John M. Pellegrino Director
County of San Diego Department of Purchasing and Contracting
TELEPHONE (858) 505-6367 FAX (858) 715-6452
5560 Overland Avenue, Suite 270, San Diego, California 92123-1204
June 17, 2013 COUNTY OF SAN DIEGO (COSD) - REQUEST FOR PROPOSAL (RFP #5947) HEALTH AND HUMAN SERVICES AGENCY (HHSA) KNOWLEDGE INTEGRATION PROGRAM (KIP) COSD INFORMATION EXCHANGE (COSDIE) SYSTEM The County of San Diego (COSD) is seeking proposals from qualified firms to provide the Design, Acquisition/ Development, Integration, Implementation and Maintenance of a County of San Diego Information Exchange (COSDIE) Solution utilizing an IT-Service Oriented Architecture (SOA) infrastructure platform. MINIMUM MANDATORY REQUIREMENTS (PASS/FAIL) - Offerors submitting proposals for the COSDIE Solution must meet a set of minimum mandatory qualification requirements (see Evaluation and Submittal Requirements Section 1.2). The minimum mandatory requirements will be scored on a Pass/Fail basis. If the offeror is unable to meet any one of these requirements, the offeror’s proposal shall be found non-responsive and will no longer be considered for award. The proposed initial contract term will cover the system design, acquisition/development, integration, and implementation followed by a two (2)-year warranty period, followed by an optional (at the County’s sole discretion) annual maintenance period or multi-year extended warranty period. This RFP package includes:
Cover Letter to the RFP Cover Page (P&C 600 Form) - Requests necessary offeror information and includes the offeror’s signed authorization for the proposal Representations and Certifications Form - Requests additional offeror information related to 501(c)(3) status, affirmative action and pricing Contract Conflict Certification Form: Requests cumulative information regarding all contracts for same or similar services offeror, offeror’s staff, and/or offeror’s spouse has had with the County Indemnification Certification RFP Terms and Conditions Evaluation and Submittal Requirements Draft Pro Forma Service Agreement, which includes drafts of the following: Exhibit A- Agreement Exhibits 1.2-16.4 Exhibit B- Insurance/Bonding Requirements Exhibit C- Cost/Pricing/Payment Schedule Exhibit D – Scope/Statement of Work Appendices A-Z
PRE-PROPOSAL CONFERENCE A pre-proposal conference will be held on Tuesday, July 16, 2013 at 3:00 PM in the offices of the County of San Diego, 5560 Overland Avenue, Suite 270, Conference Rooms B and C, San Diego, CA 92123. Questions regarding the process will be addressed. Requests for clarification related to definition or interpretation of this RFP shall be made in writing and submitted via e-mail to Tracy Hudson at
[email protected]. Oral explanations or instructions shall not be considered binding on behalf of the County. Page 1 of 175
RFP #5947 KIP COSDIE QUESTIONS Questions and requests for clarification related to definition or interpretation of this RFP shall be requested in writing prior to 3:00 PM on July 23, 2013, allowing sufficient time in order to post an Addendum to the RFP on BuyNet. Those received after this date may not be answered at the discretion of the County. Questions MUST be submitted in writing via e-mail to
[email protected]. No questions will be accepted via telephone. An addendum will be issued in response to questions, which will only be available by downloading from BuyNet. PROPOSAL DUE DATE Submit a completed proposal in accordance with the format provided in this solicitation to the County of San Diego, Department of Purchasing and Contracting at the address stated in the letterhead above in a sealed envelope or package prior to 3:00 PM local time Tuesday, August 27, 2013. Clearly mark the exterior of the envelope or package with “RFP #5947” and the name and address of the offeror. If delivering your proposal on the due date, plan to arrive early, as parking may be limited. OFFEROR MUST SUBMIT SEPARATE TECHNICAL AND PRICING PROPOSAL. NO PRICING INFORMATION IS TO BE CONTAINED WITHIN THE TECHNICAL PROPOSAL. Offeror may be found non-responsive should any pricing information be presented in the Offeror’s Technical Proposal. Late submissions cannot be considered unless they are the only ones received or there was a mishandling on the part of the County of San Diego, Department of Purchasing and Contracting staff. AWARD This will be a competitively negotiated procurement. After evaluation of proposals, the County may request additional details/elements of the proposals. These discussions will NOT constitute negotiations. Negotiations may be conducted at the discretion of the County. The County may decide to award contract(s) without negotiation; therefore, Offeror(s) shall submit their best proposal initially. The County reserves the right to award contract(s) to the Offeror(s) submitting the proposal determined to be most advantageous to the County’s best interest, price and other factors considered. This RFP does not commit the County of San Diego to award a contract or to pay any costs incurred in the preparation of the proposal. The County of San Diego reserves the right to cancel this solicitation, in part or in its entirety, should this be in the best interest of the County. It is the Offeror's responsibility to check for addenda on the Website. The County cannot notify those who download solicitation documents from the Website of changes or addenda. The master copy of the bid or proposal documents offered for electronic download shall be considered the original. If you are unable to download this document, you may contact Contract Clerical Support at (858) 505-6327 and a hard copy will be mailed to you. If you have any questions or comments regarding this solicitation, please contact Tracy Hudson, Contracting Officer via e-mail at the address listed above. NOTE: Any conversations or communications concerning this RFP with any County employee or official (other than the Contracting Officer involved in this process) prior to contract award are prohibited and may be grounds for disqualification of your organization. However, if you are currently engaged by the County and provide services to the County on an on-going basis, your communications with County employees, officials or other personnel regarding day-to-day services, and not regarding this RFP, may continue as usual. The County's policy restricting communications pertaining to this RFP is not intended to interfere with the County's on-going normal communications with its current service providers.
T. M. Hudson for JOHN M. PELLEGRINO, Director Department of Purchasing and Contracting JMP:TMH
Date Issued: June 17, 2013 RFP Number: #5947 COUNTY OF SAN DIEGO REQUEST FOR PROPOSALS THIS IS NOT AN ORDER MAIL OR DELIVER YOUR PROPOSAL TO: County of San Diego, Department of Purchasing and Contracting 5560 Overland Ave, Suite 270, Mail Stop O32 San Diego, California 92123-1204 FOR INFORMATION, PLEASE CALL Tracy Hudson, PCO (858) 505-6361; FAX: (858) 715-6453 E-MAIL ADDRESS:
[email protected]
Proposals shall be received at the above address prior to 3:00 PM LOCAL TIME, Tuesday, August 27, 2013.
SUBMIT SEPARATE TECHNICAL AND PRICING PROPOSALS IN SEPARATE SEALED ENVELOPES OR PACKAGES MARKED ON THE OUTSIDE WITH “RFP 5947” AND THE PROPOSER’S NAME AND ADDRESS. DESCRIPTION The County of San Diego (COSD) is seeking proposals from qualified firms to provide the Design, Acquisition/Development, Integration, Implementation and Maintenance of a County of San Diego Information Exchange (COSDIE) Solution utilizing an IT-Service Oriented Architecture (SOA) infrastructure platform. MINIMUM MANDATORY REQUIREMENTS (PASS/FAIL) - Offerors submitting proposals for the COSDIE Solution must meet a set of minimum mandatory qualification requirements (see Evaluation and Submittal Requirements Section 1.2). The minimum mandatory requirements will be scored on a Pass/Fail basis. If the offeror is unable to meet any one of these requirements, the offeror’s proposal shall be found non-responsive and will no longer be considered for award. The proposed initial contract term will cover the system design, acquisition/development, integration, and implementation followed by a two (2)year warranty period, followed by an optional (at the County’s sole discretion) annual maintenance period or multi-year extended warranty period. PRE-PROPOSAL CONFERENCE A pre-proposal conference will be held on Tuesday, July 16, 2013 at 3:00 PM in the offices of the County of San Diego, 5560 Overland Avenue, Suite 270, Conference Rooms B and C, San Diego, CA 92123. Questions regarding the process will be addressed. Requests for clarification related to definition or interpretation of this RFP shall be made in writing and submitted via e-mail to Tracy Hudson at
[email protected]. Oral explanations or instructions shall not be considered binding on behalf of the County. TYPE OR USE BLACK INK TO COMPLETE THE OFFEROR INFORMATION BELOW Offeror hereby acknowledges receipt the RFP 5947 and Addenda Number 1 through [ ]. | OFFEROR INFORMATION: | AUTHORIZATION FOR OFFER (Must be signed): | Firm Name: | | Street: | | City/State/Zip: | By: | Signature Offer Date | Phone No: ( ) Fax No: ( ) | Name: | E-Mail Address: | Title: Contact Person (if other than above) Name: Phone No: ( ) FAX: ( ) Title: E-Mail Address: NOTE: RFPs, associated documents and addenda may be obtained from the Department of Purchasing and Contracting at 5560 Overland Ave, Suite 270, San Diego, CA 92123-1204 or by downloading from the department’s Web site “BuyNet” http://buynet.sdcounty.ca.gov/. It is the offeror’s responsibility to periodically check the Web site for addendum that may be issued to implement changes or clarification to the RFP, prior to the due date. SUBMIT THIS COMPLETED FORM AS THE COVER PAGE OF THE PROPOSAL P&C 600 FORM (PC-600)
RFP #5947
Rev. 10/26/12
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COUNTY OF SAN DIEGO (COSD) - REQUEST FOR PROPOSAL (RFP #5947) HEALTH AND HUMAN SERVICES AGENCY (HHSA) KNOWLEDGE INTEGRATION PROGRAM (KIP) COSD INFORMATION EXCHANGE (COSDIE) SYSTEM REPRESENTATIONS AND CERTIFICATIONS
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COUNTY OF SAN DIEGO (COSD) - REQUEST FOR PROPOSAL (RFP #5947) HEALTH AND HUMAN SERVICES AGENCY (HHSA) KNOWLEDGE INTEGRATION PROGRAM (KIP) COSD INFORMATION EXCHANGE (COSDIE) SYSTEM CONTRACT CONFLICT CERTIFICATION THE FOLLOWING CONTRACT CONFLICT CERTIFICATION IS TO BE COMPLETED, SIGNED AND RETURNED AS DIRECTED IN THE REQUEST FOR SOLICITATION DOCUMENTS OR WITH THE OFFER. FAILURE TO COMPLY MAY RESULT IN YOUR SUBMITTAL OR YOUR OFFER BEING REJECTED. Please attach your disclosure(s) to this certification for the following three items. If you have no disclosure(s), please write “NONE” above the signature block located below. 1.
The name, contract number, and short description of all Contracts You have or have had with the County of San Diego which involves the same or similar subject matter as is involved in this procurement.
2.
The name, contract number, and short description of all Contracts that any of Your employees have or have had with the County of San Diego and which involve the same or similar subject matter as is involved in this procurement.
3.
The name, contract number, and short description of all Contracts that Your spouse has or has had with the County of San Diego and which involve the same or similar subject matter as is involved in this procurement.
For purposes of this certification, the following terms shall be defined as: “Contracts” means any memoranda of understanding, memoranda of agreement, letter agreements, contracts, subcontracts, consultant agreements or agreements in any form, whether written or oral. “You” or “Your” means i) for individuals, the individual and any partnership, corporation, limited liability partnership or of which you are a member or shareholder, and ii) for other legal entities, the entity itself and any partnership, corporation, limited liability partnership or of which the legal entity is a member or shareholder. I certify under penalty of perjury under the laws of the State of California that the information attached hereto and disclosed in accordance with this certification is true and correct.
Company/Organization: Signature:
Date:
Name:
RFP #5947
Title:
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COUNTY OF SAN DIEGO (COSD) - REQUEST FOR PROPOSAL (RFP #5947) HEALTH AND HUMAN SERVICES AGENCY (HHSA) KNOWLEDGE INTEGRATION PROGRAM (KIP) COSD INFORMATION EXCHANGE (COSDIE) SYSTEM INDEMNIFICATION CERTIFICATION The following Agreement to Indemnify and Defend the County of San Diego and Its Board of Supervisors, Officers, Directors, Employees and Agents is to be completed, signed and returned with the offer. WHEREAS Offeror agrees in writing to the terms and conditions of the solicitation; and WHEREAS the County of San Diego received a request for disclosure of offeror’s submission and that request was subject to the California Public Records Act; and WHEREAS, after consulting with offeror and with Offeror’s approval, the County shall disclosed those records that Offeror determines are not trade secrets and exempt from disclosure; and WHEREAS after the party requesting disclosure under the Public Records Act receives the records, they continue to seek disclosure of the records offeror has identified as confidential/proprietary information not subject to disclosure (EXHIBITCONFIDENTIAL/PROPRIETARY); and WHEREAS the County is exercising its right to require defense and indemnity from offeror for the ongoing nondisclosure of the Offeror’s EXHIBIT-CONFIDENTIAL/PROPRIETARY; NOW, THEREFORE, for good and valuable consideration and the mutual promises contained herein, the parties agree to the following: 1. Except as otherwise provided herein, the County of San Diego will not release the offeror’s EXHIBITCONFIDENTIAL/PROPRIETARY based on offeror’s representation that the records are proprietary and “trade secrets” as that term is used in Government Code section 6250 and the following. The County will release the offeror’s EXHIBITCONFIDENTIAL/PROPRIETARY in the event of any of the following: a. Offeror fails to comply with the terms and conditions of this Agreement; or b. Offeror provides the County with written notice that some or all of the records may be released; or c. A court of competent jurisdiction orders the County to release the records and the County has exhausted or waived its appeal rights. 2. To the fullest extent allowed by law, the County shall not be liable for, and offeror shall defend and indemnify County and its Board of Supervisors, officers, directors, employees and agents of County (collectively "County Parties"), against any and all claims, demands, liability, judgments, awards, fines, mechanics' liens or other liens, labor disputes, losses, damages, expenses, charges or costs of any kind or character, including attorneys’ fees (whether incurred by County attorneys or attorneys employed by County) and court costs (hereinafter collectively referred to as "Claims"), related to the offeror’s EXHIBIT-CONFIDENTIAL/PROPRIETARY. 3. Offeror waives any and all claims in law or equity and hereby releases the County Parties from any and all claims, deductibles, self-insured retentions, demands, liability, judgments, awards, fines, mechanics’ liens or other liens, labor disputes, losses, damages, expenses, charges or costs of any kind or character, including attorneys’ fees and court costs, which arise out of or are in any way connected to the Offeror’s EXHIBIT-CONFIDENTIAL/PROPRIETARY.
CERTIFICATION The statements furnished above are certified to be factual and correct as of the date submitted and this certification is made under penalty of perjury under the laws of the State of California. Name: Signature: Title: Date: Company/Organization: SUBMIT THIS FORM AS DIRECTED IN THE REQUEST FOR SOLICITATION DOCUMENTS OR WITH THE OFFER
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COUNTY OF SAN DIEGO (COSD) - REQUEST FOR PROPOSAL (RFP #5947) HEALTH AND HUMAN SERVICES AGENCY (HHSA) KNOWLEDGE INTEGRATION PROGRAM (KIP) COSD INFORMATION EXCHANGE (COSDIE) SYSTEM RFP TERMS AND CONDITIONS 1
RFP PROCESS 1.1 RFPs shall normally be made available on the County of San Diego’s BuyNet Website. Firms may request a hard copy from Purchasing and Contracting Clerical Section. 1.2 The County reserves the right to host pre-proposal conference(s). If scheduled, the date, time, and location for the first preproposal conference can be found in the Cover Letter to this RFP and on BuyNet. 1.3 Diligence Material, if provided, is subject to the following disclaimer: Neither the County nor any of its agents, advisors, or representatives has made or makes any representation or warranty, express or implied, as to the accuracy or completeness of the Diligence Material. Without limiting the generality of the foregoing, the Diligence Material may include certain assumptions, statements, estimates, and projections provided by or with respect to the County. Such assumptions, statements, estimates, and projections reflect various assumptions made by the County, which assumptions may or may not prove to be correct. No representations are made by the County as to the accuracy of such assumptions, statements, estimates, or projections. 1.4 Offerors Inquiries and County Responses - All contacts from your organization related to this RFP or your proposal must be directed in writing exclusively to the County’s Contracting Officer. You should not attempt to contact any other County personnel about this RFP unless authorized by the Contracting Officer. 1.5 Written addenda to the RFP may be issued to provide clarifications, corrections, or to answer questions. 1.6 Proposals must be submitted by the time and date specified in the PC Form 600 and/or the Cover Letter. Late submissions cannot be reviewed unless it is the only one received or there was mishandling on the part of County staff. 1.7 Proposals will be evaluated by a Source Selection Committee (SSC) appointed by a Source Selection Authority(s) (SSA). 1.8 The County’s Contracting Officer may seek clarifications for the SSC. The Contracting Officer shall determine the appropriate means of clarification: telephonic, email, letter, or oral interviews. 1.9 Upon recommendation of the SSA, negotiations may be held with one or more offerors. Negotiations will be concluded with those firms remaining in the competitive range, which shall conclude with a request for Best and Final Offer (BAFO). 1.10 The County of San Diego, Contracting Officer will notify all offerors and post a Notice of Intent to Award for five workdays after receipt and approval of the Source Selection Authority(s) recommendation to award. 1.11 The Department of Purchasing and Contracting will notify all offerors of the status of each proposal, prior to posting the Notice of Intent to Award. 1.12 Below is the County’s anticipated timeline for award of this contract: Event Description RFP Issued Pre-Proposal Conference Final Deadline for questions due Proposals due Source Selection Committee evaluates RFPs Notice of Intent to Award Published Contract Award/Execution
Target Date(s) June 17, 2013 July 16, 2013 July 23, 2013 August 27, 2013 September-December 2013 January 2014 March 2014
NOTE: Any conversations or communications concerning this RFP with any County employee or official (other than the Contracting Officer involved in this process) prior to contract award are prohibited and shall be grounds for disqualification of your organization. However, if you are currently engaged by the County and provide services to the County on an on-going basis, your communications with County employees, officials or other personnel regarding day-today services, and not regarding this RFP, may continue as usual. The County's policy restricting communications pertaining to this RFP is not intended to interfere with the County's on-going normal communications with its current service providers. 2
SUBMISSION OF PROPOSAL
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COUNTY OF SAN DIEGO (COSD) - REQUEST FOR PROPOSAL (RFP #5947) HEALTH AND HUMAN SERVICES AGENCY (HHSA) KNOWLEDGE INTEGRATION PROGRAM (KIP) COSD INFORMATION EXCHANGE (COSDIE) SYSTEM RFP TERMS AND CONDITIONS 2.1 RFPs, associated documents and addenda may be obtained from the Department of Purchasing and Contracting at 5560 Overland Avenue, Suite 270, San Diego, CA 92123-1204 or by downloading from the department’s Website “BuyNet” at http://buynet.sdcounty.ca.gov/. It is the Offeror’s responsibility to periodically check the Website for addendum that may be issued to implement changes or clarification to the RFP, prior to the due date. 2.2 It is understood and agreed upon by the offeror in submitting a proposal that the County has the right to withhold all information regarding this procurement until after contract award, including but not limited to: the number received; competitive technical information; competitive price information; and the County evaluation concerns about competing proposals. Information releasable after award is subject to the disclosure requirements of the Public Records Act, California Government Code Section 6250 and following. 2.3 Offerors shall submit an original prior to the date and time specified. In addition the offeror may be requested to submit additional copies. These copies should be submitted along with the original. Failure to submit the required number of copies may result in finding of non-conformance. Originals should be clearly marked. 2.4 Unless otherwise specified proposals shall be on 8-1/2” x 11” white bond paper with no less than ½” margins and eleven (11) point font. Pages shall be consecutively numbered within the bottom or top margin of each page, including attachments, such that if the document became separated, it could easily be put back together. Ensure that each copy is securely fastened and original and all copies are submitted in a sealed envelope or box with the RFP number and the name and address of the Offeror on the outside of the package/container. Note: There does not need to be a separate envelope or package for each of the copies. 2.5 Unless otherwise specified the proposal shall conform to the following format: 2.5.1 A completed and signed PC 600 Form shall be submitted as the cover of your proposal. 2.5.2 A completed and signed Representations and Certifications form shall be submitted as the second page of your Proposal. 2.5.3 A completed Contract Conflict Certification form shall be submitted as the third page of your proposal. 2.5.4 A table of contents listing, by page number, and all other contents of the proposal shall be submitted after the Representations and Certifications form. 2.5.5 The proposal shall be in the required format with all forms, responses and attachments sequentially numbered to correspond to the applicable question or requirement. 2.5.6 Each proposal shall be typed and be concise but comprehensive. Proposal shall not include promotional material. Proposal shall be in accordance with the requirements discussed herein. 2.5.7 All information provided shall be verifiable by telephone. The County may, but is not obligated to, use only those telephone number, email addresses and names of contacts provided in the proposal. 2.5.8 ORIGINAL PROPOSAL, BOTH HARD COPY AND ELECTRONIC, SHALL BE IN BLACK INK ON WHITE PAPER WITH NO SHADING. COPIES ARE NOT LIMITED TO BLACK AND WHITE, LIKE THE ORIGINAL, BUT MAY MAKE USE OF COLOR AND SHADING SUCH AS COLOR PAPER, SHADED GRAPHS AND TABLES, AND COLOR FONTS. 2.5.9 If confidential/proprietary information is contained within the submission: 1) It MUST BE SUBMITTED IN A SEPARATE ENVELOPE marked as EXHIBIT–CONFIDENTIAL/ PROPRIETARY 2) Responses to solicitation requirements that include the confidential/proprietary information, shall refer to the response contained within the EXHIBIT–CONFIDENTIAL/PROPRIETARY (for example: If submittal requirement #1 requires staff Social Security Numbers, the response to requirement #1 shall reflect “see response #1 contained within Exhibit-Confidential/Proprietary”); and 3) It must include a signed Indemnification Certification. NOTE: As a Public Agency, the County of San Diego must adhere to the California Public Records Act, therefore pricing cannot be considered confidential/proprietary. Refer to Section 18 – CONFIDENTIALITY; PUBLIC RECORD DATA OF Exhibit A – Agreement.
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COUNTY OF SAN DIEGO (COSD) - REQUEST FOR PROPOSAL (RFP #5947) HEALTH AND HUMAN SERVICES AGENCY (HHSA) KNOWLEDGE INTEGRATION PROGRAM (KIP) COSD INFORMATION EXCHANGE (COSDIE) SYSTEM RFP TERMS AND CONDITIONS 3
EVALUATION AND SELECTION 3.1 Proposals will be evaluated based upon the information provided in response to the RFP “Evaluation and Submittal Requirements” and other information known to the County. This information may be provided by written material, electronic means, or oral presentations. 3.2 The County reserves the right to request clarification and/or request additional information from offerors if necessary. Such clarifications and/or additional information shall be submitted by the offerors as an Addendum to the Proposal upon request of the Contracting Officer. However, since no additional input may be requested, offerors are advised to submit complete information in the Proposal. 3.3 The “Evaluation and Submittal Requirements” may authorize the use of presentations and/or interviews as a method of presenting the offeror proposal or obtaining additional information. The Source Selection Committee (SSC) may invite competitive offerors to make a presentation to, or participate in interviews with the County at a date, time and location determined by the County. The purpose of such presentations or interviews would be to allow the offerors to present their proposed solutions to the County and for the SSC to obtain additional information; the key points in the Proposals will be evaluated by the SSC. 3.4 The evaluation to determine the competitive range shall use the non-exclusive list of criteria contain in “Evaluation and Submittal Requirements.” 3.5 The overall total cost to the County will be considered in evaluation. Although cost may be of lesser importance as an evaluation factor, it should not be ignored. The degree of importance will increase with the degree of quality of the proposals with respect to the other evaluation factors. 3.6
Intentionally left blank.
3.7 Intentionally left blank. 3.8 The Source Selection Authority may, at its sole discretion, authorize the Contracting Officer to enter into negotiations with any offeror(s) found to be in the competitive range. 3.9 Best and Final Offer request will be issued at the conclusion of negotiations and may contain additional selection discriminators. The Source Selection Committee shall review Best and Final Offer responses and make an award recommendation to the SSA. 3.10 Upon Posting of the Notice of Intent to Award, the Contracting Officer will enter into contract finalization negotiations and upon the successful completion, award an Agreement with the offeror whose proposal has been ranked first by the County on the basis of best value to the County. 4
SIGNATURE All proposals shall be signed by an authorized officer or employee of the submitting organization. The title of the authorized officer or employee, the name, email, address and phone and fax number of the organization shall be included. Obligations committed by such signatures shall be fulfilled.
5
COST COMPARISONS The County Charter requires a finding of economy and efficiency prior to award of contracts for service that can be performed by persons employed in the Classified Service to an independent contractor. It is the intent, subject to a finding of economy and efficiency, to contract for these services. The cost comparison is subject to review and approval by the Chief Administrative Officer.
6
PROPRIETARY INFORMATION All proposals become the property of the County of San Diego unless return is specifically requested as specified in Paragraph 10. The County is a public agency subject to the disclosure requirements of the Public Records Act, California Government Code Section 6250 and following. These requirements include an exemption for “trade secrets.” If any proprietary information is contained in or attached to the written proposal, it must be clearly identified (see paragraph 2.5.9). In order to protect trade secrets from disclosure, pursuant to a Public Records Acts request, you must agree in writing to defend and indemnify the County if litigation results.
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INTERLOCKING DIRECTORATE In accordance with Board of Supervisors Policy A-79, if offeror is a non-profit as indicated on the Representations and Certifications form, paragraph 2, offeror is required to identify any related for-profit subcontractors in which an interlocking directorate, management or ownership relationship exists. By submission of this bid or proposal, Offeror certifies he will not enter into a subcontract relationship with a related for-profit entity if offeror is a non-profit
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COUNTY OF SAN DIEGO (COSD) - REQUEST FOR PROPOSAL (RFP #5947) HEALTH AND HUMAN SERVICES AGENCY (HHSA) KNOWLEDGE INTEGRATION PROGRAM (KIP) COSD INFORMATION EXCHANGE (COSDIE) SYSTEM RFP TERMS AND CONDITIONS entity. If offeror is a non-profit and will be subcontracting with a related for-profit entity, offeror must list the entity(s) on the Representations and Certifications form, and any resulting contract must be approved by the Board of Supervisor. 8
UNNECESSARILY ELABORATE INFORMATION Unnecessarily elaborate brochures, visual or other presentations, art work and paper and binding beyond those sufficient to present a complete and effective proposal are neither necessary nor desired.
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COUNTY COMMITMENT 9.1 County shall have the right to reject or accept any proposal or offer, or any part thereof (e.g., any component of any proposed solution) for any reason whatsoever and to accept other than the lowest offer, at its sole discretion. 9.2 This RFP does not commit the County to award, nor does it commit the County to pay any cost incurred in the submission of the proposal, or in making necessary studies or designs for the preparation thereof, nor procure or contract for services or supplies. Further, no reimbursable cost may be incurred in anticipation of a contract award. 9.3 The County reserves the right to accept or reject any or all proposals received as a result of this solicitation, or to negotiate with any qualified source, or to cancel in part or in its entirety this solicitation if it is in the best interest of the County. 9.4 The County reserves the right to terminate this RFP at any time prior to contract execution. 9.5 No prior, current, or post award verbal conversation or agreement(s) with any officer, agent, or employee of the County shall affect or modify any terms or obligations of this RFP, or any contract resulting from this procurement.
