Integrated Case Management SystemPage 1 FORM-0016-001; Rev. 06/24/2010 July 27, 2011 Molly Martin, Dept. of Administration FSSA Sr. Account Manager RFS

Integrated Case Management System

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FORM-0016-001; Rev. 06/24/2010

July 27, 2011Molly Martin, Dept. of Administration

FSSA Sr. Account Manager

RFS 11-72Integrated Case

Management SystemPre-Proposal Conference


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FORM-0016-001; Rev. 06/24/2010

•General Information

•Purpose of RFP/RFS

•Proposal Preparation & Evaluation

•Key Dates

•Minority and Women’s Business Enterprises

•RFS Response Discussion

•Question and Answer Session

Agenda


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•Sign-In Sheet for Attendees

•Sign-In Sheet and PowerPoint will be posted on

State’s Solicitation Website

•Hold questions until the end of the presentation- Any verbal response is not considered binding; respondents are encouraged to submit any question formally in writing if it affects the proposal that will be submitted to the state.

General Information


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Overview

This RFS provides interested vendors with sufficient information to submit proposals for consideration by FSSA to satisfy a need to replace current case management systems (DART, INsite, PAS, IRIS) with an enterprise-level Integrated Case Management System (ICMS). FSSA will evaluate the necessary software solution(s) and implementation services in the context of the RFS. FSSA’s interest is in proposals that demonstrate a creative and innovative approach to meeting the challenges of project schedule, cost and quality as well as to supporting FSSA’s alignment with the Centers for Medicare and Medicaid Services.


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•The state expects respondents to provide cost effective, creative solutions when submitting proposals.

-Business & Technical Proposal Contents

•A cost proposal template has been provided; please return back in Excel format. •Buy Indiana Preference, 5 definitions

-Status shall be finalized by proposal due date.

•Attachment C, Indiana Economic Impact-Definition of FTE (Full-Time Equivalent).

Proposal Preparation


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Summary of Evaluation Criteria:

1. Adherence to Mandatory Requirements- Pass/Fail

2. Management Assessment/Quality (Business &

Technical)- 40 points

3. Cost (Cost Proposal) - 15 points

4. Indiana Economic Impact- 15 points

5. Buy Indiana- 10 points

6. Minority (10) and Women Business (10) Subcontractor Commitment 20 points

* 100 Total Points (102 if bonus awarded)


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•Written Questions Due: August 1

•Responses to Questions: August 8

•Proposal Due Date: August 29

•Tentative Award Date: TBD

Key Dates


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Charles Hill, MWBE Division•Contact Information

- Email: [email protected] or Phone: 317-233-0545•Complete Attachment A, MWBE Form

- Include sub-contractor letters of commitment •Goals for Proposal

- 8% Minority Business Enterprise- 8% Women’s Business Enterprise

Minority & Women’s Business Enterprises


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Prime Contractors must ensure that the proposed subcontractors meet the following criteria:

•Must be listed on the IDOA Directory of Certified Firms•Each firm may only serve as once classification – MBE or WBE•A Prime Contractor who is an MBE or WBE must meet subcontractor goals by using other listed certified firms. Certified Prime Contractors cannot count their own workforce or companies to meet this requirement.•Must serve a commercially useful function. The firm must serve a value-added purpose on the engagement.•Must provide goods or service only in the industry area for which it is certified as listed in the directory at http://www.in.gov/idoa/2352.htm •Must be used to provide the goods or services specific to the contract•National Corporate Diversity Plans are generally not acceptable


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Effective April, 2011, a new MWBE scoring methodology will be utilized for all RFP’s released

New Process – MWBE scoring is conducted based on 20 points plus a possible 2 bonus points scale

- MBE: Possible 10 points + 1 bonus point

- WBE: Possible 10 points + 1 bonus Point

Professional Services Scoring Methodology:

- The points will be awarded on the following schedule:

- Fractional percentages will be rounded up or down to the nearest whole percentage

- Submissions of 0% participation will result in a deduction of 1 point in each category

- The highest submission which exceeds the goal in each category will receive 11 points (10 points plus 1 bonus point). In case of a tie both firms will receive 11 points


% 1% 2% 3% 4% 5% 6% 7% 8%

Pts 1.25

2.5 3.75

5.00

6.25

7.5 8.75

10


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Bidder MBE % Pts. WBE % Pts. Total Pts.

