Interpretation, guidance, and training for internal and external authorized users regarding
predictive algorithms and other results of statistical analysis, forecasting, and all types of
analytics;
d. Assistance in developing queries and/or reports including developing advanced analytics,
building complex reports, and incorporating data from multiple sources;
e. Provision of specialized staffing to support the needs of DHS;
f. Provision of evaluation support and effort to evaluate and report on the results generated
from the analysis;
g. Provision and sharing of software and data structure knowledge, including interpretation of
various fields;
5) Consultative Services includes taking an active role as DHS’s advisor on reporting and
analytics trends through the provision of viable advice and recommendations for change and
evolution.
6) Reporting Solutions includes the development of new reports and reporting mechanisms
proposed and developed by the Supplier that will be available upon Operational Go-Live. This
includes capabilities to create and replicate Federal- and State-mandated reports and queries.
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7) Support includes the provision of knowledge and expertise to assist users in the daily usage of
all reporting and analytics functions, including all tools and software.
The following sections detail the outcome-based requirements and required Vendor response for the
Module 2: Data Analytics and Reporting scope of work.
9.4.2 Tools and Capabilities Requirements
Tools and Capabilities Requirements establishes the capabilities and functions that the proposed Data
Analytics and Reporting solution must meet through the proposed tools and components. These tools
and components must provide all DHS required reporting, analytics and management functions, and
establish the basis upon which all operational services are supplied. DHS is seeking a cohesive set of
tools that provide all the functionality contained within these requirements. The solution may consist of
one or more tools to fulfill these needs, with an emphasis placed upon solutions that provide all
capabilities in a user-friendly manner. These requirements cover the base functions DHS views as
necessary in the tools and components of a proposed solution, and these tools and components should be
capable of supporting all of the Services requirements outlined in RFP Section 9.4.3.
Vendors should provide a comprehensive and cohesive solution to the Tools and Capabilities needs
within this section—a solution that combines DHS’s requirements, goals, and expected outcomes with
the Vendor’s industry knowledge, expertise, and experience. DHS is seeking solutions that not only
meet, but exceed DHS’s requirements, goals, and expected outcomes.
Tools and Capabilities – Reporting Requirements 9.4.2.1
R-543 The Supplier’s proposed solution will provide business intelligence functionalities necessary
to manage and evaluate DHS Enterprise data, programs, and strategies through a collection
of tools with graphical user interface capabilities and an interface for external user access.
R-544 The Supplier’s proposed solution will include the tools and methods that support and enable
data querying and reporting capabilities for a wide variety of user types and levels of
experience.
R-545 The Supplier’s proposed solution will provide access to DHS-authorized users to allow the
flexibility of viewing and/or connecting to data sources.
R-546 The Supplier’s proposed solution will include the tools and methods that support and enable
the functionality for authorized users to access data through user-defined ad hoc reporting.
R-547 The Supplier’s proposed solution will include the tools and methods that support and enable
the ability to select, query, view, and present data per user defined criteria.
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R-548 The Supplier’s proposed solution will include the tools and methods that support and enable
the functionality to build/develop, name, edit/modify, and save multiple user-defined queries,
searches, and sort parameters.
R-549 The Supplier’s proposed solution will include the tools and methods that support and enable
the functionality to add narratives or supporting information in each individual user's queries.
R-550 The Supplier’s proposed solution will include the tools and methods that support and enable
the functionality for users to view and report on retained/archived electronic media,
structured data, and unstructured (e.g., user-defined, text) data.
R-551 The Supplier’s proposed solution will include the tools and methods that support and enable
linear “undo” functionality.
R-552 The Supplier’s proposed solution will include the tools and methods that support the saving
and versioning of reporting and analytics artifacts.
R-553 The Supplier’s proposed solution will include the tools and methods that support and enable
user configured, interactive dashboard solutions that do not require programming.
R-554 The Supplier’s proposed solution will include the tools and methods that support and enable
the incorporation of data visualization techniques into reports.
R-555 The Supplier’s proposed solution will include the tools and methods that support and enable
the functionality to create and display legends and documentation on all reports and maps.
R-556 The Supplier’s proposed solution will include the tools and methods that support and enable
the production of summary level reports with detail drill-down capabilities, with all
supported visualizations, in view-ready and print-ready formats.
R-557 The Supplier’s proposed solution will include the tools and methods, compatible with mobile
devices, that support and enable all users to create and present data in multiple report formats
and resolutions.
R-558 The Supplier’s proposed solution will include the tools and methods that support and enable
the functionality to explore and present data in a variety of ways, without the need to export
the data to third-party software.
R-559 The Supplier’s proposed solution will include the tools and methods that support and enable
the capability to manually modify reports and save previous versions prior to changes.
R-560 The Supplier’s proposed solution will include the tools and methods that support and enable
all users to export data in a variety of user-selected standard file formats.
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R-561 The Supplier’s proposed solution will include the tools and methods that support and enable
internal/external access to prompt-based versions of the reports that authorized users may run
on demand.
Vendor Response to Tools and Capabilities – Reporting Requirements 9.4.2.2
P-145 Describe the overall approach and solution for meeting the Reporting Tools expectations.
Vendors should include the plan for meeting the Tools and Capabilities – Reporting
Tools requirements and needs of DHS, including the necessary solution components
proposed and the technologies/methodologies to be deployed.
P-146 Describe the staff, staff experience, and staffing approach that will support the solution
for meeting the Tools and Capabilities – Reporting Tools requirements.
P-147 Describe each tool or component proposed to meet the Tools and Capabilities
requirements, including providing the following:
a. Product name;
b. Product developer;
c. Version and upgrade strategy for future versions;
d. Release date;
e. Tool or component functionality;
f. Interoperability with other tools and components in the solution;
g. Reasons for selecting/including in the solution;
h. Screen captures or other visualizations of the proposed tool and component;
i. Expected user types by function.
P-148 Provide, for the capabilities listed, each tool or component that provides the required
Reporting Tools functionality and a description of how the tool or component provides
the required functionality. List all tools or components that provide the required
functionality and capabilities for situations in which multiple tools or components meet
the requirement.
a. Data query and reporting capabilities;
b. Direct access to EDW sources;
c. Ad hoc reporting;
d. Custom report presentation;
e. Query reuse;
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f. Metadata searches;
g. User narratives in saved queries;
h. Access to media, structured data, and unstructured data;
i. Linear “undo”;
j. Saving and versioning;
k. Interactive dashboards;
l. Data visualization;
m. Legend creation and text documentation;
n. Summary and detail level report generation;
o. Multiple publishing formats;
p. “In-app” data manipulation;
q. Manual report modification;
r. Multiple data export formats, including any size or other limitations in export
method;
s. Prompt-based, pre-defined reports.
Tools and Capabilities – Analytics Requirements 9.4.2.3
R-562 The Supplier’s proposed solution will provide proven, accurate, high quality capabilities and
tools for reporting, data assembly, and analytics.
R-563 The Supplier’s proposed solution will include the tools and methods that support and enable
random data sampling.
R-564 The Supplier’s proposed solution will include the tools and methods that support and enable
predictive modeling and forecasting functionality.
R-565 The Supplier’s proposed solution will include the tools and methods that support and enable
a proven methodology to classify and evaluate statistical profiles for utilization pattern
detection.
R-566 The Supplier’s proposed solution will include the tools and methods that support and enable
risk score methodology (e.g., ACG, ETG, ERG) application to specific datasets.
R-567 The Supplier’s proposed solution will include the tools and methods that support and enable
data mining capabilities.
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R-568 The Supplier’s proposed solution will include the tools and methods that support and enable
the capability to perform root-cause, iterative, and risk based analysis.
R-569 The Supplier’s proposed solution will include the tools and methods that support and enable
geographic data analysis capabilities.
Vendor Response to Tools and Capabilities – Analytics Requirements 9.4.2.4
P-149 Describe the approach and solution for meeting the Analytics expectations. Vendors
should include the plan for meeting the Tools and Capabilities – Analytics requirements
and needs of DHS, including the necessary solution components proposed and the
technologies/methodologies to be deployed.
P-150 Describe the staff, staff experience, and staffing approach that will support the solution
for meeting the Tools and Capabilities – Analytics requirements.
P-151 Describe the specific detailed business intelligence and analytics capabilities of the
solutions (e.g., statistical analysis, geospatial analysis, data mining, predictive modeling,
what-if modeling). Provide a description of the Statistical and Machine Learning
algorithms used to fulfill these requirements and configuration considerations, and
include the methods by which training and test datasets are selected, the data validation
methods, the data models, and the risk scoring methods.
P-152 Describe each tool or component proposed to meet the Analytics requirements, including
providing the following:
a. Product name;
b. Product developer;
c. Version and upgrade strategy for future versions;
d. Release date;
e. Tool or component functionality;
f. Interoperability with other tools and components in the solution;
g. Reasons for selecting/including in the solution;
h. Screen captures or other visualizations of the proposed tool and component.
i. Expected user types by function.
P-153 Provide, for the capabilities listed, each tool or component that provides the required
Analytics functionality and a description of how the tool or component provides the
required functionality. List all tools or components that provide the required functionality
and capabilities for situations in which multiple tools or components meet a requirement.
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a. Random data sampling;
b. Predictive modeling and forecasting;
c. Statistical profiling/ utilization pattern detection;
d. Risk assignment;
e. Data mining;
f. Root cause analysis;
g. Iterative analysis;
h. Risk-based analysis;
i. Geospatial analysis.
Tools and Capabilities – Reporting and Analytics Management Requirements 9.4.2.5
R-570 The Supplier will provide a modular solution that supports and enables reporting and analytic
tools and methods minimally within the Sandbox, Model Office, Training, and Production
EDW environments.
R-571 The Supplier’s proposed solution will provide web-based access through which users will
access applicable reporting and analytics tools.
R-572 The Supplier’s proposed solution will ensure their web-based tool is forwards and backwards
compatible with industry standard internet browsers, as mutually agreed upon by the Supplier
and DHS, and allows for complete use of all features.
R-573 The Supplier’s proposed solution will allow for the complete use of all tool and component
features and functions on all supported browsers through responsive web-based design.
R-574 The Supplier’s proposed solution will ensure seamless communication between web-based
and desktop-based tools.
R-575 The Supplier’s proposed solution will include the tools and methods that support and enable
users to access data and data sources outside of the EDW utilizing the proposed reporting and
analytics tools.
R-576 The Supplier’s proposed solution will include the tools and methods that support and enable
the capability to perform ongoing query, report, and analytics optimization.
R-577 The Supplier’s proposed solution will include the tools and methods that support and enable
the functionality to generate reports in batch, on-demand, and scheduled modes.
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R-578 The Supplier’s proposed solution will include the tools and methods that support and enable
the functionality for users to terminate user-initiated queries at any point during the active
query process.
R-579 The Supplier’s proposed solution will include the tools and methods that support and enable
notification and delivery capabilities to alert users of the availability of reports or data.
R-580 The Supplier’s proposed solution will include the tools and methods that support and enable
configurable monitoring and notification functionality.
R-581 The Supplier’s proposed solution will include capabilities that continually monitor system
utilization for resource contentions, high traffic volumes, and slowed response times, and
proactively make adjustments to ensure connectivity and database availability.
R-582 The Supplier’s proposed solution will include the tools and methods that will audit all
activities, reports, and analytics by user ID, activity, time frame, and by report, as well as
providing authorized users access to this information.
R-583 The Supplier’s proposed solution will include the tools and methods that support and enable
a centralized repository/library to store, share, search, and exchange reports, templates,
queries, imported data, and analytics.
R-584 The Supplier’s proposed solution will support the inclusion of criteria and development
artifacts to be stored with their associated report, query, or other outputs.
R-585 The Supplier’s proposed solution will include the tools and methods that support and enable
users to develop, save, and publish templates (e.g., table/reporting) that can be applied to
query results.
R-586 The Supplier’s proposed solution will include the tools and methods that support, provide,
and maintain a comprehensive data dictionary.
R-587 The Supplier’s proposed solution will include the tools and methods that support and enable
quick reference functionality (e.g. links to internal or external reference sources) to capture,
search, and incorporate program and data change occurrences as reference data for use in
reports, queries, and analytics.
R-588 The Supplier’s proposed solution will include the tools and methods that support and enable
a comprehensive content and document management approach with defined processes for all
reports and queries.
R-589 The Supplier’s proposed solution will support the retention of all reports and queries,
including supporting documentation associated to reports and queries, in accordance with the
DHS-approved schedule.
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Vendor Response to Tools and Capabilities – Reporting and Analytics Management 9.4.2.6
Requirements
P-154 Describe the approach and solution for meeting the Reporting and Analytics Management
expectations. Vendors should include the plan for meeting the Tools and Capabilities –
Reporting and Analytics Management requirements and needs of DHS, including the
necessary solution components proposed and the technologies/methodologies to be
deployed.
P-155 Describe the staff, staff experience, and staffing approach that will support the solution
for meeting the Tools and Capabilities – Reporting and Analytics Management
requirements.
P-156 Describe the level and type of DHS support the Vendor requires to provide the Tools and
Capabilities – Reporting and Analytics Management Requirements, including personnel,
required personnel skillsets, duration of involvement, and non-personnel resources.