10 LATE, MODIFIED, OR WITHDRAWN PROPOSAL 10.1 Any proposal received at the office designated in the solicitation after the exact time specified for receipt will not be considered unless it is received before award is made; and 10.1.1 It was sent by mail, and it is determined by the County that the late receipt was due solely to mishandling by the County after receipt at the County; or 10.1.2 It is the only proposal received. 10.2 Any modification of a proposal, except a modification resulting from the Contracting Officer's request for "Best and Final Offer,” is subject to the same conditions as the initial submission. 10.3 Proposals may be withdrawn by written notice received at any time prior to Notice of Intent to Award. Thereafter, all proposals constitute firm offers, subject to negotiation and execution of definitive documents that will remain open and cannot be revoked, withdrawn, or modified for a period of six (6) months thereafter. Proposals may be withdrawn in person by an offeror or an authorized representative, provided the authorized representative's identity is made known and the representative signs a receipt for the proposal prior the posting of Notice of Intent to Award a contract. 11 NON-CONFORMING SUBMISSIONS Any submission may be construed as a non-conforming proposal and ineligible for consideration if it does not comply with the requirements of the Request for Proposal. Failure to comply with the technical features, and acknowledgment of receipt of amendments, are common causes for holding a Proposal non-conforming. 12 KNOWLEDGE OF RFP AND PROPOSAL CONDITIONS Before submitting a proposal, offerors shall carefully read all sections of this RFP, including all forms, schedules and exhibits, and shall fully inform themselves as to all existing conditions and limitations. 13 DUTY TO INQUIRE Should an offeror find discrepancies in or omissions from the RFP, plans, specifications or other documents, or should the offeror be in doubt as to their meaning, the offeror shall at once notify the Contracting Officer in writing. If the point in question is not clearly and fully set forth, a written addendum will be issued and posted on the County’s Website “BuyNet.” It is the offeror’s responsibility to periodically check the website for such addenda. The County will not be responsible for any oral instructions nor for any written materials provided by any County personnel that are not also posted on BuyNet. 14 EXPLANATION TO PROPOSERS Any explanation desired by an offeror regarding the meaning or interpretation of the proposal must be directed in writing exclusively to the County’s Contracting Officer. The preferred method of delivering written questions is by e-mail or by an internationally recognized courier to the address listed in the Cover Letter. Telephone calls will not be accepted. In no event will the County be responsible for ensuring that prospective offeror inquiries have been received by RFP #5947
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COUNTY OF SAN DIEGO (COSD) - REQUEST FOR PROPOSAL (RFP #5947) HEALTH AND HUMAN SERVICES AGENCY (HHSA) KNOWLEDGE INTEGRATION PROGRAM (KIP) COSD INFORMATION EXCHANGE (COSDIE) SYSTEM RFP TERMS AND CONDITIONS the County. You should not attempt to contact any other County personnel about this RFP solicitation. Oral explanations or instructions will not be binding. Any explanation concerning a solicitation will be provided to all prospective Offerors through posting on BuyNet in the form of an addendum to the solicitation. No response will be provided to questions received after the date stated in the Cover Letter. 15 PROTEST PROCEDURE County policy A-97 requires that contracts resulting from a negotiated procurement shall be awarded only after a notice of the proposed award has been posted in a public place. All protests shall be made in writing, and shall be filed with the Contracting Officer identified in the solicitation package. A protest shall be filed on the earliest of the following dates: (i) within five business days after a notice of Intent to Award the contract has been posted in a public place in the County’s Contracting Office or County Internet website, (ii) within five business days after the County provides notification that the proposal is no longer under consideration, or (iii) by Noon on the day before the Board of Supervisors is scheduled to consider the matter. Copies of the Board Policy are available from the Clerk of the Board, 1600 Pacific Highway, San Diego, CA 92101, or on the County’s Web site at http://www.sdcounty.ca.gov/ under the Clerk of the Board’s page. 16 DEBRIEF AND REVIEW OF CONTRACT FILES When an offeror has been notified by the Contracting Officer, that the proposal is no longer being considered for award, the offeror may request a “debriefing” from the Contracting Officer on the findings about that one proposal (with no comparative information about proposals submitted by others). After contract award, any interested party may make an appointment to review the files to look at all proposals, the Source Selection Committee Report and any other information in the file. Copies of any documents desired by the reviewer will be prepared and sold to the requestor at current County prices for such information. 17 NEWS RELEASES Offerors shall not issue any news release pertaining to this RFP without prior written approval of the County’s Contracting Officer, which may be withheld in such Officer’s sole discretion. A minimum of two (2) business days’ notice is required for approval. 18 CLAIMS AGAINST THE COUNTY Neither your organization nor any of your representatives shall have any claims whatsoever against the County or any of its respective officials, agents, or employees arising out of or relating to this RFP or these procedures (other than those arising under a definitive Agreement with your organization in accordance with the terms thereof). 19 EMPLOYMENT OFFERS Until contract award, offerors shall not, directly or indirectly, solicit any employee of the County to leave the County’s employ in order to accept employment with the offeror, its affiliates, actual or prospective contractors, or any person acting in concert with the offeror, without prior written approval of the County’s Contracting Officer. This paragraph does not prevent the employment by an offeror of a County employee who has initiated contact with the offeror. 20 TIMING AND SEQUENCE of events resulting from this RFP shall ultimately be determined by the County. 21 CALIFORNIA REVENUE AND TAXATION CODE SECTION 18662 In compliance with California Revenue and Taxation code section 18662, if you are a non-resident of California (out-of-state invoices) who receives California source income, the County will pay California Use Tax directly to the State of California per permit no. SR FH 25-632384. Fifteen (15) business days prior to the first payment, new suppliers or suppliers with expired forms or forms with incorrect information, must submit new forms to the County (forms are available from the Franchise Tax Board Website listed below). Under certain circumstances, you may be eligible for reduced or waived nonresident withholding. If you have already received a waiver or a reduced withholding response from the State of California and the response is still valid, submit the response to the County in lieu of the forms. Failure to submit the required forms will result in withholding of payments. Refer to the Franchise Tax Board websites (listed below) for tax forms and information on non-resident withholding, including waivers or reductions. The County will not give you any tax advice. It is recommended you speak with your tax adviser and/or the State of California for guidance. Franchise Tax Board Websites: http://www.ftb.ca.gov http://www.ftb.ca.gov/individuals/Withholding_Definitions.shtml http://www.ftb.ca.gov/individuals/wsc/Processing_Changes_for_2010.shtml RFP #5947
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COUNTY OF SAN DIEGO (COSD) - REQUEST FOR PROPOSAL (RFP #5947) HEALTH AND HUMAN SERVICES AGENCY (HHSA) KNOWLEDGE INTEGRATION PROGRAM (KIP) COSD INFORMATION EXCHANGE (COSDIE) SYSTEM RFP TERMS AND CONDITIONS http://www.ftb.ca.gov/individuals/wsc/forms_and_publications.shtml http://www.ftb.ca.gov/individuals/wsc/decision_chart.shtml If selected for award, the offeror is to submit forms to the Auditor & Controller via fax at (858) 694-2060 or mail originals to: County of San Diego, 5530 Overland Avenue, Suite 410, San Diego, CA 92123. The P.O. Number or Contract Number (if available) and “California Revenue and Taxation Code Section 18662” must appear on fax cover sheet and/or the outside of the mailing envelope. 22 W-9 FORM If selected for award, the offeror must complete and submit a W-9 form if a current form is not on file with the County.
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RFP #5947
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COUNTY OF SAN DIEGO (COSD) - REQUEST FOR PROPOSAL (RFP #5947) HEALTH AND HUMAN SERVICES AGENCY (HHSA) KNOWLEDGE INTEGRATION PROGRAM (KIP) COSD INFORMATION EXCHANGE (COSDIE) SYSTEM EVALUATION AND SUBMITTAL REQUIREMENTS 1. Proposal Submittal Proposals shall be prepared using single spaced 81/2” x 11” paper with no less than ½” margins and a minimum font size of 11. Offeror is to submit separate technical, minimum mandatory requirements and pricing proposals, as well as a separate Exhibit Confidential/Proprietary should proposal contain such information (see RFP Terms and Conditions paragraph 2.5.9). Submit one (1) original BLACK AND WHITE set and twenty (20) color sets for a total of twenty-one (21) sets of your proposal and sixteen (16) copies on DVDs in WORD or PDF format prior to the date and time specified in the cover letter and PC600 form. FOR PURPOSES OF DETERMINING RESPONSIVENESS/NON-RESPONSIVENESS TO THIS PROCUREMENT, THE CONFORMING DOCUMENTATION SHALL BE THE ORIGINAL, HARD-COPY BLACK-AND-WHITE DOCUMENT. Submit separately bound technical, minimum mandatory requirements, and cost/price proposals, as well as Exhibit Confidential/Proprietary if applicable. Pages shall be consecutively numbered within the bottom or top margin of each page including attachments, such that if the document became separated it could easily be put back together. Ensure that each copy if securely fastened and original and all copies are submitted in a sealed envelope or box with the RFP number and the name and address of the offeror on the outside of the package/container. NO PRICE DATA ARE TO BE INCLUDED IN THE TECHNICAL PROPOSALS. Technical proposals will be examined prior to review and price information will be removed or the County may declare a proposal non-responsive because the inclusion of price data in the technical proposal and thus eliminate it from further evaluation. Samples, literature, and other materials may be submitted as appendices but are strongly discouraged. Proposers are cautioned that evaluations may be made on the basis of the technical proposal alone and that the County is under no obligation to consider these added materials. Therefore, it is a good practice in the narrative to describe the purpose of any information in the separately bound volumes. Each proposal shall have sufficient level of detail to enable the County to complete a thorough evaluation of the proposal’s compliance with the County’s requirements. The proposal should be specific, detailed, and complete while clearly and fully demonstrating that the offeror has a thorough understanding of the County’s requirements and the knowledge necessary to meet the requirements. The proposal shall be sufficiently specific to show how the offeror will comply with applicable requirements. Statements to the effect that the offeror understands the specifications or can/will comply with the specifications, and statements paraphrasing (or parroting) the specifications or parts thereof are inadequate. Phrases such as “standard procedures will be employed” or “well-known techniques will be used” do not provide any indication of offeror’s ability to perform the required work. Previously submitted data will not be deemed an adequate explanation of how the offeror will accomplish the required work and how offeror’s previous experience relates to the requirements of this RFP. 1.1 PROPOSAL RESPONSE PACKAGE INSTRUCTIONS Proposals must be divided into three (four, if Exhibit Confidential/Proprietary is included) appropriately labeled and sealed packaged marked as follows:
Package 1 – Minimum Mandatory Requirements Response – Appendices J and K
Package 2 – Technical Proposal – Appendices L through X
Package 3 – Cost/Pricing Proposal – Appendix Y
Package 4 – Exhibit Confidential/Proprietary (if applicable)
In preparing your response, follow all instructions in each template provided. 1.1.1
Package 1 – Minimum Mandatory Requirements Response Appendix J. Cover Letter and Executive Summary Page 13 of 175
COUNTY OF SAN DIEGO (COSD) - REQUEST FOR PROPOSAL (RFP #5947) HEALTH AND HUMAN SERVICES AGENCY (HHSA) KNOWLEDGE INTEGRATION PROGRAM (KIP) COSD INFORMATION EXCHANGE (COSDIE) SYSTEM EVALUATION AND SUBMITTAL REQUIREMENTS Appendix K. Minimum Mandatory Qualifications 1.1.2
Package 2 – Technical Proposal Appendix L. Offeror References Appendix M. Offeror Experience Appendix N. Staff Experience Appendix O. Project Organization and Staffing Time Commitment Appendix P. Functional Specifications Matrix Appendix Q. Functional Specifications Approach Appendix R. Technical Specifications Matrix Appendix S. Technical Specifications Approach Appendix T. Implementation Specifications Matrix Appendix U. Implementation Specifications Approach Appendix V. Work Plan Appendix W. Proposed Change and Exceptions to County Agreement/Insurance Appendix X. RFP Response Checklist
1.1.3
Package 3 – Cost/Pricing Proposal Appendix Y. Cost Workbook
1.1.4
Package 4 – Exhibit Confidential/Proprietary
1.2 MINIMUM MANDATORY REQUIREMENTS – PASS/FAIL – Appendices J and K Offerors submitting proposals for the COSDIE Solution must meet a set a minimum mandatory qualification requirements. The minimum mandatory requirements will be scored on a Pass/Fail basis and are as follows: 1.2.1
Offeror must include a cover letter and executive summary stating the offeror’s intent to propose for this RFP. The offeror’s response must include a submission letter and cover sheet; table of contents; executive summary; confirmation that offeror’s will obtain a performance bond during the term of the contract; and offeror and subcontractor contact information.
1.2.2
Offeror (Prime only) must affirm and provide evidence that the offeror (prime only) has annual revenue of at least $100M Gross and at least 1,000 employees.
1.2.3
Offeror (prime only) must affirm and submit references verifying that offeror has experience in the design, development and implementation of at least three (3) solutions similar in size, complexity and scope to this procurement in the past five (5) years. Include a description of the project, its size (client or person records), the number/type/complexity of systems that were integrated, and the number of users in your response. Similar in size, complexity and scope is defined as: 1.2.3.1 A minimum of 700,000 client/person records across three separate source data systems, 1.2.3.2 A minimum of five (5) source data systems integrated into a Master Data Management (MDM) solution, and 1.2.3.3 A minimum of 1,000 solution users Page 14 of 175
COUNTY OF SAN DIEGO (COSD) - REQUEST FOR PROPOSAL (RFP #5947) HEALTH AND HUMAN SERVICES AGENCY (HHSA) KNOWLEDGE INTEGRATION PROGRAM (KIP) COSD INFORMATION EXCHANGE (COSDIE) SYSTEM EVALUATION AND SUBMITTAL REQUIREMENTS Projects that are still in progress are permissible, provided it can be demonstrated that significant milestones have already occurred and can be verified by the County. If the offeror is unable to meet any one of the above requirements, the offeror’s proposal shall be found nonresponsive and will no longer considered for award. 1.3 TECHNICAL PROPOSAL – Appendices L through X The purpose of the technical proposal is to demonstrate the qualifications, competence and capacity of the firm. The proposal submitted shall be for the contractor’s single, best solution to meet the requirements identified in this RFP. The proposal shall be in the required format with all forms, answers, and attachments sequentially numbered to correspond to the applicable question or requirement. Each proposal shall be typed and be concise but comprehensive. Proposal shall not include promotional material. Proposal shall be in accordance with the requirements discussed herein. All information provided shall be verifiable by telephone. The County may, but is not obligated to, use only those telephone numbers and names of contacts provided in the proposal. The technical proposal shall be submitted in the following order.
Completed P&C 600 Form as the cover page Representation and Certifications form, which will be the second page of the proposal Contract Conflict Certification Indemnification Certification (if applicable) Transmittal letter Table of Contents which lists all proposal pages by sequentially numbered pages Technical proposal: o Section One: Executive Summary o Section Two: Proposed Compliance with Project Requirements: Contractor Scope of Work o Section Three: Proposed Compliance with Project Requirements: System Requirements
NO PRICING INFORMATION SHALL BE INCLUDED IN THE TECHNICAL PROPOSAL. 1.3.1
Appendix L. Offeror References – Include at least three (3) references from projects performed within the last five (5) years that demonstrate the offeror’s ability to perform the scope of work described in the RFP. 1.3.1.1 Subcontractor References (if applicable) – Provide three (3) references for each subcontractor.
1.3.2
Appendix M. Offeror Experience – Describe experience in detail to include: Organization overview, corporate background; understanding of this HHS domain, and experience in public sector.
1.3.3
Appendix N. Staff Experience – Provide narrative of staff experience and include the proposed approach to: roles and responsibilities; summary of skill sets; total years of experience in the proposed role; qualifications, past collaborations and resumes.
1.3.4
Appendix O. Project Organization and Staffing Time Commitment – Provide a narrative of proposed organization and staffing approach to include: organization plan; organization chart; key staff; subcontractors; staff contingency plan; staff management plan; staff retention and approach to working with COSDIE staff.
1.3.5
Appendix P. Functional Specifications Matrix – Complete template as instructed.
1.3.6
Appendix Q. Functional Specifications Approach – Provide narrative of proposed functional approach including an overview of how the proposed solution will meet the County’s reporting requirements.
1.3.7
Appendix R. Technical Specifications Matrix – Complete template as instructed.
1.3.8
Appendix S. Technical Specifications Approach – Provide narrative of proposed non-functional approach including: technical standards, application architecture; data architecture; Business Intelligence (BI) Page 15 of 175
COUNTY OF SAN DIEGO (COSD) - REQUEST FOR PROPOSAL (RFP #5947) HEALTH AND HUMAN SERVICES AGENCY (HHSA) KNOWLEDGE INTEGRATION PROGRAM (KIP) COSD INFORMATION EXCHANGE (COSDIE) SYSTEM EVALUATION AND SUBMITTAL REQUIREMENTS analytics; multi-channel approach; user interfaces; external interfaces, portable architecture; software components; hardware components; system administration; system performance, availability and capacity. 1.3.9A Appendix T. Implementation Specifications Matrix – Complete template as instructed. 1.3.9B Appendix U. Implementation Requirements Approach. Provide narrative of proposed approach including: project management methodology; detailed requirements document, systems designs; software installation and configuration; development methodology; user, administrator and developer training; testing; conversion planning and support; deployment and go-live support; and change management. 1.3.10 Appendix V. Work Plan – Include sufficient detail to give the County an understanding of how the Offeror’s knowledge and approach will:
Manage the work;
Guide work execution;
Document planning assumptions and decisions;
Facilitate communication among stakeholders; and
Define key management review as to content, scope and schedule.
1.3.11 Appendix W. Proposed Change and Exceptions to County Agreement/Insurance – The County has made a determination that it will use the County’s form of agreement and insurance requirements as the basis for the contract. The County’s preferred form of pro forma service contract that the County is prepared to execute as a binding contractual agreement is set forth herein and is accessible in electronic form. You are to indicate your acceptance or rejection of the proposed pro forma contract and insurance requirements, including insurance terms. If you do not accept the terms of any clause as written, propose the specific language changes (deletions and insertions) that would make the term acceptable to your organization; if you need clarification indicate specific wording that you find unclear, and why you consider it unclear. Statements that you find the agreement “generally acceptable” or that you “reserve the right to negotiate particular provisions,” or that certain terms need “to be discussed” may be deemed non-responsive. Failure to specifically reject a proposed term will be deemed an acceptance of such term. In addition, if you intend to propose terms that are more favorable to the County than the terms of the pro forma contract, do so and propose the specific language changes that would make the terms more favorable. Submit a marked draft in electronic form indicating any changes to the pro forma contract. The County may or may not elect to negotiate any exceptions taken as part of its pre-selection or postselection process. Should Offeror take exception(s) to the pro forma agreement, Offeror understands that the County may, as part of its evaluation process, conclude that exceptions are so numerous and/or material as to make Offeror’s response to the solicitation unacceptable. 1.3.12 Appendix X. RFP Response Checklist – Complete checklist as instructed.
1.4 COST/PRICE PROPOSAL – Appendix Y The cost proposal shall be submitted under separate cover from the technical proposal and in the following order.
Completed P&C 600 Form as the cover page Representation and Certifications form, which will be the second page of the proposal Cost/Price Proposal Page 16 of 175
COUNTY OF SAN DIEGO (COSD) - REQUEST FOR PROPOSAL (RFP #5947) HEALTH AND HUMAN SERVICES AGENCY (HHSA) KNOWLEDGE INTEGRATION PROGRAM (KIP) COSD INFORMATION EXCHANGE (COSDIE) SYSTEM EVALUATION AND SUBMITTAL REQUIREMENTS Offerors must base their Cost Proposal on the Statement of Work described in Exhibit D and include all one-time and ongoing costs. All costs for all phases must be firm-fixed price (FFP) with payments based on deliverables as proposed. For work expected to be completed by the ITO, the Offeror shall provide a detailed description of the task as well as an estimated number of hours. Using the rate tables provided in Appendix E.1, ITO Labor Categories and Rates, the Offeror shall provide pricing for tasks to be completed by the ITO. Workbook In order to derive the COSDIE Total Costs, the County has developed a Cost Workbook (COSDIE Appendix Y, Cost Workbook) available to offerors which will be used by the County for evaluation purposes and may be used in negotiations. The Cost Workbook is in MS Excel format. Offerors must provide responses for all components of the costs specified. The Cost Workbook includes eight (8) pre-formatted Excel Worksheets, as outlined below:
Total Cost Summary Worksheet (Form 1) – This Worksheet provides a summary of Total Costs. The content of this Worksheet is automatically populated with information from other Worksheets in the Cost Workbook.
Labor Rates Worksheet (Form 2) – This Worksheet provides the information for specification of Offeror Composite Rates and individual staff classification Hourly Rates for the COSDIE Phases 1-3, potential change orders for Unanticipated Tasks, and to accommodate Application M&O support activities.
Implementation Costs Worksheet (Form 3) – This Worksheet provides the information for specification and pricing of all one-time Offeror-provided services associated with the Phases 1-3 and Unanticipated Tasks. Labor Rates are automatically populated from the Labor Rates worksheet, and hours for each Deliverable/Milestone must be entered by the Offeror to calculate Implementation Costs for Phases 1 through 3 Unanticipated Task Costs are calculated using a fixed 2,000 hours per year and the Labor Rate for Unanticipated Tasks.
Application Maintenance and Operations Support Costs Worksheet (Form 4) – This Worksheet provides the information for specification and pricing of all ongoing Offeror-provided services associated with the support of the COSDIE (this includes the Application Maintenance Period starting after Phase 1 go-live and extending to the end of Year 3 (for the County’s understanding of the costs). Labor Rates are automatically populated from the Labor Rates worksheet, and the Offeror must enter hours by Year to calculate Application Maintenance Costs. This worksheet also includes FFP Hosting and Disaster Recovery Costs by Year over the same Periods, which are FFP.
COTS Costs Worksheet (Form 5) – This Worksheet provides the information for specification and pricing of all one-time and ongoing Offeror software costs.1
Hardware Costs Worksheet (Form 6) – This Worksheet provides the information for specification and pricing of all one-time and ongoing hardware costs.2
Payment Schedule Worksheet (Form 7) – This Worksheet provides the information for details of the deliverables-based payment schedule that specifies payments to the Offeror through final acceptance by the County of each cycle. It also contains payment schedules for Unanticipated Tasks, Application Maintenance, Hosting, Disaster Recovery, COTS, and Hardware.
1 The COTS cost proposed by a Contractor will be used to evaluate its Proposal. However, the County has the right to acquire the packaged software either from the Contractor (based on its Proposal) or from existing licenses. 2 The hardware cost proposed by a Contractor will be used to evaluate its Proposal. However, the County has the right to acquire the hardware either from the Contractor (based on its Proposal) or from other sources.
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COUNTY OF SAN DIEGO (COSD) - REQUEST FOR PROPOSAL (RFP #5947) HEALTH AND HUMAN SERVICES AGENCY (HHSA) KNOWLEDGE INTEGRATION PROGRAM (KIP) COSD INFORMATION EXCHANGE (COSDIE) SYSTEM EVALUATION AND SUBMITTAL REQUIREMENTS Cost Assumptions Worksheet (Form 8) – This Worksheet provides the Offeror’s assumptions upon which its cost is being determined. Assumptions must not conflict with terms and conditions of the RFP, including the County’s General Provisions or Mandatory Requirements of this RFP.
Offerors are responsible for entering cost data in the format prescribed by the Cost Workbook. Formulas have been inserted in the appropriate cells of the worksheets to automatically calculate summary numbers, and must not be altered. Further instructions for entering cost data are included in the worksheets. It is the sole responsibility of the offeror to ensure that all mathematical calculations are correct and that the Total Costs in Form 1, Total Cost Summary, reflect the Proposal Amount for this RFP. Completion of the Cost Workbook and worksheets is mandatory. Applicable purchase, delivery, tax, services, safety, license, travel, per diem, Offeror’s staff training, Project facility, and any other expenses associated with the delivery and implementation of the proposed items must be included in the Offeror’s costs and fixed Hourly Rates. The Cost Proposal MUST BE A SEPARATE SUBMISSION from the Technical Proposal. No Cost Information may appear in the Technical Proposal submission. If Cost Information is included in the Technical Proposal, the County may disqualify the offeror from consideration. 1.5 Proposal Crosswalk – Mandatory Templates The following table summarizes the Packages and Templates that must be used in the offeror’s response. Each Template corresponds to a section of the offeror’s proposal described above. Table I-1.
Mandatory Response Templates
Response Template Location
Template Title
Package 1
RFP Minimum Mandatory Requirements Response Contents
Appendix J
Cover Letter and Executive Summary
Appendix K
Minimum Mandatory Qualifications
Package 2
Technical Proposal Contents
Appendix L
Offeror References
Appendix M
Offeror Experience
Appendix N
Staff Experience
Appendix O
Project Organization and Staffing Time Commitment
Appendix P
Functional Specifications Matrix Page 18 of 175
COUNTY OF SAN DIEGO (COSD) - REQUEST FOR PROPOSAL (RFP #5947) HEALTH AND HUMAN SERVICES AGENCY (HHSA) KNOWLEDGE INTEGRATION PROGRAM (KIP) COSD INFORMATION EXCHANGE (COSDIE) SYSTEM EVALUATION AND SUBMITTAL REQUIREMENTS Response Template Title Template Location Appendix Q
Functional Specifications Approach
Appendix R
Technical Specifications Matrix
Appendix S
Technical Specifications Approach
Appendix T
Implementation Specifications Matrix
Appendix U
Implementation Specifications Approach
Appendix V
Work Plan
Appendix W
Proposed Changes and Exceptions to Draft Contract/Service Agreement
Appendix X
RFP Response Checklist
Package 3
Cost Proposal Contents
Appendix Y
Cost Workbook
Respondents are not to change any of the pre-filled cells in any of the tables of the reference templates. Any changes to the pre-filled cells in any of the tables of the reference templates could lead to the disqualification of a respondent. 1.7 Procurement Library The following table describes the documents that will be available in the Procurement Library located at http://iwscosdp:90/hhsa/programs/sd/kip/CoSDIE/rfp.html for reference purposes only. Table I-2.
