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Commonwealth of Massachusetts Executive Office for Health and Human Services Information Technology

Request for Quotes for Development and Testing of System Enhancements and Integrations between the BEACON and “myWorkspace” Applications

Issued under the rules and regulations of Statewide Contract ITS43

August 12, 2013

Document Number: 14MEEHSBEACONMWSRFQ

Table of Contents 1) General Procurement Information ............................................................1 2) Agency ......................................................................................................2 3) Description and Purpose of Procurement .................................................2 a) Background .........................................................................................2 b) Purpose................................................................................................2 4) Description and Purpose of Procurement .................................................2 a) Business Requirements .......................................................................3 5) Term ..........................................................................................................4 6) Order of Precedence..................................................................................4 7) Procurement Calendar ..............................................................................4 8) Response Requirements ............................................................................5 9) Bidder Responses ......................................................................................5 10) Miscellaneous ...........................................................................................6 11) Review Rights ...........................................................................................6 12) Response Evaluation .................................................................................6 13) Post-RFQ Steps .........................................................................................7 a) Oral Presentation.................................................................................7 b) Corrections/Clarifications and Best and Final Offer (BAFO)............7 c) Best Value, Selection and Negotiation ...............................................7 d) Bidder-Related RFQ and Selection Costs ..........................................8 e) Rejection of Responses ......................................................................8 f) Debriefing ...........................................................................................8 g) Other Remedies...................................................................................8 ATTACHMENT A – COST TABLE REQUIREMENTS.........................9 ATTACHMENT B – SAMPLE STATEMENT OF WORK ...................10

RFQ for the Development & Testing of System Enhancements and Integrations between the BEACON and “myWorkspace” Applications

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1) General Procurement Information Purchasing Department:

Executive Office of Health and Human Services (EOHHS)

Address:

Executive Office of Health and Human Services One Ashburton Place, 11th floor Boston, MA 02108

Procurement Contact:

Lou DeLena, Procurement Coordinator

Telephone:

(617) 573-1686

E-Mail Address:

[email protected]

RFQ File Number and Title:

RFQ # 14MEEHSBEACONMWSRFQ

This “Request for Quotes” (“RFQ”) does not commit the Commonwealth of Massachusetts (“Commonwealth”) or Executive Office of Health and Human Services (“EOHHS”) to approve a “Statement of Work” (“SOW”), pay any costs incurred in the preparation of a Bidder’s response to this RFQ, or to procure or contract for products or services. EOHHS reserves the right to accept or reject any and all proposals received in response to this RFQ and to contract for some, all, or none of the products and services as a result of this RFQ. EOHHS further reserves the right to negotiate with any or all qualified Bidders and to cancel in part or in its entirety this RFQ if it is in the best interest of EOHHS or the Commonwealth to do so. EOHHS reserves the right to extend the Agreement entered under this RFQ to activities related to but not expressly referenced hereunder, and to extend the term hereof as necessary. EOHHS reserves the right to amend this RFQ at any time prior to the date the responses are due. EOHHS further reserves the right to cancel this RFQ at any time prior to awarding a contract, for any reason. Any such amendment or notice of cancellation will be posted on the Commonwealth’s procurement website, Comm-PASS, at www.comm-pass.com. Bidders are advised to check this site regularly, as this will be the sole method used for notification of changes. All responses and related documents submitted in response to this RFQ become public records and are subject to the Massachusetts Public Records law, M.G.L. c.66, §10 and M.G.L. c.4, §7, subsection 26. Any statements in submitted responses that are inconsistent with these statutes will be disregarded. All response submissions, regardless of whether a contract is awarded to a particular Bidder, become the property of EOHHS. EOHHS will not return to Bidders any proposals or materials they submit in response to this RFQ. This RFQ is restricted to vendors on the statewide contract ITS43. Only bids from approved vendors on this statewide Master Service Agreement who are both in good standing with the RFQ for the Development & Testing of System Enhancements and Integrations between the BEACON and “myWorkspace” Applications

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Commonwealth and approved providers/partners will be accepted for consideration under this RFQ. Bidders are prohibited from communicating directly with any employee or contractor of EOHHS concerning this RFQ except as specified above and no other individual Commonwealth employee or representative is authorized to provide any information or respond to any question or inquiry concerning this RFQ for any purpose.

2) Agency EOHHS and its agencies are responsible for meeting the needs of constituents across the Commonwealth through the management of programs and services and through support of policies, legislation and regulations that insure those constituents’ health, safety and well-being. The EOHHS Information Technology Department (“EOHHS IT”) is responsible for the provision of infrastructure services, development of IT policy, and implementation and oversight of all information technology investments, applications, and services for EOHHS.