P-157 Describe the proposed solution’s integration approach including integration standards
utilized, how it supports user’s ease of use and consistent data access across tools, and
integration capabilities to connect to data sources outside of the EDW
P-158 Describe in detail the web portal solution, including functions and services that will be
provided, supported browsers, and methods of external user access.
P-159 Describe in detail the integration between the portal solution and desktop applications.
P-160 Describe in detail how the solution will support the use of temporary, external,
user-provided data for queries, including any data size or other limitations on data
imports.
P-161 Describe in detail the auditing features and capabilities of the solution, including how it
monitors and records activity, available and customizable reports, and any
notifications/alerts that are included in the solution.
P-162 Describe in detail the proposed solution’s repository/library for storing, sharing,
searching, and exchanging reports and analytics work products, including any limitations
on report or analytic work product size.
P-163 Describe in detail the proposed solution’s data dictionary functionality, including its use
of user-friendly metadata and tags, search and print functions, and version control.
P-164 Describe in detail the proposed solution’s document management capabilities, including
document and data retention, and for reports, queries, and analytical projects.
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9.4.3 Services Requirements
Services Requirements outlines the expectations for the provision of data reporting and analytics
operational services. This section establishes the services requirements that enable the Supplier to meet
DHS’s business and operational needs. It also sets the foundation for the true collaborative relationship
that a successful data reporting and analytics solution requires and provides the expertise and support
necessary for DHS to make use of the full solution. By providing this foundation, DHS will be able to
utilize the full scope of data reporting and analytics tools and services to drive the continuous evolution
of programs and health care delivery.
Vendors should provide a comprehensive and cohesive solution to the Services needs within this
section—a solution that combines DHS’s requirements, goals, and expected outcomes with the Vendor’s
industry knowledge, expertise, and experience. DHS is seeking solutions that not only meet, but also
exceed DHS’s requirements, goals, and expected outcomes.
Services – Conversion Requirements 9.4.3.1
R-590 The Supplier will convert or replicate all identified reports and queries, including those
identified during discovery, from the existing reporting and analytics solutions and provide
user training prior to Operations Go-Live. Please reference PLD031 – EDW & DAR
Procurement Library documents on the Procurement Library web page for a list of the
current reports and queries.
Vendor Response to Services – Conversion Requirements 9.4.3.2
P-165 Describe the approach and solution for meeting the Conversion expectations. Vendors
should include the plan for meeting the Services – Conversion requirements and needs of
DHS, including the necessary solution components proposed and the
technologies/methodologies to be deployed.
P-166 Describe the staff, staff experience, and staffing approach that will support the solution
for meeting the Services – Conversion requirements.
P-167 Describe the level and type of DHS support the Vendor requires to provide the Services –
Conversion Requirements, including personnel, required personnel skillsets, duration of
involvement, and non-personnel resources.
P-168 Describe in detail the methods and resources, including documentation, which will be
provided for training and assistance of users, in relation to conversion.
P-169 Describe in detail the Vendor’s experience with Data and Report Conversions in projects
of similar scope and scale, including identification of reports and queries, conversion of
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the artifacts, and testing of converted artifacts to ensure continuity, integrity, and
accuracy.
Services – Data and Operational Quality Services Requirements 9.4.3.3
R-591 The Supplier will provide operations services with the expectation of responsive and
proficient customer service and efficiency for DHS.
R-592 The Supplier will obtain a 90% or higher operational satisfaction score measured through an
annual DHS-approved survey of users.
R-593 The Supplier will provide efficiencies in the form of proposed automated operational
services.
R-594 The Supplier will maintain a documented DHS-approved quality approach, integrated into
the Quality Management Plan Deliverable that ensures reporting/query and analytic results
are accurate and consistent with the data sources.
R-595 The Supplier will maintain a DHS-approved, documented report accuracy and validation
review approach that is integrated into the Quality Management Plan Deliverable, updated
and performed on annual basis or as requested by DHS.
R-596 The Supplier will maintain a documented report usage and access review approach that is
integrated into the Quality Management Plan Deliverable, updated and performed on annual
basis or as requested and approved by DHS.
R-597 The Supplier will identify data source change/evolution impacts to all existing reports,
queries, and tools in accordance with the approved Change Management Plan.
Vendor Response to Services – Data and Operational Quality Services Requirements 9.4.3.4
P-170 Describe the approach and solution for meeting the Quality Services expectations.
Vendors should include the plan for meeting the Services – Data and Operational Quality
Services requirements and needs of DHS, including the necessary solution components
proposed and the technologies/methodologies to be deployed.
P-171 Describe the staff, staff experience, and staffing approach that will support the solution
for meeting the Services – Data and Operational Quality Services requirements.
P-172 Describe the level and type of DHS support the Vendor requires to provide the Services –
Data and Operational Quality Services Requirements, including personnel, required
personnel skillsets, duration of involvement, and non-personnel resources.
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P-173 Describe the Vendor’s detailed approach to measuring customer satisfaction and
resolving any deficient performance or issues identified.
P-174 Describe the Vendor’s detailed approach for and experience with conducting Quality
Management activities, including ensuring quality reporting and analytics results,
ongoing report assessment and validation, and report usage.
P-175 Describe the Vendor’s detailed approach to providing operational efficiencies and
improvements through a quality management approach, including actual and realized
efficiencies from past engagements based upon the proposed approach.
P-176 Describe the Vendor’s detailed proactive approach to impact analysis based on current,
changing, and evolving data sources and how this approach will benefit DHS in improved
operational capacity of reporting and analytics services.
Services – Operational Services Requirements 9.4.3.5
R-598 The Supplier will maintain adequate Operational Services staff to work collaboratively with
DHS on all service requests and perform all operational functions.
R-599 The Supplier will support DHS in all reporting and analysis activities that utilize the
proposed tools, techniques, and staffing.
R-600 The Supplier will provide the necessary operational support, techniques, and expertise/staff
related to all aspects of the reporting and analytics tools proposed by the Supplier.
R-601 The Supplier will provide Supplier staff who possess knowledge of reference data for
reporting purposes.
R-602 The Supplier will provide Supplier staff the necessary training and support to become
knowledgeable of DHS’s programs and data.
R-603 The Supplier will work collaboratively with DHS to explain, support, and defend reporting
and analytics results to external and internal MES Stakeholders, auditors, or other parties
when necessary, as requested by DHS.
R-604 The Supplier will include the capability for DHS to request additional outreach services for
the development of outreach materials and direct interaction with MES Stakeholders.
R-605 The Supplier will deliver all reporting and analytical requests on a DHS-approved schedule.
R-606 The Supplier will develop and maintain reports utilizing the Supplier’s proposed
visualization techniques.
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R-607 The Supplier will provide the ability to de-identify data in the event that data needs to be
shared with MES Stakeholders and to comply with applicable HIPAA privacy rules.
R-608 The Supplier will perform claims/encounter analysis, including what-if analysis, of episodic
care or other bundled services/payments and provide industry standard tools and groupers
necessary for this analysis for use by both Supplier and DHS staff.
R-609 The Supplier will purchase and maintain current updated and released Healthcare
Effectiveness Data and Information Set (HEDIS) measures within thirty (30) business days
of any update or release.
Vendor Response to Services – Operational Services Requirements 9.4.3.6
P-177 Describe the approach and solution for meeting the Operational Services expectations.
Vendors should include the plan for meeting the Services – Operational Services
requirements and needs of DHS, including the necessary solution components proposed
and the technologies/methodologies to be deployed.
P-178 Describe the staff, staff experience, and staffing approach that will support the solution
for meeting the Services – Operational Services requirements.
P-179 Describe the level and type of DHS support the Vendor requires to provide the Services –
Operational Services Requirements, including personnel, required personnel skillsets,
duration of involvement, and non-personnel resources.
P-180 Describe the Vendor’s high-level approach to developing and maintaining Vendor staff
knowledge of DHS’s health programs and associated data, expected impacts on DHS
resources, and how that knowledge will be utilized in all Data Analysis and Reporting
activities, including reducing the reliance on DHS SMEs in understanding programs and
data.
P-181 Describe the Vendor’s high-level approach to providing all reporting and analysis
activities that allows DHS to utilize all proposed tools, techniques, and staffing, including
the expert staffing roles requested by DHS.
P-182 Describe the Vendor’s high-level approach to providing operational support and expertise
related to all aspects of the reporting and analytics tools.
P-183 Describe the high-level approach to staff onboarding training and continuing training
programs that will be utilized in this module to maintain tool and industry knowledge
and/or certifications.
P-184 Describe the Vendor’s detailed approach to and experience with defending, certifying,
and testifying to the accuracy of produced artifacts.
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P-185 Describe the Vendor’s detailed approach to and experience with de-identification of PHI
and PII, including suppression, generalization, and anonymization.
P-186 Describe the Vendor’s detailed approach and experience, with examples, to performing
claims/encounter analysis, including the type of analysis (and type of data sources
utilized) to be performed and a description of the proposed tools and groupers.
Services – Reporting and Analysis Requirements 9.4.3.7
R-610 The Supplier will provide operational analytical/reporting support and expertise of medical
billing against program policies.
R-611 The Supplier will provide operational analytical/reporting support and expertise by producing
both one-time and ongoing data extracts as requested by DHS.
R-612 The Supplier will provide operational analytical/reporting support and expertise in
performing data validation of the information in for reports produced from the EDW.
R-613 The Supplier will provide operational analytical/reporting support for pricing and
reimbursement/rate setting, administrative rates, and service rates.
R-614 The Supplier will provide operational analytical/reporting support and expertise for budget
and expenditure analysis/projections, forecasts, and cost/benefit analysis.
R-615 The Supplier will provide operational analytical/reporting support and expertise in designing,
fielding/conducting, analyzing, and presenting the findings of MES Stakeholder surveys. The
Supplier will minimally be required to conduct/field, analyze, and present the results of the
annual Consumer Assessment of Healthcare Providers and Systems (CAHPS) survey.
R-616 The Supplier will provide operational analytical/reporting support and expertise in the
analysis/comparison of data across DHS programs (e.g., cost, service utilization, quality,
population, customer satisfaction).
R-617 The Supplier will provide operational analytical/reporting support and expertise in
formulating a DHS-approved response to open records requests.
R-618 The Supplier will provide the necessary operational support for comprehensive analytics
through proposed capabilities, functions, and tools.
R-619 The Supplier will provide the operational analytical support of ongoing reporting including
predictive and reactive analytics of financial, clinical, and program data.
R-620 The Supplier will provide analytical support of ad hoc reporting including exploratory,
interpretive, and data mining analytical capabilities.
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R-621 The Supplier will generate, monitor, and maintain reports in support of HEDIS, National
Quality Forum, State/Federal Regulatory Reporting, and/or other quality measures (e.g.
similar to HEDIS) based upon industry standards, DHS specified health outcomes, and
quality measures through the utilization of available data.
R-622 The Supplier will have the staffing capabilities to develop and maintain dashboards.
R-623 The Supplier will have the staffing capabilities to develop and maintain performance
management scorecards based on DHS-identified Key Performance Indicators (KPIs).
Vendor Response to Services – Reporting and Analysis Requirements 9.4.3.8
P-187 Describe the approach and solution for meeting the Reporting and Analysis Services
expectations. Vendors should include the plan for meeting the Services – Reporting and
Analysis Services requirements and needs of DHS, including the necessary solution
components proposed and the technologies/methodologies to be deployed.
P-188 Describe the staff, staff experience, and staffing approach that will support the solution
for meeting the Services – Reporting and Analysis Services requirements.
P-189 Describe the level and type of DHS support the Vendor requires to provide the Services –
Reporting and Analysis Services Requirements, including personnel, required personnel
skillsets, duration of involvement, and non-personnel resources.
P-190 Describe in detail the Vendor’s proposed capabilities for comprehensive analytics,
including all proposed functions and tools.
P-191 Describe the Vendor’s detailed approach to and experience with understanding medical
billing policies, including non-State medical billing policies DHS program specific
policies, and how that information will be utilized in all Data Analytics and Reporting
activities.
P-192 Describe the Vendor’s detailed experience with advising on and providing fraud, waste,
and abuse identification support.
P-193 Describe the Vendor’s detailed approach and experience with providing analytical and
reporting support for the following activities:
a. One-time and ongoing data extracts;
b. Data validation of report content;
c. Pricing and reimbursement, rate setting for administrative and service rates;
d. Budget and expenditure analysis and projections, forecasts, and cost/benefit
analysis;
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e. Issuing, analyzing, and presenting survey findings;
f. Cross-program analysis;
g. Open records requests;
h. Predictive and reactive analytics requests;
i. Exploratory, interpretive, and data mining analytics;
j. Generating Federal, State, and regulatory reports;
k. Performing health outcomes and quality measures analysis;
l. Developing and maintaining dashboards and KPIs;
P-194 Describe the Vendor’s detailed approach to and experience with providing data validation
activities, including data contained within artifacts produced by Vendor staff, and DHS
staff.
P-195 Describe the Vendor’s detailed approach to and experience with conducting surveys,
including the CAHPS survey, of Stakeholders, including the necessary validation and
analysis of survey results. Approach must include survey methods and tools proposed.
Services – Consulting Services Requirements 9.4.3.9
R-624 The Supplier will provide data analytics industry expertise and thought leadership for DHS.
