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Request for ProposalProject Portfolio Management System

RFP # 17-004Pursuant to General Statutes of North Carolina, Section 143 Article 3 and 8, subject to the conditions and

specifications herein, Vendors are invited to submit Proposals for Project Portfolio Management System

Responses to this Request for Proposal will be received byAlliance Behavioral Healthcare until April 10, 2017 5:00 p.m. EDTResponses shall be submitted to: [email protected]

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TABLE OF CONTENTS

Title Starting Page INTRODUCTION 3QUESTIONS 3GENERAL COMMENTS 3SUBMITTAL INSTRUCTIONS 4

THE TECHNICAL PROPOSAL SECTION 1 – GENERAL RESPONSE INFORMATION 4Tab 1 - Required Forms Tab 2 - Introductory Letter and Executive SummaryTab 3 - Financial Performance Tab 4 - Qualifications and ExperienceTab 5 - Your Product and Approach Tab 6 - Conflict of InterestTab 7 - Business Continuity Plan

SECTION 2 – SOFTWARE OVERVIEW 6Tab 1 - ApplicationsTab 2 - Data Warehousing Tab 3 - User Interface Tab 4 - Documentation Tab 5 - Source Code Tab 6 - Customization Tab 7 - System InterfacesTab 8 - Installations Tab 9 - Security

SECTION 3 – APPLICATION REQUIREMENTS (Chart) 8Tab 1 – Database Management 1-32Tab 2 – Prioritization 33-64Tab 3 – Project Management 65-96Tab 4 – Resource Balancing 97-128Tab 5 - Product Hosting 1-24

SECTION 4 – IMPLEMENTATION 19Tab 1 - Approach Tab 2 - Data Conversion Tab 3 - Project PlanTab 4 - Education and TrainingTab 5 – Staffing

SECTION 5 – MAINTENANCE AND SUPPORT 20Tab 1 - Software Support Tab 2 - Warranty Period

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SECTION 6 - THE COST PROPOSAL 21Tab 1 - Pricing StrategyTab 2 - Software MaintenanceTab 3 - Implementation Support

SECTION 7 - EVALUATION AND AWARD CRITERIA 22Tab 1 - Evaluation ProcessTab 2 - Evaluation CriteriaTab 3 - Award of Contract

ATTACHMENTS-To be returned with SubmittalNon-Collusion Affidavit Attachment A Iran Divestment Act Certification Form Attachment BAlliance Vendor Profile Form Attachment CW-9 Form Attachment DAffidavit of Compliance (E-Verify) Attachment EAddendum Acknowledgement Form Attachment F

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INTRODUCTIONAlliance Behavioral Healthcare, known as Alliance, operates as a public Local Management Entity (LME) and Managed Care Organization (MCO) responsible for over 200,000 Medicaid eligible North Carolinians with mental health, intellectual and developmental disability, and substance use/addiction services across Wake, Durham, Johnston and Cumberland counties in North Carolina.

Alliance Behavioral Healthcare is seeking a Project Portfolio Management System comprising of the application software, hosting configuration, interoperability, consulting, project management, implementation, training, documentation, on-going hosting and customer support.

EXPECTED RFP SCHEDULERFP Posted Monday, February 27, 2017Vendor Questions Due Monday, March 6, 2017 (5:00pm EST)

Questions/Answers Posted(As an addendum)

Wednesday, March 15, 2017 (5:00pm EST)

Proposals Due Monday, April 10, 2017 (5:00pm EDT)

Evaluations of Proposals-Including any Vendor Demonstrations/Presentations

Complete by Friday, May 12, 2017

Tentative Award Announcement Tuesday, June 6, 2017

Anticipated Contract Start Date Tuesday July 18, 2017

No pre-bid vendor conference will be held in conjunction with this RFP.

QUESTIONSAny Vendor requiring clarification of any section of this RFP or wishing to comment or take exception to any requirements or other portion of the RFP must submit specific questions in writing no later than March 6, 2017 5:00 p.m. EST. Questions shall be e-mailed to [email protected]. Any objection to the RFP or to any provision of the RFP that is not raised in writing on or before the last day of the question period is waived. Every effort will be made to have responses posted in the form of an addendum by March 15, 2017 5:00 p.m. EST, contingent on the number and complexity of the questions. A copy of all questions or comments and Alliances responses will be posted on the Alliance’s website: http://www.alliancebhc.org/

GENERAL COMMENTSBy submitting a proposal, vendors acknowledge that Alliance reserves the right to reconsider any proposals at any phase of this procurement process. Alliance also reserves the right to meet with select vendors at any time to gather additional information.