3) Description and Purpose of Procurement a) Background “myWorkspace” (MWS) is an online service used to assign and track eligibility determination tasks to Department of Transitional Assistance (DTA) caseworkers (“Caseworkers”) by their managers. The system also allows Caseworkers to view electronic applications for benefits and accompanying required verification documents stored in an Electronic Data Management (“EDM”) system (both applications and verification documents are scanned from paper documents). The Caseworker processes the application within the BEACON system by reviewing the application to determine eligibility for benefits based on a number of different eligibility rules and data matches with the BEACON system. MWS uses basic framework components like task prioritization, rules-based validation, and workflow management. The MWS application connects via web service and MQ series message-oriented middleware to the backend systems for all applicant BEACON information & document images from the EDM. This process allows the document images and benefit information to be viewed with MWS for benefit eligibility determination purposes. b) Purpose The purpose of this procurement is to solicit bids for individual resources who will work on a time and materials basis on the development and testing of software enhancements to the BEACON system; integration between the BEACON, EDM, and MWS; and the development and testing of workflows within MWS.

4) Description and Purpose of Procurement EOHHS requires the Bidder to provide two developers and three Quality Assurance Testers (“QA”) (collectively, the “Team”) to perform the development and testing of enhancements and customizations to BEACON, EDM, and MWS. The developers will develop software enhancements to the BEACON system and integrations between the BEACON, EDM and MWS, and develop workflows within MWS. The QA members of the Team will participate in testing of all the enhancements, integrations, and workflows, including, but not limited to unit testing, user RFQ for the Development & Testing of System Enhancements and Integrations between the BEACON and “myWorkspace” Applications

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testing, parallel testing, performance testing, security vulnerability testing, and ADA testing of the BEACON and MWS applications. The winning Bidder’s resources will utilize EOHHS’ established Customer Service Center and Defect Tracking software, and communicate with current vendors and EOHHS personnel working on BEACON, EDM and MWS, and other relevant systems a) Business Requirements i) Bidder Qualifications The Bidder selected for this engagement must, using the staff resources offered for this engagement, have: (1) Demonstrable experience designing and implementing interactive healthcare benefit eligibility, workflow, and control applications; (2) Demonstrable experience maintaining and supporting interactive healthcare benefit eligibility, workflow and control applications; (3) A working knowledge and use of a tool that the Bidder will identify and utilize, to support project management and the delivery of artifacts; (4) Effective written and verbal communication skills; and (5) A demonstrable, recent, track record of completing multiple projects with similar scope to that described herein to the satisfaction of the clients. ii) Staff Qualifications Collectively the two developers proposed for this engagement and collectively the three QA staff proposed for this engagement must possess and meet the following prerequisites: (1) Expert subject matter knowledge of multi-tiered web-centric J2EE technologies; (2) Expert subject matter knowledge of enterprise-level applications; (3) Expert subject matter knowledge of Oracle 10g database design and administration; (4) Experience designing and developing software utilizing Software Oriented Architecture (SOA) principles and methodologies; (5) Experience writing, executing and analyzing test cases utilizing the Rational suite of testing tools; (6) Experience with benefit eligibility and control in Medicare, Medicaid and other healthcare or insurance programs; and (7) Have sufficient familiarity with BEACON, MWS and the interfaces between them to provide enhancements to them. In addition, experience working on Federally funded human services systems is preferred. iii) Additional Staff Qualifications: Individually, resources offered by the Bidder must have the following qualifications:

RFQ for the Development & Testing of System Enhancements and Integrations between the BEACON and “myWorkspace” Applications

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(1) One member of the Team will act as the Bidder’s administrative contact. This person will provide reporting and status update information on the activities of the Team to EOHHS’s IES Phase 2 Project Manager. (2) The two (2) developers must have expert subject matter knowledge of multi-tiered webcentric J2EE technologies. (3) The three (3) QA resources must have expert subject matter knowledge of testing enterprise-level applications and multi-tiered web-centric J2EE technologies.

5) Term The Contract that results from this RFQ will have an initial term that begins with Contract execution and terminates one year from the execution date. The Contract may be extended at the discretion of EOHHS, in any increments negotiated by the parties, for an additional two years in total.

6) Order of Precedence The contract resulting from this RFQ shall consist of the following documents in the following order of precedence: (1) the Commonwealth’s Terms and Conditions; (2) the Commonwealth’s Standard Contract Form; (3) the Commonwealth’s RFR ITS43; (4) the Bidder’s response thereto; (5) this Request for Quotes 14MEEHSBEACONMWSRFQ; and (6) the Bidder’s response hereto, inclusive of all attachments and modifications, as amended by and any subsequent negotiations between the parties, including without limitation any Statement of Work or other agreement negotiated by the parties.