Examples of industry experience and expertise include Federally-required reporting (e.g.
PERM, T-MSIS, MAR, SUR).
R-625 The Supplier will monitor and inform DHS of potential Federal, State, or industry changes
that may have an impact on business processes or systems supported by the Contract.
R-626 The Supplier will develop a DHS-approved approach to providing actionable
recommendations for changes to reporting and analytics activities on a reoccurring basis.
R-627 The Supplier will provide support for impact analysis and reporting.
Vendor Response to Services – Consulting Services Requirements 9.4.3.10
P-196 Describe the approach and solution for meeting the Consulting Services expectations.
Vendors should include the plan for meeting the Services – Consulting Services
requirements and needs of DHS, including the necessary solution components proposed
and the technologies/methodologies to be deployed.
P-197 Describe the staff, staff experience, and staffing approach that will support the solution
for meeting the Services – Consulting Services requirements.
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P-198 Describe the level and type of DHS support the Vendor requires to provide the Services –
Consulting Services Requirements, including personnel, required personnel skillsets,
duration of involvement, and non-personnel resources.
P-199 Describe the Vendor’s detailed approach to establishing a true collaborative relationship
with DHS and utilizing industry knowledge to continuously transform and evolve the
Data Analytics and Reporting solution.
P-200 Describe the Vendor’s detailed approach and experience with performing impact analysis
for operations, programs, and systems, including the type of analysis and associated
triggers for undertaking that analysis, and subsequently developing and delivering
recommendations based upon performed analysis.
Services – Reporting Solutions Requirements 9.4.3.11
R-628 The Supplier will propose, implement, and maintain a set of DHS-approved enterprise
dashboards.
R-629 The Supplier will propose, implement, and maintain a solution to create, replicate, manage,
and retain DHS-approved Federally-mandated and State reports required for program and
financial functions.
R-630 The Supplier will propose, implement, and maintain DHS-approved management reporting
and provider profiles.
R-631 The Supplier will propose, implement, and maintain a suite of DHS-approved high-level
and/or general-level reports within and across DHS populations to fulfill the MES
information system needs.
Vendor Response to Services – Reporting Solutions Requirements 9.4.3.12
P-201 Describe the approach and solution for meeting the Reporting Solutions expectations.
Vendors should include the plan for meeting the Services – Reporting Solutions
requirements and needs of DHS, including the necessary solution components proposed
and the technologies/methodologies to be deployed.
P-202 Describe the staff, staff experience, and staffing approach that will support the solution
for meeting the Services – Reporting Solutions requirements.
P-203 Describe the level and type of DHS support the Vendor requires to provide the Services –
Reporting Solutions Requirements, including personnel, required personnel skillsets,
duration of involvement, and non-personnel resources.
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P-204 Describe the Vendor’s detailed approach to and experience with developing and
maintaining dashboards and a description of the dashboards proposed as part of the
solution.
P-205 Describe the Vendor’s detailed approach to and experience with developing provider
profile reports and a description of the provider profile reports proposed as part of the
solution.
P-206 Describe the Vendor’s detailed approach to and experience with developing, producing,
and maintaining enterprise- and department-level management reports and a description
of the reports proposed as part of the solution.
Services – Support Requirements 9.4.3.13
R-632 The Supplier will provide assistance and support to users through the Help Desk functions as
described in RFP Section 8.16.
R-633 The Supplier will assist users with their development and execution of queries and/or reports
as requested.
R-634 The Supplier will collaborate with external groups and DHS staff on data analytics and
reporting.
R-635 The Supplier will provide adequate staff to support interpretation, guidance, and training to
all DHS-approved users regarding reporting, analytics, and dashboards.
R-636 The Supplier will host and facilitate monthly user level meetings based on data and tool
knowledge as prescribed by DHS.
R-637 The Supplier will provide on-going coaching and assistance to DHS-approved users on all
aspects of tools and data.
R-638 The Supplier will provide on-going assistance and coaching for DHS-authorized users
including interpretation, evaluation, and resolution when the data being returned does not
reflect expected results.
R-639 The Supplier will assist DHS-approved users with performing ad hoc reporting through the
module.
Vendor Response to Services – Support Requirements 9.4.3.14
P-207 Describe the approach and solution for meeting the Data Analytics and Reporting
Support expectations. Vendors should include the plan for meeting the Services –
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Support requirements and needs of DHS, including the necessary solution components
proposed and the technologies/methodologies to be deployed.
P-208 Describe the staff, staff experience, and staffing approach that will support the solution
for meeting the Services – Support requirements.
P-209 Describe the level and type of DHS support the Vendor requires to provide the Services –
Support Requirements, including personnel, required personnel skillsets, duration of
involvement, and non-personnel resources.
P-210 Describe the Vendor’s detailed approach to and experience with organizing and
facilitating user group meetings for the useful and productive exchange of ideas,
knowledge, and concerns.
P-211 The Vendor’s detailed approach to and experience with assisting users during the
lifecycle of query and report development, including assistance in reviewing results and
diagnosing problematic queries and/or unexpected results and utilization of information
gathered during user support for solution optimization.
P-212 Describe the Vendor’s detailed approach to and experience in providing Vendor staff
with the necessary training and knowledge of all tools and data to enable support of all
Stakeholders.
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10.0 CUMULATIVE LIABILITY CAP
Unless mutually agreed upon by DHS and the Supplier during contract negotiations, the Supplier’s
liability shall not be capped. NOTE: Prices submitted on Schedule 2 – Cost Workbook/Tabs 1-7 and
9-10, must assume cumulative liability will not be capped.
Vendors must propose one (1) Cumulative Liability Cap (CLC) as part of their response to this RFP.
The proposed cap shall:
a. Be in a one (1) year increment and be the same for each Contract Year (CY). (DHS will not
accept monthly or quarterly cap proposals);
b. Be between $15 million and $50 million annually; and
c. Exclude Confidential, Proprietary, and Personally Identifiable Information (Contract
Template Section 22), Security of Premises, Equipment, Data, and Personnel (Contract
Template Section 23), and Indemnification (Contract Template Section 31).
P-213 Provide Vendor’s proposed annual CLC amount, and describe how the proposed cap
would allow DHS to maintain the appropriate balance of required performance and
assigned liability in the resulting contract. Please see RFP Section 13.6.8 for instructions
on submitting the CLC-associated cost reductions in Schedule 2 – Cost Workbook/Tab 8.
11.0 VALUE-ADDED SERVICES AND FUNCTIONS
DHS may be interested in other value-added services or functions (value-adds) relevant to the scope of
services described in this RFP. These value-adds would be in addition to what is being requested by
DHS, and the Vendor’s proposed value-add solution(s) would complement the services and functions
already included in Vendor’s proposal.
A value-add could include an innovative service or function that further serves DHS and Stakeholder
needs, adds efficiencies beyond the requirements of this RFP, and otherwise complements the services,
products, and support already proposed while remaining within the scope of RFP.
A value-add would not include:
Exceeding already-stated requirements. For example, R-031 requires the Dane County facility to
be established within 40 days. Establishing that facility within 20 days would exceed that
requirement, but would not be considered a value-add.
Services and/or functions currently provided or planned to be provided in the future through a
separate contract. For example, a value-add for portfolio management would not be of use the
State since those services are planned for the upcoming E-PMO contract.
P-214 Describe Vendor’s proposed value-add(s) for consideration by DHS. For each value-add,
include the process, staffing, tools, performance levels, and implementation
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considerations. Describe how each proposed value-add falls within the scope of this RFP.
Provide the cost for each proposed value-add in Schedule 2 – Cost Workbook/Tabs 9 and
10. If none are proposed, please so indicate in both the response to this prompt and in the
Cost Workbook.
12.0 CONTRACT TERMS AND CONDITIONS
The Department reserves the right to negotiate these terms and conditions and Contract when it is in the
best interest of the State to do so. Vendors may not submit their own Contract document as a substitute
for the State’s Terms and Conditions.
Vendors must accept with its RFP response all terms and conditions and Contract (Appendix E)
or submit point-by-point exceptions along with proposed alternative or additional language for
each point. The State may or may not consider any of the Vendor’s suggested revisions. Any changes or
amendments to any of the terms and conditions will occur only if the change is in the best interest of the
State. Pricing submitted should assume that no changes to these terms and conditions will be
accepted.
Exceptions to the Business Associate Agreement (RFP Section 12.3) will not be accepted and may be
grounds for Vendor proposal disqualification.
If a Contract document is executed as a result of this procurement, additional terms and conditions may
be contained in that document and negotiated at that time.
12.1 Standard Terms & Conditions and Contract
The State of Wisconsin Standard Terms and Conditions (DOA-3054), Supplemental Standard Terms
and Conditions for Procurements for Services (DOA-3681), and Contract (Appendix E) shall apply to
this solicitation and subsequent award, in addition to the Terms and Conditions specified in this
solicitation.
12.2 Modifications of Contract
The resulting Contract must only be used to purchase services within the scope and intent of the original
Request for Proposal. Any modifications made to the resulting Contract must fall within the scope of the
Proposal. All modifications must be made in writing and signed by both parties, unless otherwise
specified in the resulting Contract.
12.3 Business Associate Agreement
In agreements for the provision of services, activities, or functions covered by the Health Insurance
Portability and Accountability act of 1996 (HIPAA), the Supplier as a business associate must complete
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a Business Associate Agreement (BAA) F-00759. This document must be fully executed before
Contract performance begins.
12.4 Payment Terms and Schedule
Payment will not be made until the product or services is determined to meet all specifications,
requirements, and deliverables and has been accepted by DHS. See Section 4 of the Contract.
DHS will pay the Supplier each phase in accordance with approved milestones and achievements as
outlined in Appendix A – Contract Payment Schedule and as accepted by DHS. Once the Operations
Phase has commenced, further operational-based payments will be based upon a 1/12 division of annual
operational costs as indicated in Schedule 2 – Cost Workbook, to be billed upon a jointly negotiated and
DHS-approved invoice.
Under no circumstances will DHS pay more than fifty percent (50%) of any Supplier invoiced amount
that includes incomplete work or Deliverables. The process for DHS review, approval, and final
acceptance/sign-off will be jointly negotiated and determined as part of the final award negotiation
process.
12.5 Staffing Rate Card
The Supplier will provide a rate card for all titles with firm pricing for the duration of the Contract and
measureable educational/experience requirements. All changes to this rate card must be approved by
DHS. This includes cost adjustments, adding or deleting titles, and modifications to
educational/experience requirements. If price adjustments are requested, the Supplier will provide
documentation about the cause of the change and how it affects the industry as a whole. DHS reserves
the right to deny price increases if proper documentation is not provided. Also see RFP Section 13.6.6.
12.6 Service Level Agreements
For the purposes of this RFP, Service Level Agreements (SLAs) are defined as specific and measureable
standards or targets for expected performance from the Supplier and the Supplier’s proposed solution.
SLAs are output-based in that their purpose is to specifically define what DHS will receive and when
DHS should expect it. SLAs do not define how the service itself is provided or delivered. To aid DHS in
managing the Supplier under the scope of this Contract, a majority of the specific and measureable
standards or targets for expected performance from the Supplier are contained within the associated
business requirements within RFP Sections 4.0 through 9.0.
12.7 Performance Penalties
The Supplier is expected to meet all delivery dates negotiated and specified in the resulting Contract.
The Supplier agrees DHS shall have the right to assess Performance Penalties, through deduction from
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the Supplier’s invoices in the amount equal to the penalty, or by direct billing to the Supplier in
accordance with the terms below.
The overall purpose of Performance Penalties is to ensure adherence to the requirements, due dates,
performance, and Service Level Agreements (SLAs) covered under the resulting Contract. Performance
Penalty assessments are directly linked to performance of system implementation, SLAs, or operational
responsibilities. It is agreed by DHS and the Supplier that, in the event of the Supplier’s failure to meet
the requirements, due dates, performance, and SLAs contained within the resulting Contract, the
Supplier will pay DHS for such failures at the sole discretion of DHS according to and ascribed by the
provisions in this section. The Supplier will not be subject to Performance Penalties when the failure to
perform is beyond the reasonable control and without the fault or negligence of the Supplier.
Written notification of each failure to meet a requirement, due date, performance expectation, and SLA
will be given to the Supplier prior to assessing Performance Penalties. Once received, the Supplier will
have five (5) business days from the date of receipt of written notification of a failure to cure to rectify
the failure or submit a corrective action plan (CAP) for approval by DHS. If the failure is not resolved or
the CAP is not received and accepted by DHS within this warning/cure period, Performance Penalties
may be imposed retroactively to the date of the failure. The imposition of Performance Penalties is not
in lieu of any other remedy available to DHS.
If DHS elects, at its discretion, to not exercise a Performance Penalty clause in a particular instance, this
decision will not be construed as a waiver of DHS's rights to pursue future assessment of that
performance requirement and associated penalties or any other performance requirements, Deliverable
due dates, SLAs and associated penalties.