Alliance will not be held responsible for the failure of any email delivery service to deliver a proposal response. It is solely the Vendor’s responsibility to: (1) ascertain that they have all required and necessary information,

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documents and addenda, prior to submitting a response; (2) ensure that the response is received to the correct email address on or prior to the date and time listed. Late responses, regardless of delivery means, will not be accepted. Submittals received by hand deliver, telephone, or facsimile will not be accepted. (3) Alliance Behavioral Healthcare reserves the right to reject any and all submittals or any portions thereof.

Alliance reserves the right to cancel, issue amendments or modify this RFP to correct any errors or to clarify requirements. Alliance will post all communication regarding this RFP on its website http://www.alliancebhc.org. Any changes, amendments, or clarifications will be made in the form of written responses to Vendor questions, amendments, or addenda issued by Alliance on its website. Vendors should check the website frequently for notice of matters affecting the RFP.

SUBMITTAL INSTRUCTIONSVendors interested in being considered for providing the specified software and services shall submit a response electronically to [email protected]. All submissions shall be in Adobe pdf format readable by a currently supported version of MS Office software.

Responses shall be labeled in Subject Line and in Introductory Letter as:RFP#17-004 Project Portfolio Management System

When responding to this RFP, please follow all instructions carefully. Proposals must address all the questions and requirements of the RFP in the order and format specified in each section. It is the Vendor’s responsibility to ensure its Proposal is submitted in a manner that enables the Evaluation Team to easily locate all response descriptions and any exhibits or attachments for each requirement of this RFP.

The RFP is provided to you as a word document. Some sections are restricted to editing. Responders are strongly encouraged to provide information and responses directly into this document, when possible. If the Responder is providing attachments, it is important to specify the associated Section and Tab number directly on the attachment. The expectation for filling out Attachments A, B, C, D, E, and F is to print these forms, fill in (hand write is acceptable), sign as necessary, and return with entire submittal as a pdf.

Alliance Behavioral Healthcare is a public Local Management Entity (LME)/Managed Care Organization (MCO), and is a political subdivision of the State of North Carolina, pursuant to NC General Statute section 122C-166(a), therefore, Alliance is subject to the NC Public Records Act, NC General Statute Chapter 132. Responses to the RFP are subject to applicable Public Records Act provisions. If a vendor would like to maintain the confidentiality of its RFP submission to Alliance, it must comply with NC General Statute 132-1.2: Confidential information subsection (1), which reads in pertinent part:(1) Meets all of the following conditions:

a. Constitutes a "trade secret" as defined in G.S. 66-152(3).b. Is the property of a private "person" as defined in G.S. 66-152(2).c. Is disclosed or furnished to the public agency in connection with the owner's performance of a public

contract or in connection with a bid, application, proposal, industrial development project, or in compliance with laws, regulations, rules, or ordinances of the United States, the State, or political subdivisions of the State.

d. Is designated or indicated as "confidential" or as a "trade secret" at the time of its initial disclosure to the public agency....

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THE TECHNICAL PROPOSAL SECTION 1 – GENERAL RESPONSE INFORMATIONTechnical Proposal addressing all requirements specified in the RFP under the following Tabs. Proposals must include all of the information set forth and shall be organized, tabbed and submitted appropriately , responding to all information requested.

Tab 1 – Required Forms This Tab includes the following required forms and information.

a. Non-Collusion Affidavit-Attachment Ab. Iran Divestment Act Certification-Attachment Bc. Alliance Vendor Profile-Attachment Cd. W-9 Form-Attachment De. Addendum Acknowledgement, if any addendums are issued-Attachment E

Tab 2 – Introductory Letter and Executive SummaryProvide an informative, narrative Introductory Letter highlighting your agency’s capabilities and services, and additional information as noted here. Identify number of personnel by department (support, development, training, sales, and administration). If outside services are an integral part of the operation (i.e., contract programmers/consultants), describe their typical responsibilities and if they are outsourced outside of the United States. This is especially important relating to any support services relating to the RFP.

Submit any organization information, such as awards received, or M/WBE business information.

Submit a brief statement of history including ownership, mergers/acquisitions, business partnerships, and other significant business events. Vendors should also identify the approximate date of initiation of their performance management SaaS solution implementation and support business. (Definition-SaaS software as a service)

Tab 3 - Financial Performance Submit annual reports and financial statements for the past three (3) years. If this cannot be done, summarize highlights of financial performance over the past three years (specifically, total revenues, revenue growth and net profit). Disclose any pending acquisitions (i.e., companies being acquired, companies acquiring your organization, products being acquired, etc.).