7) Procurement Calendar All times indicated in this RFQ are Eastern Time.

Procurement Calendar CALENDAR EVENT

DATE

TIME

RFQ Posting and Release Deadline for Bidder submission of written questions EOHHS written responses to questions posted (estimated) RFQ Responses Due

August 12, 2013 August 16, 2013

5:00 PM

August 23, 2013 September 6, 2013

2:00 PM

Bidders will have the opportunity to submit questions about the RFQ. Written questions regarding the RFQ must be emailed to [email protected] no later than the date and time indicated in the above Procurement Calendar; the subject line of the e-mail should read “RFQ 14MEEHSBEACONMWSRFQ”. Microsoft Word is the preferred format. No acknowledgment of receipt shall be given.

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EOHHS will review all questions and, at its discretion, prepare written responses to those it determines to be of general interest and relevant to the preparation of a response to the RFQ. These responses will be posted on the state’s Comm-PASS website.

8) Response Requirements Bidders must submit the following documentation in response to this RFQ: One (1) original (signed in blue ink) and four (4) hard-copies of their Business and Technical Responses; One (1) original and four (4) copies of their Cost Response; and Five copies of the entire response on five CDs or five thumb drives (one copy per CD/thumb drive). Responses must be sent in two (2) separate sealed packages, as follows: One package that is clearly labeled with the RFQ title, and RFQ Reference # 14MEEHSBEACONMWSRFQ - Business & Technical Response, One package that is clearly marked RFQ Reference # 14MEEHSBEACONMWSRFQ Cost Response. Responses should be sent to the following address: Lou DeLena, Procurement Coordinator Executive Office of Health and Human Services Legal Procurement Unit One Ashburton Place, 11th floor Boston, MA 02108 Telephone: (617) 573-1686 E-Mail: [email protected] All responses must be received by the Procurement Coordinator, no later than the RFQ Response Due Date and Time indicated in the Procurement Calendar in Section 7 or they will not be evaluated. DO NOT embed electronic documents in your electronic response. Documents with other documents embedded within them WILL NOT BE ACCEPTED and could result in the rejection of the entire response.

9) Bidder Responses a) Business and Technical Response. The Bidder’s Business and Technical response must include: 1. A cover letter in which the Bidder agrees to the terms of this RFQ; 2. A statement explaining how the Bidder meets the qualification requirements of Section 4(a)(i); RFQ for the Development & Testing of System Enhancements and Integrations between the BEACON and “myWorkspace” Applications

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3. Resumes for each of the Bidder’s offered resources, demonstrating how they meet the Staff Qualifications set forth in Sections 4(a)(ii) and (iii); and 4. A reference to the tool recommended by the Bidder in response to Section 4(a)(i)(3) herein. b) Cost Response. A cost response in the form of Attachment A hereto including hourly rates for each of the resources offered by the Bidder in the Business and Technical Response. Hourly rates must be fixed throughout the term of the Agreement entered under this RFQ. c) The Bidder’s response must also include a completed Supplier Diversity Program (SDP) Plan form, available under the “Forms and Terms” tab for this procurement.

10) Miscellaneous By submitting a proposal in response to this RFQ, Bidders agree to the following terms: a) The Commonwealth will not pay for any costs other than those set forth in the Bidder’s Response to this RFQ; b) All bids submitted in Response to this RFQ must be valid for a minimum of ninety (90) calendar days; and c) Extraneous marketing or promotional materials are discouraged and such information will not be factored into the evaluation of Bidders.

11) Review Rights Responses to this RFQ may be reviewed and evaluated by any person(s) at the discretion of EOHHS including non-allied and independent consultants retained by EOHHS now or in the future, for the sole purpose of obtaining an analysis of responses. Any and all respondents may be asked to further explain or clarify in writing areas of their response during the review process. EOHHS retains the right to request further information from respondents.

12) Response Evaluation EOHHS will establish a Procurement Management Team (PMT) for the purpose of evaluating all responses. One member will be designated to serve as Chair of the PMT. Responses to this RFQ will be evaluated by the PMT against the following criteria in the following order of precedence: a) b) c) d) e) f) g)

Adherence to RFQ requirements and completeness of response; Time for delivery; Successful completion of like projects of similar size and complexity; Bidder’s past performance on contracts executed with EOHHS; Cost; Clarity of the quote; and Other benefits, risk reduction, or services related to the requirements of this RFQ but not explicitly requested.

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The PMT reserves the right to remove from further consideration non-responsive bids and those that include attempts by the Bidder to alter the Commonwealth’s standard legal terms.