Procurement Library Content File #
Procurement Library Item File Name
1
COSD CAO Administrative Manual 0040-09-02
2
LWSD (Web Link)
3
ITO Contract (Web Link)
4
San Diego Beacon (Web Link)
5
COSD General Management System (Web Link)
6
Client-Based To-Be Workflows
7
Population-Based To-Be Workflows Page 19 of 175
COUNTY OF SAN DIEGO (COSD) - REQUEST FOR PROPOSAL (RFP #5947) HEALTH AND HUMAN SERVICES AGENCY (HHSA) KNOWLEDGE INTEGRATION PROGRAM (KIP) COSD INFORMATION EXCHANGE (COSDIE) SYSTEM EVALUATION AND SUBMITTAL REQUIREMENTS File #
Procurement Library Item File Name
8
LIHP Program Documentation
9
AB109 Program Documentation
2. Proposal Evaluation 2.1 Responses to the requested information in the Submittal Requirements will be the key components of evaluation. Offeror shall use the templates provided within the Exhibits and Appendices to furnish requested information (See Appendix X for a complete checklist of all required response templates). All responses and attachments shall be sequentially numbered to correspond to the applicable question or requirements. The expectation is that those proposals found to be in the competitive range and considered for contract award will exceed the minimum requirements. 2.2 The County of San Diego may undertake, at its sole discretion, its own investigation of public records relating to the responder and/or its owner(s), partners and/or its principal shareholders. This may, but is not required to, include an examination of all recorded documents maintained by the Assessor/Recorder/County Clerk for the County of San Diego and/or the county of the responder’s principal operation and/or where it performs it major contracts; all documents maintained by the California Secretary of State including, but not limited to, corporate records, records of judgment liens on personnel property, and recorded security interests; an all other records maintained by regulatory agencies relating to the contractor. The County may also research records on publicly held companies on file at the Securities and Exchange Commission, Department of Justice, and any other federal and state agencies. 2.3 The submittal requirements listed below are in DESCENDING ORDER of importance and will be weighted in the evaluation of the offeror’s written and oral proposals accordingly. The proposal should give clear, concise information in sufficient detail and in the order presented below to allow an evaluation based on these requirements. Although some of the elements listed below will be weighted more heavily than others, all requirements are considered necessary for evaluation. An offeror must, therefore, be acceptable in all areas to be eligible for award of a contract. The expectation is that those proposals in the competitive range and considered for contract award will exceed the minimum requirements.
Business Solution, including: o Functional Requirements Response o Technical Requirements Response o Implementation Approach and Requirements Response Offeror Experience, including: o Organizational Experience and Financial Stability o Offeror References Project Staff and Project Organization, including: o Project Organization and Staffing Time Commitment o Staff Experience Cost Response
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COUNTY OF SAN DIEGO (COSD) - REQUEST FOR PROPOSAL (RFP #5947) HEALTH AND HUMAN SERVICES AGENCY (HHSA) KNOWLEDGE INTEGRATION PROGRAM (KIP) COSD INFORMATION EXCHANGE (COSDIE) SYSTEM
RFP #5947 REQUEST FOR PROPOSAL (RFP #5947) HEALTH AND HUMAN SERVICES AGENCY (HHSA) KNOWLEDGE INTEGRATION PROGRAM (KIP) COSD INFORMATION EXCHANGE (COSDIE) SYSTEM
DRAFT PRO FORMA SERVICE AGREEMENT INCLUDES:
Exhibit A, Agreement Exhibits 1.2-16.4 Exhibit B, Insurance and Bonding Requirements Exhibit C, Cost/Pricing/Payment Schedule Exhibit D – Scope/Statement of Work Appendices A-Z
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COUNTY OF SAN DIEGO (COSD) - REQUEST FOR PROPOSALS (RFP) NO. 5947 HEALTH AND HUMAN SERVICE AGENCY (HHSA) KNOWLEDGE INTEGRATION PROGRAM (KIP) COSD INFORMATION EXCHANGE (COSDIE) SYSTEM EXHIBIT A – AGREEMENT
KNOWLEDGE INTEGRATION PROGRAM (KIP) COUNTY OF SAN DIEGO INFORMATION EXCHANGE (COSDIE) SYSTEM
COUNTY CONTRACT NO. __TBD_____
By and Between ________TBD__________ and The County of San Diego ______TBD____, 2013
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COUNTY OF SAN DIEGO (COSD) - REQUEST FOR PROPOSALS (RFP) NO. 5947 HEALTH AND HUMAN SERVICES AGENCY (HHSA) KNOWLEDGE INTEGRATION PROGRAM (KIP) COSD INFORMATION EXCHANGE (COSDIE) SYSTEM EXHIBIT A – AGREEMENT This County of San Diego Information Exchange (COSDIE) System Agreement (“Agreement”) is made as of the _____ day of __TBD__, 2013 (“Effective Date”) between the County of San Diego, a political subdivision of the State of California having administrative headquarters at 1600 Pacific Highway, San Diego, California 92101 (“County”), and _____________TBD____, a _TBD________, having a principal place of business at _____TBD___________ (“Contractor”). RECITALS This Agreement is made in contemplation of the following facts and circumstances: A. The County desires to acquire a new electronic information exchange system to provide for and facilitate the exchange of health, human services, public safety, and other information among various County programs, and in particular, among the County’s Behavioral Health Services, the County Aging and Independence Services, the County’s Child Welfare Services, the County’s Public Health Services, other divisions, programs and departments of the County’s Health and Human Services Agency, County Housing and Community Development, and the County’s Probation Department. The System will facilitate a person-centered approach to the provision of care to specified San Diego County residents who receive services directly or indirectly from the County of San Diego, and will be developed so that future County programs and departments will be able to leverage the System solution for other information sharing needs. B. The County, by action of its Board of Supervisors (“BOS”) taken on October 30, 2012, (Minute Order No. 2) authorized the Purchasing and Contracting Director, pursuant to Charter Section 703.10 of the Charter of the County of San Diego, to negotiate and to award a contract for acquisition of a new COSDIE. C. Contractor is in the business of and has the technical expertise necessary to perform or have performed all tasks necessary to deliver to County a new electronic information exchange (COSDIE) that meets County’s functional requirements. D. County desires to engage Contractor, and Contractor desires to accept such engagement, to develop, furnish, and install the COSDIE, in accordance with the terms and conditions of this Agreement, and the exhibits attached hereto and documents expressly incorporated herein by reference. AGREEMENT NOW, THEREFORE, for valuable consideration County and Contractor agree as follows: 1.
DEFINITIONS
Unless otherwise defined herein, capitalized terms used in this Agreement shall have the following definitions. 1.1 Accept/Acceptance shall mean determination by County Program Manager that a Deliverable (including a Module or the System as a whole as the context requires) or Training, as the case may be, Conforms and otherwise meets the requirements set forth in this Agreement, and shall be evidenced by County Program Manager’s delivery to Contractor of an Acceptance Certificate. 1.2 Acceptance Certificate shall mean a certificate in the form attached hereto as Exhibit 1.2 indicating County’s Acceptance of a Deliverable or the Training, as the case may be.
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COUNTY OF SAN DIEGO (COSD) - REQUEST FOR PROPOSALS (RFP) NO. 5947 HEALTH AND HUMAN SERVICES AGENCY (HHSA) KNOWLEDGE INTEGRATION PROGRAM (KIP) COSD INFORMATION EXCHANGE (COSDIE) SYSTEM EXHIBIT A – AGREEMENT 1.3 Acceptance Test shall mean the acceptance tests developed by Contractor and accepted by County for Automated Deliverables as defined in Article 5. 1.4 Administrator or Operator Trainees shall mean those individuals employed by the Outsourcer who work on the Project under a work order issued by the County to the Outsourcer pursuant to which they will receive Administrator Training from Contractor, and will perform other services in connection with the Project as specifically set forth in this Contract. 1.5 Administrator Training shall mean training of County Personnel and the Administrator Trainees to properly and efficiently operate and maintain a particular Module or the System as a whole, as the case may be. 1.6
Automated Deliverable shall have the meaning set forth in Article 5.
1.7
BOS shall mean County of San Diego Board of Supervisors.
1.8
Business Day shall mean a day the County Administrative Offices are open for business to the public.
1.9
Change shall mean a modification to the Specifications or the Project Plan.
1.10 Change Order shall mean a written change order, in the form of Exhibit 1.10, and more particularly described in Article 12. 1.11 Conform(s)/Conforming/Conformance of a Deliverable or Training, as the case may be, shall mean: (a) the timely delivery of the subject Deliverable (including but not limited to a Module or the System as a whole) or performance of the Training (as the case may be) in accordance with the Project Schedule; (b) compliance of the Deliverable or the Training (as the case may be) with the requirements of this Agreement including but not limited to the applicable Specifications, achievement of the Expected Results and the absence of Defects; (c) in the case of a Document Deliverable, the satisfaction of the standards described in Article 4; (d) in the case of an Automated Deliverable, the satisfaction of the standards described in Article 5; and (e) conformance with all generally accepted industry standards applicable to the Deliverable or Training (as the case may be). 1.12 Contractor Software shall mean all Software the copyright of which is owned by Contractor, or of which Contractor is licensee with the right to sublicense to County the rights described in Section 10.1. 1.13
Contractor Personnel shall mean the personnel of Contractor or of any Subcontractor.
1.14 COTS Software shall mean commercially available Software that is licensed directly from a third party to County in its “off the shelf” form. 1.15 County Personnel shall mean the elected and appointed officials and employees of County and third party independent contractors engaged by County working on County matters including but not limited to personnel of the Outsourcer. 1.16 Custom Software shall mean Software developed by Contractor (or a Subcontractor) in connection with the Project including custom modifications and/or enhancements to COTS Software. 1.17 Defects shall mean any defect or combination of defects in the System, its Hardware, Software and/or any Deliverable or component of any of the foregoing, including: (a) the System, Hardware, Software or Deliverable or component of the foregoing not being in accordance with the Specifications, the requirements of this Agreement, or Page 24 of 175
COUNTY OF SAN DIEGO (COSD) - REQUEST FOR PROPOSALS (RFP) NO. 5947 HEALTH AND HUMAN SERVICES AGENCY (HHSA) KNOWLEDGE INTEGRATION PROGRAM (KIP) COSD INFORMATION EXCHANGE (COSDIE) SYSTEM EXHIBIT A – AGREEMENT failing to pass the applicable Acceptance Test; (b) defects which prevent the System, Hardware, Software and/or Deliverable or component of the foregoing, as applicable, from Conforming, or performing in accordance with the Specifications; (c) defects in the System, Hardware, Software and/or Deliverable or component of the foregoing, as applicable, which result from deviations from commonly accepted standards for normal and correct operation of computer programs and/or systems, even if not explicitly mentioned in the Specifications, (d) defects in the System, Hardware, Software and/or Deliverable or component of the foregoing which either prevent the user from using the System, Hardware, Software and/or Deliverable or component of the foregoing as intended, or which result in an unacceptable impact on the user’s other activities; (e) defects which do not prevent the user from using the System, Hardware, Software and/or Deliverable or component of the foregoing, but such use is without all required functionality; and, (f) defects where the System, Hardware, Software and/or Deliverable or component of the foregoing (i) abnormally ceases functioning, or (ii) produces incorrect or misleading information, erroneously interprets information given to it or produces similar deviations, except in those instances where erroneous or corrupted data input by the County is the sole cause of such Defects. 1.18 Deliverable shall mean the Document Deliverables and the Automated Deliverables. As the context requires, Deliverable shall include a Module, or the System as a whole. 1.19 Deliverables Chart shall mean the chart attached hereto as Exhibit 1.19 setting forth certain Deliverables and Training, including but not limited to all Deliverables and Training constituting Milestones, and the dates by which such Deliverables and Training must be delivered to and Accepted by County. The Deliverables Chart is incorporated into and shall be deemed a part of the Project Plan. 1.20 Detailed System Design shall mean the Document Deliverable delivered by Contractor to County in accordance with the Project Plan setting forth specifically and in full detail the technical means by which Contractor will deliver to County the System, consistent with the General System Design, but in all events which Conforms to and provides all functionality described in the Functional Specifications. 1.21 Documentation shall mean the written documentation necessary to permit County Personnel to use, Operate and Maintain the System or any Automated Deliverable or Module, together with such documentation as is more particularly described in the Specifications, including training, user and technical support manuals. 1.22 Document Deliverable shall mean all written deliverables other than Software, including Documentation, the Project Plan, and documents described in the Deliverables Chart and the Project Plan to be delivered by Contractor to County hereunder. 1.23
Effective Date shall mean ____TBD____, 2013.
1.24 Expected Results shall mean a complete and detailed explanation of the anticipated or predicted results or outcomes of the performance of an Automated Deliverable, after conducting the applicable Acceptance Test. 1.25 Functional Specifications shall mean specifications describing, without limitation, the features, functionality and processing capabilities of the System, and identifying Software and Hardware requirements needed to implement such features, functionality and processing capabilities. The Functional Specifications shall incorporate and be deemed to include the following documents, in the following order of precedence: (1) Scope of Work; and, (2) General System Design. Page 25 of 175
COUNTY OF SAN DIEGO (COSD) - REQUEST FOR PROPOSALS (RFP) NO. 5947 HEALTH AND HUMAN SERVICES AGENCY (HHSA) KNOWLEDGE INTEGRATION PROGRAM (KIP) COSD INFORMATION EXCHANGE (COSDIE) SYSTEM EXHIBIT A – AGREEMENT To the extent the Scope of Work conflicts with the General System Design, the Scope of Work shall be controlling. 1.26 General System Design shall mean a Document Deliverable delivered by Contractor to County in accordance with the Project Plan setting forth in general terms the technical means by which Contractor will deliver to County a System which conforms to and provides all functionality described in the Scope of Work. Without limiting the generality of the foregoing, the General System Design shall include all business rules and pictures of all user screens. Upon Acceptance of the General System Design, the General System Design shall be deemed to be part of the Technical Specifications. 1.27 Go-Live with respect to a particular Module or the System shall mean the point at which that Module or the System, as the case may be, has been Accepted and that Module or the System, as the case may be, has been placed into operation in accordance with Article 9. 1.28
Hardware shall mean computer hardware and equipment.
1.29 HHSA shall mean the County of San Diego Health and Human Services Agency and shall include all of its divisions, programs and services. 1.30 HPES shall mean HP Enterprise Services LLC, the contractor serving as the County’s Outsourcer as of the Effective Date, and its subcontractors and agents. HPES shall also include any successor County Outsourcer or Outsourcers. 1.31 Interface shall mean and/or generally describe the means of exchange of data between any component of the KIP, on the one hand, and either any other component of the KIP or any component of a non-COSDIE system. For the purposes of this definition, “component” shall be construed broadly and shall include, without limitation, any system file, database or application, including, without limitation, the languages and codes by which the systems, files, or databases communicate with each other and/or the associated hardware. Without limiting the generality of the foregoing, Interfaces include both data coming into KIP from non-KIP systems and components, as well as data going from the KIP to other non-KIP components and systems, whether or not such non-KIP components and systems are County maintained or controlled. 1.32
RESERVED
1.33
“JAMS” shall mean Judicial Arbitration and Mediation Services, Inc.
1.34
Key Employees shall mean those positions and persons identified in Section 13.3.
1.35 Knowledge Integration Program (KIP) shall mean a portfolio of inter-related projects managed as a program by the County to implement person-centered service delivery, supported by the COSDIE. 1.36 Milestone means the Acceptance of any Deliverable or Training which entitles Contractor to a payment, as shown on the Deliverables Chart. 1.37 Minimum Acceptable Service Levels shall mean, unless otherwise specified, the minimum accepted service levels (MASLs) set forth in Appendix G to the SOW attached hereto as Exhibit D.
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COUNTY OF SAN DIEGO (COSD) - REQUEST FOR PROPOSALS (RFP) NO. 5947 HEALTH AND HUMAN SERVICES AGENCY (HHSA) KNOWLEDGE INTEGRATION PROGRAM (KIP) COSD INFORMATION EXCHANGE (COSDIE) SYSTEM EXHIBIT A – AGREEMENT 1.38 Module means a discrete functional module or subsystem comprising a component of the System as a whole which module or subsystem is capable of being accepted by the County and put into operation as its System of Record as part of a phased, modular approach to development of the System as a whole. 1.39 Operate and Maintain/Operation and Maintenance shall mean the performance of all tasks necessary to properly operate an Accepted Module or the System and to deliver to users all functionality of that Module or the System at all times in accordance with required service levels and as set forth in the Specifications and to provide all routine maintenance and repair of the Module or System throughout the expected life of the Module or System. Without limiting the foregoing, the tasks necessary to operate an Accepted Module or the System shall be deemed to include, without limitation, database administration and application management and administration. As used in this definition, routine maintenance and repair shall mean all work necessary to keep the Module or System performing in accordance with the Specifications, excluding free warranty services performed by Contractor or a third party. 1.40 Operating Environment shall mean all manual and automated systems, equipment and processes employed by the County other than the System, as they are modified from time to time. 1.41 Outsourcer shall mean the contractor providing general information technology and telecommunications outsourcing services to County. 1.42 Production System shall mean, as the context requires, a Module or the System operated in the “live” environment, using current, real data (not prototype data), production hardware, software, network and interfaces. 1.43
Program Manager shall mean the senior County official involved in oversight of the Project.
1.44 Project shall mean the planning, documenting, designing, procuring, developing, delivering, installing, integrating, making operational and supporting of the System and furnishing of the Services, all as is described in the Project Plan, the Specifications and this Agreement. 1.45 Project Plan shall mean the Project Plan, as described in Section 3.2 once Accepted by County in accordance with the provisions of Article 3, as the same may be revised thereafter in accordance with Article 3. 1.46 Project Manager(s) shall mean the individual(s) designated by the respective parties as described in Article 13 who (along with County’s Program Manager) will be responsible for administering and coordinating this Agreement including all major decisions related to the Agreement, as well as the day-to-day management of the work to be performed in connection with this Agreement. 1.47 Project Schedule shall mean a schedule setting forth the schedule for performance of all Services and delivery of all Deliverables (including, but not limited to, Modules and the System as a whole), including performance and delivery deadlines and Milestones and identifying critical path items. 1.48 Rejection Statement shall mean a reasonably detailed description of reasons for rejection by County of any Deliverable (including without limitation any Module or the System as a whole) or Training under the applicable acceptance provisions herein, in the form attached hereto as Exhibit 1.48. 1.49 Scope of Work shall mean the Scope of Work prepared by the County, attached as Exhibit D, all exhibits and appendices thereto, and the Implementation, Functional, and Technical Specifications incorporated therein by reference.
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COUNTY OF SAN DIEGO (COSD) - REQUEST FOR PROPOSALS (RFP) NO. 5947 HEALTH AND HUMAN SERVICES AGENCY (HHSA) KNOWLEDGE INTEGRATION PROGRAM (KIP) COSD INFORMATION EXCHANGE (COSDIE) SYSTEM EXHIBIT A – AGREEMENT 1.50 Services shall mean the services performed by Contractor or a Subcontractor for the benefit of County in connection with the Project, including development of the System and Training. 1.51 Software shall mean an ordered series of instructions or statements, in object code and/or source code form, as the case may be, for controlling the operation of a central processing unit to execute a process to be performed on a computer or network System. Software includes the Custom Software, Contractor Software and the COTS Software. 1.52 Specifications shall mean, collectively, the Functional Specifications and the Technical Specifications, as such specifications may be amended from time to time during the term of the Agreement through the Change Order process. 1.53
Subcontract shall mean the agreement between Contractor and a Subcontractor.
1.54 Subcontractor shall mean an independent contractor firm who furnishes goods or services to Contractor pertaining to this Agreement other than standard commercial supplies, office space and printing services. 1.55
Support Services shall have the meaning set forth in Article 16.
1.56 System shall mean the COSDIE meeting the Specifications and consisting of all Modules and Deliverables, as such System as a whole is installed, made operational, implemented and integrated at County. 1.57 System Price shall mean the entire, turn-key price for all work furnished hereunder including the System, Services, Training and Support Services, as set forth in Article 15. 1.58 Technical Specifications shall mean the specifications set forth in the General System Design, as clarified, augmented and amended by the Detailed System Design delivered by Contractor and Accepted by County in accordance with the Project Plan. To the extent that the Detailed System Design as Accepted by the County is inconsistent with the General System Design, the Detailed System Design shall govern. 1.59 may require.
Training shall mean either or both of the Administrator Training and the User Training, as the context
1.60
Transition Plan shall have the meaning set forth in Section 9.2.
1.61
Reserved.
1.62
Updates shall have the meaning set forth in Section 16.1.
1.63
Users shall mean County Personnel who will be users of the System.
1.64
User Test shall have the meaning set forth in Section 9.5.2.
1.65 in Section 13.8.
User Training shall mean the training to be provided to Users by the User Training Team as described
1.66
User Training Team shall have the meaning set forth in Section 13.8.
1.67
User Training Test Plan shall have the meaning set forth in Section 9.5.2. Page 28 of 175
COUNTY OF SAN DIEGO (COSD) - REQUEST FOR PROPOSALS (RFP) NO. 5947 HEALTH AND HUMAN SERVICES AGENCY (HHSA) KNOWLEDGE INTEGRATION PROGRAM (KIP) COSD INFORMATION EXCHANGE (COSDIE) SYSTEM EXHIBIT A – AGREEMENT 2.
CONTRACTOR OBLIGATIONS
Without limiting the other obligations of Contractor set forth elsewhere in this Agreement, Contractor shall comply with all of the obligations set forth in this Article 2. 2.1 Delivery of System. Contractor shall plan, design, develop, configure, test, document, procure, integrate, convert, deliver, install, make operational, implement and support the System and provide to County all Deliverables and Services in accordance with the requirements of this Agreement, the Deliverables Chart, the Project Schedule, the Specifications and the Project Plan, as they may be amended from time to time hereunder. Without limiting the generality of the foregoing, Contractor shall itself or through the use of Subcontractors provide all labor, facilities, equipment, accessories, tools and other items and do all work required for the Project where the same are not expressly identified in this Agreement as being provided by County. County shall only be required to provide the labor, facilities, equipment, utilities, telephone service or other support particularly set forth on Exhibit 2.1. County may, but shall have no obligation to, provide additional support to Contractor in connection with the Project. Exhibit 2.1 shall be incorporated into, and shall be deemed to be part of, the Project Plan. Without limiting the generality of the foregoing, if any Service, Hardware or other Deliverable is required to complete the System and the provision of that Service, Hardware or other Deliverable, whether by the County, the Outsourcer or any other person or entity, is not listed on Exhibit 2.1, Contractor acknowledges and warrants that it will provide or cause to be provided the Service, Hardware or other Deliverable for the firm fixed System Price. 2.2 Security and Privacy. As more particularly described in the Specifications, Contractor shall at all times use its best efforts but in no event less than current industry best practices and applicable federal, state and local laws and regulations to protect the security and privacy of the System and all County data where “security” is defined as protection of software and data from natural and human-caused hazards, and where “privacy” is defined as protection of software and data from unauthorized access and manipulation. Contractor shall also assure integrity of data by establishing and maintaining safeguards against the destruction, loss or unauthorized alteration of County’s data. Contractor shall further design the System to prevent, to the greatest extent possible, security and privacy breaches, to address contingencies in the event of an unavoidable security or privacy breach, and to provide recovery and backup operation. Contractor shall comply with all of the requirements set forth in Exhibit 2.2, Business Associate Terms, which are incorporated herein by this reference. 2.3 Disabling Code and Viruses. Contractor shall ensure that all Automated Deliverables provided by it do not contain any virus, Trojan horse, worm, backdoor, shutdown mechanism or similar software, code or program (“malicious programs”) which may have the effect of disabling, denying authorized access to, damaging, corrupting or destroying any County data or any portion of the System or County’s other systems, networks, or software. If either County or Contractor becomes aware of the existence of such a malicious program, it shall notify the other Party thereof and Contractor shall, at no additional cost to County, promptly remove the malicious program, repair the System and County’s data, and repair any other damage done by the malicious program. 2.4 Interfaces. Contractor shall meet the interface requirement and standards set forth in the Specifications, together with the requirements set forth in Article 8.0. Unless otherwise specified in the Contract, Contractor is responsible for the design, development, testing, and implementation of all Interfaces for data outbound from the KIP to other systems as well as those Interfaces for data inbound from other systems into the KIP. 2.5 Data Conversion and System Transition. Contractor shall meet the System transition requirements and standards set forth in the Specifications and Articles 7.0 and 9.
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COUNTY OF SAN DIEGO (COSD) - REQUEST FOR PROPOSALS (RFP) NO. 5947 HEALTH AND HUMAN SERVICES AGENCY (HHSA) KNOWLEDGE INTEGRATION PROGRAM (KIP) COSD INFORMATION EXCHANGE (COSDIE) SYSTEM EXHIBIT A – AGREEMENT 2.6 Training. Contractor shall meet the training requirements set forth in Article 9 and the Specifications and, without limiting the generality of the foregoing, shall provide (i) Administrator Training to the Administrator Trainees sufficient to ensure that the Administrator Trainees, by Cut-Over of a Module or the System, as the case may be, are able to properly and efficiently Operate and Maintain the Module or the System in accordance with all required service levels, without support from Contractor, any third party, or any other County Personnel, and (ii) User Training sufficient to ensure that the Users are properly trained in the use of all relevant functions of the Module or the System. 2.7 Documentation. Contractor shall meet the standards and requirements regarding Documentation set forth in the Specifications. 2.8 Operating Environment. Contractor shall provide the Deliverables and perform Services described in this Agreement such that the Modules and the System, when installed, will properly operate in and interoperate with the Operating Environment, and shall meet the requirements described in the Specifications. 2.9 Support Services. Contractor shall make available to County the Support Services as more specifically set forth in Article 16. 2.10 Delivery and Installation. Contractor shall provide for or cause to be provided for on-site installation of the System, including without limitation, the Hardware and Software, in accordance with all Project Schedule deadlines and other requirements set forth in the Project Plan. 2.11 Access to County or HPES Facilities. It shall be Contractor’s responsibility to plan for, coordinate, pay for and obtain necessary permissions, including any County required background checks which Contractor shall update as County may require, to access any County or HPES facilities in order to perform the Services, and to comply with all relevant notice, security, and safety requirements in connection therewith. This Section 2.11 shall apply to both physical and remote access to County or HPES facilities, including access to County or HPES maintained IT infrastructure. 2.12 Compliance with Law. COSDIE data repositories are subject to multiple laws, regulations and contractual confidentiality mandates. Contract must comply with all applicable laws and regulations pertaining to the performance of the project, including but not limited to those relating to employment. 2.13
Performance Bond.