Tab 4 - Qualifications and ExperienceUnder this tab include references of similar requested work performed by your firm over the past three (3) years. Include a client’s name, email address and telephone number.

Tab 5 - Your Product and Approach Briefly describe the main features of the product/solution that you are offering. Highlight the innovative aspects of your product. What do you consider the most important features?

Under this Tab include a description of activities, such as the project methodology and timeline for project completion, etc. The Proposer should also include its plan for managing the work requirements requested.

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Describe future development plans and a 5 year roadmap for feature and platform upgrades of your proposed solution. Where is this product on the product lifecycle?

Tab 6 - Conflict of InterestUnder this Tab the Proposer should describe any involvement that your firm, its employees, or its owner(s) have that may constitute a conflict of interest. Note: Alliance reserves the right to approve all personnel working on Alliance projects. Key professional staff may not be removed, reassigned or replaced without prior approval from Alliance.

Tab 7 - Business Continuity PlanUnder this Tab the Proposer shall provide a copy of their Business continuity plan in the event their system goes down.

SECTION 2 – SOFTWARE OVERVIEW Tab 1 - Applications If the solution allows or requires the purchase of individual modules, identify the modules currently available for installation and how often the software is upgraded.

Server Side:1. Please describe the structure of your application, specifically, describe the operating system

platform(s) supported and the database platform(s) supported.

2. List any additional 3rd party applications necessary to meet the functionality requested.

3. If the application is supported under the Microsoft platform, how quickly is the application tested against Microsoft updates, patches, hot fixes, and operating system upgrades?

4. Please describe the maintenance process for minor version releases, major version releases, patches and/or hot fix updates and the frequency of each; provide sample documentation that is included with each release, and your record of meeting scheduled release dates.

5. For cloud based or SaaS based solutions, please answer all of the above including how you solicit feedback from clients and incorporate enhancements to the solution. This should include details of the process and any user group models that are in place for this solicitation.

Client Side: 6. Describe the client application; are there independent upgrades and/or patches separate from the

server application? How does the client application connect to the Server application?

7. Describe the maintenance process for minor version releases, major version releases, patches and/or hot fix updates and the frequency of each; provide sample documentation that is included with each release, and your record of meeting scheduled release dates.

Tab 2 - Data Warehousing Describe access methods to the data for downstream applications such as a data warehouse:

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1. Please specify what Application Programming Interfaces (APIs) are available and describe their supported framework.

2. If API’s are available, please provide detailed documentation for all of the functionality available through the API.

3. If this is a hosted solution Describe how we can access our data through means other than the user interface. This includes the tools used to extract data from the system for integration into other CLIENT applications or data environments.

4. Provide a detailed schema with metadata, data dictionary (indicating required vs. optional fields) and data flow diagram for the application database. We highly recommend a detailed response.

5. Describe standards, methodology (including frequency) in place for passing data to downstream reporting databases such as a data warehouse.

6. Do you provide reliable create and update dates on all tables such that incremental warehouse processing is possible. If not available, describe alternative means for downstream incremental processing.

7. Do you offer the ability to access any and all data elements for downstream processes?

8. Do you offer the ability to generate custom reporting fields that can be accessed for the data warehouse?

9. Describe methods used to provide audit information on inserted, updated and deleted records.

Tab 3 - User Interface Describe the user interface employed by the application software. Describe how users navigate through the applications: pull-down menus, standard menus, jump keys, quick commands, etc. Indicate if working in multiple sessions is allowed.

Tab 4 - Documentation Describe documentation available to users and provide relevant sample documentation.

Describe documentation available to system administrators for product support, end-user training, major and minor releases or upgrades, patch/or hot fix releases and operating system upgrades.

Indicate if documentation is integrated with your product, on-line and not integrated, or hard copy.

Tab 5 - Source Code Will Alliance acquire source programs? If not, what arrangements have been made to supply current users with rights to software and related documentation in the event the vendor ceases business?

Tab 6 - Customization

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Identify your policy regarding customization of source code. If it is allowed, describe your approach including design, development, testing, upgrades, documentation, and pricing structure. Describe any features or capabilities that allow the systems to be customized without changing source code (i.e., screen designers, template builders, etc.).

Tab 7 - System InterfacesThe system(s) must interface with SharePoint, Microsoft applications, particularly Team Foundation Server (TFS), Outlook, Excel, and Word. Indicate how this system interfaces with Microsoft applications.

Also, indicate if this system does not interface with Microsoft please identify compatible applications. Specify compatible versions if applicable.

Specify what Application Programming Interfaces are available and describe their supported framework.