12.7.1 Deduction of Performance Penalties from Payments
DHS may deduct assessed Performance Penalties amounts from any monies payable to the Supplier
pursuant to its Contract. DHS will provide the Supplier written notification of any claim for
Performance Penalties prior to the date upon which such monies are deducted from monies payable
to the Supplier. With Supplier approval, DHS may choose as an alternative, that the Supplier will
provide the value of Performance Penalties in the form of an Operational Service Credit that reflects
the equivalent amount of hours billed by the Supplier on the Project. However, any further
negotiation of Performance Penalty assessment, terms of penalties, repayment terms, or penalty
amount caps at which they are prescribed, levied or collected will remain at the sole discretion of
DHS.
12.7.2 Schedule of Performance Penalties
To streamline and allow for effective, efficient application of Performance Penalties, DHS has
provided a Performance Penalty schedule that is demarked by steps and actions of Performance
Penalties. Each global project area and business/service-based operational area has been assigned,
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as stated in Appendix D – Performance Penalty Starting Steps, a starting step-action that correlates
with the implied weight of the requirements contained within the area. As stated above, DHS, at its
discretion, may choose to not exercise a Performance Penalty clause in any particular instance. If
such a penalty is assessed, the minimum penalty assessed is the starting step-action assigned to the
global or business area from which the failure was determined. These levels are meant as a
guideline in which DHS can utilize to ascertain an appropriate and proportional remedy for DHS to
pursue in remedy of the Supplier’s failure(s) and may be followed or waived at the sole discretion
of DHS.
Step Action Performance Penalty Due
1
A
Penalties in an amount not to exceed two hundred fifty dollars
($250.00) per calendar day or incident the Supplier remains non-
compliant.
Within seven
(7) Calendar
Days of
Written
Notification of
Claim B
Penalties in an amount not to exceed five hundred dollars
($500.00) per calendar day or incident the Supplier remains non-
compliant.
2
A
Penalties in an amount not to exceed one thousand dollars
($1,000.00) per calendar day or incident the Supplier remains
non-compliant.
Within seven
(7) Calendar
Days of
Written
Notification of
Claim B
Penalties in an amount not to exceed five thousand dollars
($5,000.00) per calendar day or incident the Supplier remains
non-compliant.
3
A
Penalties in an amount not to exceed ten thousand dollars
($10,000.00) per calendar day or incident the Supplier remains
non-compliant.
Within fifteen
(15) Calendar
Days of
Written
Notification of
Claim or as
agreed upon
with DHS
B
Penalties equal to the sum of a 1) fifteen thousand dollars
($15,000.00) assessment per calendar day of non-compliance, 2)
recoupment of all expenses incurred, maximum FFP differences
and/or overpayments issued as associated with the act of non-
compliance.
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Step Action Performance Penalty Due
4
A
Penalties equal to the sum of a 1) fifteen thousand dollars
($15,000.00) assessment per calendar day of non-compliance, 2)
recoupment of all expenses incurred, maximum FFP differences
and/or overpayments issued as associated with the act of non-
compliance, and 3) legally allowable interest assessed on the total
amount of #2 and as incurred from the date of non-compliance.
Within thirty
(30) Calendar
Days of
Written
Notification of
Claim or as
agreed upon
with DHS B
Penalties in an equal to the sum of a 1) twenty thousand dollars
($20,000.00) assessment per calendar day of non-compliance, 2)
recoupment of all expenses incurred, maximum FFP differences
and/or overpayments issued as associated with the act of non-
compliance, 3) legally allowable interest assessed on the total
amount of #2 and as incurred from the date of non-compliance,
and 4) a ten percent (10%) penalty assessment will be made on
the current Contract year’s annual withhold invoice.
12.8 Industry Standards
If not otherwise provided, materials or work called for in this Contract shall be furnished and performed
in accordance with best established practices and standards recognized by the contracted industry and
comply with all applicable codes and regulations. In addition, the materials or work called for in this
Contract must align with and incorporate Industry Standards adopted by the HHS Secretary under
Section 1104 and 1561 of the Affordable Care Act.
12.9 Corrective Action Plans (CAPs)
A Corrective Action Plan (CAP) is defined by DHS as the formal process of communicating with the
Supplier to improve unacceptable performance occurrences, failures, or non-compliances after other
informal attempts to rectify the occurrence have been attempted. This is collaborative effort between
DHS and the Supplier to explore the root causes behind Contract performance issues. The CAP process
allows the Supplier to improve performance and cure failures as they are detected, prior to catastrophic
failure that requires the assessment of penalties.
The Supplier will take an active role in identifying, documenting, and performing proactive self-
reporting and CAPs for all services contained under the auspices of this RFP when directed by DHS.
The Supplier will construct and submit a CAP process and template, for DHS approval, within forty-five
(45) calendar days of Contract execution to be used for the identification, documentation, and resolution
of any identified issues as they relate to performance requirements contained within the RFP. Once
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approved, the Supplier will implement and utilize the DHS-approved CAP to resolve all identified and
reported issues. The Supplier will submit CAPs within ten (10) business days from discovery of non-
compliance.
12.10 Liquidated Damages
DHS may suffer damages due to the Supplier’s lack of performance of certain terms and conditions of
the resulting Contract. The Department reserves the right to negotiate liquidated damages, as required by
the State, at the time of Contract.
The Supplier agrees that DHS shall have the right to liquidate such damages through deduction from the
Supplier’s invoices in the amount equal to the damages incurred, or by direct billing to the Supplier.
12.11 Use of Subcontractors
Vendors must disclose planned Subcontractors in their Proposal. The resulting Contract will be between
DHS and the awarded Supplier. See also Section 6 of the Base Contract Template (Appendix E).
12.12 Off-Shore Sourcing
Suppliers and their Subcontractors are prohibited from performing any of the work included in their RFP
response at a site outside the continental (CONUS) United States in order to protect data containing
Private Health Information (PHI) or Personally Identifiable Information (PII).
12.13 Lobbying Activity Certification
The Supplier shall certify to the State that it will not and has not used Federally appropriated funds to
pay any person or organization for influencing or attempting to influence an officer or employee of any
agency, a member of Congress, officer or employee of Congress, or an employee of a member of
Congress in connection with obtaining any Federal contract, grant or any other award covered by
31 U.S.C. 1352. Supplier shall also disclose any lobbying with non-Federal funds that takes place in
connection with obtaining any Federal award.
Supplier shall use Standard Form LLL for Disclosure of Lobbying Activities available at:
https://forms.sc.egov.usda.gov/efcommon/eFileServices/eForms/SFLLL.PDF.
A completed disclosure must be provided upon Department Request.
12.14 Special Considerations for Conflict of Interest
The Supplier will adhere to the standard conflict of interest statutes as stipulated in DOA-3681
Supplemental Standard Terms & Conditions for Procurements for Services and Wis. Stat. chs. 16, 19
and 51.
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12.15 Changes in Law
The Supplier, with the State’s approval, shall conform the Services in a timely manner to any change in
the State compliance requirements and directives. Such conformance of the Services shall be at the
State’s expense, except as set forth herein.
A. The State shall only be responsible for its pro rata share of the cost of conformance when:
1) Such changes are generally applicable to any of the Supplier’s other States for services which are
the same as or similar to the Services or relevant components or modules of the Medicaid
Enterprise System, and
2) The Supplier has provided reasonable detail to the State with respect to the proposed allocation
and the amount attributable to the State in connection therewith.
Such pro-rata allocation shall be conducted equitably and in good faith by the Supplier, who shall
provide reasonable detail of such allocation to the State along with any invoice requesting payment
for such Services.
B. For new or revised State compliance requirements and directives that are unique to the State and
require changes in the Services or increases in the resources and/or facilities required to perform the
Services, the charges may be adjusted pursuant to the change request procedures. Such changes and
adjustments shall:
1) Be integrated in a cost-effective manner and with minimal disruption of the State’s ongoing
operations (as may be modified by such changes);
2) Equitably account for any efficiencies, economies or reduced or increased resource requirements
resulting from any material changes in the manner in which the Services or systems are delivered
by Supplier or received by the State, Services or performance penalties resulting from such
changes;
3) Occur to the maximum extent possible within the system maintenance window as defined by the
parties for the affected hardware, software or processes;
4) Not result in any suspension or reduction in Supplier’s performance requirements hereunder
(including compliance with applicable performance requirements), except to the extent permitted
via the change request procedures; and
5) Provide modified charges that have been determined on a commercially reasonable basis.
13.0 PROPOSAL PROCEDURE AND INSTRUCTIONS
13.1 Calendar of Events
Listed below are dates and times of actions related to this solicitation. The events with specific dates
must be completed as indicated unless otherwise amended by the State. In the event that the State finds
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it necessary to change any of the specific dates and times in the calendar of events listed below, it will
do so by issuing an amendment to this solicitation. There may or may not be a formal notification issued
for changes in the estimated dates and times.
Date Event
November 27, 2018 Date of issue of the solicitation - Posted to eSupplier
December 18, 2018
2:00 p.m. CT Written Questions Due
January 22, 2019 Responses to Questions Posted on eSupplier (estimated)
February 5, 2019 Intent to Respond
March 5, 2019
2:00 p.m. CT Proposals Due - late submissions will not be accepted
August/September 2019 Oral presentations
October 2019 Notification of Intent to Award
April 2020 Contract Start
13.2 Vendor Questions and Clarifications
Vendors are expected to raise any questions, exceptions, or additions they have concerning the RFP
document by the Question Due Date specified in RFP Section 13.1 and listed in eSupplier. Questions
must be submitted to the Procurement Manager in writing using the Questions Template provided in
Schedule 3. Do not use the “Ask a Question” feature in the eSupplier system for this solicitation.
If at any time prior to the due date, a Vendor discovers any significant ambiguity, error, conflict,
discrepancy, omission, or other deficiency in this RFP, the Vendor must immediately notify the
Procurement Manager of the issue in writing and request modification or clarification of the RFP
document.
In the event that it becomes necessary to provide additional clarifying data or information, or to revise
any part of this RFP, supplements or revisions will be posted on eSupplier (https://esupplier.wi.gov).
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13.3 Intent to Respond
The Vendor should submit a letter via email to the Procurement Manager indicating their intent to
submit a response to this solicitation by Intent to Respond Date. See RFP Section 1.7 for contact
information.
13.4 Proposal Response Organization and Content
Vendor’s response must contain all required documentation organized and labeled in the sections and
order described in Schedule 1 – Vendor Checklist. Use tabs to separate sections as shown in Schedule 1.
Elaborate submissions (e.g., extensive artwork, illustrations, advanced modeling techniques, promotional
statements) beyond what is sufficient to present a complete and effective Vendor submission are neither
necessary nor desired. Audio and/or videotapes are not allowed.
No mention of the content of Vendor’s cost proposal is permissible in the response to any
other section of this Request for Proposal other than in the cost proposal itself.
13.5 Format of Proposal Response
a) The responses for Folder/Tabs 02 through 56 should be formatted and submitted in 8.5 x 11 format.
Vendors may submit required examples (Folder/Tab 58) that can more clearly be portrayed in a
larger page size. However, materials that are not easily readable by the evaluators may be considered
non-responsive and scored accordingly. Each example submitted must be clearly labeled with the
RFP Section and Prompt number (e.g., RFP Section 8.13.2/P-043).
b) Font size and style throughout Folder/Tabs 02 through 56, including tables, must be 12-point font or
greater with the exception of any imbedded diagrams, footnotes, resumes, page headers and footers,
or any other supportive graphical material such as organization charts.
c) The Proposal should be well organized and through-numbered with each page clearly marked with a
page number, the name of the responding Vendor, and the solicitation number S-0633 DMS-19.
d) “Through-numbered” for purposes of this solicitation means Folder/Tabs 02 through 56 use one set
of numbers. For example, if Folder/Tab 02 is comprised of 14 pages, Folder/Tab 03 starts with page
number 15. Tabs other than 02 through 56 should restart at page number 1 within each section. At
their option, Vendors may elect to not include pages numbers on Folder/Tab 01 forms and
attachments and the materials in Folder/Tabs 57 and 58. However, if the State’s evaluators are
unable to easily find information, the proposal may be considered non-responsive and scored
accordingly.
e) Total page count for Folder/Tabs 02 through 56 may not exceed 750 pages. One page is defined
as any Proposal material appearing on one side of an 8.5x 11 sheet. The Table of Contents, blank
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pages, and tab dividers without Proposal information are not included in the page count for
Folder/Tabs 02 through 56. Tab 01 Forms and attachments, Tab 57 Resumes, and Tab 58 Sample
Documents are not included in the total page count. Pages in excess of this page limit will not be
evaluated.
f) Include bookmark links in the Table of Contents.
g) Address all requirements within the RFP in the overall proposal response in the order listed in
Schedule 1 – Vendor Checklist.
h) For each prompt, list the RFP Prompt number (P-###) and provide specific details of the proposed
approach to meeting the objectives and requirements in each area. Responses must be
comprehensive and contain details of the full solution being proposed.
i) Do not restate the text of prompts, requirements, and/or other RFP sections. Instead, cite relevant
RFP section numbers as needed.
j) For each Prompt, cite actual experience and relevant examples from related engagements, as
appropriate. In other words, have you done this before? If so, when and where, or if not, please so
state.
k) Clearly identify in the response all proprietary software proposed as part of the solution that requires
customization in order to meet the requirements of this RFP.
l) Indicate if a prior response meets more than one requirement and provide a cross reference rather
than restating the prior response.
m) When referencing materials elsewhere in the Proposal, provide bookmark links to and from the
referenced material including sample documents, resumes, and forms.
n) Do not submit proposal responses that contain extraneous or superfluous materials not directly
responsive to the RFP or that contain generic or marketing descriptions of capabilities.
o) Electronically submitted files may not exceed a file name length of 64 characters, including spaces.