2.13.1 Concurrently with the execution of this Agreement Contractor, shall deliver to County a performance bond satisfactory to the County and shall thereafter continuously maintain such bond (or a replacement bond) in effect for the period commencing on the Effective Date and ending one year following Acceptance of all Training with respect to the System, to ensure performance of Contractor’s obligations to County. If any surety upon any bond furnished by Contractor becomes unacceptable to County in its reasonable discretion, or if such surety fails to furnish reports of its financial condition from time to time as requested by the County or if the System Price and any other sums paid and payable by County hereunder increase to such an extent that the sum of such bond becomes inadequate in the opinion of the County, Contractor shall upon County’s request promptly furnish such additional security as County may reasonably require to protect County’s interests. Contractor’s failure to deliver or maintain in effect the performance bond required by this section shall constitute a material breach by Contractor. 2.13.2 The amount of the performance bond shall be equal to the total System Price, or, if Contractor’s Deliverable Chart provides for the phased delivery of the System in discrete Modules, the Contractor may obtain and keep in effect a bond in an amount equal to the total price associated with all Modules then under development. For the purposes of section 2.13, (i) the total price associated with a Module shall mean the total of all Milestone payments for Page 30 of 175
COUNTY OF SAN DIEGO (COSD) - REQUEST FOR PROPOSALS (RFP) NO. 5947 HEALTH AND HUMAN SERVICES AGENCY (HHSA) KNOWLEDGE INTEGRATION PROGRAM (KIP) COSD INFORMATION EXCHANGE (COSDIE) SYSTEM EXHIBIT A – AGREEMENT any work associated with that Module or a component thereof, plus twenty percent (20%) and (ii) the term “under development” means that any work associated with the performance, procurement, production or delivery of any part of the Services, Deliverables or Training associated with that Module has commenced, including, without limitation, design, development, testing, training, or implementation, and the subject Module and all Training associated with that Module have not yet been Accepted by the County. When a Module is no longer under development, the Module and all Training for the Module have been accepted by the County and the Module has become a Production System the Contractor may reduce the amount of the bond by the total price associated with that Module. In no event shall the amount of the performance bond maintained by Contractor as required by Section 2.13 be less than Two Million Dollars ($2,000.000.00). 2.14 Location of Performance. Except where Contractor obtains the County’s prior written approval, Contractor shall perform all of the Services only from or at locations within the geographic boundaries of the continental United States. Any County approval for the performance of Services outside of the continental United States shall be limited to the specific instance and scope of such written approval, including the types of Services and locations involved. Notwithstanding the foregoing, this Section 2.14 shall not restrict the country or countries of origin of any assets purchased to provide the Services hereunder; provided, that when such assets are used to provide the Services, such assets shall be used only from or at locations within the geographic boundaries of the continental United States.
3.
PROJECT PLAN 3.1 Development of Project Plan. Contractor shall develop a detailed Project Plan setting forth the Services, Deliverables, Milestones and Project Schedule necessary to meet the requirements of the Functional Specifications and to develop and deliver all Deliverables, Modules, the System and the Training. 3.2 Project Plan. Within thirty (30) days following the Effective Date of this Agreement, Contractor, working with the County Project Manager, shall provide to County Program Manager, for County Program Manager’s Acceptance as described below, an initial proposed Project Plan. The Project Plan shall be consistent with and shall incorporate the Deliverables Chart and the County provided resources and support requirements set forth on Exhibit 2.1, shall be comprehensive in scope and breadth, and shall address in adequate detail all subject matter content generally described in this Agreement, the Scope of Work and on the Deliverables Chart, and shall include, without limitation, a Gantt chart, task descriptions, a Project Schedule and expected resources of both parties consistent with the terms of this Agreement and shall set forth in reasonable detail the work plan proposed by Contractor to develop, furnish, install, and make operational, itself or through Subcontractors, the System, provide the Training and otherwise perform the Project and deliver the System as required by this Agreement. Without limiting the generality of the foregoing, the Project Plan shall identify interdependencies between and among the components of the System, Services to be performed, the Deliverables and Training, and shall describe in detail the sequencing of work, and all necessary preconditions which must be satisfied before particular Services or Training are performed and/or Deliverables delivered. 3.3 Acceptance of the Project Plan. The Project Plan is a Document Deliverable hereunder, subject to the Acceptance by the County Program Manager pursuant to the provisions of Article 4. Without limiting the generality of the foregoing, County may issue a Rejection Statement if the proposed Project Plan is inconsistent with the Deliverables Chart or the County provided resources and support requirements set forth on Exhibit 2.1. 3.4 Minor Deviations From Project Plan. Contractor may make minor deviations from the Project Plan without obtaining prior written consent of County’s Program Manager, or complying with the Change process set forth in Article 12. Contractor shall give County’s Program Manager prior written notification of any such planned deviation through the delivery of an updated status report (including a revised Project Plan, Gantt chart and Project Schedule) Page 31 of 175
COUNTY OF SAN DIEGO (COSD) - REQUEST FOR PROPOSALS (RFP) NO. 5947 HEALTH AND HUMAN SERVICES AGENCY (HHSA) KNOWLEDGE INTEGRATION PROGRAM (KIP) COSD INFORMATION EXCHANGE (COSDIE) SYSTEM EXHIBIT A – AGREEMENT which shows the impact, if any, of such deviations on the remainder of the Project. As used in this Section, “minor deviations” means those adjustments to the tasks or resources required of Contractor or to the date on which Services are to be performed or a Deliverable is scheduled to be delivered and/or Accepted which do not (i) alter or eliminate any Specifications, Deliverables or Training; (ii) change the period of time County is given to review any Deliverable or Training or Contractor is given to correct a Deliverable or Training; (iii) result in Contractor deviating from the deadlines for Milestones (earlier or later); or (iv) require any greater resources from the County than those identified in the Gantt Chart presented with the Project Plan that has been Accepted by the County. 3.5 Changes to Project Plans. Any change in the Project Plan other than those permitted pursuant to Section 3.4 shall be a Change requiring approval pursuant to the process described in Article 12. From and after acceptance of such revised Project Plan through the Change process (Article 12), the revised Project Plan shall supersede the prior approved Project Plan in all respects. 3.6 Monthly Status Report. On the Friday before the second Wednesday of every calendar month during the term hereof, Contractor shall deliver to County Project Manager and County Program Manager a monthly status report in form and content reasonably satisfactory to County and in both printed (hard) and computer (soft) media in such quantities as County may direct (not to exceed sixteen (16) copies in each medium) which describes the progress of the Project, including, (i) an updated Project Plan reflecting any changes to the Project Plan, (ii) a report updating the status of each Deliverable under development and Services being performed, (iii) a detailed description of the tasks and schedules as required to implement the System for the interim period until the next monthly status report, including the level of compliance with the Project Schedule, (iv) a listing of the resources County is required to provide, in accordance with the Project Plan, during the subsequent calendar month, (v) a general updated description of the tasks and schedules therefore required to implement the System for the remainder of the term, (vi) specific identification of all new tasks commenced by Contractor, all ongoing tasks, and identifying any tasks which are overdue or behind schedule, and (vi) such other information as is customarily included in monthly status reports prepared by Contractor, or which is reasonably requested by County. At County’s request, Contractor shall present the monthly status report at a meeting at which County Project Manager and other County Personnel and County contractors as selected by County are present, and attended by Contractor Project Manager and, at the County’s request, knowledgeable representatives of the Contractor and Subcontractors shall be available in order to permit County Program Manager, County Project Manager and other County invitees to ask questions with respect to any matter relating to the Project, whether or not addressed in the monthly status report. 3.7
External Relations.
3.7.1 Third Party Inquiries. Contractor’s Project Plan shall include a response plan to address any public inquiries regarding the COSDIE. This response plan shall include, but not be limited to, Contractor’s approach to responding to media inquiries. Contractor shall notify County immediately of any media or other third party inquiry about the COSDIE and shall adhere to its response plan in responding to any such inquiry. Contractor shall provide County any County requested support in providing a response to a third party inquiry to the County or to Contractor. 3.7.2 Public Relations. Contractor shall notify the County in advance of any plans to promote or discuss with any third party the work performed pursuant to this Agreement including, but not limited to, conference presentations, marketing materials, articles, and white papers. In the event of any such activities, Contractor shall identify Live Well, San Diego as the strategic objective that generated the project and has guided the project. Contractor shall explain or reference a description of Live Well, San Diego, such as the information available at http://www.sdcounty.ca.gov/hhsa/programs/sd/live_well_san_diego/index.html. Contractor shall provide County Page 32 of 175
COUNTY OF SAN DIEGO (COSD) - REQUEST FOR PROPOSALS (RFP) NO. 5947 HEALTH AND HUMAN SERVICES AGENCY (HHSA) KNOWLEDGE INTEGRATION PROGRAM (KIP) COSD INFORMATION EXCHANGE (COSDIE) SYSTEM EXHIBIT A – AGREEMENT with timely and accurate information as requested by the County to support any County public relations activities related to the project. 4.
ACCEPTANCE OF DOCUMENT DELIVERABLES
The procedures applicable to the Acceptance or rejection of Document Deliverables are described in this Article 4. 4.1 Conformance of Document Deliverable. The County Program Manager shall have the right to reject any Document Deliverable if such Document Deliverable (i) fails to meet the description thereof in the Project Plan (or, if the Project Plan is the Document Deliverable, if the Project Plan fails to meet the requirements of Section 3.2), (ii) fails to describe a process which will result in the timely delivery of any Deliverable, Services, Module or the System, (iii) assumes County staffing and support in excess of those contemplated in the approved Gantt Chart, (iv) does not meet Specifications, or (v) otherwise does not Conform. In addition to the foregoing, the County Program Manager shall have the right to reject the Detailed System Design if it is not consistent with the General System Design as Accepted by County. 4.2 Copies of Document Deliverables. Contractor shall deliver to County both printed (hard) and computer (soft) media copies of each Document Deliverable in such quantities as County may direct (not to exceed sixteen (16)) copies in each medium). 4.3 Summary of Format and Contents. At County Project Manager’s request, Contractor shall deliver to County a summary of the proposed format and contents of a Document Deliverable no later than twenty (20) Business Days prior to the scheduled delivery date for such Document Deliverable. If the County Project Manager notifies Contractor of changes or additions in the proposed format or content the County desires be made, Contractor shall use reasonable efforts to implement such changes prior to delivery of the Document Deliverable. Notwithstanding the foregoing, review (or lack of review) of any such summary of the proposed format and contents of a Document Deliverable, and any changes made (or not made) to the Document Deliverable as a result of any such review, shall not affect or alter in any way the procedures for acceptance of such Document Deliverable. 4.4
Acceptance of Document Deliverable.
4.4.1 Unless otherwise specified in the Project Plan, for each Document Deliverable other than the Project Plan, the General System Design and the Detailed System Design, County Program Manager shall have fifteen (15) Business Days from the date on which Contractor delivers the Document Deliverable to review the Document Deliverable and provide Contractor with either an Acceptance Certificate or a Rejection Statement. If the Project Plan, General System Design, or Detailed System Design is the Document Deliverable, the County Program Manager shall have twenty (20) Business days from the date the Contractor delivers said Document Deliverable to provide the Contractor with either an Acceptance Certificate or a Rejection Statement. 4.4.2 If the County Program Manager provides Contractor with a Rejection Statement, Contractor will correct any nonconformance and redeliver the corrected Document Deliverable to County Program Manager within five (5) Business Days of delivery of the Rejection Statement (unless, with respect to a Document Deliverable other than the Project Plan, another period of time is expressly stated in the Project Plan), using reasonable efforts to redeliver sooner if feasible. County Program Manager shall, within ten (10) Business Days of such redelivery (unless, with respect to a Document Deliverable other than the Project Plan, another period of time is expressly stated in the Project Plan), provide Contractor with a written Acceptance Certificate or Rejection Statement. 4.4.3 Should County Program Manager deliver a Rejection Statement after the second delivery, the Project Managers shall meet and implement the process described in Article 6. Page 33 of 175
COUNTY OF SAN DIEGO (COSD) - REQUEST FOR PROPOSALS (RFP) NO. 5947 HEALTH AND HUMAN SERVICES AGENCY (HHSA) KNOWLEDGE INTEGRATION PROGRAM (KIP) COSD INFORMATION EXCHANGE (COSDIE) SYSTEM EXHIBIT A – AGREEMENT 5.
TESTING AND ACCEPTANCE OF AUTOMATED DELIVERABLES
The procedures applicable to quality assurance, testing and Acceptance or rejection of Deliverables which include Hardware and/or Software (“Automated Deliverables”), including individual Modules and the System as a whole, are described in this Article 5. 5.1 Quality Assurance and Testing Obligations; Release Committee. Contractor shall comply with all requirements of this Agreement, the Project Plan and Specifications relating to quality assurance and testing of Automated Deliverables, including delivery of all Deliverables related thereto as specified in the Project Plan and Specifications. Without limiting the generality of the foregoing, prior to conducting any Acceptance Test for an Automated Deliverable, Contractor shall have delivered all Deliverables and conducted all tests that are required to be delivered or conducted prior to conducting such Acceptance Test (such as delivering any applicable beta test plan and conducting any applicable beta test). In conducting its quality assurance and testing activities, Contractor shall cooperate with County’s release management process and release committee. Notwithstanding the foregoing, or anything to the contrary contained in this Agreement or the exhibits attached hereto or documents expressly incorporated herein by reference, no release committee shall have the authority to Accept any Deliverable, approve any Change Order, modify or amend this Agreement, the Specifications or the Project Plan, or otherwise bind the County. 5.2 Development and Acceptance of Acceptance Tests. 5.2.1 Development of Acceptance Tests. Contractor shall develop and deliver to County by the dates set forth in the Project Plan Acceptance Tests by which the County may, with Contractor’s assistance, accurately determine whether each Automated Deliverable Conforms. Each such Acceptance Test shall set forth in adequate detail the Expected Results thereof. In addition, the County at its option may define certain criteria that it wishes to have included in the Acceptance Test for a specific Automated Deliverable. If County delivers such criteria to Contractor no less than sixty (60) days prior to the date the specific Automated Deliverable is to undergo Acceptance Testing, said criteria shall be included in the Acceptance Test for that Automated Deliverable. 5.2.2 Acceptance of Acceptance Tests. Unless otherwise specified in the Project Plan, County shall have fifteen (15) Business Days from the date on which Contractor delivers an Acceptance Test, to deliver to Contractor an Acceptance Certificate or Rejection Statement specifying the manner in which the proposed Acceptance Test fails to adequately test the Automated Deliverable to determine whether the Automated Deliverable meets the Specifications, Conforms and otherwise complies with the requirements of this Agreement. If the County Program Manager provides Contractor with a Rejection Statement, Contractor will correct any such deficiencies and redeliver the proposed Acceptance Test within fifteen (15) Business Days of delivery of the Rejection Statement, unless otherwise stated in the Project Plan. Unless otherwise stated in the Deliverables Chart or, if applicable, the Project Plan, County Program Manager shall, within fifteen (15) Business Days of any redelivery pursuant to this Section 5.2.2, provide Contractor with an Acceptance Certificate or a Rejection Statement. Should County Program Manager notify Contractor that the resubmitted proposed Acceptance Test still does not meet the requirements of County, the Project Managers shall meet and implement the process described in Article 6.0 . 5.3 Conformance of Automated Deliverable. The County Program Manager shall have the right to reject any Automated Deliverable if such Automated Deliverable (i) fails to meet the description thereof in the Project Plan, (ii) fails to pass its Acceptance Test, (iii) does not meet the Specifications, or (iv) otherwise does not Conform. 5.4 Copies of Software. If the Automated Deliverable includes any Software, Contractor shall deliver to County copies of the Software (other than any COTS Software), including both object code and source code for the Software, in such numbers and in such media as may be required by the Specifications, or if not stated in the Page 34 of 175
COUNTY OF SAN DIEGO (COSD) - REQUEST FOR PROPOSALS (RFP) NO. 5947 HEALTH AND HUMAN SERVICES AGENCY (HHSA) KNOWLEDGE INTEGRATION PROGRAM (KIP) COSD INFORMATION EXCHANGE (COSDIE) SYSTEM EXHIBIT A – AGREEMENT Specifications, as may be reasonably requested by County. In the case of COTS Software, Contractor shall deliver to County copies of the Software in such number and form as the license terms applicable to such COTS Software permit. 5.5 Acceptance of Automated Deliverable. Contractor shall be deemed to have delivered an Automated Deliverable when the Hardware (if any) and required copies of the Software (if any) and all Documentation associated with that Automated Deliverable have been delivered to County, and Contractor shall have notified County Program Manager in writing in the manner required by Section 23.8 that the Automated Deliverable is installed, operational and ready for its Acceptance Test. Within the time periods specified in the Project Plan, which shall in all events be no shorter than fifteen (15) Business Days, the County shall conduct the applicable evaluation and Acceptance Test for the Automated Deliverable to determine whether the Automated Deliverable Conforms to such evaluation and Acceptance Test. Contractor at its expense shall provide reasonable assistance as requested by County in conducting such evaluations and Acceptance Tests. If the Automated Deliverable Conforms, County shall deliver an Acceptance Certificate to Contractor’s Program Manager. If the Automated Deliverable fails to Conform, County shall deliver to Contractor a Rejection Statement. The Acceptance Certificate or Rejection Statement shall be delivered within fifteen (15) Business Days following completion of the Acceptance Test, unless a different period is specified in the Project Plan. If in conducting Acceptance Testing of any particular Automated Deliverable or in otherwise evaluating whether an Automated Deliverable Conforms County is not able to test all functions or evaluate all aspects required for such Automated Deliverable and, therefore, is not able to test compliance with the Specifications, confirm Conformance or otherwise evaluate all aspects of the Automated Deliverable, then County may reject the Automated Deliverable, and/or may test the other functionality of the particular Automated Deliverable or evaluate remaining aspects of the Automated Deliverable, or otherwise conduct regression testing. Without limiting the generality of the preceding sentence, County may conduct an Acceptance Test or otherwise evaluate the applicable Automated Deliverable for the purpose of determining the impact of the rejection of such Automated Deliverable, including without limitation interdependencies of such Automated Deliverable with other components of the System for the purpose of determining the impact of the non-conformity of such Automated Deliverable on the Project. 5.6 Correction of Rejected Automated Deliverable. If County delivers a Rejection Statement to Contractor, Contractor will correct any nonconformance and resubmit the Automated Deliverable to County within ten (10) Business Days of receipt of the Rejection Statement from the County, unless otherwise stated in the Project Plan. Unless otherwise stated in the Project Plan, County shall have ten (10) Business Days after delivery of the resubmitted Automated Deliverable to County to determine whether such Automated Deliverable passes the Acceptance Test and otherwise Conforms. Depending upon the complexity inherent in the Automated Deliverable, the County and the Contractor may mutually agree on correction, resubmission, and acceptance timeframes other than those described above. To be effective these new time frames must be agreed-to in writing and signed by both the County and Contractor’s Project Managers. 5.7 Extension of Periods. Notwithstanding any provision in this Agreement or the Project Plan to the contrary, County may, as County deems necessary, and upon notice to Contractor, (i) require Contractor to delay the installation of any item of Hardware of Software for up to ten (10) Business Days, and/or (ii) extend periods specified herein or in the Project Plan for evaluation, acceptance testing, and delivery of a Certificate of Acceptance or Rejection Statement for any Automated Deliverable for one (1) additional period of equal duration to the initial period to complete County’s evaluation and deliver the applicable Acceptance Certificate or Rejection Statement. 5.8 Deficiency Procedures and Remedies. Should County Program Manager deliver a Rejection Statement after Contractor resubmits the Automated Deliverable, the Project Managers shall meet and implement the process described in Article 6.0.
Page 35 of 175
COUNTY OF SAN DIEGO (COSD) - REQUEST FOR PROPOSALS (RFP) NO. 5947 HEALTH AND HUMAN SERVICES AGENCY (HHSA) KNOWLEDGE INTEGRATION PROGRAM (KIP) COSD INFORMATION EXCHANGE (COSDIE) SYSTEM EXHIBIT A – AGREEMENT 6.0
DEFICIENCY PROCEDURES
If, after evaluation, review and (if applicable) conducting the applicable Acceptance Test of a resubmitted Deliverable under the procedures applicable to such Deliverable, County Program Manager delivers to Contractor a Rejection Statement with respect to the resubmitted Deliverable, then: 6.1 Meeting. The Project Managers shall meet and attempt to mutually agree upon a course of action with respect to the subject resubmitted Deliverable within five (5) Business Days of County Program Manager’s delivery of the Rejection Statement. Such course of action may include without limitation: (i) allowing Contractor a further opportunity to correct the Deliverable within a mutually agreeable time in which case the Deliverable shall be resubmitted within the agreed period and reevaluated and retested pursuant to the procedures set forth in this Agreement as if said corrected Deliverable were being resubmitted after delivery of the first Rejection Statement; (ii) to revise the Specifications in a mutually agreeable manner with respect to the particular nonconformance; (iii) if approved by County Program Manager and County Director of Purchasing and Contracting, to reduce the System Price by an agreed amount; (iv) require the delivery by Contractor to County of all work in progress with respect to the Deliverable including but not limited to source code for Contractor Software and Custom Software and other documentation related to the Deliverable developed to date, for the purpose of permitting County and/or its Contractors to complete the Deliverable and charge Contractor for the costs incurred in connection therewith in excess of the amounts otherwise payable to Contractor hereunder; (v) if the rejected Deliverable consists of Hardware, to require Contractor to deliver replacement Hardware at no cost to County; (vi) to require Contractor to commit additional resources sufficient to permit prompt correction of the Deliverable; (vii) to defer payment for the particular Deliverable (and any interdependent Deliverables) until Accepted; or (viii) such other remedies or courses of action as the Project Managers shall agree upon. 6.2 Failure to Agree. If the parties are unable to mutually agree on an acceptable course of action with respect to the rejected Deliverable within the five (5) Business Day period set forth in Section 6.1, without limiting County’s other rights and remedies, County may elect to terminate the development of the rejected Deliverable, return such Deliverable to Contractor, and withhold all payment of the System Price attributable to the particular Deliverable. In addition, the failure by Contractor to deliver an acceptable Deliverable shall provide a basis for County to declare the occurrence of an event of default of this Agreement and institute the Dispute Resolution Procedures described in Article 20. For the avoidance of doubt, and without limiting the generality of Section 20.1.1, Contractor may not suspend its performance on any portion of the Project absent specific written instruction from the County to do so. 6.3 Interdependencies. To the extent a rejected Deliverable has interdependencies with the rest of the System, Contractor shall propose corresponding changes to the Specifications for the rest of the System affected by such rejected Deliverable using the Change control process described in Article 12. For the avoidance of doubt, County shall not be required to pay any portion of the costs of preparing any Change Order Request or Change Order required to be proposed pursuant to this Section 6.3, and shall not be required to accept any such Change Order Request or Change Order. 6.4 Subsequent Deliverables. If any subsequent Deliverable is to be based on a Deliverable under review by County Program Manager or which is the subject of the deficiency procedures under this Article 6.0 or the dispute resolution procedures under Article 20, Contractor shall nevertheless proceed with the work on the subsequent Deliverable while the Deliverable under review is being evaluated and/or tested by County unless and until County Program Manager instructs Contractor, in writing, to suspend work on the relevant subsequent Deliverable(s). If Contractor proceeds with its work notwithstanding the instruction of County Program Manager to suspend work, then Page 36 of 175
COUNTY OF SAN DIEGO (COSD) - REQUEST FOR PROPOSALS (RFP) NO. 5947 HEALTH AND HUMAN SERVICES AGENCY (HHSA) KNOWLEDGE INTEGRATION PROGRAM (KIP) COSD INFORMATION EXCHANGE (COSDIE) SYSTEM EXHIBIT A – AGREEMENT Contractor is fully liable for any subsequent rework that may be required as a result of an eventual finding that the Deliverable under review was properly rejected by County. 6.5 Payment. The payment by County to Contractor of any fee or Milestone payment, as applicable, shall be payable by County to Contractor after County’s issuance of the Acceptance Certificate for the subject Deliverable or Training (both Administrator Training and User Training) and upon Contractor’s subsequent issuance of an Invoice in accordance with Article 15. 6.6 Inspection of Services and Work in Progress. County may from time to time inspect Contractor’s Services and work in progress including but not limited to all materials, supplies and equipment utilized in the performance of this Agreement by Contractor and by any Subcontractor. This inspection may also include, without limitation, an inspection of documented code and coding standards, databases, and system architecture. County may also use an independent contractor to audit the Project or any portion thereof and to provide Independent Verification and Validation (IV&V) of Contractor’s work. Contractor shall provide full cooperation with any and all said inspections. 6.7 No Deemed Acceptance of Deliverables. Acceptance of a particular Deliverable, including without limitation, any Module or the System as a whole, or any particular Training, as the case may be, shall not be deemed made by County Program Manager if County has not delivered to Contractor a Rejection Statement for such Deliverable or Training prior to the expiration of the applicable period for County review and Acceptance or rejection thereof, 7.0 RESERVED 8.0 INTERFACES AND INTEGRATION 8.1 Interfaces: General. Contractor shall meet the Interface requirements and standards set forth in the Specifications, including but not limited to external System Interface requirements, together with the requirements set forth in this Article 8.0 . The Contractor shall be responsible for the design, development, testing, and implementation of all Interfaces for data passed between components of the System, and for data coming to and going from the System. The County shall have no obligation to modify any system that interfaces with the System, or to cause any third party contractor or vendor who licenses or maintains any system that interfaces with the System to modify that system so that it properly interfaces and interoperates with the System. All such obligations shall be exclusively borne by Contractor. Without limiting the generality of the foregoing, any work required for data modification and/or transformation, or that otherwise may be necessary in order for the System to exchange data with any of these other systems, including but not limited to any modifications to such other systems, shall be performed by the Contractor and is included in the System Price. Contractor shall obtain any necessary licenses or permissions necessary to perform its system integration and Interface development work. 8.2 Among Automated Deliverables. Contractor shall be responsible for the integrity of the Interfaces between and among all Automated Deliverables. 8.3 System to External Systems. Contractor shall be responsible for the integrity of the Interface for data leaving the System to external interfacing systems (i.e. any automated System which is not an Automated Deliverable), all as is more particularly described in the Specifications. For data entering the System from external interfacing systems, County shall be responsible to notify Contractor of the location of the external data and the format in which such data is delivered, to the extent and in accordance with the time periods more particularly described in the Project Plan, and Contractor is responsible for retrieving the external System data and reformatting it as may be necessary, as described in the Specifications. Except as otherwise expressly provided herein, Contractor shall be responsible for the Page 37 of 175
COUNTY OF SAN DIEGO (COSD) - REQUEST FOR PROPOSALS (RFP) NO. 5947 HEALTH AND HUMAN SERVICES AGENCY (HHSA) KNOWLEDGE INTEGRATION PROGRAM (KIP) COSD INFORMATION EXCHANGE (COSDIE) SYSTEM EXHIBIT A – AGREEMENT integrity of the Interface between the System and all other internal and external systems. For data leaving the System, unless otherwise agreed to in advance by the external entity receiving the data, the System must provide those external systems with data in the format in which it is currently provided, including but not limited to data format and the transfer protocol. 8.4 Interface Maintenance. Contractor shall be responsible for preparing and maintaining all Interface documentation during the term of this Agreement as may be required to permit County Personnel to assume and continue Maintenance and Operation thereof after the termination of this Agreement. The Interface documentation shall be prepared in accordance with generally accepted industry standards. During the term of this Agreement, Contractor shall diagnose and document all Interface or issues that arise. The record of Interface issues shall consist, at a minimum, of a list of the issues, to whom each issue was assigned for resolution, and how the issue was resolved. Contractor shall correct any Interface issues attributable to deviation from the requirements of this Agreement or the Specifications including Interface Specifications approved as part of and included in the Detailed System Design. Any changes in the configuration and definition of Interfaces set forth in the Accepted Detailed System Design shall be a Change, requiring approval pursuant to the process set forth in Article 12.
9.