If this is a hosted solution describe how we can access our data without using the User Interface. This includes the tools used to extract data from the system for integration into other Alliance applications or data environments.

Tab 8 - Installations Identify the number of installations where your solutions are operational for healthcare settings. Indicate what applications or modules are in use, and which versions.

Describe the installation process. Include the options for technical assistance and/or support.

Tab 9 - Security If the application is supported by the Microsoft Windows Operating System has it been tested to function with the High Security Template provided by Microsoft? Does the application comply with Federal privacy regulations, including HIPAA, Hi-Tech and 42 CFR Part 2 as applicable?

SECTION 3 – APPLICATION REQUIREMENTSThis Section defines the applications that Alliance expects to implement.

CHART INSTRUCTIONS The chart below profiles desired key features of the software solutions so that you may determine the compatibility of your proposed software with Alliances requirements. Use the following instructions to address each feature described in the profiles.

Place a "Y" (for yes) in the “Y/N” column of the matrix if the current release of the software can support all of the features described in the row without special customization. Expand on system capabilities in the comments section of the matrix.

If the current release of the software does not support all of the features in the row, place an “N” (for no) in the “Y/N” column and if appropriate, use the comments section to describe alternate means of providing the missing feature(s).

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If customization (vs. configuration) is necessary, it should be clearly noted by indicating estimated hours to customize (EHC) in the vendor comment column. Feel free to use as much space as needed in the comments area to tell us about your functionality and how it differentiates your product from your competition’s product.

Also, feel free to add supplements to this RFP to compliment any questions you have identified that need further detail. Mark all exhibits, attachments or supplements with corresponding Tab number.

Tab 1 – Database ManagementID Sub-Category Application Criteria Yes/No Vendor Comments1 Data

ManagementEasy to create, change, delete, and view projects and project data.

2 Data Management

Accommodates all project types and project information (Waterfall, Agile, Critical Path, etc.)

3 Data Management

Supports entry of annotative comments and appending documents, images, and links for project documentation

4 Data Management

Accommodates hundreds/thousands of projects

5 Data Management

Supports data import from your existing systems and databases (e.g., planning, financial systems)

6 Data Management

Supports data export to your existing systems and databases

7 Data Management

Supports dependency links among projects

8 Data Management

Provides data cut-and-paste, project cloning, and data roll-over

9 Data Management

Provides completeness/error checks and data warnings

10 Data Management

Allows multiple portfolios and portfolio hierarchies (parent-child links)

11 Data Management

Allows dynamic portfolios (portfolios defined based on latest project data)

12 Data Management

Provides search, filter, and sort

13 Data Management

Provides data archiving

14 Data Management

Provides statistical analysis of historical data (e.g., trend analysis)

15 Governance and Security

Accommodates hundreds/thousands of users


Provides security (encryption), controlled access and change privileges, and audit trail (who changed what when)

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Provides PPM workflow guidance, status, and progress reporting

18 Displays and Reporting

Able to slice, dice, and aggregate data with ability to load and change aggregation hierarchies


Easy to generate useful, understandable, schedulable displays and reports


Provides dashboard views plus ability to drill down


Allows users to configure/customize/format views, graphs, and reports


Provides document management (document storage, read, save-as, check-in, check-out, version control, history, etc.)


Supports multiple languages and currencies

24 Communication and Collaboration

Supports mass communication and notification (via home page "bulletin board, mass emails, etc.)


Provides targeted communication and notification (selective, rule-based notifications via email)


Supports real-time group communication (e.g., on-line chats, discussion forums, instant messaging)

27 Help and Training Tool delivered with training for installation and operation

28 Help and Training Tool incorporates help features (e.g., mouse roll-over, documentation, educational videos, on-line training)

29 Delivery Provides desired delivery platform (on-demand service, desktop installation, web-based, etc.)

30 Delivery Supports your server and workstation operating systems and database environment

31 Vendor Vendor has expertise (in PPM, your industry, etc.)

32 Vendor Vendor can be counted on to provide on-going support (maintenance, enhancements, warranties, escrow policy, etc.)