File size may not exceed 80MB. This applies to both eSupplier submittals and Alternative Hard
Copy CD submittals. The maximum size for email submittals is 15MB per email message.
p) The State reserves the right to disqualify or otherwise consider as non-responsive any proposals that
do not follow the required formatting.
See also RFP Sections 1.10, 1.11 and 13.4.
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13.6 Cost Proposal
Schedule 2 contains the Cost Workbook for this solicitation, which must be completed and returned.
DHS will only accept completed forms/worksheets, as presented and contained in Schedule 2. Inclusion
and submittal of additional information (or forms) not contained in Schedule 2 or requested by DHS will
not be evaluated as part of the technical proposal, will not be carried forward to the resulting contract,
and may be grounds for Vendor proposal disqualification. Alteration of the forms contained in
Schedule 2 in any way may also be grounds for Vendor proposal disqualification. Alternate pricing
formats will not be accepted and may result in disqualification of the Proposal.
Except as noted in the instructions for Schedule 2 – Cost Workbook/Tab 8, ALL costs proposed must
include and assume Supplier’s liability will not be capped. See RFP Section 10.0 for instructions on
submitting the proposed Cumulative Liability Cap.
DHS has included instructions as hidden cell comments within the worksheets to provide Vendors
additional assistance in completing the Cost Workbook.
References to Contract Year (CY) within the RFP and within Schedule 2 – Cost Workbook refer to a
consecutive, 12-month contract year.
Pricing submitted must include all costs to furnish the services included in the Proposal, in accordance
with the terms and conditions of this RFP, including labor, travel, and insurance. The following
additional costs or fees are not allowed in any Proposal:
a) Delivery location fees
b) Small Order/Minimum Order fees
c) Special Order fees
d) Purchasing Card (P-Card) related charges
e) Return/Restocking fees
All prices must be quoted in U.S. Dollars.
Note: All tabs in Schedule 2 – Cost Workbook are formatted for 8.5 x 14 viewing and printing.
13.6.1 Cost Proposal Cover Page – Tab 1
Tab 1 is a summary page, with only data/non-numerical entry fields (yellow colored cells). Vendors
should only enter in their Organizational Name and Name/Title of the Vendor Signatory. All other fields
are closed/locked so that all cost schedule totals are automatically calculated and carried forward into
designated fields on the cover page. Additionally, Vendors are required to sign and date the cover page
in the cells/boxes indicated.
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13.6.2 DDI Phase Costs – Tab 2
Tab 2 is provided for Vendors to present the overall expected DDI costs by DDI Phase and Milestone.
DHS’s expected milestones are pre-filled on the worksheet and Vendors should enter all additional
milestones per phase in the non-protected, yellow colored cells. Vendors should enter all staffing and
non-staffing costs, allocated across modules, in the non-protected, yellow colored cell, for each
milestone entered and as provided on the worksheet. These costs must represent the complete milestone
DDI costs and Vendors should utilize their own methodology for allocating all costs, including overhead
and other project management and administration costs, across modules.
All Vendor- entered figures/costs will roll up into each associated phase “total” costs. The DDI Phase
Modification Hour pool cost will be auto-calculated in the protected, green cell using the DDI Phases
“Total Blended Rate” (ID 31) from Tab 2 – Total Blended Rate. All DDI Phase costs and the
Modification Hour pool will then roll up and total into the “Total DDI Phase Costs” cell that is reported
on the Cost Proposal Cover Page.
13.6.3 Annual Operations Phase Costs – Tab 3
Tab 3 is provided for Vendors to present the overall expected Annual Operations Phase Costs by CY.
Vendors should enter in the calculated Operational Costs, by category, in each available, non-protected,
yellow colored cell, as provided on the worksheet by area and CY.
Expenses projected for Staffing except for Key Staff Costs, are to be calculated in Tab 4; sub-totals
automatically calculated in and from Tab 4 will then carry forward into the respective Staffing Costs
(green colored) protected cells by Staffing Cost categories and CY.
The Operations Phase costs associated to Module 1 and 2 are to be entered in their respective categories.
Vendors are to allocate all Operations costs across these modules based upon a Vendor-derived
calculation to attribute all solution costs, including overhead, between the two modules. In addition,
Vendors are to include all otherwise unspecified and accounted for “Other” expenses not otherwise
included or defined. These expenses are to be calculated in Tab 5; sub-totals automatically calculated in
and from Tab 5, attributed to specific modules, will then carry forward into the respective Other Costs
(green colored) protected cells by Module and CY. Additionally, Vendors are to enter the Operations
Phase costs associated to the Turnover and Closeout Task and the Certification Task, allocated by
Module, by CY for those CYs in which costs are incurred.
All Vendor entered figures/costs will roll up and carry forward into the Operations Phase Cost line item
on the Cost Proposal Cover Page; calculated out by Base Contract total and five (5) – 1-Year (Optional)
Extensions total in the protected, designated fields.
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13.6.4 Annual Maintenance and Operations Staffing Costs – Tab 4
Tab 4 is provided for Vendors to present Operations Phase high-level staffing counts and total annual
cost by position. These staffing positions are to be entered by high-level global project area and CY. The
yellow colored fields (for position title, FTE counts, and total annual cost) are provided for Vendors to
list staff/positions (non-Key Positions) and all personnel costs associated with those positions. These
positions must be attributed to a project area (Project Management and Administration, Module 1, or
Module 2). Vendors must incorporate cost of living/CPI (Consumer Price Index) increases for the
geographical area of the proposed operations, as well as planned/projected annual raises/salary (or
hourly wage) increases for each Phase and CY listed.
The Staffing cost totals, by project area and CY, will then auto calculate and carry forward into (green
colored) protected, designated fields in Tab 4. It is important to note that any/all projected personnel
counts and costs should be congruent throughout the Vendor’s RFP Technical and Cost Proposal
responses.
13.6.5 Annual Maintenance and Operations Other Costs – Tab 5
Tab 5 is provided for Vendors to present any significant, additional, reportable costs that can be
specifically listed and priced for inclusion by CY. Vendors must account for all Operations Costs, by
Module, that are not otherwise accounted for in Tab 3. By supplying additional space for Vendors to
furnish additional detail of typically hidden, yet significant, costs, DHS expects increased transparency
from Vendors in the Cost Proposals.
The “Other” costs, once detailed out, will then auto- calculate and carry forward into (green colored)
protected, designated fields, in Tab 3.
13.6.6 Rate Card – Tab 6
Tab 6 is provided to Vendors to define and specify a standard staffing hourly rate card and propose a
blended staff hourly rate that provides the costs for the annual Modification Hours during the Operations
Phase. See also RFP Section 12.5.
Hourly Rates 13.6.6.1
The Staffing Rate Card requires the Vendor to provide rates for each position on a team of technical and
business staff that would be customary and representative of a project team assigned to a maintenance,
modification, operations, and/or specialized project. This team is typically composed of several standard
positions (e.g., business analyst, systems analyst, and developer). However, the Vendor should include
all titles/positions that are considered necessary or critical in any standard projects.
These position titles and their proposed hourly wages are to be entered on a per FTE basis into the
designated, non-protected, yellow colored cells, provided on Tab 6. Vendors may either combine,
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average, or collapse rate card positions hourly wages into a singular “positional” rate (e.g., one hourly
wage/rate for a BA I, II, and II) or enter each level of designated positions individually.)
Although these rates will not display on the Cost Proposal Cover Page (Tab 1) nor are they used
elsewhere in Schedule 2 – Cost Workbook, DHS reserves the right to review and negotiate the rates for
future use. DHS may request additional staffing resources above the approved base contract staffing, as
indicated in RFP Section 8.2 Contract Management, using the Rate Card per position rates indicated in
Tab 6.
Total Blended Rate 13.6.6.2
Once all positions and hourly wages are entered, the Vendor should employ their own standard
methodology to incorporate all staffing and overhead costs to calculate and enter the “Total Blended
Rate”, “Module 1: EDW Blended Rate”, and “Module 2: DAR Blended Rate” for the DDI Phases and
per Operations Phase CY. The “Total Blended Rate” should incorporate all staffing and overhead costs
attributed to performing the Modification Pool Hour work whereas the “Module 1: EDW Blended Rate”,
and “Module 2: DAR Blended Rate” rates should only account for the staffing and overhead costs
attributable to the module-specific solution. DHS reserves the right to review all methodology in
determining the blended rates and negotiate these rates.
Although these rates will not display on the Cost Proposal Cover Page, the “Total Blended Rate” is
carried forward and used to auto calculate the overall Modification Pool Hours costs per CY on Tab
6/ID-63.
In addition to determining the annual Modification Hours on Tab 3, the “Total Blended Rate”,
“Module 1: EDW Blended Rate”, and/or “Module 2: DAR Blended Rate” by CY from Tab 6 may
become the rates used for the purchase of additional modification hours (DHS Requested Additional
Hours times the related CY Blended Rate) or refund unused Project Pool Hours (Unused Project Pool
Hours times the related CY Blended Rate). See also RFP Section 8.6 Modification Hours.
13.6.7 Key Staff Listing, Rates and Count – Tab 7
Tab 7 is provided to Vendors to present the overall Key Personnel count and salary structure, as defined
under RFP Section 6.0 Staffing. Vendors are required to enter into the designated, non-protected, yellow
colored cells for each listed Key Staffing positions the project FTE (Full Time-Equivalent) count
attributable to the Phase and CY, total annual cost per position by Phase and CY, and average FTE
hourly wage per position per Phase and CY. IDs 5 through 14 may be utilized by the Vendor to enter
additional proposed key staffing positions. For each additional position proposed, Vendors are required
to enter into the designated, non-proposed yellow colored cells, one line per proposed position, the
position title, the project FTE (Full Time-Equivalent) count attributable to the Phase and CY, total
annual cost per position by Phase and CY, and average FTE hourly wage per position per Phase and CY.
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Vendors must incorporate cost of living/CPI (Consumer Price Index) increases for the geographical area
of the proposed operations, as well as planned/projected annual raises/salary (or hourly wage) increases
for each Phase and CY listed. It is important to note that any/all projected personnel counts and costs
should be congruent throughout the Vendor’s RFP Technical and Cost Proposal responses.
Although these rates and totals will not display on the Cost Proposal Cover Page (Tab 1), DHS reserves
the right to review and negotiate the rates for future use.
13.6.8 Cost Proposal with Cumulative Liability Cap – Tab 8
Tab 8 is provided to Vendors to present (1) a proposed annual Cumulative Liability Cap amount (CLC)
and (2) the corresponding annual reduction in the evaluated cost proposal due to the reduction of
uncapped liability.
For example, if a Vendor proposes an annual cumulative liability cap of $15 million and the Vendor’s
proposed annual contract cost (from Tab 3) for CY1 is $1,000 (which assumes no liability cap) the
Vendor would enter $50 in Tab 8 to reflect that the annual contract cost would be reduced to $950
should the Department agree to the proposed annual cumulative liability cap.
Vendor’s liability cap proposal shall exclude Confidential, Proprietary, and Personally Identifiable
Information (Contract Template Section 22), Security of Premises, Equipment, Data, and Personnel
(Contract Template Section 23), and Indemnification (Contract Template Section 31). The proposed
liability cap shall be in one (1) year increments or longer (DHS will not accept monthly or quarterly cap
proposals), and the Vendor's proposed annual cumulative cap shall be between $15 million and
$50 million.
NOTE: Prices submitted on Schedule 2 – Cost Workbook/Tabs 1-7 and 9-10, must assume cumulative
liability will not be capped.
13.6.9 Value-Added Costs – Tabs 9 and 10
Tabs 9 and 10 are provided to Vendors to present the costs for proposed value-add solutions that are in
addition to what is being requested by DHS. Vendors should use Tab 9 to enter value-add solution costs
related to DDI, and Tab 10 for Operations.
Vendors should enter all staffing and non-staffing costs, allocated across modules, in the non-protected,
yellow colored cells. These costs must represent the complete value-add solution DDI and Operations
costs and Vendors should utilize their own methodology for allocating all costs, including overhead and
other project management and administration costs, across modules. See RFP Section 11.0 for more
information.
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13.7 eSupplier Proposal Submittal
Vendors should use the eSupplier System (https://esupplier.wi.gov) to respond to this solicitation.
eSupplier is more efficient overall, and affords Vendors a higher degree of control versus the Alternative
Hard Copy Submittal process described later. The eSupplier Sourcing Event number for this solicitation
is 10565.
If submitting an electronic copy via eSupplier, DO NOT ALSO SUBMIT HARD COPY. The date
stamp for eSupplier Proposal Submittal is the submittal date and time applied by the eSupplier system at
the time of submission and serves as documentation of a timely submittal. Vendors should allow ample
time to enter their eSupplier response.
Please Note: When all responses to event sections have been entered and saved, click the Submit button
to send your response to the State. Click Submit on the pop-up window to confirm. Upon submission, a
confirmation message should be received. Submission must be completed before the deadline to be
considered responsive.