SYSTEM TRANSITION; TRAINING
Contractor shall provide for the transition to each Module and the System as a whole in accordance with this Section. 9.1 System Transition. Contractor shall design, plan and implement Go-Live for each Module and the System as a whole, in accordance with the Transition Plan. 9.2 Transition Plan. Contractor shall prepare and deliver in writing a detailed System Go-Live plan (“Go-Live Plan”) meeting the requirements of the Specifications for County’s review and approval on or before the applicable date specified in the Project Plan. Such Go-Live Plan shall be a Document Deliverable hereunder. The GoLive Plan shall assure a smooth and seamless transition to the use of the Module or System, as the case may be, at GoLive, with no disruption to the workflow of HHSA, Probation, County Housing and Community Development, or other County departments which would negatively impact service to the public. Without limiting the generality of the foregoing, the Go-Live Plan shall describe in detail the manner in which Operation and Maintenance of each Module and the System will be transitioned from Contractor to County, shall include detailed help desk scripts and procedures, and shall ensure that (i) County Personnel and the Administrator Trainees are trained and sufficiently knowledgeable to take over the Operation and Maintenance of each Module and the System; and (ii) the Users are properly trained to use the System. Without limiting the generality of the foregoing, it is the intention of the parties, and Contractor’s Subcontract pursuant to which the Administrator Trainees work on the Project shall provide for the express benefit of County, that following Acceptance of Administrator Training for the System as a whole, the Administrator Trainees shall cease performing services under that Subcontract and shall commence performing services for the County including Operation and Maintenance of the System, pursuant to the terms of the existing outsourcing contract between County and its Outsourcer. Contractor agrees that it shall not hire or solicit for hire during the term of this Agreement, and for one (1) year following Acceptance of the Administrator Training for the System, any County Personnel. 9.3 Training. Contractor agrees to provide County with the Training required by this Agreement and the Go-Live Plan, including the Administrator Training and User Training. 9.4
Go-Live. Page 38 of 175
COUNTY OF SAN DIEGO (COSD) - REQUEST FOR PROPOSALS (RFP) NO. 5947 HEALTH AND HUMAN SERVICES AGENCY (HHSA) KNOWLEDGE INTEGRATION PROGRAM (KIP) COSD INFORMATION EXCHANGE (COSDIE) SYSTEM EXHIBIT A – AGREEMENT 9.4.1 Go-Live Readiness. At such time as all Deliverables required by the Project Plan to be delivered prior to Go-Live of a particular Module or the System as a whole shall have been delivered and accepted by the County, and Contractor determines that the Module or the System as a whole is installed and operational, with its accuracy validated by the County, and that necessary Training is complete, then Contractor shall provide County with written notice that the Module or System as a whole, as the case may be, is ready for Go-Live. Go-Live shall thereafter occur as and when County shall, in its reasonable discretion, deem appropriate. County shall provide Contractor with advance written notice of the date of Go-Live. 9.4.2 Go-Live Assistance. Contractor shall perform all tasks allocated to Contractor in the Transition Plan, and shall otherwise provide sufficient assistance to County in connection with the Go-Live to assure a smooth and seamless Go-Live. 9.5 Evaluation and Acceptance of Training. The procedures for evaluation and Acceptance or rejection of Training are set forth in this Section 9.5. Training for a particular Module or the System as a whole, as the case may be, shall be subject to evaluation and Acceptance or rejection separately from, and following the Acceptance of, that particular Module or the System. 9.5.1 Acceptance or Rejection of Administrator Training. For ninety (90) days following Go-Live of a Module, or one hundred eighty (180) days following Go-Live of the System, the Administrator Trainees shall operate and maintain that Module or the System in accordance with required service levels. If at the conclusion of that period of time County in its reasonable discretion has determined that the Administrator Trainees are capable of properly and efficiently operating and maintaining that Module or the System, as the case may be, without the support of Contractor, third party contractors or other County Personnel, then County’s Program Manager shall, on or before ten (10) Business Days following expiration of that period deliver an Acceptance Certificate for that Administrator Training. If County, in its reasonable discretion has determined that the Administrator Trainees are not capable of properly and efficiently Operating and Maintaining that Module or the System, as the case may be, without the support of Contractor, third party contractors or other County Personnel, then County’s Program Manager shall deliver to Contractor a Rejection Statement stating the basis for County Project Manager’s determination that the Administrator Trainees are not capable of properly and efficiently Operating and Maintaining the Module or the System, as the case may be, without the support of Contractor, third party contractors, or other County Personnel. 9.5.2 Acceptance or Rejection of User Training. Prior to conducting any User Training Contractor shall deliver to County for review and approval a plan (“User Training Test Plan”) setting forth criteria pursuant to which County may ascertain whether the Users have received proper training regarding the use of any given Module or the System. The User Training Test Plan shall be a Document Deliverable. The User Training Test Plan must include, at a minimum, a test (“User Test”) satisfactory to County in its reasonable discretion capable of determining whether each tested User understands how to properly operate all functions of the Module or System which relate to that User’s job. Contractor may not proceed to conduct any User Training until the User Training Test Plan has been accepted by the County. Once User Training has been completed, Contractor shall notify County, and County shall administer the User Test and otherwise determine if the User Training meets the criteria set forth in the User Training Test Plan. County shall deliver to Contractor an Acceptance Certificate or a Rejection Statement for the subject User Training within ten (10) business days after conducting the User Test. Any such Rejection Statement shall state the basis for County’s rejection of the User Training. 9.5.3 Procedure Following Rejection. If the County Program Manager provides Contractor with a Rejection Statement for either the Administrator Training or the User Training, Contractor will within ten (10) Business Days after delivery of the Rejection Statement deliver to County Program Manager a plan for furnishing additional Administrator Training necessary to address any deficiencies in the Administrator Training and/or the User Training so Page 39 of 175
COUNTY OF SAN DIEGO (COSD) - REQUEST FOR PROPOSALS (RFP) NO. 5947 HEALTH AND HUMAN SERVICES AGENCY (HHSA) KNOWLEDGE INTEGRATION PROGRAM (KIP) COSD INFORMATION EXCHANGE (COSDIE) SYSTEM EXHIBIT A – AGREEMENT as to ensure that the Administrator Trainees can properly and efficiently Operate and Maintain the Module or the System, as the case may be, and the Users meet the Acceptance criteria described in Section 9.5.2. Promptly thereafter, Contractor shall provide such additional Training and/or User Training at no cost to County. At the conclusion of the additional Training, County shall again evaluate the Training and shall either Accept the Training or reject the Training in accordance with the procedures of Section 9.5.1 or 9.5.2, whichever is applicable, except that the evaluation period for the Administrator Training shall be thirty (30) days following completion of the additional Administrator Training with respect to a Module, and sixty (60) days following completion of the additional Administrator Training with respect to the System as a whole. If the Administrator Training and/or User Training is again rejected, the parties shall again follow the procedures of this Section 9.5.3, unless County, in its discretion, declares an event of default. 10.
RIGHTS IN SOFTWARE AND OTHER WORK PRODUCT
10.1 License to Custom Software and Contractor Software and Documentation. Contractor hereby grants to County and County Personnel an irrevocable, perpetual, non-exclusive, royalty-free, right and license to (i) use, copy, modify and create derivative works of the Custom Software and Contractor Software (in all forms including but not limited to source code, object code and executable forms) and Documentation developed by Contractor or any Subcontractor, in performing or supporting County’s internal business activities; (ii) permit County-authorized individuals, groups, agencies and organizations to access and interact with the Contractor Software and Custom Software through the System’s internal and external Interfaces, including without limitation, delivering data to and extracting data from the System; and (iii) demonstrate and perform the Contractor Software and Custom Software for the public, including County’s constituents and other governmental entities. Such license grant shall become effective with respect to the Contractor Software upon the earlier to occur of (i) County’s payment for such Contractor Software, or (ii) County’s Acceptance of such Contractor Software. Such license grant shall become effective with respect to the Custom Software at the moment such Custom Software, or any portion thereof, is created. Contractor represents and warrants the license to the Custom Software and the Contractor Software being granted to County hereby is sufficient to permit County to use and enjoy the System in the manner contemplated by this Agreement and the Specifications, and is not subject to any lien or other encumbrance in favor of Contractor or any other party. Contractor represents and warrants that from and after the effective date of any license grant under this Section 10.1 Contractor either owns all right, title and interest in and to said Contractor Software and Custom Software, including all copyrights, moral rights and other intellectual property rights, or Contractor has received a license thereto permitting Contractor to sublicense the Contractor Software and Custom Software to County in accordance with the requirements of this Section 10.1. At the time Contractor delivers any Contractor Software or Custom Software to County, Contractor shall inform County in writing as to the exact nature and extent of Contractor’s rights and interests in and to the same and shall, if requested by County, deliver evidence reasonably satisfactory to County of Contractor having acquired such rights and interests. Contractor waives any materialmen’s lien or other statutory lien arising under law in any Software, Documentation or Deliverable. Without limiting the generality of Article 18, Contractor agrees that Contractor will not use any component of the Custom Software or Documentation licensed hereunder which contains confidential or proprietary information of County in delivering any goods or services to any other party. 10.2 COTS Software and Documentation License. County’s rights to use and otherwise license the COTS Software and all related Documentation shall be as set forth in the license agreement of the licensor of such COTS Software. Contractor shall deliver a complete and accurate copy of the license agreement that would govern the County’s use of any COTS Software that Contractor proposes comprise any part of the System at the time and Contractor delivers, and as an annex to, the Detailed System Design for County’s review. Contractor represents and warrants that the rights granted to County pursuant to any license to any COTS Software comprising any portion of the System shall be sufficient to permit County to use and enjoy that COTS Software and the System in the manner contemplated by this Agreement and the Specifications, and shall be effective upon the earlier to occur of (i) payment for the COTS Software or (ii) Acceptance of the COTS Software by the County. Contractor shall identify, in advance, Page 40 of 175
COUNTY OF SAN DIEGO (COSD) - REQUEST FOR PROPOSALS (RFP) NO. 5947 HEALTH AND HUMAN SERVICES AGENCY (HHSA) KNOWLEDGE INTEGRATION PROGRAM (KIP) COSD INFORMATION EXCHANGE (COSDIE) SYSTEM EXHIBIT A – AGREEMENT any current County licensed COTS Software it seeks to use and shall obtain County’s prior written consent to use such COTS Software licenses. For purposes of clarification, Contractor shall not be entitled to rely on or use any existing County COTS Software licenses, and Contractor’s firm fixed price under this Agreement shall include all COTS Software license costs unless County agrees in writing in advance to allow Contractor to use existing County COTS Software licenses. 10.3
Source Code Availability.
10.3.1 Delivery of Source Code for Custom Software and Contractor Software. Contractor shall deliver to County the developed-to-date source code for any Custom Software or Contractor Software comprising a portion of any Deliverable from time to time as follows: (i) As and when Contractor shall deliver to County any Deliverable (or portion thereof) containing Custom Software or Contractor Software; and, (ii) within three (3) days following request by the County, but no less frequently than once every two months during the term of this Agreement. 10.3.2 Escrow of Source Code. In addition to delivering source code to County pursuant to Section 10.3.1 above, and without limiting in any way County’s rights to use and possess the source code in the manner provided by this Agreement, County may at any time require Contractor to deposit source code for any Custom Software and Contractor Software not yet delivered to County into a source code escrow in accordance with this Section 10.3.2. The escrow holder shall be any reputable escrow company selected by County, and the parties shall execute an Escrow Agreement containing commercially reasonable terms and conditions including the provisions set forth on Exhibit 10.3.2 attached hereto, and among other things, providing for receipt of and use by County of the deposited source code in the event a determination is made by any court having jurisdiction that the County is entitled to receive and use the source code, including but not limited to pursuant to any provision of this Agreement that requires work-inprogress to be delivered to the County. Contractor shall bear all costs associated with the establishment and maintenance of any such source code escrow. All rights and licenses granted under or pursuant to this Agreement by Contractor to County are, and shall otherwise be deemed to be, for purposes of Section 365(n) of the Bankruptcy Code, licenses of rights to “intellectual property” as defined under Section 101(56) of the Bankruptcy Code. The parties agree that County, as a licensee of such rights under this Agreement, shall retain and may fully exercise all of its rights and elections under the Bankruptcy Code. The parties further agree that, in the event of the commencement of a bankruptcy proceeding by or against Contractor under the Bankruptcy code, County shall be entitled to a complete duplicate of (or complete access to, as appropriate) any such intellectual property and all embodiments of such intellectual property, and Contractor or the source code escrow holder shall deliver the same to County, whether or not one or more copies thereof are already in County’s possession, (i) upon any such commencement of a bankruptcy proceeding upon written request therefore by County, unless Contractor elects to continue to perform all of its obligations under this Agreement, or (ii) if not delivered under (i) above, upon the rejection of this Agreement by or on behalf of Contractor upon written request therefore by County. 10.4 Financing. Contractor acknowledges that County may finance the System Price (or portion thereof) and in connection therewith may be required to transfer title to the Hardware and/or transfer title or beneficial rights to the Software or otherwise to the entity financing the System Price. Contractor expressly consents to such financing and to such assignment of rights and delegation of duties to such third party as shall be required. 11.
WARRANTIES
11.1 Hardware and COTS Software. At the time Contractor delivers the Detailed System Design to County, Contractor shall furnish to County complete and accurate copies of all manufacturer warranties for each item of Hardware and COTS Software or third-party licensed Software to be delivered by Contractor to County hereunder, together with a complete and accurate copy of the license agreement for such COTS Software or other third party Page 41 of 175
COUNTY OF SAN DIEGO (COSD) - REQUEST FOR PROPOSALS (RFP) NO. 5947 HEALTH AND HUMAN SERVICES AGENCY (HHSA) KNOWLEDGE INTEGRATION PROGRAM (KIP) COSD INFORMATION EXCHANGE (COSDIE) SYSTEM EXHIBIT A – AGREEMENT Software. Effective as of the date of Acceptance of any Deliverable incorporating COTS or third-party licensed Software, Contractor assigns to County, and agrees, during the term of the manufacturer’s warranties for such Hardware, COTS Software and third party Software, as applicable, to assist County in asserting the manufacturer warranties for such Hardware, COTS Software and/or third party Software delivered by Contractor to County hereunder. 11.2 Custom Software and Contractor Software. Contractor warrants and represents that the Custom Software and Contractor Software will perform in accordance with the requirements of this Agreement and the Specifications from the date of Acceptance thereof until the expiration of two (2) years from the date all Training with respect to the System is Accepted by County. 11.3 Modules and System. Contractor warrants and represents that each of the Modules and the System shall perform in accordance with the requirements of this Agreement and the Specifications, including but not limited to compliance with the County Information Technology Standards set forth in Appendix A to the Scope of Work attached hereto as Exhibit D and the Minimum Acceptable Service levels set forth in Appendix G to the Scope of Work, from the date of Acceptance thereof through the expiration of two (2) years from the date all Training with respect to the System is Accepted by County. Without limiting the generality of the foregoing and in addition to the foregoing, Contractor warrants the following: 11.3.1 Capacity of System. Contractor warrants and represents that the capacity of each Module and the System will be such that it will satisfy one hundred percent (100%) of the capacity demands of County, in accordance with the Specifications, from the date of Acceptance thereof through the expiration of seven (7) years from the date all Training with respect to the System is Accepted by County. 11.3.2 System Security. From the date of Acceptance of any Module or the System through the expiration of two (2) years from the date all Training with respect to the System is Accepted by County, Contractor warrants and represents that security shall be in place to prevent unauthorized access and all elements of Module and System security will perform in accordance with the Specifications. 11.4 Training. From the date of Acceptance of any Training through the expiration of one (1) year following Acceptance of all Training with respect to the System, Contractor warrants and represents that the Administrator Trainees will be adequately Trained to be able to properly and efficiently Operate and Maintain each Module and the System without support from Contractor, any third party, or any other County Personnel. 11.5 Compliance with Laws, Regulations and Policies. Contractor warrants and represents that it shall at all times in the performance of its obligations hereunder comply with all then applicable laws and regulations, as well as any and all then applicable County standards, policies and regulations including all information technology policies applicable to County’s Outsourcer. 11.6 Performance and Price. Contractor warrants and represents that it is capable in all respects of providing and shall provide all Services, Hardware, and Deliverables in accordance with the requirements of this Agreement. Contractor further warrants and represents that: (i) all Services, Hardware and Deliverables provided under this Agreement shall be provided in a timely, professional and workmanlike manner consistent with the highest standards of quality and integrity and shall meet the performance standards required under this Agreement; and, (ii) no amendment to this Agreement or additional cost or expense payable by County shall be necessary in order for Contractor to be able to provide all Services, Hardware and Deliverables in accordance with the requirements of this Agreement.
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COUNTY OF SAN DIEGO (COSD) - REQUEST FOR PROPOSALS (RFP) NO. 5947 HEALTH AND HUMAN SERVICES AGENCY (HHSA) KNOWLEDGE INTEGRATION PROGRAM (KIP) COSD INFORMATION EXCHANGE (COSDIE) SYSTEM EXHIBIT A – AGREEMENT 11.7
Exclusions.
Contractor shall not be liable for breach of warranty under this Article 11.7: 11.7.1 to the extent that any modification to an Automated Deliverable made by County, after the date of Go-Live for the System, was the direct cause of the Defect; and/or 11.7.2
where the Defect is solely and directly attributable to County’s misuse of an Automated
Deliverable. UNLESS OTHERWISE EXPRESSLY PROVIDED IN THIS AGREEMENT, THE WARRANTIES SET FORTH IN THIS AGREEMENT REPLACE ALL OTHER WARRANTIES, EXPRESS OR IMPLIED, AT LAW OR IN EQUITY, INCLUDING BUT NOT LIMITED TO WARRANTIES OF MERCHANTABILITY AND FITNESS FOR A PARTICULAR PURPOSE. 11.8 Remedies for Breach of Warranty. Contractor shall, at no cost to County, remedy all Defects and failures of any Deliverable or Services to conform to a warranty so that the System, Modules, Training, Services and Deliverables and all components thereof conform to and meet all requirements of the Specifications, and otherwise conform with the warranty. County shall make a claim for breach of warranty by providing written notice thereof to Contractor during the applicable warranty period. If a claim for breach of warranty is made prior to expiration of the applicable warranty period, Contractor shall complete the remedy of the Defect or failure even if the work required to complete the remedy extends beyond the expiration of the applicable warranty period. In addition to its other warranty obligations, Contractor agrees to provide at Contractor’s expense support (including telephone and on-site support) in the event of any warranty nonconformance until the nonconformance has been remedied. Contractor will be responsible for diagnosing the cause of the warranty nonconformance and either correcting such nonconformance itself or, in the case of a breach of the warranties described in Section 11.1 above, arranging for the correction of such nonconformance by the appropriate third party supplier or subcontractor whose Hardware or Software is incorporated into the System, at no charge to County. 11.9 Interpretation. County may enforce any or all of the warranties set forth in this Agreement, and no warranty shall be interpreted as limiting the scope or effect of any other warranty or remedy. 12
CHANGES 12.1
Change Order.
12.1.1 Either party may at any time, by written request, propose a Change in the Project Plan or Specifications, subject to the provisions of this Article 12. Failure of the parties to reach agreement in accordance with the Change Order process is a Dispute subject to the procedure described in Article 20. 12.1.2 Contractor shall have the burden of proof in any review by the County of a Change Order requested by Contractor, or in any Dispute regarding the County’s disapproval of a Change Order, to prove that: (a) the event, occurrence or condition giving rise to the requested Change Order (i) has occurred, (ii) was not foreseeable at the time of execution of this Agreement, (iii) has a material impact on the cost or schedule of the Project, and (iv) was beyond the reasonable control of Contractor; and, (b) the Change Order requested is reasonable under all the circumstances. Without limiting the foregoing, and for the avoidance of doubt, Contractor shall not be entitled to a Change Order if Contractor is otherwise obligated to provide the Services which are the subject of the requested Change Order under this Agreement. Page 43 of 175
COUNTY OF SAN DIEGO (COSD) - REQUEST FOR PROPOSALS (RFP) NO. 5947 HEALTH AND HUMAN SERVICES AGENCY (HHSA) KNOWLEDGE INTEGRATION PROGRAM (KIP) COSD INFORMATION EXCHANGE (COSDIE) SYSTEM EXHIBIT A – AGREEMENT 12.1.3 If Contractor desires to request a Change Order, Contractor must submit a signed proposed Change Order to County within five (5) Business Days after first becoming aware of the event, occurrence or condition which forms the basis for the requested Change Order. Contractor shall not be entitled to a Change Order requested by Contractor if Contractor fails to submit its proposed Change Order within said five (5) Business Day period. 12.2
Change Order Proposals.
12.2.1 County may at any time during the term of this Agreement request in writing that Contractor prepare a Change Order proposal. Not more than ten (10) Business Days after County delivers to Contractor a written request for a Change Order proposal, Contractor shall prepare and return to County a written rough order of magnitude estimate (the “ROM”) of the impact, if any, of the Change being considered on the System Price and the Project Schedule or resource requirements applicable thereto. If, after reviewing the ROM, County decides in its sole discretion to request the preparation of a Change Order, Contractor shall, within five (5) Business Days after receipt of written request from County, prepare, sign and deliver to County a proposed Change Order in the form of Exhibit 1.10 that shall include the exact changes, if any, to the System Price, Project Schedule and resource requirements applicable thereto proposed by Contractor. If County in its discretion approves the proposed Change Order, evidenced by the execution of the applicable Change Order by County’s Director of Purchasing and Contracting, Contractor shall perform the work as described in such Change Order and any adjustment to the System Price and/or Project Schedule approved in the final executed Change Order shall become effective. If Contractor delivers such signed proposed Change Order within said five (5) Business Day period, and if the changes in the System Price and Project Schedule (if any) set forth in the proposed, Change Order are each within ten percent (10%) of those set forth in the ROM, and County for any reason elects to not proceed with the Change Order, then County shall pay to Contractor, within thirty (30) days from County’s receipt of a reasonably detailed invoice from Contractor, an amount equal to Contractor’s reasonable time and materials expenses (at the rates set forth in Exhibit 16.4) to prepare the ROM. If the proposed Change Order was not delivered within said five (5) Business Day period, and if the changes in the System Price and Project Schedule (if any) set forth in the proposed Change Order are not each within ten percent (10%) of those set forth in the ROM, then County shall not be obligated to pay for the preparation of the ROM. 12.2.2 Contractor may request Change Order by submitting to County a signed proposed Change Order in the form of Exhibit 1.10 which shall include (without limitation) the proposed changes (if any) to the System Price and Project Schedule and the resource requirements applicable thereto. County shall review and approve or disapprove any proposed Change Order requested by Contractor within ten (10) Business Days after receipt of Contractor’s signed proposed Change Order. County’s failure to respond within said ten (10) Business Day period shall be deemed to constitute its disapproval of the proposed Change Order. County shall not be obligated to pay Contractor for any work in connection with the preparation of a Change Order request initiated by Contractor. 12.2.3 To the extent a Change Order has interdependencies with other aspects of the Project, Contractor shall, concurrently with the submission to County of the proposed signed Change Order request (if the Change Order request is initiated by Contractor) or the ROM (if the Change Order request is initiated by County), describe in detail such corresponding changes to the Program Plan and/or Specifications as may be necessary to address any effects on other aspects of the Project caused by such proposed Change Order. Such interdependencies may include, without limitation, impacts on the Project Schedule, Training, documentation, System performance, functionality or other aspects of the Project. If any subsequent Deliverable or task will be impacted by the proposed Change Order, Contractor shall so notify County’s Project Manager in writing and shall not proceed with the work on the subsequent Deliverable or task until the requested Change Order under review is disapproved or approved by County. If the requested Change Order is not approved within the time periods set forth herein for such approval, then such Change Order shall be deemed disapproved. Page 44 of 175
COUNTY OF SAN DIEGO (COSD) - REQUEST FOR PROPOSALS (RFP) NO. 5947 HEALTH AND HUMAN SERVICES AGENCY (HHSA) KNOWLEDGE INTEGRATION PROGRAM (KIP) COSD INFORMATION EXCHANGE (COSDIE) SYSTEM EXHIBIT A – AGREEMENT 12.3 Effect of Change Orders. Neither County’s Project Manager, its Program Manager, nor any other County personnel other than the County’s Director of Purchasing and Contracting have the authority to approve any Change Order or agree to any adjustment in the System Price or Project Schedule. Any such approval or agreement may only be accomplished by County’s Director of Purchasing and Contracting executing a formal amendment to this Agreement, or by a Change Order. If County approves the Change Order in accordance with the foregoing, evidenced by the execution of the applicable Change Order by County’s Director of Purchasing and Contracting, Contractor shall perform the work as described in such Change Order and any adjustment to the System Price and/or Project Schedule approved in the final Change Order shall become effective. County assumes no obligation to pay for work related to Changes performed without prior written approval in accordance with this Article 12 nor does County assume any obligation to approve any proposed Change Order. If any Change Order provides for a payment to Contractor other than on achievement of a Milestone, then, as conditions to County’s obligation to make such payment (in addition to satisfaction of all applicable acceptance criteria), Contractor (a) shall use its best efforts to submit the invoices for such work to County within thirty (30) days after performance of the work, and (b) must in any event submit the invoices for such work to County no later than sixty (60) days after performance of such work. All terms of this Agreement shall apply to any approved Change Order. No Change Order made pursuant to this Article 12 shall result in any delay in a scheduled date for delivery of any Deliverable or Training, or performance of any Service unless such delay is expressly set forth in the Change Order. 12.4 Change Order Process Exclusive. Except for a contract amendment executed in accordance with Section 23.8, no adjustment to the System Price or Program Plan, or change in the Specifications shall be allowed, whether equitable or otherwise, nor charge submitted to County in connection with any Change, except in accordance with the procedures described in this Article 12. Except as provided in this Article 12, no course of conduct between the parties, nor express or implied acceptance of any Change, and no claim that County has been unjustly enriched by any alteration or addition to the scope of work for the Project shall be the basis of any claim for an increase in the System Price, or a change in the Specifications or the Project Plan. 13
PROGRAM MANAGEMENT
13.1 Independent Contractors. The parties are each independent contractors and neither party shall be nor represent itself to be, an agent, a partner or party of any nature authorized or empowered to act on the behalf of the other party. Neither party is granted any right or authority to bind the other party on any matter whatsoever, including but not limited to the right or authority to obligate the other party to enter a transaction at any time with any third party. Retention by Contractor of any agent, employee or subcontractor shall be at Contractor’s sole cost and expense, and County shall have no obligation to pay Contractor’s agents, employees or subcontractors, to support any such person’s or entity’s claim against Contractor or other parties, or to defend Contractor against any such claim. Contractor shall indemnify, defend and save the County harmless from any claim made by any of Contractor’s agents, employees or subcontractors against County arising from or relating to their work in connection with the Project. 13.2 Acceptance by County of Contractor Employees and Subcontractors. Contractor shall not perform any portion of the Project costing in excess of Five Hundred Thousand Dollars ($500,000.00) (whether through one contract or task order with a Subcontractor, or cumulatively through a series of contracts and task orders with the same Subcontractor) through its affiliates or through the use of Subcontractors, including providers of hardware and software, without the advance written consent of County as to the selection of the Subcontractor (such Subcontractor hereinafter being referred to as a “Major Subcontractor”), which consent may be withheld in the County’s sole discretion. The County hereby consents to the Subcontractors identified in Exhibit 13.2 provided each said Subcontractor and Subcontract shall meet the requirements of this Agreement. Additionally, each Subcontractor shall be properly licensed in California to perform the Services for which such Subcontractor is responsible. Contractor agrees that it shall not terminate the Subcontract of any Major Subcontractor or reassign to Contractor or to any other Subcontractor any Page 45 of 175
COUNTY OF SAN DIEGO (COSD) - REQUEST FOR PROPOSALS (RFP) NO. 5947 HEALTH AND HUMAN SERVICES AGENCY (HHSA) KNOWLEDGE INTEGRATION PROGRAM (KIP) COSD INFORMATION EXCHANGE (COSDIE) SYSTEM EXHIBIT A – AGREEMENT portion of the work to be performed by a Major Subcontractor under its Subcontract unless Contractor has obtained the County’s prior written consent, which may be withheld in the County’s sole discretion. In no event shall Contractor be entitled to perform any portion of the work hereunder through the use of any Subcontractor who has been disbarred (or who employs an employee or contractor who has been disbarred) from performing services for the United States government. Contractor shall furnish to County in writing the name and County-required identifying information of each employee of the Contractor and each Subcontractor (collectively, “Contractor Personnel”) proposed for any portion of the Project not less than thirty (30) Business Days prior to any such Contractor Personnel commencing work on the Project. Unless County has already approved said Contractor Personnel in writing County shall have twenty (20) Business Days from receipt of said identifying information to object to the use of any such proposed Contractor Personnel. If County objects to any Contractor Personnel, Contractor shall not utilize such Contractor Personnel in connection with this Agreement and shall submit a substitute to whom County has no objection, subject to the same approval process described in this Section. 13.2.1 At the County Program Manager’s discretion and at Contractor’s sole expense, the County may issue County identification cards to Contractor Personnel. If issued, the following shall apply: (1)
County identification cards are to be worn by the individual named on the card at all times while in County facilities;
(2)
Identification cards will remain the property of the County and are returnable upon demand by the County or upon expiration of this Agreement; and,
(3) Contractor assumes all responsibility for the use of and the return of the County identification cards by Contractor Personnel. Contractor will be assessed standard charges for each card lost or not returned when requested. 13.2.2 Contractor shall replace any Contractor Personnel working on the Project who the County, in its sole discretion, notifies Contractor are not performing in a satisfactory manner. 13.3 Project Managers and Key Employees. Contractor’s Project Manager and the other Contractor employees identified as “key” on Exhibit 13.3 shall work on the Project full-time until it is completed or terminated. Contractor shall only replace its Project Manager and/or its key employees with individuals who have comparable or superior skill sets to those of the individual being replaced, and shall not change or reassign its Project Manager and/or key employees without the prior written approval of County Program Manager, which shall not be unreasonably withheld. Contractor’s Project Manager is identified on Exhibit 13.3. In addition, certain other key Contractor Personnel, and their qualifications, are identified on Exhibit 13.3. Contractor agrees, in making staffing decisions for the Project, that it will use its best efforts to commit key employees to the Project who are able to work on the Project for its duration, in accordance with the terms herein. 13.4
Subcontractors. Any part of the Project performed for Contractor by a Subcontractor shall be
pursuant to a written Subcontract between Contractor and such Subcontractor. Contractor shall deliver to County a true and correct copy of each Subcontract within ten (10) days following execution thereof (unless earlier delivery is required by any other provision of this Agreement). Each such Subcontract shall provide the following for the express benefit of the County: 13.4.1 Require any Subcontractor who has access to confidential information of County to keep said information confidential in accordance with Article 18 and require that each such Subcontractor sign the Confidentiality Page 46 of 175
COUNTY OF SAN DIEGO (COSD) - REQUEST FOR PROPOSALS (RFP) NO. 5947 HEALTH AND HUMAN SERVICES AGENCY (HHSA) KNOWLEDGE INTEGRATION PROGRAM (KIP) COSD INFORMATION EXCHANGE (COSDIE) SYSTEM EXHIBIT A – AGREEMENT Agreement attached hereto as Exhibit 13.4.1. Contractor shall also require its subcontractors to comply with any additional requirements set forth in the Exhibit 2.2 and any applicable State, federal and local laws or regulations. 13.4.2
Provide that the County is a third party beneficiary of the Subcontract.