Tab 2 – PrioritizationID Sub-Category Application Criteria Yes/No Vendor Comments

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33 Decision Aid Evaluates real project choices (e.g., choice among alternative project versions, do project now vs. do next year)

34 Decision Aid Accommodates mandated projects (including requirement that at least one project version be funded)

35 Decision Aid Accounts for choice dependencies (e.g., project B may be selected only if version 2 of project A is selected)

36 Decision Aid Able to evaluate alternative spending levels for pooled projects (e.g., what fraction of similar tasks to complete)

37 Decision Aid Able to evaluate and optimize multi-year plans and scenarios

38 Financial Analysis Allows business-case cash-flow analysis over project/asset life-cycle with summary metrics (e.g., NPV, IRR, payback period)

39 Financial Analysis Supports after-tax financial analysis, including forecasting using pro forma statements

40 Risk Analysis Quantifies project risk41 Risk Analysis Quantifies project deferral risk (risks if

the project is not conducted)42 Risk Analysis Supports evaluation of risk-reward

tradeoffs43 Project

EvaluationProvides "out of box" project evaluation metrics

44 Project Evaluation

Supports customizable/user-defined metrics, scales, models, logic


Able to support sophisticated computations/simulations (more than rate-and-weight scoring)


Able to address non-financial project benefits (e.g., impacts on corporate image, service quality, learning, safety)


Able to capture and model alignment with strategy and/or strategic objectives


Able to provide/utilize default data/uncertainty ranges & turn off measures if data is unavailable or too time-consuming to acquire

49 Project Valuation Able to quantify project value in dollar units (to allow direct comparison with project cost)

50 Project Valuation Value estimation based on comparing doing vs. not doing project (not doing project can produce negative value)

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51 Project Valuation Able to adjust project value based on risk and risk tolerance (risk-adjusted project value)

52 Prioritization and Portfolio Optimization

Provides quantitative (cardinal) measure of project priority (not just project rank)


Able to account for project urgency as well as cost and value when computing priorities


Able to compute and display the efficient frontier of portfolios


Provides true portfolio optimization (solves "knapsack" problem)


Allows multiple constraints (e.g., multi-year costs, separate constraints for different org. units, resource constraints)


Able to optimize/re-optimize portfolios with some projects being "forced in"


Displays individual sources of project and portfolio value (e.g., financial, customer service, safety)


Selects project versions based on budget (e.g., lower-cost project version may be optimal under tighter budget constraint)


Supports tiered/staged portfolio optimization (to allow business unit priorities to be optimized/finalized prior to enterprise optimization)


Allows setting performance goals/targets for a subset of portfolios


Provides "sand box analysis" (local data entry/analysis prior to saving to central database)


Able to provides real-time feedback to users on impact of project inputs


Provides mechanisms for preventing/minimizing input "gaming"

Tab 3 – Project ManagementID Sub-Category Application Criteria Yes/No Vendor Comments65 Project Planning Supports work plan development (via

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templates, etc.), controls plan creation/modification/deletion, and provides plan storage

66 Project Planning Provides project baseline tracking, version control, audit trail, and plan history

67 Project Planning Allows linking multi-level project and task plans

68 Project Planning Able to compute total project costs (e.g., via labor hours, rates, burden, materials and other expenses)

69 Project Planning Allows defining project-specific phases, gating processes, and milestones

70 Project Planning Supports timing and scheduling (e.g., via Gantt charts and Pert charts

71 Project Planning Provide compliance-based processes (e.g., PMBOK, SDLC, ISO 9000, Sarbanes-Oxley, CMMI)

72 Project Planning Supports project risk assessment and risk mitigation planning

73 Workflow Management

Supports workflow management (generates individual task lists, reports status, routes action notifications, supports approvals, etc.)


Provides template library for project tasks (charter, issues log, request forms, etc.) with ability to add, modify & save templates


Provides meeting schedule with automated invites


Supports issue tracking and management (e.g., issue definition, assigning to issue owners, converting issues to tasks)


Provides change management (change reporting, approvals, change impact analysis)


Provides analytics and project trade-offs for supporting task level decisions


Provides analytics/models for project performance assessment, benefits measurement, and value realization management

80 Project Data and Status Reporting

Able to manually/auto load and selectively change project data (start/end dates, units of work required, etc.)


Able to capture, compute, and report real-time actuals (e.g., costs, effort, and schedule status)

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Able to aggregate cost, effort, and schedule data across projects (e.g., Gantt data roll-up)


Able to calculate performance ratios manually or automatically at specified points in time or at project milestones


Provides dashboard view of status of all projects with ability to drill down


Computes/displays estimates of remaining work (hours to completion, percent of wok completed, end-date forecasting, etc.)


Provides comparison of actual vs. planned progress with variance analysis, alerts, and rule-based notification


Supports project reporting/forecasting according to government contracting requirements (e.g., earned value analysis - EVA)


Supports risk monitoring and on-going multi-project risk management

89 Support for Accounting, Accrual, Payroll, Billing, Etc.

Able to use project status and project forecasts to update financial budget forecasts


Able to capture and transmit project costs, expenses, commitments, etc. for accounting.