Bidder 1 12.0% 10.0 10.0% 11.0 21.0

Bidder 2 6.0% 7.5 4.0% 5.0 12.5

Bidder 3 8.0% 10.0 8.0% 10.0 20.0

Bidder 4 16.0% 11.0 0.0% -1.0 10.0

Bidder 5 0.0% -1.0 0.0% -1.0 -2.0



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ICMS Request for Services Response


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AgendaAgenda Introduction Proposal

◦ Business Proposal◦ Technical Proposal◦ Requirements Response Matrix◦ Cost Proposal

Attachments◦ Proposal ◦ Informational


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2.2 Business Proposal2.2 Business Proposal Respond in Attachment E Number the Sections to Match RFS

◦ 2.2.1 General◦ 2.2.2 Company Structure◦ 2.2.3 Company Financial Information◦ 2.2.4 Integrity of Company Structure and Financial Reporting◦ 2.2.5 Contract Terms/Clauses◦ 2.2.6 References◦ 2.2.7 Registration with Secretary of State◦ 2.2.8 Authorizing Document◦ 2.2.9 Subcontractors


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2.3 Technical Proposal2.3 Technical Proposal There are two sections of the Technical

Proposal – Attachment F and Attachment G Respond in Attachment F Number the Sections to Match RFS

◦ Must respond to each numbered section and sub section◦ Solution Description◦ Approaches (Project Management, Software Development, Data

Conversion, Cutover and Implementation, Organizational Change Management, Training)

◦ Must address a minimum set of issues/features◦ List of Deliverables and Description of Deliverables

◦ May substitute or combine based on your methodology◦ Project Staffing – Key and non-key personnel

◦ Attachment I – resume format and skills inventory


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2.3 Technical Proposal 2.3 Technical Proposal

2.3.8 Hardware and Software Components◦ Detail description of System Architecture including Technical

Components of the Solution◦ Hardware and Software Installation◦ System Sizing and Performance ◦ Data Models◦ Disaster Recovery

Document Procedure to Confirm System Failover Capability Provide Disaster Recovery Procedures and Supporting Documentation

◦ Security and Controls◦ Software Warranty and Maintenance◦ Multiple environments◦ Software Solution


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2.3 Technical Proposal2.3 Technical Proposal

2.3.9 Requirements Response Matrix Attachment G

The Vendor must complete ALL worksheets; “Functional Requirements”, “General Requirements”, “Technical Requirements” and “Report Requirements”. Please note that the “Functional Requirements” worksheet is organized by Modules and contains a list of each Module’s functional level requirements

Refer to Attachment M – Detailed Software Requirements for a more specific understanding of requirements – This Attachment M is only a reference document


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2.3 Technical Proposal2.3 Technical Proposal

2.3.9 Requirements Response Matrix Attachment G

For ALL worksheets the Vendor must respond to each of the requirements (1) by indicating in the “Meets (Yes/No)” column whether or not the Vendor’s proposed solution meets (Yes) or does not meet (No) each of the requirements and (2) by providing an explanation in the “Explain How Your Solution Meets This Requirement” column of how the proposed solution will meet the requirement. Failure to respond to each requirement in the Requirements Response Matrix could potentially put the Vendor’s proposal at risk for disqualification.


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2.4 Cost Proposal – Attachment 2.4 Cost Proposal – Attachment DD

Must be Provided Separately from Technical and Business Proposals Table of Contents appears upon opening the file Cells requiring Vendor data are light green Non applicable cells are marked in black File Contains Eight (8) Worksheets

1. Table of Contents 2. Instructions3. Total Cost Summary 4. Labor Rates5. Implementation – Deliverables must be the same as proposed in Technical

Proposal6. Packaged Software7. Hardware8. Cost Assumptions

There are specific Notes providing more detailed instructions for each worksheet


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Attachments Attachments Attachment A – MWBE Attachment B – Sample Contract Attachment C – IEI Form Attachment D – Cost Proposal Attachment E – Business Proposal Attachment F – Technical Proposal Attachment G – Requirements Response Matrix Attachment H – Bidders’ Library – Reference Only Attachments I – Resume Format and Skills Inventory Attachment J – Acronyms and Abbreviations – Reference Only Attachment L – ICMS Stakeholders and Affected End Users –

Reference Only Attachment M – Detail Software Requirements – Reference Only Attachment N – Accessibility Compliance Template


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IDOA PROCUREMENT LINKS AND NUMBERShttp://www.in.gov/idoa/2354.htm

1-877-77BUYIN (8946) For Vendor Registration Questionshttp://www.in.gov/idoa/2464.htm

For Inquiries Regarding Substantial Indiana Economic ImpactA. http://www.in.gov/idoa/2467.htm

Link to the developing “one stop shop” for vendor registry with IDOA and Secretary of State.

B. Secretary of State of Indiana:Can be reached at (317) 232-6576 for registration assistance. www.in.gov/sos

C. See Vendor Handbook:Online version available at http://www.in.gov/idoa/files/vendor_handbook.doc

D. Minority and Women Owned Business Enterprises:http://www.in.gov/idoa/files/Certification_List(48).xls for table of IDOA certified MBEs and WBEs. For more WBE’s information http://www.in.gov/idoa/2352.htm

E. RFP posting and updates:Go to http://www.in.gov/idoa/2354.htm (select “State of Indiana Opportunities” link) Drag through table until you find desired RFP/RFI number on left-hand side and click the link.

Additional Information


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Questions & Answers

Documents

Integrated Case Management SystemPage 1 FORM-0016-001; Rev. 06/24/2010 July 27, 2011 Molly Martin, Dept. of Administration FSSA Sr. Account Manager RFS