13.4.3 Provide that at County’s sole discretion upon written notice to Contractor such Subcontract will be deemed assigned by Contractor to County, and the Subcontractor shall thereafter render performance thereunder directly to County. Unless a Subcontract is assigned to County in accordance with the provisions of this Section 13.4.3, no contractual relationship shall exist between County and any Subcontractor in relation to the subject matter of the Subcontract. Contractor shall be responsible for the management of any and all of its Subcontractors in connection with the Project. 13.4.4 Require that the portion of the Project assigned to such Subcontractor be performed in accordance with the requirements of this Agreement and, to the extent applicable, include provisions of this Agreement in such Subcontract. Contractor shall specifically include the provisions pertaining to termination contained in Article 17 in each such Subcontract, to the end that Contractor and its assignees shall have the rights therein set forth with respect to each Subcontractor. 13.4.5 Require the Subcontractor to carry and maintain general liability and other types of insurance in accordance with Section 21.2. 13.4.6 Require the Subcontractor to provide a license to any Software being furnished by Subcontractor to County, or to Contractor with a right to sublicense to County, containing all the rights and privileges, and meeting all the requirements of Section 10.1. 13.5
Outsourcer Work Order.
13.5.1 Within five (5) Business Days after receipt of written request from Contractor, the County shall execute a work order with the Outsourcer in a fixed amount not in excess of calling for the provision of no more than three (3) full time equivalent Outsourcer employees at any one time to be seconded to Contractor. These persons will be the Administrator Trainees to whom Contractor will provide Administrator Training, and who will work with and under the direction of the Contractor so as to receive knowledge transfer and familiarity with each Module and the System as a whole that will enable them to Operate and Maintain each Module and the System as a whole. Contractor will involve the Administrator Trainees in the Project in such a way as to permit the Administrator Trainees to gain a complete and accurate understanding of the architecture of each Module and the System, in order to have the skills and knowledge needed to properly Operate and Maintain each Module and the System at the required service levels after Go-Live for the Module or System. Without limiting the generality of the foregoing, Contractor agrees to include the Administrator Trainees on Contractor’s teams involved in Interface development (both for Interfaces between County systems and KIP, and for Interfaces between the KIP and external non-County systems), system integration and Alpha testing, and preparation and implementation of the Go-Live Plan. Contractor may also utilize the Administrator Trainees to assist Contractor in (a) understanding and complying with the County’s information technology policies, standards, system documentation requirements service levels and disaster recovery policies, and (b) understanding and achieving proper interoperability of the Modules and the System with County’s other systems and its Operating Environment. Although the work order shall require the County to pay for the services rendered by the Outsourcer under the work under, it is expressly understood and agreed that Contractor shall be solely responsible for supervising the performance of these personnel on the Project, and for ensuring that the results of the work performed under the work order meet all of the requirements of this Agreement. If for any reason the cost of the services provided by the
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COUNTY OF SAN DIEGO (COSD) - REQUEST FOR PROPOSALS (RFP) NO. 5947 HEALTH AND HUMAN SERVICES AGENCY (HHSA) KNOWLEDGE INTEGRATION PROGRAM (KIP) COSD INFORMATION EXCHANGE (COSDIE) SYSTEM EXHIBIT A – AGREEMENT Outsourcer described in this section 13.5.1 should exceed ___TBD___ Dollars ($__TBD___.00), the amount of the excess shall be offset against the System Price. 13.5.2 Contractor acknowledges and agrees that the Acceptance of the Administrator Training will be based on the ability of the Administrator Trainees to Operate and Maintain each Module and the System without assistance from Contractor or anyone else during the applicable period during which the Administrator Training for such Module or the System is being evaluated as provided in Section 9.5.1. 13.6 Subcontract with Outsourcer for Hardware Procurement. Contractor shall enter into a Subcontract with Outsourcer (the “Outsourcer Subcontract”) for the performance of all tasks related to the acquisition, configuration, licensing, installation, maintenance and operation of all Hardware required for the System (excluding User desktops) for the period from the Effective Date through Acceptance of the Administrator Training. Contractor shall ensure that the Outsourcer Subcontract meets all the requirements of this Agreement for Subcontracts generally and, in addition, contains provisions allowing Contractor sufficient right of access to the Hardware for performance of the Project, and requires that all acquired Hardware adhere to County policies and standards. System Hardware (design, development, test and production Hardware (excluding User desktops) shall reside in one or both of the HPES-provided County data centers in Plano, Texas and Tulsa, Oklahoma. It is expressly understood and agreed that the County shall have no liability or responsibility for any System Hardware-related issues (including but not limited to issues relating to access to the hardware) during the term of this Agreement. All hardware related tasks that must be performed by HPES through Acceptance of Administrator Training shall be included in the Outsourcer Subcontract. The Outsourcer Subcontract shall be executed by Contractor and Outsourcer, and a copy delivered to County, on or before the date any of the tasks described in this Section 13.6 are required to be performed in order for Contractor to comply with the Project Schedule and Deliverables Chart. 13.7
Reserved.
13.8 Subcontract for User Training. Contractor shall enter into a Subcontract (the “User Training Subcontract”) with a contractor satisfactory to County in its reasonable discretion specializing in business systems training to work with County Personnel to develop and implement User Training for the Modules and the System. Said Subcontractor’s personnel, together with certain County Personnel designated by County (collectively, the “User Training Team”) shall participate in the General Design and Detailed Design phases of the Project as may be necessary to allow the User Training Team to gain a good understanding of the design, functionality and use of the Modules and the System. Among other things, the User Training Team shall have access to test systems in order to map workflow as well as copy System screens, outputs, and other materials and information needed to produce documentation necessary for User training. The User Training Subcontract shall be executed by Contractor, and a copy delivered to County, on or before the date any of the tasks described in this Section 13.8 are required to be performed in order for Contractor to comply with the Project Schedule and Deliverables Chart. 13.9 Employment Laws. In performing its duties under this Agreement, Contractor shall comply fully with all applicable federal, state or local employment laws and regulations. All Contractor Personnel shall be considered solely Contractor’s employees or contractors and Contractor shall be responsible for compliance with all laws, rules and regulations, including those relating to employment of labor, hours of labor, working conditions and payment of taxes such as unemployment, social security and other payroll taxes, including applicable contributions from such person when required by law. 13.10 Drug and Alcohol Policy. In accordance with Board of Supervisors Policy C-25, no Contractor Personnel, while performing services for County on County facilities or using County equipment, shall be in any way Page 48 of 175
COUNTY OF SAN DIEGO (COSD) - REQUEST FOR PROPOSALS (RFP) NO. 5947 HEALTH AND HUMAN SERVICES AGENCY (HHSA) KNOWLEDGE INTEGRATION PROGRAM (KIP) COSD INFORMATION EXCHANGE (COSDIE) SYSTEM EXHIBIT A – AGREEMENT impaired because of being under the influence of alcohol or a drug, shall possess an open container of alcohol or consume alcohol or possess or be under the influence of an illegal drug or shall sell, offer, or provide alcohol or a drug to another person. 13.11 Equal Opportunity. Contractor shall comply with the provisions of Title VII of the Civil Rights Act of 1964 (42 USC 2000e, as amended by the Equal Employment Opportunity Act of March 24, 1972, Public Law No. 92-261) in that it will not discriminate against any individual with respect to his or her compensation, terms, conditions or privileges or employment; nor discriminate in any way that would deprive or intend to deprive any individual of employment opportunities nor otherwise adversely affect his or her status as an employee because of such individual’s race, color, religion, sex, sexual orientation, national origin, age, handicap, medical condition or marital status. 13.12 Affirmative Action Program For Handicapped Persons. Contractor shall comply with the Affirmative Action Program for Handicapped Persons applicable to County as set forth in Article III.k (commencing at Section 84) of the San Diego County Administrative Code, which program is incorporated in this Agreement by this reference. A copy of this Affirmative Action Program will be furnished upon request from the Clerk of the Board of Supervisors Office, 1600 Pacific Highway, San Diego, California 92101. Contractor acknowledges that the County, as a matter of policy, encourages the participation of disabled veterans business enterprises in its contracts. 14
CONFLICTS OF INTEREST
14.1 Compliance with County Administrative Code Section 67. Contractor shall comply with Section 67 of County Administrative Code, that stipulates that County shall not contract with the persons or entities listed below, and shall reject any bid or proposal submitted by the person or entities listed below, unless the Board of Supervisors finds that special circumstances exist that justify the approval of such contract: (a) governing body.
Persons employed by County or by public agencies for which the Board of Supervisors is the
(b) Profit-making firms or businesses in which employees described in sub-section (a) serve as officers, principals, partners, or major shareholders. (c) Persons who, within the immediately preceding twelve (12) months came within the provisions of subsection (a) and who (1) were employed in positions of substantial responsibility in the area of service to be performed by this Agreement, and (2) participated in any way in developing this Agreement. (d) Profit-making firms or businesses in which the former employees described in sub-section (c) serve as officers, principals, partners or major stockholders. 14.2
Conduct of Contractor.
14.2.1 Contractor agrees to inform County of all its interests, if any, which are or which Contractor believes to be incompatible with any interests of County. 14.2.2 Contractor shall not, under circumstances that might reasonably be interpreted as an attempt to influence the recipient in the conduct of his duties, accept any gratuity or special favor from individuals or organizations with whom Contractor is doing business or proposing to do business, in accomplishing the work under this Agreement. Page 49 of 175
COUNTY OF SAN DIEGO (COSD) - REQUEST FOR PROPOSALS (RFP) NO. 5947 HEALTH AND HUMAN SERVICES AGENCY (HHSA) KNOWLEDGE INTEGRATION PROGRAM (KIP) COSD INFORMATION EXCHANGE (COSDIE) SYSTEM EXHIBIT A – AGREEMENT 14.2.3 Contractor shall not use for personal gain or make other improper use of privileged information that is acquired in connection with his employment. In this connection, the term “privileged information” includes unpublished information relating to technological and scientific development; medical, personnel, or security records of the individuals; anticipated materials requirements or pricing actions; and knowledge of selections of contractors or subcontractors in advance of official announcement. 14.2.4 Neither Contractor or any of its Affiliates, nor any employee of either, has, shall have, or shall acquire, any contractual, financial, business, or other interest, direct or indirect, that would conflict in any manner or degree with Contractor’s performance of its duties and responsibilities to the County under this Agreement or otherwise create an appearance of impropriety with respect to the award or performance of this Agreement; and Contractor shall promptly inform the County of any such interest that may be incompatible with the interests of the County. 15
PRICING AND PAYMENT
15.1 System Price. Subject only to the Change control process under Article 12, Contractor shall perform all of its obligations hereunder and shall provide all Hardware, Software, Deliverables and Services in accordance with the Project Plan, Specifications and this Agreement for the total fixed price of ________TBD_____________ Dollars ($ ____TBD______) (the “System Price”). The System Price is inclusive of any and all applicable taxes. The System Price shall be paid in installments upon achievement of Milestones, as hereinafter provided. 15.2 Most Favored Customer. During the term of this Agreement, Contractor agrees that it shall not sell or offer to sell hardware, software or services to any other customer in the United States at prices lower than those required to be paid by County hereunder. If during the term of this Agreement Contractor makes an offer to provide hardware, software or services to another customer at a price lower than the price to be paid by County, Contractor shall within ten (10) days of making such offer notify County of same, and extend the lower price to County hereunder, or, if payment has already been made by the County, refund to the County the amount by which the price offered to the other customer is less than the price paid by County. 15.3
Invoices. 15.3.1
15.3.2
Contractor shall submit an invoice to County within three (3) Business Days following Contractor’s receipt of the applicable Acceptance Certificate relating to achievement of a Milestone, invoicing the County in an amount equal to the allocated portion of the System Price reflected in the column entitled “Payment” set forth on the Deliverables Chart. Original invoices shall be submitted to: Health and Human Services Agency Knowledge Integration Program 1255 Imperial Avenue, Suite 743 San Diego, California 92101
15.3.3 County shall pay Contractor’s invoices properly submitted in accordance with this Agreement within forty five (45) days from receipt and approval of the invoice (or such longer period of time as Contractor may specify in the invoice) via check or electronic funds transfer.
Page 50 of 175
COUNTY OF SAN DIEGO (COSD) - REQUEST FOR PROPOSALS (RFP) NO. 5947 HEALTH AND HUMAN SERVICES AGENCY (HHSA) KNOWLEDGE INTEGRATION PROGRAM (KIP) COSD INFORMATION EXCHANGE (COSDIE) SYSTEM EXHIBIT A – AGREEMENT 15.3.5 Governmental Accounting Standards Board #51 requires that certain application costs be capitalized. In order for the County to comply with this requirement, the Contractor must categorize costs presented on invoices in the following manner: 1. Pre-development Activities (planning, analyses, research, etc.) 2. Development Activities (coding, configuring, testing, etc.) 3. Post-development Activities (training, documentation, O&M, etc.) 4. Licenses 5. Other 15.4
Payment Terms.
15.4.1 No payment shall be required hereunder for any particular Deliverable or Training except Milestones (i.e., a Deliverable or Training for which a payment is specified in the Deliverables Chart) and unless and until County shall have Accepted such Deliverable or Training. 15.4.2 Payments are compensation in full for the goods, services, work, development, construction, installation and all other Services, Training and Deliverables furnished by Contractor in connection herewith, including but not limited to all expenses incurred by Contractor related thereto. Except as may be agreed pursuant to the Change control process under Article 12, County shall have no obligation to pay more than the System Price, and Contractor will be responsible for all costs incurred in connection with the Project. Notwithstanding anything to the contrary set forth herein, County shall have no obligation to make the final payment hereunder until all Deliverables, Training, Documentation and Services required of Contractor shall have been performed, delivered and Accepted by County, and Cut-Over for the System as a whole shall have occurred. 15.5
Liquidated Damages.
15.5.1 If any Milestone is not achieved by the date set forth on the Deliverables Chart or, if the subject Milestone is Acceptance of the Project Plan, by the date for the Acceptance of the Project Plan determined in accordance with Section 3.2, Section 3.3 and Section 4.4.1, such failure will interfere with the proper implementation of County’s plans and will negatively impact County’s business processes, and will result in loss and damage to County. As it would be impracticable to fix the actual damage sustained in the event of any such failure(s) to achieve a Milestone by the scheduled date, the parties agree that in the event of any such failure(s), the amount of damage that will be sustained by County will be an amount (the “Liquidated Damages”) equal to one-half of one percent (0.5%) of the payment otherwise due to Contractor for the achievement of that Milestone for each calendar day after the scheduled date as set forth on the Deliverables Chart (or, with respect to Acceptance of the Project Plan, the date determined in accordance with Section 3.2, Section 3.3 and Section 4.4.1) that the subject Milestone is not achieved, subject to the limitation set forth in subsection 15.5.2 below. The Parties agree that in the event of the failure to achieve a Milestone by the scheduled date Contractor shall pay to County the amount of the Liquidated Damages. Contractor shall pay accrued, unpaid Liquidated Damages (if any) to County from time to time within three (3) Business Days after receipt of notice and demand for payment thereof from County. County may in its sole discretion offset against any payments otherwise due to Contractor the amount of any Liquidated Damages accrued and owing to County. 15.5.2 Liquidated Damages for failure to achieve any particular Milestone shall not accrue for a period in excess of ninety (90) calendar days. 15.5.3 The Liquidated Damages are County’s sole and exclusive monetary remedy for the damages resulting from delay in achievement of a Milestone(s) within ninety (90) days after the scheduled date. In the event of any delay or failure to achieve a Milestone which lasts in excess of ninety (90) days beyond the scheduled date, in Page 51 of 175
COUNTY OF SAN DIEGO (COSD) - REQUEST FOR PROPOSALS (RFP) NO. 5947 HEALTH AND HUMAN SERVICES AGENCY (HHSA) KNOWLEDGE INTEGRATION PROGRAM (KIP) COSD INFORMATION EXCHANGE (COSDIE) SYSTEM EXHIBIT A – AGREEMENT addition to receiving the Liquidated Damages, County may seek, and Contractor shall be liable for, monetary damages (and its other remedies), with respect to such delay or failure. Without limiting the generality of the foregoing, in addition to entitling County to Liquidated Damages, Contractor’s failure to achieve any Milestone by the scheduled date shall constitute an Event of Default pursuant to Section 17.2, and County shall have all the rights and remedies available to it with respect to said Event of Default, except that County’s monetary damages attributable to that portion of the delay occurring within ninety (90) days after the scheduled date for achievement of the Milestone shall be limited to the Liquidated Damages. 15.6 Permits, Notices, Fees, and Laws. Contractor shall, at Contractor’s expense, obtain all necessary permits and licenses, give all necessary notices, pay all fees required by law, and comply with all laws, ordinances, rules and regulations relating to the performance of the Project and to the preservation of the public health and safety. 15.7 Disallowance. In the event Contractor receives payment under this Agreement that is later disallowed by County, Contractor shall promptly refund the disallowed amount to County on request, unless Contractor elects to invoke the dispute resolution procedure in Article 20, in which case such refund shall be made by Contractor to County at the conclusion of the Dispute. In addition, at its option, County may offset the amount disallowed from any payment due to Contractor under any contract it may have with County. 15.8 Availability of Funding. County’s obligation for payment of any contract beyond the current fiscal year end is contingent upon the availability of funding from which payment can be made. No legal liability on the part of County shall arise for payment beyond June 30 of any calendar year unless funds are made available for such performance. County agrees to make an appropriate request for funds for this Project. County shall endeavor to notify Contractor sixty (60) days prior to June 30 of each year, during the term of this Agreement if it determines that funding for the next fiscal year is not available. In the event this Agreement is terminated due to non-availability of funding, the provisions of Section 17.4 will apply. 15.9 Transportation of Equipment. All shipments to and from the County’s or Outsourcer’s facilities shall be made at Contractor’s risk and expense. The Contractor shall make all arrangements for transportation such shipments. 15.10 Cartwright Act. Following receipt of final payment under the Agreement, Contractor assigns to the County all rights, title and interest in and to all causes of action it may have under Section 4 of the Clayton Act (15 U.S.C. Sec. 15) or under the Cartwright act (Chapter 1) (commencing with Section 16700) of Part 2 of Division 7 of the Business and Professions Code), arising from purchases of goods, materials, or services by the Contractor for sale to the County under this Agreement. 16
SUPPORT SERVICES
Contractor shall provide to County the support services (“Support Services”) described in this Article 16. 16.1 Commercially Available Updates. In addition to the warranty support services set forth in Article 10.4, prior to and for a period of one (1) year following Acceptance of Training with respect to the System, Contractor shall provide Updates to County as and when they become commercially available, at no additional charge to County. As used herein, “Updates” means any defect corrections, updates, enhancements and changes to COTS Software. Contractor agrees to incorporate any such Update into the System Software within ninety (90) days of release of the Update, unless otherwise directed by County. Contractor, at no additional charge to County, shall make any enhancements or modifications to such Updates required in order to ensure that the System Software, after any such Update is installed, will continue to meet the Specifications. Page 52 of 175
COUNTY OF SAN DIEGO (COSD) - REQUEST FOR PROPOSALS (RFP) NO. 5947 HEALTH AND HUMAN SERVICES AGENCY (HHSA) KNOWLEDGE INTEGRATION PROGRAM (KIP) COSD INFORMATION EXCHANGE (COSDIE) SYSTEM EXHIBIT A – AGREEMENT 16.2 Enhancements to Software. In addition to Updates, prior to and for a period of three (3) years following Acceptance of Training with respect to the System, Contractor shall provide County, free of charge, all enhancements to Contractor Software or the Custom Software that Contractor (or any Subcontractor) is making available to other customers. County shall not be required to adopt any such enhancements in its System. As and when any such enhancements are developed, Contractor shall notify County in writing of the existence of such enhancement and provide County with a description of the impact the enhancement will have on County’s System in order to enable County to determine whether it desires to have Contractor install such enhancement(s). At County’s election Contractor shall install such enhancements without additional charge to the County within ninety (90) days of receiving County’s written notice to do so. Upon installation of any such enhancement on the System, the System as enhanced shall be subject to testing as mutually agreed by Contractor and County in accordance with the requirements of this Agreement or as otherwise may be agreed by Contractor and County. The System Software, after the installation of any such enhancements, shall continue to meet the Specifications. 16.3 County-Requested Enhancements. From time to time during the term of the Support Services, County may, in its discretion, request that Contractor develop certain enhancements to the Software desired by the County for the System. Contractor agrees to develop and install such County-requested enhancements, pursuant to the terms and conditions of this Agreement, including Exhibit 16.4. 16.4 Support Services. Contractor shall make available to County for a period of three (3) years following expiration of the warranties set forth in Article 10.4 such support services for the System as County may request, which support services shall be provided pursuant to the terms and conditions of this Agreement and Exhibit 16.4. 17
TERM AND TERMINATION
17.1 Term. This Agreement will be effective on the Effective Date and shall expire on the later to occur of the expiration of the Warranty Period for the System or the expiration of the Support Services, unless sooner terminated in accordance with its terms. 17.2
Events of Default. The following events shall constitute events of default hereunder:
(1) event of default;
The occurrence of any event which this Agreement expressly provides constitutes a breach or
(2) The failure of County to make any payment when due and County’s failure to cure such nonpayment prior to the expiration of forty-five (45) Business Days from receipt of notice of non-payment from Contractor; (3) The failure of Contractor (i) to make satisfactory progress in accordance with the terms of the Project Plan, (ii) to deliver any Deliverables or Training within the time specified in the Project Plan and the Deliverables Chart in conformance to Specifications and the requirements of this Agreement, or (iii) to make timely payment as required to vendors or Subcontractors for materials or labor. (4) The failure of County or Contractor to comply with any other material term or condition of this Agreement, the Project Plan, any document referenced herein or any exhibit attached hereto and County or Contractor’s failure to cure such non-compliance prior to the expiration of thirty (30) Business Days from written notice thereof, specifying the nature of such default; (5) The dissolution, liquidation insolvency or bankruptcy of a party (including without limitation the institution of any proceeding by or against a party under the provisions of any insolvency or bankruptcy law); Page 53 of 175
COUNTY OF SAN DIEGO (COSD) - REQUEST FOR PROPOSALS (RFP) NO. 5947 HEALTH AND HUMAN SERVICES AGENCY (HHSA) KNOWLEDGE INTEGRATION PROGRAM (KIP) COSD INFORMATION EXCHANGE (COSDIE) SYSTEM EXHIBIT A – AGREEMENT (6)
The appointment of a receiver of any of the assets or property of a party; or
(7) The issuance of an order for an execution on a material portion of the property of a party pursuant to a judgment. 17.3 Remedies in Event of Default. 17.3.1 In the event of default by a party, the non-defaulting party shall be entitled to seek any remedy to which it is entitled at law or in equity, subject to the provisions and limitations of this Agreement. 17.3.2 Neither party shall be entitled to exercise any remedy otherwise available to it at law or in equity by reason of the occurrence of an event of default and the expiration of any applicable period of time for cure, if any, unless and until such party shall have provided the other party with notice of such event of default, reasonably specifying the nature of the default, and any applicable period of time for cure thereof shall have expired, and the procedures defined in Article 20, if applicable, shall have been first exhausted. 17.3.3 Upon the occurrence of an alleged breach or event of default by Contractor hereunder, the County Project Manager may request delivery of the developed-to-date source code for the Custom Software and the Contractor Software intended for incorporation into the System. Contractor shall deliver such source code and related Documentation for such source code not more than three days after such request whether or not the parties have instituted or exhausted the procedures defined in Article 20. The source code shall be delivered on such medium as County may reasonably require. 17.4
Termination for Convenience.