Support preparation and generation for work orders for project and accounting system integration


Supports payroll and billing (e.g., expense reporting)

93 Project Close Out and Knowledge Management

Supports verification of project deliverable acceptance criteria


Provides project outcome performance monitoring/reporting (e.g., project payback, benefits tracking)


Supports post-implementation reviews and lessons learned

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Tab 4 – Resource BalancingID Sub-Category Application Criteria Yes/No Vendor Comments97 Resource

ManagementCaptures all people resource categories and allows segmentation based on geography, organizational unit, resource pool, etc.

98 Resource Management

Captures necessary information for characterizing individual resources (e.g., skills, certifications, education, rates, interests)


Provides dashboard view with drill down to individual resource availability (e.g., by time, skill, location, assignments)


Tracks evolution and development of individual resources (e.g., experiences, skill growth)


Includes non-human resources (normal, consumable, perishable) for non-human resource management


Supports resource queries (e.g., chargeable/non-chargeable hours)


Provides automated, rule-based routing of updates regarding individual resources (e.g., change in availability, rate)


Supports obtaining time-to-complete estimates directly from individuals (which may provide more accurate availability estimates)

105 Demand Management

Allows specifying resource demand categories (e.g. projects, organization units, applications)


Supports formal resource request system (preparation of requests, aggregate views by demand categories and over time, etc.)


Reports resource request and application status per your demand management workflow process


Able to schedule requests based on priority, date, contribution, or other criteria


Provides statistical analysis of requests (e.g., trend analysis of request types, response times, escalations)

110 Resource Assignment

Supports top-down resource assignment (e.g., provides search and sort based on roll, skill, location)

111 Resource Supports bottom-up resource

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Assignment assignment (e.g., by allowing individuals to review and select from availability assignments)


Supports time-phased resource booking to projects (by manually loading resource assignments).


Support resource booking to organizational requests (for subsequent assignment to projects)


Includes operational and administrative resource assignment (in addition to project resource assignment)


Provides automated resource assignment (based on availability and user defined criteria)


Provides scheduling engine for assigning and scheduling resources


Allows viewing resource assignments by individual and project


Allows manual changes to resource assignments for individual projects after project initiation


Supports approval processes for the assignment of resources


Synchronization of availability schedules with personal calendars (to incorporate non-project commitments, planned absences)


Supports non-human resource allocation management

122 Supply-Demand Summarizes utilization levels by resource category and over time

123 Supply-Demand Compares resource supply-demand by resource category, identifies gaps, bottlenecks, and over-allocated resources

124 Supply-Demand Provides analytics to support planning for acquiring additional internal/external resources

125 Time Tracking Exports project data to timesheet systems (e.g., ability to load time sheet with allocated activities). Integration with Paychex available?

126 Time Tracking Includes employee timesheet system127 Time Tracking Includes electronic time clock128 Time Tracking Exports accepted time data to payroll

and billing systems (which?)

Tab 5 - Product Hosting

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Alliance Behavioral Healthcare is looking for explicit detailed, technical responses to the following regarding SaaS solutions. Please provide your responses in the Comments section in the table below, using as much space as necessary to fully comment on a statement or answer a question.

ID # General Security Comments1. Alliance Behavioral Healthcare reserves the right to

periodically audit the infrastructure hosting the Alliance Behavioral Healthcare Management System application to ensure compliance with Alliance Behavioral Healthcare policies and standards. Non-intrusive network audits (basic port scans, etc.) may be randomly performed without prior notice. More intrusive network and physical audits may be conducted on site within 24 hour notice.

Click here to enter text.

2. Please provide documentation with the proposed architecture that includes a full network diagram of the potential Alliance Behavioral Healthcare Management System application environment, illustrating the relationship between the environment and any other relevant networks, with a full data flowchart that details where the potential Alliance Behavioral Healthcare Management System data would reside, the applications that manipulate it and the security thereof.


3. Please tell us about your organization’s ability to immediately disable all or part of the functionality of the application should a security issue be identified.


ID # Physical Security Comments4. Would the equipment hosting the application for

Alliance Behavioral Healthcare be located in a physically secure facility which requires, at a minimum, badge access?


5. Would the infrastructure (hosts, network equipment, etc.) hosting the Alliance Behavioral Healthcare Management System application be located in a locked cage-type environment?


6. Alliance Behavioral Healthcare must have the final approval of who is authorized to enter any locked physical environment, as well as access to the Alliance Behavioral Healthcare application infrastructure.


7. Please disclose, by name and title, who in your organization would have access to the environment hosting the application for Alliance Behavioral Healthcare.