The awarded Supplier may be required to provide all digital submittals in Word, Excel or other mutually
agreeable format if requested by DHS.
13.7.1 eSupplier Proposal Submission
Proposer must follow instructions in response to all Response Sections. This will include both a
complete technical response, as well as a redacted response with all confidential information excluded.
DHS may additionally require financial statements. If required, these will be a separate Response
Section from the technical requirements.
13.7.2 eSupplier Cost Proposal
The Cost Proposal must be completed in full and uploaded to the eSupplier system in response to the
appropriate Response Section. Completion of the Cost Proposal is mandatory. Prices submitted shall be
in U.S. dollars.
It is the sole responsibility of the Proposer to ensure that all mathematical calculations are correct and
that the total cost workbook accurately reflects costs. Estimated proposal prices are not acceptable.
Vendors may not alter or add to the Cost Workbook in any manner. Altering forms and/or formulas may
result in the Proposal being deemed non-responsive. Any errors in the form calculations should be
brought to the immediate attention of the Procurement Manager.
Inclusion of the cost information in any other part of the response to the RFP is prohibited. Further
instructions for entering cost data are included in the worksheets.
Note: All tabs in Schedule 2 – Cost Workbook are formatted for 8.5 x 14 viewing and printing.
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13.7.3 eSupplier Multiple Proposals
Multiple Proposals from a single Vendor will be permissible; however, each Proposal must conform
fully to the requirements for response.
To submit multiple Proposals via eSupplier, an additional Bidder ID must be created, using a different
email address for each Proposal. More information can be found on the eSupplier Portal Responding to
an Event.
13.7.4 eSupplier Modifying a Proposal
Vendors may modify a submitted Proposal response if the modifications are made prior to the due date
and time. Please see Responding to an Event for detailed instructions on modifying a previously
submitted Proposal.
13.7.5 eSupplier Withdrawal of Proposals
Proposals shall be irrevocable until Contract award unless the Proposal is withdrawn. Vendors may
withdraw a response at any time up to the Proposal closing date and time.
The Withdraw button on the Bidder Home Page “My Responses” should be active for any event before
the event due date. A Proposal may be withdrawn before the due date, but withdrawing completely
means the Proposal will not be considered at all for the event, as a response cannot be resubmitted. If the
Proposal is being withdrawn the Procurement Manager must additionally be notified in writing of the
withdrawal.
13.8 Alternative Methods of Proposal Submission
Hard copy (paper) bids are also allowed in lieu of an eSupplier response to sourcing events. However,
the State has no liability for errors made in inputting any information submitted via a paper bid (e.g.,
State employees entering bid information as a proxy for the Vendor).
13.8.1 Hard Copy Proposal
Vendors must submit one (1) original signed Technical Proposal. (No additional copies are needed for
this solicitation.) Include Tab dividers as listed in Schedule 1 – Vendor Checklist. In addition, Vendor
must submit their materials in digital format.
Digital Copies of Alternative Hard Copy Proposal 13.8.1.1
Vendors must submit two (2) non-password protected CDs, one containing the entire proposal
response including any proprietary information, and the other containing the Redacted proposal
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response excluding the proprietary information reported on DOA-3832 Bidder Required Form, Section
4, Designation of Confidential and Proprietary Information. The CDs must be labeled as follows:
DISC ONE
Proposal Response
COMPLETE
EDW & DAR Services
[Name of Vendor]
RFP No. S-0633 DMS-19
DISC TWO
Proposal Response
REDACTED
EDW & DAR Services
[Name of Vendor]
RFP No. S-0633 DMS-19
NOTE: Only information that is identified as a proprietary and confidential on form DOA-3832 will be
treated as such by DHS. Vendors may not label or identify their entire submission as confidential.
Vendors are responsible to verify that the information provided on Disc Two omits only the proprietary
information designated on DOA-3832, and only that information
The awarded Supplier may be required to provide all digital submittals in Word, Excel, or other
mutually agreeable format if requested by DHS.
Hard Copy of Cost Proposal 13.8.1.2
The Cost Proposal must be completed in full. Completion of the Cost Proposal is mandatory. Prices
submitted shall be in U.S. dollars.
It is the sole responsibility of the Proposer to ensure that all mathematical calculations are correct and
that the total Cost Workbook accurately reflects costs. Estimated proposal prices are not acceptable.
Vendors may not alter or add to the Workbook in any manner. Altering forms and/or formulas may
result in the Proposal being deemed non-responsive. Any errors in the form calculations should be
brought to the immediate attention of the Procurement Manager.
All pricing must remain firm for the initial term of the Contract. Exceptions to this would include
increases in discounts and/or reductions in pricing.
Inclusion of the cost information in any other part of the response to the RFP is prohibited. Further
instructions for entering cost data are included in the worksheets.
Vendors must submit one (1) signed hard copy of completed Schedule 2 – Cost Workbook in a
separate, sealed envelope labeled with the following information:
COST PROPOSAL
EDW & DAR Services
[Name of Vendor]
RFP No. S-0633 DMS-19
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S-0633 DMS-19 Page 161 of 180
Note: All tabs in Schedule 2 – Cost Workbook are formatted for 8.5 x 14 printing.
Digital Copy of Cost Proposal 13.8.1.3
In the same sealed envelope with the hard copy cost proposal, Vendors must submit one (1) non-
password protected CD, containing the cost proposal labeled with the following information:
DISC THREE
Cost Proposal
EDW & DAR Services
[Name of Vendor]
RFP No. S-0633 DMS-19
Digital Copy of Financial Statements 13.8.1.4
As part of a Hard Copy Proposal Submittal, Vendors must submit one (1) non-password protected CD
containing financial statements as described in RFP Section 15.3 Financial Statements and labeled with
the following information:
DISC FOUR
Financial Statements
EDW & DAR Services
[Name of Vendor]
RFP No. S-0633 DMS-19
Delivery of Alternative Hard Copy Submittals 13.8.1.5
Materials may be submitted via Common Carrier, US Postal Service, or hand delivered. Please use the
appropriate address below depending on your chosen submission method.
COMMON CARRIER ADDRESS:
Department of Health Services
Attn: Greg Smith
1 West Wilson Street
Madison, WI 53703
USPS ADDRESS:
Department of Health Services
Attn: Greg Smith
1 West Wilson Street
PO Box 7850
Madison, WI 53707-7850
HAND DELIVERED PROPOSALS
Department of Health Services
Main Reception Desk, First Floor
Attn: Greg Smith
1 West Wilson Street
Madison, WI 53703
Directions to the 1 W. Wilson St.
building
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All proposals MUST be received and time-stamped no later than Submission Due Date and Time.
Proposals that are not time-stamped will be considered late and rejected. Receipt of a Proposal by
the State mail system does not constitute receipt of a Proposal by DHS.
All materials must be packaged, sealed, and clearly marked with the following information on the
outside of the package. Failure to put this information on the outside of the package may delay routing
to the correct room and Procurement Manager.
[Vendor's name and address]
EDW & DAR Services
RFP No. S-0633 DMS-19
Due date: March 5, 2019, 2:00 p.m. CT
Attn: Greg Smith, rm. 672
For Hand Delivered Proposals, please note that DHS has building security and access to the Purchasing
Office is restricted. Allow ample time for security clearance if using this submission method.
13.8.2 Email Submittal of Proposals
If a Vendor is submitting their Proposal through email, the submittal must include all required
documentation organized and named as detailed on Schedule 1 – Vendor Checklist and:
1. A Complete Response with Proprietary Information Included
2. A Redacted Response with Proprietary Information Excluded
If the submission is larger than the 15MB email limit, the required files may be submitted via multiple
emails that clearly identify the Vendor and their Proposal response. In the event of multiple emails, the
time of receipt of the final email constitutes the Vendor’s submittal time.
All Proposals MUST be received no later than Submission Due Date and Time. The timestamp on the
email as it is received by DHS will be the submittal time. Proposals received after the submittal time
will be considered late and rejected.
13.8.3 Multiple Proposals using Alternative Method of Submission
Multiple Proposals from a single Vendor will be permissible; however each Proposal must conform fully
to the requirements for response. Each such Proposal must be separately submitted and should be
labeled as Proposal #1, Proposal #2, etc., on each page included in the response.
13.8.4 Withdrawal of Proposals Submitted by Alternative Method
Proposals shall be irrevocable until Contract award unless the Proposal is withdrawn. Vendors may
withdraw a response at any time up to the Proposal closing date and time. To accomplish this, the
written request must be signed by an authorized representative of the Vendor and submitted to the
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Procurement Manager. If a previously submitted response is withdrawn before the deadline for Proposal,
the Vendor may submit another response at any time up to the Proposal closing date and time.
13.9 Incurring Costs
The State of Wisconsin is not liable for any cost incurred by Vendors in replying to this solicitation.
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14.0 SELECTION AND AWARD PROCESS
14.1 Preliminary Review and Acceptance of Proposal
All Proposals will be reviewed by the Procurement Manager to ensure compliance with submittal
requirements. DHS shall be the sole judge as to Vendors’ compliance with the Proposal instructions.
Proposals that do not comply with Vendor Qualifications or Mandatory Specifications will be
disqualified. Proposals that do not comply with Contract Terms and Conditions may be disqualified.
DHS in its sole discretion retains the right to accept or reject any or all Proposals, or accept or reject any
part of a Proposal, if deemed to be in the best interest of the State.
Proposals shall be firm for acceptance for 12 months from Proposal due date to allow for RFP
evaluations and contract negotiations.
14.2 Evaluation Criteria
Proposals will be scored using the following criteria:
Solicitation Section Points
Technical Proposal
Vendor Qualifications (RFP Section 3.0) 8,000
Technical Solution (RFP Sections 4.0 to 9.0) 23,230
Cumulative Liability Cap (RFP Section 10.0) 1,000
Value-Adds (RFP Section 11.0) 1,000
Subtotal 33,230
Cost Proposal 8,000
Total 41,230
14.3 Method of Award
14.3.1 Technical Evaluation
The evaluation committee will evaluate submissions accepted through the preliminary review process
and score against the chosen criteria.
The committee may request oral demonstrations or interviews and perform financial stability and/or
litigation analysis. DHS reserves the right to request and consider any information, regardless of the
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source, such as information identified in the submission or resulting from communication with other
entities involved with projects of similar size and scope.
Information requested may include, but is not limited to, project description and background, job
performed, functional and technical abilities, communication skills and timeliness, cost and schedule
estimates and accuracy, problems (e.g., poor quality Deliverables, contract disputes, work stoppages),
overall performance, and whether or not the firm or individual would be considered for future
engagements.
14.3.2 Orals and Demonstrations
Top scoring Proposer(s) based on an evaluation of the written Proposal may be required to participate in
an interview, presentation and/or Demonstration to support and clarify Proposal(s), if requested by DHS.
The presentations and/or Demonstrations will be scheduled and held after receipt of the Proposals to
provide an opportunity for the Proposer to clarify its Proposal and for the evaluation committee to ask
questions. Proposer representative(s) attending the oral presentation or demonstration shall be
technically qualified to respond to questions related to the Proposal and its components.
DHS will furnish specific details concerning the presentations or demonstrations and any required
materials at the time it notifies Proposers of the presentation schedule. DHS shall make every reasonable
attempt to schedule each presentation at a time and location agreeable to the Proposer. DHS requires that
those individuals designated by the Proposer as Key Personnel attend the presentation in person. Failure
of a Proposer to interview or provide a demonstration on the date scheduled may result in rejection of its
Proposal.
14.3.3 Technical Points Calculation
The State may apply thresholds to the overall Technical Proposal score, including RFP Sections 3.0
through 11.0, and/or category scores to ensure that proposals meet required levels of qualification and
compliance and are well-balanced in their responsiveness. If thresholds are applied, only those
Technical Proposals with scores passing the thresholds will receive further consideration.
14.3.4 Cumulative Liability Cap Points Calculation
DHS will take each Vendor’s proposed annual Cumulative Liability Cap (CLC) as entered in Schedule 2
– Cost Workbook/Tab 8/cell B5 and apply the following calculation:
(Proposed CLC being scored/Highest proposed CLC (constant) x 1,000 maximum CLC points)
rounded to nearest integer = CLC Score
Vendors must propose a CLC to be scored. Vendors that do not propose a CLC or propose a CLC of less
than $15 million will receive (zero) 0 points.
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14.3.5 Cost Calculation
Step 1: DHS will select the same specific proposed costs (market basket) from each Vendor’s cost
proposal to determine the proposal cost used to score the cost proposals. The market basket items will be
determined prior to RFP issuance and will be made public as part of the Intent to Award Notification
(RFP Section 14.8), but not before.
Step 2: DHS will use the following formula to score Vendor cost proposals. Proposal cost is the market
basket value calculated for each Vendor’s cost proposal:
(Lowest proposal cost (constant)/Proposal cost being scored x 8,000 maximum cost points)
rounded to nearest integer = Cost Score.
14.3.6 Rankings
Cost points awarded will be added to the average technical points awarded to arrive at each Vendor’s
total score. Award will be made on the basis of the highest point score by a responsive and responsible
Vendor.
State of Wisconsin certified MBE and DVB Vendors may receive up to a 5% preference on their
Proposal. See RFP Sections 14.7.1 and 14.7.2 for more information. The MBE and DVB preference
applies only if the first-tier (prime) Vendor is a Wisconsin Certified MBE or DVB.