17.4.1 County may, by written notice stating the extent and effective date, terminate this Agreement for convenience in whole or in part, at any time. In the event of such termination for convenience, Contractor’s full compensation for its performance until such termination, which in all events shall not exceed the total System Price, shall be the sum of: (a) That portion of the System Price reflected in the column entitled “Payment” on the Deliverables Chart on account of each Milestone Deliverable and Training Accepted by County prior to the effective date of such termination and not previously paid to Contractor; plus, (b) A reasonable amount as approved by County, as costs of termination not otherwise recoverable from other sources by Contractor, with respect to work performed by Contractor (for which Contractor is not yet paid) on the undelivered or unaccepted portion of the Deliverables or Training, provided compensation hereunder shall in no event exceed that portion of the total System Price equal to the proportion that the work performed through termination bears to the entirety of the work which would have been performed if the Agreement had continued through completion of the Project. 17.4.2 County’s termination of this Agreement for convenience shall not preclude County from taking any action in law or equity against Contractor for: (a) (b) (c) (d)
Improperly submitted claims, or Any failure to perform the work in accordance with the Statement of Work, or Any breach of any term or condition of the Agreement, or Any actions under any warranty, express or implied, or Page 54 of 175
COUNTY OF SAN DIEGO (COSD) - REQUEST FOR PROPOSALS (RFP) NO. 5947 HEALTH AND HUMAN SERVICES AGENCY (HHSA) KNOWLEDGE INTEGRATION PROGRAM (KIP) COSD INFORMATION EXCHANGE (COSDIE) SYSTEM EXHIBIT A – AGREEMENT (e) Any claim of professional negligence, or (f) Any other matter arising from or related to this Agreement, whether known, knowable or unknown before, during or after the date of termination. 17.5 Effect of Termination. Subject to the limitations set forth in Section 15.5 and in Article 22, the rights and remedies of County and Contractor provided in this Agreement for breach under Section 17.2 and Section 17.3 shall not be exclusive and are in addition to any other rights and remedies provided under law, at equity or under resulting order. The rights and remedies of Contractor provided in this Agreement by reason of termination for convenience under Section 17.4 are exclusive and in lieu of any other rights and remedies provided under law, at equity or under resulting order. Upon County’s payment to Contractor of the sums due with respect to a termination for convenience pursuant to Section 17.4.1 County shall own the subject work product and Deliverables, or, with respect to Software, have the license rights described in Article10. 17.6 Audit and Inspection of Records. Following termination of this Agreement or in the event of an alleged breach or default by Contractor, County shall have the right to audit and inspect Contractor status reports, invoices and external correspondence that pertain to Contractor’s performance of its duties pursuant to this Agreement. Upon prior written request therefore from County, Contractor shall make such records available at its office, during regular business hours, for inspection, audit or reproduction, until the later to occur of (i) expiration of three years from the date of final payment to Contractor under this Agreement, (ii) the expiration of three years from the date of termination of this Agreement, or (iii) until any mediation, arbitration or litigation, or any appeal thereof, arising out of such termination, shall have been finally adjudicated or settled. 17.7 Temporary Suspension of Work. Except as allowed by Section 6.4, County’s Director of Purchasing and Contracting may instruct the Contractor, in writing, to temporarily suspend, delay or interrupt all or any part of the Project for such period of time as County’s Director of Purchasing and Contracting may determine to be necessary for the convenience of the County. Contractor shall not suspend its work absent written instruction to do so signed by County’s Director of Purchasing and Contracting. 18
CONFIDENTIALITY; PUBLIC RECORD DATA
18.1 Definition of Confidential Information. All information and documents disclosed by either party in the course of this Agreement which are clearly marked confidential or proprietary by the disclosing party shall be deemed to be “confidential information” of the disclosing party. In addition, all County data, information concerning individual constituents, information relating to County business processes, and all County reports, files, memoranda, correspondence and working papers shall be considered “confidential information” of County, whether or not the same are marked confidential or proprietary. Without limiting the generality of the foregoing, any reports, information, data, or other information given to or prepared or assembled by Contractor under this Agreement shall be kept confidential and shall not be made available to any third party by Contractor without the prior written approval of County. 18.2 Treatment of Confidential Information. Except as otherwise provided in this Agreement, each party agrees to protect the other party’s confidential information in the same manner as such party protects its own confidential information, but in no case with less than reasonable care. Each party agrees that it will use the confidential information of the other party only for the purposes of this Agreement and that it will not disclose or release any such information to third parties with the exception of its employees or Subcontractors who require access to such confidential information for purposes of carrying out such party’s obligations in connection with the Project and who have agreed in writing either as a condition to employment or in order to obtain the confidential information, to be bound by terms and conditions substantially similar to those set forth in this paragraph. Each party agrees to promptly provide copies of such executed agreements to the other party upon such other party’s reasonable request. Page 55 of 175
COUNTY OF SAN DIEGO (COSD) - REQUEST FOR PROPOSALS (RFP) NO. 5947 HEALTH AND HUMAN SERVICES AGENCY (HHSA) KNOWLEDGE INTEGRATION PROGRAM (KIP) COSD INFORMATION EXCHANGE (COSDIE) SYSTEM EXHIBIT A – AGREEMENT 18.3 No Other Confidential Information. Neither party shall have any obligation under this Article 18 for information that has been or is: (i) developed by the receiving party independently (and not under the terms of this Agreement) and without the benefit of information disclosed hereunder by the disclosing party; (ii) lawfully obtained by the receiving party from a third party without restrictions; (iii) publicly available without breach of this Agreement; (iv) disclosed without restriction by the disclosing party to a third party; or (v) known to the receiving party prior to its receipt from the disclosing party. Either party may disclose the confidential information of the other party to the extent that it is required to disclose the same pursuant to a statute, regulation or court order, provided that it provides the other party written notice prior to any such disclosure and cooperates with any effort by the other party to prevent the disclosure or obtain a protective order regarding the subject confidential information. Any such notice required by this Section 18.3 shall promptly be given as soon as the disclosing party knows or has a reasonable basis to know that a disclosure may be required. 18.4 Protection of Pubic Record Data. Without limiting the generality of the definition of Confidential Information set forth in section 18.2 above or Contractor’s other obligations to protect and preserve Confidential Information of the County, Contractor agrees to preserve, protect and to handle all public records (as that term is defined in California Government Code §6252(e)) and data derived from any public records (said public records and derivative data being collectively referred to hereinafter as “Public Record Data”) in accordance with the provisions of this section 18.4. 18.4.1 Neither Contractor, nor its subcontractors, employees, or agents, shall have any ownership rights or interest in any Public Record Data that they possess, modify, or create pursuant to this Agreement, or any modifications thereto or derivatives thereof, all of which shall, at all times and for all purposes, remain the property of the County. 18.4.2 Neither Contractor, nor its subcontractors, employees, or agents, shall impair the integrity of any Public Record Data that they possess or create. 18.4.3 Any Public Record Data that is provided to Contractor, or its subcontractors, employees, or agents, shall remain a public record for purposes of the California Public Records Act (California Government Code §6250, et. seq.) (the “California Public Records Act”). Contractor shall, and shall require its subcontractors, employees, and agents, to, comply with the obligations of the County under the California Public Records Act as amended, with regard to the Public Record Data and the management, handling, retention, destruction, transfer, and disposal thereof. The determination of whether or not to disclose any such Public Record Data shall be made solely by the County. 18.4.4 Neither Contractor nor its subcontractors, employees, or agents, shall disclose to the public any Public Record Data that they possess, modify, or create pursuant to this Agreement and which the County: (i) is prohibited in all cases from disclosing pursuant to federal, State, or County law or regulation; (ii) may disclose pursuant to federal, State, or County law or regulation only to certain persons or under certain conditions; or (iii) may withhold from disclosure pursuant to federal, State, or County law or regulation. No provisions of this section 18.4 shall be construed to prohibit Contractor from disclosing such Public Record Data to any Subcontractor if necessary to carry out the purposes of this Agreement, provided said Subcontractor is made aware of and agrees to abide by the provisions of this Agreement relating to the protection, preservation and handling of Confidential Information and Public Record Data. In no event shall Contractor, or its subcontractors, employees, or agents, sell, market, or otherwise profit in any manner from the disclosure or use of any Public Record Data. 18.4.5 If Contractor learns of any violations of this Section 18.4, it shall promptly (and in no event later than five (5) Business Days after learning of such violation) notify in writing the Program Manager and the County’s Chief Information Officer of such violation. Page 56 of 175
COUNTY OF SAN DIEGO (COSD) - REQUEST FOR PROPOSALS (RFP) NO. 5947 HEALTH AND HUMAN SERVICES AGENCY (HHSA) KNOWLEDGE INTEGRATION PROGRAM (KIP) COSD INFORMATION EXCHANGE (COSDIE) SYSTEM EXHIBIT A – AGREEMENT 18.5 County or Contractor may disclose Confidential Information of the other party to the extent disclosure is based on the good faith written opinion of such party’s legal counsel that disclosure is required by law or by order of a court or governmental agency; provided, however, that such party shall give prompt notice of such requirement before the disclosure is made and use its best efforts to assist the owner of such Confidential Information if the owner wishes to obtain a protective order or otherwise protect the confidentiality of such Confidential Information. The owner of such Confidential Information reserves the right to obtain a protective order or otherwise protect the confidentiality of such Confidential Information. Any such notice required by this Section 18.3 shall be given as soon as the disclosing party knows or has a reasonable basis to know that a disclosure may be required. 19
INTELLECTUAL PROPERTY
19.1 Patent and Copyright Infringement. Contractor shall report to County, promptly and in reasonable written detail, any actual or alleged patent, copyright or other intellectual property infringement of which Contractor has knowledge which could adversely impact the County’s rights, including but not limited to County’s rights to use the System or any portion thereof in the manner and to the full extent contemplated by this Agreement. 19.2 Intellectual Property Indemnification. Contractor shall defend with counsel satisfactory to County, indemnify, and hold County harmless, at Contractor’s expense, against any claim, suit, proceeding, demand, liability, loss, damage or expense (including but not limited to attorneys’ fees) arising from or relating to a claim that any work performed, Deliverable, Training, the Services or any portion of the System (other than the COTS Software) infringes a patent, copyright, moral right, trademark, trade secret, or other intellectual property right of a third party. Without limiting the generality of the foregoing, if any portion of any the same or County’s use of the same is, or in Contractor’s or County’s opinion likely to be, held to infringe the rights of any third party, Contractor shall at its expense either (i) procure the right for County to use the infringing item free of any liability or expense to County to the full extent contemplated by this Agreement; or (ii) replace it with a non-infringing equivalent reasonably satisfactory to County. Without limiting the County’s other rights and Contractor’s obligations under this Section 19.2, County shall have the right to employ counsel at its own expense for, and participate in the defense of, any claim. 19.3 Intellectual Property Indemnification for COTS Software. The intellectual property indemnification provided to County in connection with the COTS Software furnished as part of the System shall be the indemnification provided by the licensor of such COTS Software, provided that such indemnification shall in all events be no less protective of the County than the indemnification provided by Contractor to County pursuant to this Agreement with respect to the Custom Software. Contractor shall reasonably cooperate with County in enforcing any such indemnification. 20
DISPUTE RESOLUTION 20.1
Internal Resolution
20.1.1 Dispute. Except as expressly provided otherwise in this Agreement, including without limitation, Section 20.2, if in the opinion of either party (the “Delivering Party”) the other party (the “Receiving Party”) has failed to comply with the requirements of this Agreement or if a dispute arises over the interpretation of this Agreement (collectively, a “Dispute”), then the dispute resolution procedures of this Article 20 shall be invoked. Contractor acknowledges the critical and time-sensitive nature of the Project and the Services rendered by Contractor hereunder to the continued viability of County business, and therefore agrees that Contractor must exhaust this dispute resolution procedure prior to Contractor availing itself of any remedies against County including but not limited to termination of this Agreement, and may suspend work only as and when expressly permitted by this Agreement. Without limiting the generality of the foregoing, the parties are prohibited from suspending performance due to a Page 57 of 175
COUNTY OF SAN DIEGO (COSD) - REQUEST FOR PROPOSALS (RFP) NO. 5947 HEALTH AND HUMAN SERVICES AGENCY (HHSA) KNOWLEDGE INTEGRATION PROGRAM (KIP) COSD INFORMATION EXCHANGE (COSDIE) SYSTEM EXHIBIT A – AGREEMENT Dispute until the dispute resolution procedures of this Section 20 have been exhausted except that County may withhold payment attributable to any Deliverable, Training or Service which is the subject of the pending Dispute. 20.1.2 Notification. In the event of a Dispute, the Delivering Party shall deliver written notice of the Dispute (the “Dispute Notice”) to the Receiving Party, specifying the nature of the Dispute in reasonable detail, together with relevant supporting facts. 20.1.3 Project Manager Meeting. Within ten (10) Business Days after delivery of the Dispute Notice, the Project Managers of the parties will meet in person to endeavor to resolve the Dispute. The Project Managers shall meet as often as reasonably necessary and shall gather and furnish to the other party all relevant information reasonably necessary and appropriate to resolve the Dispute. 20.1.4 First Escalation. If within ten (10) Business Days following delivery of the Dispute Notice the Project Managers are unable to resolve the Dispute, the Delivering Party will deliver written notice to the Receiving Party (the “First Escalation Notice”) that it is escalating resolution of the Dispute to County’s Program Manager and Contractor’s Contract Administrator. Within ten (10) Business Days following the delivery of the First Escalation Notice, County’s Program and Contractor’s Contract Administrator shall meet and try to resolve the Dispute. 20.1.5 Second Escalation. If within ten (10) Business Days following delivery of the Dispute Notice County’s Program Manager and Contractor’s Contract Administrator are unable to resolve the Dispute, the Delivering Party will deliver written notice to the Receiving Party (the “Second Escalation Notice”) that it is escalating resolution of the Dispute to the Director of the Health and Human Services Agency/Deputy Chief Administrative Officer and Contractor’s Chief Executive Officer for resolution. Within ten (10) Business Days after delivery of the Second Escalation Notice, the Director of the Health and Human Services Agency/Deputy Chief Administrative Officer and Contractor’s Chief Executive Officer will meet in person to endeavor to resolve the Dispute. If the Dispute still is not resolved by the date which is ten (10) Business Days after delivery of the Second Escalation Notice, either party may thereafter institute litigation or (subject to mutual agreement of the parties, arbitration) pursuant to Section 20.2. 20.2 Formal Dispute Resolution. If, after exhaustion of the procedures set forth in Section 20.1 the parties still have not resolved a Dispute, then at any time thereafter, either party may commence litigation or, subject to agreement of the other party, binding arbitration proceedings. If the parties agree to arbitrate the Dispute, the arbitration shall be conducted pursuant to Section 20.3. 20.3
Arbitration.
20.3.1 Notice of Demand for Arbitration. If the parties agree to arbitrate a Dispute, a Notice of Demand for Arbitration shall be delivered in writing by either party to the other party and JAMS, or with another mutually-acceptable dispute resolution entity which utilizes retired judges as arbitrators; provided, however, that nothing herein shall be construed to allow such arbitration proceeding to take place after the date when institution of legal or equitable proceedings based on the Dispute would be barred by the applicable statute of limitations. The arbitrator’s fee necessary to initiate the arbitration shall be remitted in equal portions by County and Contractor, however, the costs of arbitration shall ultimately be borne as determined by the arbitrator under the rules described in Section 20.3.2 below. Unless otherwise directed by County, Contractor shall proceed diligently with performance of the Agreement pending final resolution of any arbitration. 20.3.2 Arbitration Procedures. Any arbitration agreed to by the parties shall be administered by JAMS or by another agreed dispute resolution entity that utilizes retired judges as arbitrators. Any such arbitration shall be conducted in accordance with Section 10240.2 et. seq. of the California Public Contract Code, and the then existing Rules of Practice and Procedure of JAMS. In the event of any conflict between Public Contract Code arbitration Page 58 of 175
COUNTY OF SAN DIEGO (COSD) - REQUEST FOR PROPOSALS (RFP) NO. 5947 HEALTH AND HUMAN SERVICES AGENCY (HHSA) KNOWLEDGE INTEGRATION PROGRAM (KIP) COSD INFORMATION EXCHANGE (COSDIE) SYSTEM EXHIBIT A – AGREEMENT procedures and JAMS’ arbitration procedures, the Public Contract Code arbitration procedures shall control. The following additional modifications shall be made to the aforementioned procedures: (1) Discovery shall be allowed in any such arbitration to the extent provided in California Code of Civil Procedure Sections 1283.05 and 1283.1; however, each party to the arbitration shall be entitled to take no more than two (2) depositions for discovery purposes in any arbitration proceeding. (2) any arbitration proceeding.
Any sureties of the Contractor shall be bound by any arbitration award and may joint in
(3) Upon motion of either party, any arbitration arising out of or relating to this Agreement may include by consolidation, or in any other manner, any other parties whose interest or responsibility may be material to the dispute between the County and the Contractor, or any other action involving common questions or law or fact, whose presence is required if complete relief is to be accorded in arbitration. The impossibility of such joinder, however, shall not invalidate the results of any arbitration conducted pursuant hereto. 20.3.3 Limitation of Arbitration. Consent by both parties to submit one Dispute to arbitration shall not be deemed to be consent by both parties to submit any other Dispute to arbitration, unless the parties specifically so agree in writing, or unless joinder of another Dispute is required to allow complete relief to be accorded in arbitration, as provided above. The award rendered by the arbitrator or arbitrators shall be final, and judgment may be entered thereupon in accordance with applicable law in any court having jurisdiction thereof. The parties shall abide by the determination of the arbitrator with respect to any dispute hereunder and with respect to payment of the costs, including but not limited to attorneys’ fees, of arbitration. 20.3.4 Remedies. It is the preference of the parties that the primary focus of the arbitration shall be the resolution of the Dispute brought before the arbitrator, such that before and after such resolution this Agreement will continue in force and effect. Notwithstanding the foregoing, the arbitrator may grant any legal or equitable remedy or relief that the arbitrator deems just and equitable, including without limitation termination of the Agreement, injunctive relief and provisional remedies, to the same extent that remedies or relief could be granted by a state or federal court, subject to the limitations set forth in this Agreement. 20.3.5 Expenses. The expenses of the arbitration, including the arbitrator’s fees, expert witness fees, and attorneys’ fees, may be awarded to the prevailing party, in the discretion of the arbitrator, or may be apportioned between the parties in any manner deemed appropriate by the arbitrator. Unless and until the arbitrator decides that one party is to pay for all (or a share) of such expenses, both parties shall share equally in the payment of the arbitrator’s fees as and when billed by the arbitrator. 20.4
Injunctive Relief
The parties acknowledge that violation by one party of the provisions contained in Sections 14, 18 and 19 would cause irreparable harm to the other party not adequately compensated by monetary damages. In addition to other relief, it is agreed that temporary and permanent injunctive relief would be an appropriate remedy to prevent any actual or threatened violation of such provision or to enforce such provisions according to their terms, and such injunctive relief may be sought by either party without first exhausting the dispute resolution procedures described in the preceding Sections 20.1 through 20.3. Any party substantially prevailing in any action for injunctive relief under this Section 20.4 shall be entitled to recover its costs of enforcement, including reasonable attorneys’ fees. 21
GENERAL INDEMNITY AND INSURANCE Page 59 of 175
COUNTY OF SAN DIEGO (COSD) - REQUEST FOR PROPOSALS (RFP) NO. 5947 HEALTH AND HUMAN SERVICES AGENCY (HHSA) KNOWLEDGE INTEGRATION PROGRAM (KIP) COSD INFORMATION EXCHANGE (COSDIE) SYSTEM EXHIBIT A – AGREEMENT 21.1
General Indemnity
County shall not be liable for, and Contractor shall defend, indemnify and hold County harmless from, any and all claims, demands, liability, judgments, awards, fines, mechanics’ liens or other liens, labor disputes, losses, damages, expenses, charges or costs of any kind or character, including attorneys’ fees and court costs (hereinafter collectively referred to as “Claims”), related to the work performed in connection with this Agreement, arising either directly or indirectly from any act, error, omission or negligence of Contractor or its Subcontractors, licensees, agents, servants or employees, including, without limitation, Claims caused by the concurrent negligent act, error or omission, whether active or passive, of County or its agents, employees, or County Personnel. 21.2
Insurance
Without limiting Contractor’s indemnification obligations to County, Contractor shall provide and maintain, until all obligations and duties of Contractor to County have been fully satisfied, at its sole expense, insurance in the amounts and forms described in Exhibit B attached hereto. 22
LIMITATION OF LIABILITY 22.1
Limitation on Amount of Damages
EXCEPT AS PROVIDED IN SECTION 22.2, EACH PARTY’S LIABILITY TO THE OTHER FOR ANY CAUSE OF ACTION ARISING OUT OF OR RELATING TO THIS AGREEMENT SHALL NOT EXCEED ONE HUNDRED FIFTY PERCENT (150%) OF THE SYSTEM PRICE.
22.2
Exclusions from Limitations of Liability.
Notwithstanding anything contained herein to the contrary, the limitations of liability contained in this Section 22 shall not apply to: (i) damages arising out of or relating to a party’s failure to comply with its confidentiality obligations under Article 18; (ii) the indemnification obligations under Section 13.1, Section 19.2 and Section 21; (iii) personal injury, including death, and damage to tangible property caused by the negligent or intentional acts of a party or its employees, agents or subcontractors; (iv) damages arising out of any loss of data or other damage to data caused by any disabling code or virus; and (v) either party’s obligation to pay litigation costs and attorneys’ fees incurred by the other party in enforcing the terms of this Agreement as set forth in this Agreement. 23
MISCELLANEOUS
23.1 Governing Law and Venue. This Agreement shall be governed by, construed and enforced in all respects in accordance with the substantive laws of the State of California, regardless of the domicile of either party hereto or where any activity pertaining hereto of either party may actually occur. The sole and proper venue for any lawsuit commenced to enforce or interpret this Agreement shall be the state or federal courts located in San Diego County, California. 23.2 Licensing. Attention is directed to the provisions of Chapter 9 of Division 3 of the Business and Professions Code concerning the licensing of contractors. Contractor shall be licensed, if required, in accordance with the laws of this state and if not so licensed Contractor is subject to the penalties imposed by such laws. 23.3 Hazardous Material. Contractor shall comply with all legal regulatory requirements applicable to the work performed under this Agreement and shall be responsible for compliance with all hazardous waste, health and Page 60 of 175
COUNTY OF SAN DIEGO (COSD) - REQUEST FOR PROPOSALS (RFP) NO. 5947 HEALTH AND HUMAN SERVICES AGENCY (HHSA) KNOWLEDGE INTEGRATION PROGRAM (KIP) COSD INFORMATION EXCHANGE (COSDIE) SYSTEM EXHIBIT A – AGREEMENT safety, notice, training and environmental protection laws, rules, regulations and requirements, including, but not limited to, the Resource Conservation and Recovery Act. “Hazardous waste” includes all substances that are or may be identified as such under 40 C.F.R. Part 261 or other applicable laws or regulations. Contractor agrees that it will not store any hazardous wastes at any County facility for periods in excess of ninety (90) Business Days or in violation of the applicable site storage limitations imposed by law (other than customary and ordinary products used in the operation, repair or maintenance of the System). Contractor agrees to take, at its expense, all actions necessary to protect third parties, including without limitation, employees and agents of County from any exposure to, or hazards of, hazardous and/or toxic wastes or substances generated or utilized in the operations of the System or any portion thereof. Contractor agrees to report to the appropriate governmental agencies all discharges, releases, and spills of hazardous substances and/or wastes required to be reported by law and to immediately notify County of same. 23.4 Successors. Subject to the limitations on assignment set forth in Section 23.5, all terms of this Agreement shall be binding upon, inure to the benefit of, and be enforceable by the parties hereto and their respective heirs, legal representatives, successors, and assigns. 23.5 Assignment. Without the prior consent of County, which County may withhold in its absolute discretion, Contractor shall not assign or otherwise transfer, voluntarily, by operation of law or otherwise, any of contractor’s rights or obligations under this Agreement and any such attempted assignment or other transfer shall be null and void. Any act in derogation of the foregoing shall be null and void. 23.6 No Waiver. No failure or delay on the part of either party to exercise, in whole or in part (including enforcement), any right or privilege hereunder shall operate as a waiver thereof or of any right to exercise or enforce such right or any other right or privilege hereunder. 23.7 Entire Agreement. This Agreement, and all exhibits attached hereto and other documents expressly incorporated by reference herein, shall constitute the entire understanding of the parties with respect to the subject matter hereof and supersede all prior agreements and understandings, oral and written, between the parties hereto with respect to the subject matter hereof and the transactions contemplated hereby. All exhibits attached hereto are incorporated herein. No amendment may be made to this Agreement unless made in writing and signed by Contractor’s Project Manager and the County Director of Purchasing and Contracting. 23.8 Notice. Any notice or notices required or permitted to be given pursuant to this Agreement, other than notices under Article 20 may be personally served on the other party by the party giving such notice, in which event it shall be deemed delivered at the time of personal service, or may be served by regular mail, in which event it shall be deemed delivered three (3) Business Days after delivery to the United States postal carrier. Any notice or notices required to be given pursuant to Article 20 may be personally served on the other party by the party giving such notice, in which event it shall be deemed delivered upon personal service, or may be served by certified mail, return receipt requested, in which event it shall be deemed delivered on a day reflected in the return receipt as the date of delivery thereof. Any such notices shall be delivered to the addresses set forth below: If to Contractor:
With a copy to:
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COUNTY OF SAN DIEGO (COSD) - REQUEST FOR PROPOSALS (RFP) NO. 5947 HEALTH AND HUMAN SERVICES AGENCY (HHSA) KNOWLEDGE INTEGRATION PROGRAM (KIP) COSD INFORMATION EXCHANGE (COSDIE) SYSTEM EXHIBIT A – AGREEMENT
If to County: Carrie Hoff, Assistant Deputy Director Health and Human Services Agency 1255 Imperial Avenue, Suite 743 San Diego, CA 92101 With copies to: John M. Pellegrino, Director County of San Diego, Department of Purchasing and Contracting (MS-032) 5560 Overland Avenue, Suite 270 San Diego, CA 92123-1204 and David Smith, Senior Deputy Office of County Counsel County Administration Center 1600 Pacific Highway, Room 355 San Diego, California 92101-2469 23.9 Severability. Should any part of this Agreement be held to be invalid by a court of competent jurisdiction, the remainder of the Agreement shall be considered as the whole agreement of the parties and shall be binding on the parties. 23.10 Headings. The headings used herein are for the convenience of the parties only and shall not be used in the interpretation of the provisions of this Agreement. 23.11 Computation of Time Periods. All periods of time referred to in this Agreement shall include all Saturdays, Sundays and California State or national holidays, unless the period of time specifies “Business Days.” If the date or last date to perform any act or give any notice with respect to this Agreement shall fall on a Saturday, Sunday or state or national holiday, such act or notice may be timely performed or given on the next succeeding day that is not a Saturday, Sunday or state or national holiday. 23.12 Title and Risk of Loss. Unless otherwise provided in this Agreement, title and risk of loss of or damage to all Deliverables shall pass to County at the time of Acceptance. 23.13 Transportation Costs. All shipments of goods or equipment to and from County or Outsourcer facilities as required to perform the Project shall be made at Contractor’s expense. 23.14 Contract Administration.