13) Post-RFQ Steps a) Oral Presentation At its discretion, EOHHS may invite Bidders whose responses have been judged competitive and responsive in the course of the evaluation to participate in a facilitated oral presentation. The selected Bidders will meet with EOHHS staff and the PMT. The PMT may use these oral presentations to clarify aspects of the Bidder’s response or to inquire as to the Bidder’s approach, recommendations, and experience and product maturation. The PMT may adjust their scoring of a prospective Bidder based on the Bidder’s performance during the production demonstration and/or oral presentation. b) Corrections/Clarifications and Best and Final Offer (BAFO) Pursuant to 801 CMR 21.06(8), EOHHS may offer one or more Bidders an opportunity to provide one or more corrections or clarifications to their response. If it so chooses, EOHHS will distribute specific information regarding submission requirements, timelines and information about its correction or clarification evaluation process to the Bidder(s) selected for participation in the correction or clarification process. Bidders may be asked to provide additional corrections or clarifications to specific sections of their RFQ response. Bidders are not required to submit an answer in response to EOHHS’s inquiry and may notify EOHHS in writing that their response remains as originally submitted. Any such request for corrections or clarifications shall be deemed an amendment to the RFQ for that Bidder and any response by a Bidder to a request for corrections or clarifications shall be deemed an amendment to that Bidder’s response. Pursuant to 801 CMR 21.06(11), EOHHS may offer one or more Bidders an opportunity to provide one or more Best and Final Offers (“BAFO”). If it so chooses, EOHHS will distribute specific information regarding submission requirements, timelines and information about its BAFO evaluation process to the Bidder(s) selected for participation in the BAFO. Bidders may be asked to reduce costs to specific sections of their RFQ response. Bidders are not required to submit a BAFO in response to EOHHS’s request and may notify EOHHS in writing that their response remains as originally submitted. Any such request for a BAFO shall be deemed an amendment to the RFQ and any response by a Bidder to a request for a BAFO shall be deemed an amendment to that Bidder’s response. EOHHS may request corrections, clarifications and/or BAFOs simultaneously or independently. c) Best Value, Selection and Negotiation After completion of the evaluations, the PMT will recommend the selection of the response(s) which demonstrates the best value overall to EOHHS and the Commonwealth. EOHHS and the selected Bidder may negotiate a change in any element of contract performance or cost identified in the original RFQ or the selected Bidder’s response which

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results in lower costs or a more cost-effective or better value than was presented in the selected Bidder’s original response. d) Bidder-Related RFQ and Selection Costs Bidders are solely responsible for any and all costs the Bidder incurs in responding to this RFQ or participating in the Bidder selection process. EOHHS will not reimburse any expenses in this regard. e) Rejection of Responses EOHHS reserves the right to reject a Bidder’s proposal at any time during the evaluation process if the Bidder: i) Fails to demonstrate to EOHHS’s satisfaction that it meets all RFQ requirements; ii) Fails to satisfy all response submission instructions; iii) Fails to submit all required information; iv) Has any interest that may, in EOHHS’s sole determination, conflict with performance of services for the Commonwealth or is anti-competitive; v) Fails to make a product demonstration and/or oral presentation, if requested; vi) Rejects or qualifies its agreement to any of the mandatory provisions of the RFQ; vii) Fails to reach an agreement with EOHHS on all Contract terms, including, but not limited to, payment provisions; viii) Conditions the bid on the modification or amendment of the terms and conditions contained within the Commonwealth Terms and Conditions and the Commonwealth Standard Contract Form. f) Debriefing On notification of EOHHS’s award decision, any non-selected Bidder may make a written request for debriefing. A debriefing meeting provides the Bidder an opportunity to discuss the evaluation of its response. A request for debriefing must be received by the RFQ contact person in Section 8 within 14 calendar days after the postmark of EOHHS’ award decision notification to the Bidder. Debriefing meetings will be held at the discretion of EOHHS. g) Other Remedies EOHHS, in its sole discretion, may determine that non-compliance with any RFQ requirement is insubstantial. In such cases, the PMT may seek clarification, allow the Bidder to make minor corrections, apply appropriate penalties in the evaluation, or apply a combination of all three remedies.

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ATTACHMENT A – COST TABLE REQUIREMENTS

[Bidders must download Cost Table Attachment A which is posted under the “Specifications” tab along with this RFQ on Comm-PASS ]

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ATTACHMENT B – SAMPLE STATEMENT OF WORK

STATEMENT OF WORK BY AND BETWEEN EXECUTIVE OFFICE OF HEALTH AND HUMAN SERVICES AND [VENDOR NAME] FOR THE RFQ TITLE

[Bidders must download the sample Statement of Work attachment which is posted under the “Specifications” tab along with this RFQ on Comm-PASS]

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