14.4 Right to Reject Proposals
DHS reserves the right to reject any and all proposals and may negotiate the terms of the Contract,
including the award amount, with the selected Vendor prior to entering into a Contract. If Contract
negotiations cannot be concluded successfully with the highest scoring Vendor, DHS may negotiate a
Contract with the next highest scoring Vendor.
14.5 Best and Final Offer (BAFO)
After the initial scoring of the proposals, the highest scoring Vendors may receive requests to provide a
best and final offer (BAFO). BAFOs can be related to either the cost proposal, technical proposal, or
both and will be evaluated against the original criteria by the evaluation committee. The BAFO scores
will be used to adjust the points given, and the award will be granted to the highest scoring Vendor.
Vendors should NOT assume that the BAFO process will be used when submitting their initial
proposals.
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14.6 Vendor References
The proposal response must include a completed DOA-3832 Bidder Required Form, Section 3, Bidder
Reference listing at least two (2) names or companies with whom the Vendor has done business in size
and scope required by this RFP and who can verify Vendor meets the requirements of RFP Section 3.1.
DHS will determine which, if any, references to contact and reserves the right to exclude a Vendor from
further consideration at any point during the solicitation process should DHS determine that one or more
references are unsatisfactory, inadequate, or inappropriate.
14.7 Supplier Diversity
14.7.1 Minority-Owned Business Enterprise
Minority-owned business enterprises (MBEs) are certified by the Wisconsin Department of
Administration. This program can be found at: http://www.doa.wi.gov/Divisions/Enterprise-
Operations/Supplier-Diversity-Program. The State of Wisconsin is committed to the promotion of MBEs
in the State's purchasing program. Wisconsin statutes provide for a permissive 5% price preference for
certified MBEs that compete for State contracts. This means that State agencies may make an award to
the MBE submitting the lowest qualified proposal when that qualified proposal is not more than 5%
higher than the apparent low proposal. A MBE preference will not be considered on a printing or
stationery procurement. Policy provides that MBEs should have the maximum opportunity to participate
in the performance of its contracts. The Supplier is strongly urged to use due diligence to further this
policy by awarding subcontracts to MBEs or by using such enterprises to provide commodities and
services incidental to this agreement.
If applicable, the Vendor shall furnish appropriate quarterly information about its efforts, including the
identities of such businesses certified by the Wisconsin Supplier Diversity Program, their contract
amount, and spend for each period to DHS. A listing of certified MBEs, as well as the services and
commodities they provide, is available at: https://wisdp.wi.gov/search.aspx
14.7.2 Disabled Veteran-Owned Business
Disabled veteran-owned businesses (DVBs) are certified by the Wisconsin Department of
Administration. This program can be found at: http://www.doa.wi.gov/Divisions/Enterprise-
Operations/Supplier-Diversity-Program. The State of Wisconsin is committed to the promotion of DVBs
in the State's purchasing program. Wisconsin statutes provide for a permissive 5% price preference for
certified DVBs that compete for State contracts. This means that State agencies may make an award to
the DVB submitting the lowest qualified proposal when that qualified proposal is not more than 5%
higher than the apparent low proposal. (A preference will not be considered on a printing or stationery
procurement.) Policy provides that DVBs should have the maximum opportunity to participate in the
performance of its contracts. The Supplier/contractor is strongly urged to use due diligence to further
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this policy by awarding Subcontracts to DVBs or by using such enterprises to provide commodities and
services incidental to this agreement.
If applicable, the Vendor shall furnish appropriate quarterly information about its efforts, including the
identities of such businesses certified by the Supplier Diversity Program and their contract amount. A
listing of certified DVBs, as well as the services and commodities they provide, is available at:
https://wisdp.wi.gov/search.aspx.
14.7.3 Veteran-Owned Business
The State of Wisconsin encourages the participation of veteran-owned businesses (VBs) in the statewide
purchasing program by inviting VBs to actively solicit public purchasing business and by reducing
undue impediments to such participation. VBs are certified by the Department of Veterans Affairs
(DVA). Applicants must complete a Veteran-owned Business Request for Certification form (WDVA
1037). Contact the DVA at: http://dva.state.wi.us/Pages/home.aspx . There is no price preference for
certified VBs that compete for State contracts.
14.7.4 Woman-Owned Business Enterprise
Woman-owned business enterprises (WBEs) are certified by the Wisconsin Department of
Administration. This program can be found at: http://www.doa.wi.gov/Divisions/Enterprise-
Operations/Supplier-Diversity-Program.
State certified WBEs are able to provide both governmental entities and private companies with a
credible recognition of the business’ ownership. The WBE certification may serve as an additional
marketing tool when seeking contract opportunities with entities that place a value on having a diverse
supplier base. There is no price preference for certified WBEs that compete for State contracts. A listing
of certified WBEs, as well as the services and commodities they provide, is available at:
https://wisdp.wi.gov/search.aspx.
14.8 Intent to Award Notification
All Vendors who respond to this solicitation will be notified in writing of DHS’s intent to award the
Contract as a result of this RFP.
14.9 Protest and Appeals Process
The protest and appeals process applies to Requests for Proposals for services that result in a Contract
greater than $50,000. Any protest of this solicitation or intent to award must be made in writing and
based on an alleged violation of a Wisconsin State Statute or a provision of the Wisconsin
Administrative Code.
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14.9.1 Protests
The Notice of Intent to Protest must be filed in writing and received no later than five (5) business
days after the Notice of Intent to Award is issued.
The actual Protest must be filed in writing and received within ten (10) business days after the Notice
of Intent to Award is issued.
Protest documents must be sent to the DHS Secretary with a copy to the DHS Director of the Bureau of
Strategic Sourcing at the following addresses:
Office of the Secretary
Wisconsin Department of Health Services
1 West Wilson Street, Room 650
Madison, WI 53703
Copy to:
Director, Bureau of Strategic Sourcing
Wisconsin Department of Health Services
1 West Wilson Street, Room 672
Madison, WI 53703
14.9.2 Appeals
The decision of the DHS Secretary may be appealed to the Department of Administration (DOA) within
five (5) business days of issuance. Appeals must be made in writing and as specific as possible.
Appeals documents must be sent to the DOA Secretary with a copy to the DHS Director of the Bureau
of Strategic Sourcing at the following addresses:
Office of the Secretary
Wisconsin Department of Administration
101 East Wilson Street, 10th
Floor
P.O. Box 7864
Madison, WI 53703-7864
Copy to:
Director, Bureau of Strategic Sourcing
Wisconsin Department of Health Services
1 West Wilson Street, Room 672
Madison, WI 53703
14.10 CMS Approval of Executed Contract
The final Contract award is contingent upon CMS approval. Throughout the solicitation process, DHS
will work collaboratively with CMS to ensure CMS approval. However, legislative and/or policy
changes can occur between final CMS approval of the RFP and the Vendor Contract award/negotiation
process. In the event that a final Supplier Contract award is negotiated but CMS does not approve the
award, the Contract is to be considered void and DHS will be released from any resulting liability.
Additionally, CMS may request contractual revisions that may cause substantive changes to the base
Contract. In order to secure an executed Contract with the Vendor, DHS will make every attempt to
communicate and negotiate the changes from and required by CMS.
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15.0 REQUIRED FORMS AND ADDITIONAL DOCUMENTATION
The following section contains forms and additional documentation pertaining to this RFP that must be
submitted at the time of Proposal.
15.1 Required Forms
Schedule 1 – Vendor Checklist contains a list of forms that must be submitted as a part of the Proposal
response. Links to each form are provided within Schedule 1 and/or included in the Supporting
Documentation section of the solicitation eSupplier posting.
15.2 Disclosure Statements
Any Vendor other than a political subdivision of the State must include a written statement with their
Proposal that discloses and provides relevant information on any of the following conditions should they
exist:
a. An officer or an employee of the contracting or procuring agency or his or her immediate family
owns or controls, directly or indirectly, any equity, or is associated with the Vendor.
b. The Vendor currently employs, or has offered or agreed to employ, any person who is or has been an
officer or employee of the contracting or procuring agency within the twelve (12) month period
preceding the solicitation.
c. The Vendor has a contract for materials, supplies, equipment, or contractual services with the
contracting or procuring agency or provides or anticipates providing materials, supplies, equipment,
or contractual services during the term of the Contract to, a person or organization that is regulated
by, or receives State funds from, the contracting or procuring agency.
d. Any administrative action or lawsuit, threatened or pending, that involves:
1) A financial matter that could significantly affect the organization’s solvency or financial ability
to successfully perform under the resulting Contract.
2) A matter that has been or would be brought against the organization as a party to a Contract by
another party to that Contract.
3) A licensing or regulatory matter that would affect the organization’s credentials or ability to
perform under the resulting Contract.
e. Any past Contract actions brought against the organization for breach of Contract, or any Contracts
that were terminated because of the organization’s breach or financial instability within the last ten
(10) years.
f. The Vendor, its personnel, and Subcontractors are not and have not been involved in the
development of this request for proposal (RFP).
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g. Certification for Contracts, Grants, Loans, and Cooperative Agreements
1) No Federal appropriated funds have been paid or will be paid, by or on behalf of the
undersigned, to any person for influencing or attempting to influence an officer or employee of
an agency, a Member of Congress, an officer or employee of Congress, or an employee of a
Member of Congress in connection with the awarding of any Federal contract, the making of any
Federal grant, the making of any Federal loan, the entering into of any cooperative agreement,
and the extension, continuation, renewal, amendment, or modification of any Federal contract,
grant, loan, or cooperative agreement.
2) If any funds other than Federal appropriated funds have been paid or will be paid to any person
for influencing or attempting to influence an officer or employee of any agency, a Member of
Congress, an officer of employee of Congress, or an employee of a Member of Congress in
connection with this Federal contract, grant, loan, or cooperative agreement, Vendor shall
complete and submit Standard Form-LLL, “Disclosure Form to Report Lobbying,” in accordance
with its instructions and include with the written disclosure statement.
3) The Vendor will require that the language of this certification be included in the award
documents for all subawards at all tiers and that all Subcontractors shall certify and disclose
accordingly.
4) This disclosure is a material representation of fact upon which reliance was placed when this
proposal was submitted. Submission of this certification is a prerequisite for making or entering
into this transaction imposed by section 1352, title 31, U.S. Code. Any person who fails to file
the required certification shall be subject to a civil penalty of not less than $10,000 and not more
than $100,000 for each such failure.
If none of the above conditions exist, the Vendor must include a written statement to that effect.
If the Vendor is a subsidiary, this information must also be submitted for all parent companies. If the
Vendor will use Subcontractors, associated companies, or others to complete the work of the project, the
Vendor’s responses must include pertinent Subcontractor information.
15.3 Financial Statements
Vendors and each Subcontractor (if any) must be able to substantiate their financial stability.
Independently audited financial statements for the last three (3) completed fiscal years along with
additional supporting documentation (Income Statement, Statement of Cash Flows, Balance Sheet, and
Statement of Change in Financial Position along with all auditors’ notes) must be submitted
electronically with your proposal. If the Vendor is a subsidiary, the parent company must be identified
and the consolidated audited financial statements of the parent company must be submitted. Vendor
name is to be included on each page submitted.
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If Vendors and/or Subcontractors have a D-U-N-S Number, also include a Dun and Bradstreet financial
report for the most recent three (3) years.
If no audit was required, explain why and instead electronically submit two (2) years of financial
statements certified by two (2) officers of the Board of Directors, and the Chief Financial
Officer/Financial Manager.
DHS may also request reports on financial stability from independent financial rating services to
substantiate a Vendor’s stability.
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16.0 DEFINITIONS, GLOSSARY, AND ACRONYMS
For the purposes of this Request for Proposal and resulting Contract(s), the following definitions of
terms shall apply, unless otherwise indicated.
16.1 Definitions/Glossary
Term Definition/Glossary
Accessible A location where data is easily able to be reached or entered and users are able to use the
functionality and/or information.
Authorized User A person or role that has specified access rights to a given area, system, or sub-system.
Business Day Any day on which the State of Wisconsin is open for business, generally Monday through Friday
unless otherwise specified in this Contract.
CARES Client Assistance for Re-employment and Economic Support, Wisconsin’s Eligibility system.
Categorized Staff
The positions required by DHS through this RFP or additional resourcing requests that do not
require staff to be individually named or include resumes unless specifically requested by DHS.
These positions must be filled by individuals that meet the minimum qualifications listed for the
position, if available.
Centrally Located Contained in an easily accessible electronic location that allows all information to be stored and
accessed by Authorized Users/Stakeholders.
Claim A request for reimbursement submitted by Fee for Service providers.
Collaborate Supplier(s), State agencies, Federal agencies, and other Stakeholders work jointly on an activity
to produce or create an identified work product.
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Term Definition/Glossary
Configurable
Describes the following characteristics:
Web Client: A configurable solution should have a web client (even if it is not exclusively a web
client). This makes it easy to deploy and access.
Rules and Processing Options: Configurable software will allow for the flexibility for the
business to adjust and make changes specific to its program, State region, or specific parameters.