8. Alliance Behavioral Healthcare requires that a SaaS disclose their SaaS background check procedures and results to grant approval for use of a SaaS.

Describe, in detail, your background check procedures.


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ID # Network Security Comments9. Tell us if the network hosting the application is physically

isolated from any other network or customer.

If the network hosting the application is not physically isolated from any other network or customer, please describe the configuration settings confirming data and processing segregation.


10. Describe how Alliance Behavioral Healthcare users will connect to the solution.

If connection will be via a private circuit, such as frame relay, then that circuit must terminate on the Alliance Behavioral Healthcare extranet and the operation of that circuit will come under the procedures and policies that govern the Alliance Behavioral Healthcare Business Partners.

OR if connection will go over a public network such as the internet, appropriate firewalling technology must be deployed by the SaaS vendor, and the traffic between Alliance Behavioral Healthcare and the SaaS must be protected and authenticated by cryptographic technology.


ID # Host Security Comments11. Describe how and to what extent the host operating

systems (Unix, NT, etc.) comprising the Alliance Behavioral Healthcare Management System application infrastructure has been hardened against attack.


12. Provide a listing of current patches on hosts, including host OS patches, web servers, databases and any other material application.


13. Tell us how and when notification for security patches for the applications will be provided.


14. Describe, in detail, your processes for monitoring the integrity and availability of your hosts.


15. Describe, in detail, your password policy for the Alliance Behavioral Healthcare Management System infrastructure, including minimum password length, password generation guidelines and how often the passwords are changed.


16. Does the solution generate all user accounts and provide a one-time password which must be changed at the first logon?


17. Does the solution provide information on the account generation, maintenance and termination process for both maintenance and user accounts?

Include information about how an account is created, how account information is transmitted to the user, and


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how accounts are terminated when no longer needed.ID # Web Security Comments18. At Alliance Behavioral Healthcare’s discretion, the SaaS

provider may be required to disclose the specific configuration files for any web servers and associated support functions (such as search engines or databases).


19. Identify all of the SaaS application tools Click here to enter text.20. Provide documentation for Quality Assurance testing

and web code review for the Alliance Behavioral Healthcare Management System application we will be using.


ID # Cryptography Comments21. Tell us if the Alliance Behavioral Healthcare

Management System application infrastructure will use any non-standard cryptography.


22. Do the algorithms used by the application have the strength to equate to 168-bit TripleDES?


23. Alliance Behavioral Healthcare requires that any connections to the solution utilizing the Internet must be protected using any of the following cryptographic technologies: IPSec, SSL, SSH/SCP or PGP.

Tell us the cryptographic technology that will be used in the Alliance Behavioral Healthcare Management System application.


24. Indicate if the Alliance Behavioral Healthcare Management System infrastructure application will require PKI.


SECTION 4 – IMPLEMENTATION In this section, vendor is requested to identify implementation and training resources, and illustrate a successful implementation methodology.

Tab 1 - Approach Please identify your implementation methodology and describe the nature of your implementation assistance with brief comments on the following topics:

Process review and redesign• Project Planning • Project Scheduling (include project timeline)• Personnel assignment by role• Project planning & control / project management approach• Software customization• Orientation and training• System testing• User acceptance Implementation• On-going support – please provide available examples of on-going support

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Tab 2 - Data Conversion Provide a detailed explanation of any tools you have available for conversion of data as well as a detailed explanation of your conversion methodology.

Provide examples of systems you have converted from in past engagements including amount of data converted, time to convert etc.

Are there any limitations on the conversion of data from existing systems into your system? If yes, please explain in detail what those limitations are.

What edit capabilities do you employ to prevent the conversion of bad data and what visibility into the data captured in those edits do you provide?

Tab 3 - Project PlanSubmit a sample project plan that identifies your methodology in implementing our solution. The plan should identify the scope and level of effort (in hours or days) required of vendor personnel, CLIENT project team, and end users. Preferably, a summary in MS Project.

Tab 4 - Education and TrainingDescribe your approach to user training. This should include approach (train the trainer, classroom, etc.), location of any classes, and training materials used.

If formal education facilities and/or programs are offered, the recommended courses and corresponding costs should be specified. In addition, the vendor is requested to submit education catalogs, if available, indicating syllabus, course dates, location, and tuition costs.

What will be provided for technical support training (method, type, and venue)?

Tab 5 - StaffingOutline the staffing considerations involved with implementing your solution. List the specific roles and the number of full and part-time equivalents you would expect to fill those roles under normal circumstances. Please include all relevant resources (staff, administration, support, Information Service, etc.), the number of years that they have been with the company, the number of years that they have been implementing this particular software and the number of years that they have been working in a healthcare environment.

Please provide a recommendation on what staff Alliance Behavioral Healthcare will need internally to help support the solution. What internal staff is needed (please provide specific roles or skill level)? How will internal staff interact and collaborate with your company for support?

SECTION 5 – MAINTENANCE AND SUPPORTIn this section vendor is requested to describe its ongoing support of the installation and system users.

Tab 1 - Software Support Describe your maintenance/support policy in terms of key features. Describe alternative support packages, if any. Address maintenance/support functions in the context of the following topics and any others that may be pertinent.

• Trouble line for problem call-in• Initial installation and configuration• Remote dial-in diagnostics

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• On-site, local support• Software release/fix down loading process• Response time guarantees• User groups and newsletters• Controlled change request process• Use of Internet for problem reporting and management

Indicate whether application software updates are distributed on a scheduled basis. Please also indicate the method of communication.

Do we need to purchase a maintenance contract? How much, what type of maintenance will be included in original contract?

Tab 2 - Warranty PeriodDescribe provisions of the software warranty, including the term of such provisions and when the warranty period begins, with respect to modular software, by module.

What are your consulting rates for customization?

SECTION 6 - THE COST PROPOSALThe Vendor must include and complete all tabs of the Cost Proposal in a clear and accurate manner. It is the responsibility of the Vendor to clearly identify all costs associated with any item or series of items in this RFP. Costs that are not clearly identified will be borne by the Vendor. Prices quoted must be held firm for minimum of ninety (90) days.

Tab 1 - Pricing StrategyIndicate the basis of your software pricing strategy (i.e., based on number of staff, number of performance management modules, etc.). If software is assembled from multiple vendor sources, this should be identified. If there is an additional cost for non-production system (such as a test system), please identify that as well.

Tab 2 - Software MaintenanceIdentify annual cost and the basis on which adjustments are made to ongoing software maintenance charges as well as any expected increases projected for the next five years.

Tab 3 - Implementation Support Implementation and support fees are to be identified. Address the flat fee or hourly cost of the following and provide an estimated total cost to Alliance based on experience with other like implementations:

One time feesOne time/Initial implementation fees: Click here to enter text.

Training fees: Click here to enter text.Consulting fees: Click here to enter text.

Initial year costs (include all fees for license, use, access, etc.)For x users: Click here to enter text.For each additional user: Click here to enter text.

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One time feesProvide the pricing algorithm used to calculate this cost.


Ongoing annual costs (include all fees for maintenance & operations (M&O), support, software, hardware, use, access, etc.)

For x users: Click here to enter text.

For each additional user: Click here to enter text.

Provide the pricing algorithm used to calculate this cost. Also, provide your policy regarding price increases.


Five (5) year cost of ownershipIndicate the estimated TCO ("total cost of ownership") for the product over a 5 year period.


Additional Costs (if any)Training Costs Click here to enter text.

Project Management Click here to enter text.

Process re-design Software modifications (custom programming)


On-going support Provide examples of potential support issues


Travel, per diem and any other expenses associated with the delivery and implementation of the proposed items must be included in the Vendor’s costs.


SECTION 7 - EVALUATION AND AWARD CRITERIA

Tab 1 – Evaluation ProcessBids will be examined promptly after opening and award will be made at the earliest possible date. Bids may be withdrawn by written notice.

Tab 2 – Evaluation CriteriaAlliance will evaluate proposals based on the following:

Evaluation CriteriaCore Functionality – Database ManagementCore Functionality – Prioritization Core Functionality – Project ManagementCore Functionality – Resource BalancingTechnical FitRiskCost

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Tab 3 - Award of ContractAlliance reserves the right to award to a single Responder that submits the best overall proposal as determined by Alliance on the basis of the evaluation factors included in the Request for Proposals. Price shall be considered, but shall not be the sole determining factor. Once the proposals are ranked and the most qualified firm(s) are determined, Alliance may conduct further negotiations, and/or request presentations from firm(s) to further assist in the clarification of information and selection process.

Per NCGS 143-129.8 Negotiations allowed under this section shall not alter the contract beyond the scope of the original request for proposals in a manner that: (i) deprives the proposers or potential proposers of a fair opportunity to compete for the contract; and (ii) would have resulted in the award of the contract to a different person or entity if the alterations had been included in the request for proposals.

Proposals submitted under this section shall not be subject to public inspection until a contract is awarded.

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Attachment A

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Attachment B

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Attachment C

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Attachment D

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Attachment E

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Documents

Web viewProject Portfolio Management System. RFP # ... Submit a brief statement of history including ownership, ... (in addition to project resource assignment) 115