Ability to Extend What You See – The amount and types of pure data that State organizations
track vary greatly. A highly configurable solution will take all forms/pure data points into
account and provide options for displaying current pictures of that data (in various ways), as well
as metrics to extend/extrapolate that data to a future sense. Screens, reports, fields, and similar
vehicles can be changed without programming actual code.
Integration: A system that will integrate/play well with all other systems around and within the
organization. This means that the software needs to have a mechanism to integrate with other
systems technically. It also means that it needs to be flexible to mold that integration in different
ways.
Reporting: A configurable system will enable the creation of ad-hoc, user-defined reports in
structure and formats that the user can request and create with relative ease. Static reports in a
singular format are no longer enough.
Contract Administrator The DHS employee responsible for the implementation, administration, and completion of the
Contract.
Data Dictionary See Metadata Repository.
Days A calendar day, unless specifically identified as a business day.
Defect
Issues in production that occur when the system or application is not processing, displaying,
adjudicating, or updating based on a documented Department approved solution. A defect can
exist if it was not discovered during testing and/or production verification.
Design, Development,
and Implementation
(DDI)
The phases encompassing the implementation of required business and technical functionality.
Designated Record Set
(DRS)
The HIPAA privacy rule defines the designated record set as a group of records maintained by or
for a covered entity that may include patient medical and billing records; the enrollment,
payment, claims, adjudication, and cases or medical management record systems maintained by
or for a health plan; or information used in whole or in part to make care-related decisions.
DHS Administered
Programs
Please reference the following link for a list of DHS Administered Programs -
https://www.dhs.wisconsin.gov/health-care-coverage/health-care-coverage.htm.
DHS-authorized MES
Stakeholders
All internal and external individuals or groups DHS has identified a business need for access to
information or systems.
DHS or Department The Wisconsin Department of Health Services
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Term Definition/Glossary
Encounter A report of Member contact submitted by Managed Care Organizations.
Enterprise-Wide Encompassing the entire DHS organization that is inclusive of all programs, bureaus, divisions,
and services under the scope of this RFP, rather than a single business department or function.
Facilities Management
Plan
A high-level plan that encompasses the manner and approach at which a Supplier manages
physical facility assets, with respect to strategic planning, design, construction/renovation,
operations, maintenance, and general administrative services.
Flexible
Describes the ability of a system to respond to potential internal or external changes affecting its
value delivery in a timely and cost-effective manner. Thus, flexibility for an engineering system
is the ease with which the system can respond to altered circumstances or conditions in a manner
to sustain or increase its value delivery. See also “Configurable”.
Golden Record Type A single, well-defined version of all the data entities within the enterprise data warehouse and
related systems of record.
Human-Readable
A format and/or representation of data or information that can be naturally read by humans
without additional tools and software. MITA standards provide for a modular, flexible approach
to systems development, including the use of open interfaces and exposed application
programming interfaces and the separation of business rules from core programming, available in
both human and machine readable formats.
Industry Best Practice A method or technique that has been generally accepted as superior to any alternatives because it
produces results that are superior to those achieved by other means.
Industry Standard
A set of criteria within an industry relating to the standard functioning and carrying out of
operations in their respective fields of production. It is the generally accepted requirements
followed by the members of an industry.
Linear “Undo” The capability to revert to the preceding action. The user must revert the latest action before
undoing earlier ones.
Maintenance
Maintenance activities are required to modify the system after delivery to correct faults, to
improve performance or other attributes. These activities include configuration, running reports,
data corrections, monitoring performance, updating hardware and software (per contract
requirements), and assisting DHS with research questions. Maintenance activities support
established SLAs.
Master Data
Management
Master data management (MDM) is a technology-enabled discipline in which business and IT
work together to ensure the uniformity, accuracy, stewardship, semantic consistency, and
accountability of the Enterprise’s official shared master data assets. Master data is the consistent
and uniform set of identifiers and extended attributes that describes the core entities of the
Enterprise.
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Term Definition/Glossary
Medicaid Enterprise
The Medicaid Enterprise is comprised of the states, the Federal government, and stakeholders
who are directly and indirectly part of the administration and healthcare delivery ecosystem. The
state domain centers on the Medicaid environment including leveraged systems and
interconnections among Medicaid stakeholders, providers, beneficiaries, insurance affordability
programs (e.g., CHIP, tax credits, Basic Health Program), Health Insurance Marketplace, Health
Insurance Exchange (HIE), other state and local agencies, other payers, CMS, and other Federal
agencies. The Wisconsin Medicaid Enterprise consists of the Department of Health Services
(DHS) Divisions which have primary responsibility for the state's Medicaid operations, and other
State Divisions and Offices participating in the provision of Medicaid and related medical
services to Wisconsin citizens.
Medicaid Management
Information System
(MMIS)
The MMIS is an integrated group of procedures and computer processing operations
(subsystems) developed at the general design level to meet principal objectives. For Title XIX
purposes, "systems mechanization" and "mechanized claims processing and information retrieval
systems" is identified in section 1903(a)(3) of the Act and defined in regulation at 42 CFR
433.111. The objectives of this system and its Enhancements include the Title XIX program
control and administrative costs; service to recipients, providers and inquiries; operations of
claims control and computer capabilities; and management reporting for planning and control.
Member A person who has health care insurance through a program in the Wisconsin Medicaid enterprise.
Metadata/Metadata
Repository
A metadata repository is a database created to store metadata. Metadata is information about the
structures that contain the actual data. This includes a data dictionary.
Modification
Modification activities require changes to the way the system works. Modification work can be
either add-on projects or logged to the modification pool. All modification work follows the
established project management process in effect at the time of the project. All business
specifications, related to modification work, require customer approval. Some activities may be
done on an annual or semi-annual basis but are done slightly or significantly different each time
and are modifications.
Module
Describes a collection of business processes that can be implemented though a collection of
Information Technology (IT) functionality. Any proposed IT functionality can reside in any
physical location and is a functional grouping of capabilities that will be implemented, tested,
and certified as a single group of capabilities. These Modules will then represent a contractual
carve out from the current MMIS that can be easily replaced in the future at lower risk, cost, and
duration.
Overall Module
Implementation and
Operations Project
The collection of phases that as a whole define the Supplier’s engagement from contract
initiation through turnover and closeout.
Physical Data Model
A physical data model shows all table structures, including column name, column data type,
column constraints, primary key, foreign key, and relationships between tables. Features of a
physical data model include: Specification all tables and columns. Foreign keys are used to
identify relationships between tables.
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Term Definition/Glossary
Presentation Layer
The presentation layer translates data from programs and protocols in the application layer above
it to formats that can be transmitted over networks and used by other applications on other hosts.
The presentation layer ensures that the communications passing through are in the appropriate
form for the recipient.
Project Deliverable
A product or a service that is to be provided to DHS. The Deliverable will have an associated due
date and will satisfy a milestone that is created and produced in the Project Plan. A Deliverable
might be composed of multiple smaller Deliverables.
Sandbox
A sandbox is a testing environment that isolates untested code changes and outright
experimentation from the production environment or repository, in the context of software
development including Web development and revision control.
Service Level
Agreement (SLA)
A contract between DHS and the Supplier(s) that details the characteristics, quality, delivery
standards, timeframe, and/or scope of the service to be provided.
Service-Oriented
Architecture (SOA)
SOA is a software design strategy that packages common functionality and capabilities (services)
with standard, well-defined service interfaces to produce formally described functionality
invoked using a published service contract. Service users need not be aware of “what is under the
hood.” A service can be built using new applications, legacy applications, Commercial-Off-the-
Shelf (COTS) software, or all three. Services are designed so that they change to support DHS-
specific implementations.
Seven Conditions and
Standards
Seven Conditions and Standards (a.k.a. 7 C&S) describe the requirements to which states must
adhere to receive enhanced Federal matching funds for Medicaid Information Technology (IT).
The Seven Standards and Conditions are Modularity Standard, Medicaid Information
Technology Architecture (MITA) Condition, Industry Standards Condition, Leverage Condition,
Business Results Condition, Reporting Condition, and Interoperability Condition.
Stakeholders
Applies to the following, who can either affect or be affected by the organizations actions,
objections, and policies:
Internal: Groups or individuals within DHS who are working directly within the solution or are
directly affected in some way from the solution and/or decisions pertaining to it.
External: Groups or individuals outside of DHS who are working directly within the solution or
are directly affected in some way from the solution and/or decisions pertaining to it
State The State of Wisconsin.
Supplier
A person or entity that has been awarded the Contract as a result of this Proposal, and who is
required to provide the agreed upon good and/or services. The term Supplier is used throughout
this document in lieu of Contractor.
System
The entirety of the elements or components, including the code, configuration, software, data,
and applications that are connected into the complex whole and are necessary to provide
autonomous, error-free operation of all required functions.
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Term Definition/Glossary
System Integration (SI)
Services
Includes focused project-based services that ensures a complete end-to-end solution results from
proposed Modules and Enhancements working together to provide complete, end-to-end,
business functionality. The System Integration services will ensure a single point of
accountability as the systems are implemented, configured, and maintained, and provide the
system capabilities to integrate data and services across the Enterprise.
Takeover The continuation of systems and/or services from another party.
Vendor Person or firm submitting a response to a solicitation and a set of specifications.
16.2 Acronyms
Acronym Definition
7 C&S Seven Conditions and Standards
ACG Adjusted Clinical Group
ADA Americans with Disability Act
ARRA American Recovery and Reinvestment
Act
BAA Business Associate Agreement
BC Business Continuity
BC/CIR/DR Business Continuity/Cyber Incident
Response/Disaster Recovery
BSS Bureau of Strategic Sourcing
CAP Corrective Action Plan
CARES Client Assistance for Re-Employment and
Economic Support
CHIP Children’s Health Insurance Program
CMP Configuration Management Plan
CMS Centers for Medicare and Medicaid
Services
CONUS Continental United States
COOP Continuity of Operations Plan
COTS Commercial-Off-the-Shelf
Acronym Definition
CPI
Consumer Price Index; basic rate of
inflation on costs of goods or services,
year over year.
CT Central Time
CY Contract Year, inclusive of twelve
consecutive months.
DDD Detailed Design Document
DDI Design, Development, and
Implementation
DED Deliverable Expectation Document
DET Division of Enterprise Technology
DHS Department of Human Services
DLP Data Loss Prevention (tool)
DMS Division of Medicaid Services
DMS Data Management Strategy
DOA Department of Administration
DPI Department of Public Instruction
DR Disaster Recovery
DRS Designated Record Set
DSD Detailed System Design
DSS Decision Support System
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Acronym Definition
DVB Disabled Veteran-Owned Business
DWD Department of Workforce Development
EDAMSA Enterprise Data Architecture and
Management Strategy Assessment
EDMS Electronic Document Management
System
EDW Enterprise Data Warehouse
ePHI electronic Protected Health Information
ERG Episode Risk Groups
ETG Episode Treatment Group
ETL Extract, Transform, Load
FA Fiscal Agent
FFP Federal Financial Participation
FIPS Federal Information Processing Standards
FMP Facilities Management Plan
FTE Full-Time Equivalent (staffing person that
equals a minimum of 40 hours/week)
HCPCS Healthcare Common Procedure Coding
System
HEDIS Healthcare Effectiveness Data and
Information Set
HHS Health and Human Services
HIE Health Information Exchange
HIPAA Health Insurance Portability and
Accountability Act
HMO Health Maintenance Organizations
HSRS Human Services Reporting System
ICD International Classification of Diseases
CP Communications Plan
ICSA International Computer Security
Association
IDS Intrusion Detection System
Acronym Definition
IEC International Electrotechnical
Commission
IEEE Institute of Electrical and Electronic
Engineers
IES Information Exchange System
IP Implementation Plan
IPS Internet Protocol Security
IPSEC Internet Protocol Security
ISO International Organization for
Standardization
IT Information Technology
IV&V Independent Verification and Validation
KPI Key Performance Indicator
LTC Long Term Care
LTC DW Long Term Care Data Warehouse
MBE Minority Business Enterprise
MCO Managed Care Organization
MDM Master Data Management
MDS Minimum Data Set
MECT Medicaid Enterprise Certification Toolkit
MES Medicaid Enterprise Services
MITA Medicaid Information Technology
Architecture
NDC National Drug Code
NIST National Institute of Standards and
Technology
ODBC/JDB
C
Open Database Connectivity/ Java
Database Connectivity
ODS Operational Data Stores
OS Operating System
PHI Protected Health Information
PII Personally Identifiable Information
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Acronym Definition
PMO Project Management Office
PPACA Patient Protection and Affordable Care
Act
QA Quality Assurance
QC Quality Control
QMS Quality Management System
RBAC Role Based Access Control
RFP Request for Proposal
RTO Return to Operations
RVD Requirements Validation Document
SAS Statistical Analysis System
SDLC System Development Life Cycle
SI System Integrator
SMP Staffing Management Plan
SPMP Security/Privacy Management Plan
Acronym Definition
SOA Service-Oriented Architecture
SSA Social Security Administration
SSAE Statement on Standards for Attestation
Engagement
SSL Secure/Socket Layer
SSN Social Security Number
STP System Test Plan
T-MSIS Transformed Medicaid Statistical
Information System
TO Takeover
TQM Total Quality Management
UAT User Acceptance Testing
USPS United States Postal Service
WBT Web-Based Training