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COUNTY OF SAN DIEGO (COSD) - REQUEST FOR PROPOSALS (RFP) NO. 5947 HEALTH AND HUMAN SERVICES AGENCY (HHSA) KNOWLEDGE INTEGRATION PROGRAM (KIP) COSD INFORMATION EXCHANGE (COSDIE) SYSTEM EXHIBIT A – AGREEMENT 23.14.1 The County’s Director of Purchasing and Contracting is the only person authorized to execute any amendments to this Agreement on behalf of County. 23.14.2 County’s Program Manager will chair Contractor progress meetings and will coordinate County’s contract administrative functions. The Program Manager is designated to receive and approve Contractor invoices for payment, audit and inspect records, inspect Contractor work, and provide other technical guidance as required. The Program Manager and Project Manager are not authorized to change any terms and conditions of the Agreement. 23.15 Cooperation. From time to time, at a party’s request, whether before or after Acceptance of the System as a whole, and without further consideration, the other parties to this Agreement shall execute and deliver, any further instrument(s) of conveyances or other documents and take such actions as a party may reasonably require to complete more effectively the terms and provisions of this Agreement. 23.16 Interpretation. Whenever the words “include,” “includes,” or “including” are used, they shall be interpreted as meaning including without limitation. 23.17 No Construction Against Drafter. Any principle of construction or rule of law providing that an agreement shall be construed against the drafter of the agreement in the event of any inconsistency or ambiguity shall not apply to this Agreement or its interpretation. 23.18
Time of the Essence. Time is of the essence in the performance of this Agreement.
23.19
Order of Precedence
In the event of any conflict between this Agreement and any of the exhibits attached hereto or documents expressly incorporated herein by reference, the terms and provisions of this Agreement shall control and, in the event of a conflict among the remaining documents, the documents shall govern in the following order of precedence: (1)
This Agreement; then
(2)
The exhibits attached hereto; then
(3)
The documents incorporated herein.
In the event of any conflict between the Functional Specifications and the Technical Specifications, the Functional Specifications shall control. 23.20 Survival. The following Articles and Sections shall survive any expiration or termination hereof: Article 1, Article 9.5.3, Article 10.4, Section 13.1, Article 16, Sections 17.3, 17.4, and 17.6, Articles 18 through 23, and Exhibit 2.2.
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COUNTY OF SAN DIEGO (COSD) - REQUEST FOR PROPOSALS (RFP) NO. 5947 HEALTH AND HUMAN SERVICES AGENCY (HHSA) KNOWLEDGE INTEGRATION PROGRAM (KIP) COSD INFORMATION EXCHANGE (COSDIE) SYSTEM EXHIBIT A – AGREEMENT
IN WITNESS WHEREOF, the parties have caused this Agreement to be signed by their duly authorized representative. CONTRACTOR
COUNTY
a By: ________________________________ Its: ________________________________
By: ______________________________ JOHN M. PELLEGRINO, Director Department of Purchasing and Contracting
Date: Date:
APPROVED AS TO FORM AND LEGALITY By: Senior Deputy County Counsel Date:
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COUNTY OF SAN DIEGO (COSD) - REQUEST FOR PROPOSALS (RFP) NO. 5947 HEALTH AND HUMAN SERVICES AGENCY (HHSA) KNOWLEDGE INTEGRATION PROGRAM (KIP) COSD INFORMATION EXCHANGE (COSDIE) SYSTEM EXHIBIT 1.2 – FORM OF ACCEPTANCE CERTIFICATE EXHIBIT 1.2 - FORM OF ACCEPTANCE CERTIFICATE COUNTY OF SAN DIEGO DEPARTMENT OF PURCHASING AND CONTRACTING
DATE ____________________, 20___
COUNTY CONTRACT NO. ______________ AMENDMENT NO. _____________
To: _________________ (“Contractor”). Title of Agreement: County of San Diego Information Exchange (COSDIE) System Agreement Pursuant to the Agreement, the undersigned notifies you of Acceptance of the following Deliverable or Training: [Describe Deliverable or Training Being Accepted]:
THIS ACCEPTANCE CERTIFICATE IS NOT EFFECTIVE UNTIL APPROVED BY THE COUNTY PROGRAM MANAGER
COUNTY PROGRAM MANAGER REVIEW AND APPROVAL: By: County Program Manager Date:
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COUNTY OF SAN DIEGO (COSD) - REQUEST FOR PROPOSALS (RFP) NO. 5947 HEALTH AND HUMAN SERVICES AGENCY (HHSA) KNOWLEDGE INTEGRATION PROGRAM (KIP) COSD INFORMATION EXCHANGE (COSDIE) SYSTEM EXHIBIT 1.10 – FORM OF CHANGE ORDER EXHIBIT 1.10 -FORM OF CHANGE ORDER COUNTY OF SAN DIEGO DEPARTMENT OF PURCHASING AND CONTRACTING AGREEMENT AMENDMENT AUTHORIZATION AND INDEPENDENT CONTRACTOR AGREEMENT AMENDMENT DATE __________, 20__
COUNTY CONTRACT NO. ______________ AMENDMENT NO. _____________
To: _________________ (“Contractor”). Title of Agreement: County of San Diego Information Exchange (COSDIE) System Agreement Pursuant to Article 12 of the Agreement, you are directed to make the Changes described herein or do the following described work not included in the scope of the work described in the Agreement: Description of Agreement Change and/or Work To Be Done, including impact on all interdependencies including without limitation impacts on Program Plan, Deliverables, Milestones, Tasks, Gantt Chart, implementation plans and contingency plans, System Price and payment terms, System implementation and other Program impacts. The undersigned Contractor has given careful consideration to the Change proposed and hereby agrees, if this proposed Change is approved, that it will provide all equipment, furnish all materials, except as may otherwise be noted above, and perform all services necessary for the work specified herein, and will accept as full payment the price more particularly described on the attachment hereto and agree that the Program is impacted all as is more particularly described herein and on the attachment. By: Title: Authorized Person THE CHANGE ORDER IS NOT EFFECTIVE UNTIL APPROVED BY THE DIRECTOR OF PURCHASING AND CONTRACTING. COUNTY PROGRAM MANAGER REVIEW AND RECOMMENDED APPROVAL: By: County Program Manager Date: APPROVED: By: Director of Purchasing and Contracting Date: Page 66 of 175
COUNTY OF SAN DIEGO (COSD) - REQUEST FOR PROPOSALS (RFP) NO. 5947 HEALTH AND HUMAN SERVICES AGENCY (HHSA) KNOWLEDGE INTEGRATION PROGRAM (KIP) COSD INFORMATION EXCHANGE (COSDIE) SYSTEM EXHIBIT 1.19 – DELIVERABLES CHART EXHIBIT 1.19 - Deliverables Chart Deliverables are defined in Exhibit D.
Task
Deliverable
Phase 1
Phase 2
Phase 3
Task 1 - Project Initiation and Planning
Deliverable 1 - Project Kick-off Presentation Deliverable 2 - Project Management Plan Deliverable 3 - Project Work Plan and Schedule Deliverable 4 – Monthly Project Status Reports Deliverable 5 – System Design and Development Strategy Deliverable 6 – System Implementation Strategy Deliverable 7 – Master Testing Strategy Deliverable 8 – Requirements Traceability Plan Deliverable 9 – Functional Specifications and Design Document Deliverable 10 – SOA Specifications and Design Document Deliverable 11 – System Architecture Deliverable 12 –Technical Design Document Deliverable 13 – System Implementation Plan Deliverable 14 – Data Integration and Synchronization Plan Deliverable 15 – Pilot to Production Plan Deliverable 16 – System Maintenance, Support and Transition Plan Deliverable 17 – Test Plan Deliverable 18 – Test Scenarios, Test Cases and Test Scripts Deliverable 19 – Documented System Test Results Deliverable 20 – Training Plan Deliverable 21 – Training Manuals, End-User Guides, and Materials
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
Task 2 - System Design
Task 3 - System Development
Task 4 - Testing
Task 5 Training
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Payment Milestone
X X
X X X X
X X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X X
X X
X X
X
X
X
X X
X X
X X
X
X X
X X
X
REQUEST FOR PROPOSALS (RFP) NO. 5947 HEALTH AND HUMAN SERVICES AGENCY (HHSA) KNOWLEDGE INTEGRATION PROGRAM (KIP) COSD INFORMATION EXCHANGE (COSDIE) SYSTEM COUNTY OF SAN DIEGO, INTEGRATED PROPERTY TAX SYSTEM (KIP) EXHIBIT 1.19 – DELIVERABLES CHART
Task
Task 6 Deployment
Task 7 Closeout
Deliverable
Phase 1
Phase 2
Phase 3
Payment Milestone
Deliverable 22 – Documented Evidence of Successful End-User Training Deliverable 23 –Release Readiness Evaluations and Reports Deliverable 24 – Deployment Plan Deliverable 25 – Production Pilot Report Deliverable 26 – System Incident and Defect Resolution Reports Deliverable 27 – Completed Detailed Functional and Technical Specifications Traceability Matrix Deliverable 28 – System Source Code and Documentation Deliverable 29 – Documented Phase Closeout
X
X
X
X
X
X
X
X X
X X
X X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
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COUNTY OF SAN DIEGO (COSD) - REQUEST FOR PROPOSALS (RFP) NO. 5947 HEALTH AND HUMAN SERVICES AGENCY (HHSA) KNOWLEDGE INTEGRATION PROGRAM (KIP) COSD INFORMATION EXCHANGE (COSDIE) SYSTEM EXHIBIT 1.48 – REJECTION STATEMENT EXHIBIT 1.48 REJECTION STATEMENT COUNTY OF SAN DIEGO DEPARTMENT OF PURCHASING AND CONTRACTING
DATE _________________, 20__
COUNTY CONTRACT NO. _____________ AMENDMENT NO. _____________
To: _________________ (“Contractor”). Title of Agreement: County of San Diego Information Exchange (COSDIE) System Agreement Deliverable or Training: Pursuant to the Agreement, the undersigned rejects the aforementioned Deliverable or Training for the following reasons: [STATE REASONS FOR REJECTION]
THIS REJECTION STATEMENT IS NOT EFFECTIVE UNTIL SIGNED BY THE COUNTY PROGRAM MANAGER COUNTY PROGRAM MANAGER REVIEW AND SIGNATURE: By: County Program Manager Date:
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COUNTY OF SAN DIEGO (COSD) - REQUEST FOR PROPOSALS (RFP) NO. 5947 HEALTH AND HUMAN SERVICES AGENCY (HHSA) KNOWLEDGE INTEGRATION PROGRAM (KIP) COSD INFORMATION EXCHANGE (COSDIE) SYSTEM EXHIBIT 2.1 – COUNTY-PROVIDED RESOURCES AND SUPPORT EXHIBIT 2.1 COUNTY-PROVIDED RESOURCES AND SUPPORT
Facility Requirements
[Identify the facility, quantity, and when it is needed]
Other Requirements
[Identify any other requirements, the quantity thereof, and when they are needed]
County Personnel Requirements The following schedule identifies the County Personnel requirements for the Program. Both parties understand that this schedule defines the level of effort that the County is contractually required to provide for the Program. The exact timing of these demands may shift over time as the Project progresses. The County Program Manager and Contractor Project Manager will work cooperatively to update this schedule on at least a quarterly basis so that the various County departments involved in the Program can plan resource availability appropriately. [INSERT COUNTY PERSONNEL REQUIREMENTS SCHEDULE INCLUDING NUMBER OF PERSONNEL, SKILL SETS, AND NUMBER OF HOURS OF REQUIRED TIME COMMITMENT]
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COUNTY OF SAN DIEGO (COSD) - REQUEST FOR PROPOSALS (RFP) NO. 5947 HEALTH AND HUMAN SERVICES AGENCY (HHSA) KNOWLEDGE INTEGRATION PROGRAM (KIP) COSD INFORMATION EXCHANGE (COSDIE) SYSTEM EXHIBIT 2.2 – BUSINESS ASSOCIATE AGREEMENT 1
2
Definitions. Terms used, but not otherwise defined, in this Exhibit 2.2 shall have the same meaning as those terms are defined in 45 Code of Federal Regulations Sections 160.103 and 164.501. (All regulatory references in this Exhibit 2.2 are to Title 45 of the Code of Federal Regulations unless otherwise specified.) 1.1
Business Associate. “Business Associate” shall mean Contractor, or as appropriate, a Subcontractor.
1.2
Covered Entity. “Covered Entity” shall mean that part of the County designated as the hybrid entity within the County subject to the Standards for Privacy of Individually Identifiable Health Information set forth in 45 Code of Federal Regulations Part 160 and Part 164, Subparts A and E and those parts of the County designated as business associates of other entities subject to the Standards for Privacy of Individually Identifiable Health Information set forth in 45 Code of Federal Regulations Part 160 and Part 164, Subparts A and E.
1.3
Designated Record Set. “Designated Record Set” shall have the same meaning as the term “designated record set” in Section 164.501.
1.4
Individual. “Individual” shall have the same meaning as the term ‘‘individual’’ in Section 164.501 and shall include a person who qualifies as a personal representative in accordance with Section 164.502(g).
1.5
Privacy Rule. “Privacy Rule” shall mean the Standards for Privacy of Individually Identifiable Health Information at 45 Code of Federal Regulations Part 160 and Part 164, Subparts A and E.
1.6
Protected Health Information. “Protected Health Information” shall have the same meaning as the term “protected health information” in Section 164.501 and is limited to the information created or received by Business Associate from or on behalf of Covered Entity.
1.7
Required By Law. “Required by law” shall have the same meaning as the term ‘‘required by law’’ in Section 164.501.
1.8
Secretary. “Secretary” shall mean the Secretary of the United States Department of Health and Human Services or his or her designee.
Obligations and Activities of Business Associate 2.1
Business Associate agrees to not use or further disclose Protected Health Information other than as permitted or required by the Agreement or as Required by Law.
2.2
Business Associate agrees to use appropriate safeguards to prevent the use or disclosure of the Protected Health Information other than as provided for by the Agreement.
2.3
Business Associate agrees to mitigate, to the extent practicable, any harmful effect that is known to Business Associate of a use or disclosure of Protected Health Information by Business Associate in violation of the requirements of the Agreement.
2.4
Business Associate agrees to report to Covered Entity any use or disclosure of the Protected Health Information not provided for by the Agreement.
2.5
Business Associate agrees to ensure that any agent, including a subcontractor, to whom it provides Protected Health Information received from, or created or received by Business Associate on behalf of
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COUNTY OF SAN DIEGO (COSD) - REQUEST FOR PROPOSALS (RFP) NO. 5947 HEALTH AND HUMAN SERVICES AGENCY (HHSA) KNOWLEDGE INTEGRATION PROGRAM (KIP) COSD INFORMATION EXCHANGE (COSDIE) SYSTEM EXHIBIT 2.2 – BUSINESS ASSOCIATE AGREEMENT Covered Entity, agrees to the same restrictions and conditions that apply through the Agreement to Business Associate with respect to such information.
3
2.6
Business Associate agrees to provide access, at the request of Covered Entity, and in the time and manner designated by Covered Entity, to Protected Health Information in a Designated Record Set, to Covered Entity or, as directed by Covered Entity, to an Individual in order to meet the requirements under Section 164.524.
2.7
Business Associate agrees to make any amendment(s) to Protected Health Information in a Designated Record Set that the Covered Entity directs or agrees to make pursuant to Section 164.526 at the request of Covered Entity or an Individual, and in the time and manner designated by Covered Entity.
2.8
Business Associate agrees to make internal practices, books, and records relating to the use and disclosure of Protected Health Information received from, or created or received by Business Associate on behalf of, Covered Entity available to the Covered Entity, or at the request of the Covered Entity to the Secretary, in a time and manner designated by the Covered Entity or the Secretary, for purposes of the Secretary determining Covered Entity’s compliance with the Privacy Rule.
2.9
Business Associate agrees to document such disclosures of Protected Health Information and information related to such disclosures as would be required for Covered Entity to respond to a request by an Individual for an accounting of disclosures of Protected Health Information in accordance with Section 164.528.
2.10
Business Associate agrees to provide to Covered Entity or an Individual, in the time and manner designated by Covered Entity, information collected or used in accordance with the Agreement, to permit Covered Entity to respond to a request by an Individual for an accounting of disclosures of Protected Health Information in accordance with Section 164.528.
Permitted Uses and Disclosures by Business Associate.
Except as otherwise limited in the Agreement, Business Associate may use or disclose Protected Health Information to perform functions, activities, or services for, or on behalf of, Covered Entity as specified in the Agreement, provided that such use or disclosure would not violate the Privacy Rule if done by Covered Entity. 4
Obligations of Covered Entity. 4.1
Covered Entity shall provide Business Associate with the notice of privacy practices that Covered Entity produces in accordance with Section 164.520, as well as any changes to such notice.
4.2
Covered Entity shall provide Business Associate with any changes in, or revocation of, permission by Individual to use or disclose Protected Health Information, if such changes affect Business Associate’s permitted or required uses and disclosures.
4.3
Covered Entity shall notify Business Associate of any restriction to the use or disclosure of Protected Health Information that Covered Entity has agreed to in accordance with Section 164.522.
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COUNTY OF SAN DIEGO (COSD) - REQUEST FOR PROPOSALS (RFP) NO. 5947 HEALTH AND HUMAN SERVICES AGENCY (HHSA) KNOWLEDGE INTEGRATION PROGRAM (KIP) COSD INFORMATION EXCHANGE (COSDIE) SYSTEM EXHIBIT 2.2 – BUSINESS ASSOCIATE AGREEMENT 5
Permissible Requests by Covered Entity. Covered Entity shall not request Business Associate to use or disclose Protected Health Information in any manner that would not be permissible under the Privacy Rule if done by Covered Entity.
6
Term and Termination.
7
6.1
Term. The Term of this Exhibit 2.2 shall begin on the Effective Date and shall terminate when all of the Protected Health Information provided by Covered Entity to Business Associate, or created or received by Business Associate on behalf of Covered Entity, is destroyed or returned to Covered Entity, or, if it is infeasible to return or destroy Protected Health Information, protections are extended to such information, in accordance with the termination provisions in this Section.
6.2
Termination for Cause for Breach of Terms of Exhibit 2.2. Upon Covered Entity’s knowledge of a material breach by Business Associate, Covered Entity shall provide an opportunity for Business Associate to cure the breach or end the violation and terminate the Agreement if Business Associate does not cure the breach or end the violation within the time specified by Covered Entity, or immediately terminate the Agreement if Business Associate has breached a material term of the Agreement and cure is not possible.
6.3
Effect of Termination. 6.3.1
Except as provided in paragraph 6.3.2 of this Exhibit 2.2, upon termination of the Agreement, for any reason, Business Associate shall return or destroy all Protected Health Information received from Covered Entity, or created or received by Business Associate on behalf of Covered Entity. This provision shall apply to Protected Health Information that is in the possession of subcontractors or agents of Business Associate. Business Associate shall retain no copies of the Protected Health Information.
6.3.2
In the event that Business Associate determines that returning or destroying the Protected Health Information is infeasible, Business Associate shall provide to Covered Entity notification of the conditions that make return or destruction infeasible. Upon mutual agreement of the Parties that return or destruction of Protected Health Information is infeasible, Business Associate shall extend the protections of this Exhibit 2.2 to such Protected Health Information and limit further uses and disclosures of such Protected Health Information to those purposes that make the return or destruction infeasible, for so long as Business Associate maintains such Protected Health Information.
Miscellaneous 7.1
Regulatory References. A reference in this Exhibit 2.2 to a section in the Privacy Rule means the section as in effect or as amended, and for which compliance is required.
7.2
Amendment. The Parties agree to take such action as is necessary to amend this Exhibit 2.2. from time-to-time as is necessary for Covered Entity to comply with the requirements of the Privacy Rule and the Health Insurance Portability and Accountability Act, Public Law 104–191.
7.3
Survival. The respective rights and obligations of Contractor and Business Associate under Section 6.3 of this Exhibit 2.2 shall survive the termination of the Agreement.
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COUNTY OF SAN DIEGO (COSD) - REQUEST FOR PROPOSALS (RFP) NO. 5947 HEALTH AND HUMAN SERVICES AGENCY (HHSA) KNOWLEDGE INTEGRATION PROGRAM (KIP) COSD INFORMATION EXCHANGE (COSDIE) SYSTEM EXHIBIT 2.2 – BUSINESS ASSOCIATE AGREEMENT 7.4
Interpretation. Any ambiguity in this Section 2.2 shall be resolved in favor of a meaning that permits Covered Entity to comply with the Privacy Rule.
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COUNTY OF SAN DIEGO (COSD) - REQUEST FOR PROPOSALS (RFP) NO. 5947 HEALTH AND HUMAN SERVICES AGENCY (HHSA) KNOWLEDGE INTEGRATION PROGRAM (KIP) COSD INFORMATION EXCHANGE (COSDIE) SYSTEM EXHIBIT 10.3.2– SOURCE CODE ESCROW AGREEMENT EXHIBIT 10.3.2 SOURCE CODE ESCROW AGREEMENT In addition to such terms and conditions as County deems necessary, the following shall be included in the Source Code Escrow Agreement: Contractor acknowledges that this escrow agreement is an “agreement supplementary to” the license agreement as provided in Section 365(n) of Title 11, United States Code (“Bankruptcy Code”). Contractor acknowledges that if Contractor as a debtor-in-possession or a trustee-inbankruptcy (collectively, “Trustee”) in a case under the Bankruptcy Code rejects the license agreement or this escrow agreement, County may elect to retain its rights under the license agreement and this escrow agreement as provided in Section 365(n) of the Bankruptcy Code. After the commencement of a case under the Bankruptcy Code by or against Contractor and unless and until the license agreement is rejected upon written request of County to the Trustee, Trustee shall (a) not interfere with the rights of County as provided in the license agreement and this escrow agreement, including the right to obtain the escrowed materials from the escrow agent and (b) provide the escrowed materials to the county. If the Trustee rejects the license agreement or this escrow agreement and County elects to retain its rights, upon written request to County to the Trustee, Trustee shall provide the escrowed materials to the County.
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COUNTY OF SAN DIEGO (COSD) - REQUEST FOR PROPOSALS (RFP) NO. 5947 HEALTH AND HUMAN SERVICES AGENCY (HHSA) KNOWLEDGE INTEGRATION PROGRAM (KIP) COSD INFORMATION EXCHANGE (COSDIE) SYSTEM EXHIBIT 13.3 – MANAGERS AND KEY PERSONNEL EXHIBIT 13.3
KEY PERSONNEL County Program Manager: Carrie Hoff County Project Manager: Jerald Coleman
Key Contractor Personnel Program Manager Project Manager Contract Manager Functional Lead System Architect Data Architect Security/Privacy Lead Business Intelligence Lead Training Manager Application Development Lead Project Quality Assurance Lead System Testing Lead Web Lead Deployment Lead
_________________________________ _________________________________ _________________________________ _________________________________ _________________________________ _________________________________ _________________________________ _________________________________ _________________________________ _________________________________ _________________________________ _________________________________ _________________________________ _________________________________
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COUNTY OF SAN DIEGO (COSD) - REQUEST FOR PROPOSALS (RFP) NO. 5947 HEALTH AND HUMAN SERVICES AGENCY (HHSA) KNOWLEDGE INTEGRATION PROGRAM (KIP) COSD INFORMATION EXCHANGE (COSDIE) SYSTEM EXHIBIT 13.4.1 – TEMPORARY WORKER, EMPLOYEE, SUBCONTRACTOR CONFIDENTIALITY AGREEMENT EXHIBIT 13.4.1 TEMPORARY WORKER, EMPLOYEE, SUBCONTRACTOR CONFIDENTIALITY AGREEMENT I understand that I have been retained by __________________________ (“Company”) to perform work on a temporary basis for the County of San Diego (“County”). I UNDERSTAND AND ACKNOWLEDGE THAT I AM NEITHER AN EMPLOYEE OF COUNTY, NOR HAVE I BEEN HIRED BY COUNTY. In consideration of my being permitted to work on the County of San Diego Information Exchange (COSDIE) System for the County of San Diego: I agree not to disclose to others, or take or use for my own purposes or the purposes of others, during or after my work on behalf of County, any Information disclosed by the County in the course of my work on the KIP project. As used herein, “Information” includes: trade secrets and other confidential or proprietary business, technical, personnel or financial information, whether or not my work product, in written, graphic, oral or other tangible or intangible forms, including but not limited to, specifications, samples, records, data, computer programs, drawings, diagrams, models, customer names, business or marketing plans, studies, analysis, projections and reports, communications by or to attorneys (including attorney-client privileged communications), memos or other materials prepared by attorneys or under their direction (including attorney work product), and software systems and processes. Any Information that is not readily available to the public shall be considered to be a trade secret and confidential and proprietary, even if it is not specifically marked as such, unless County advises me otherwise in writing. I agree that on termination of my work on behalf of County that I will return to County all property belonging to County, including all documents or other media in my possession or control that in any way incorporate or reflect any Information. The interpretation of this Agreement shall be governed by the laws of the State of California, irrespective of its choice of laws principles. If any provision or any part of a provision of this Agreement shall be invalid or unenforceable, such invalidity or unenforceability shall not invalidate or render unenforceable the entire Agreement or provision, but rather the entire Agreement or provision shall be construed as if not containing the particular invalid or unenforceable provision or portion thereof. This Agreement constitutes the entire agreement between the parties with respect to the subject matter contained therein. All prior agreements, representations, statements, negotiations, understandings and undertakings are superseded hereby. Except as otherwise provided in this Agreement, this Agreement may not be modified, supplemented or amended, except by written instrument executed by both parties. NOTICE THIS IS A LEGAL DOCUMENT. READ IT CAREFULLY BEFORE SIGNING IT Dated: ________________, 20__ (Signature)
(Print Name)
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COUNTY OF SAN DIEGO (COSD) - REQUEST FOR PROPOSALS (RFP) NO. 5947 HEALTH AND HUMAN SERVICES AGENCY (HHSA) KNOWLEDGE INTEGRATION PROGRAM (KIP) COSD INFORMATION EXCHANGE (COSDIE) SYSTEM EXHIBIT 16.4 – TERMS AND CONDITIONS FOR PROVISION OF COUNTY REQUESTED ENHANCEMENTS AND SUPPORT SERVICES EXHIBIT 16.4 TERMS AND CONDITIONS FOR PROVISION OF COUNTY REQUESTED ENHANCEMENTS AND SUPPORT SERVICES The Contractor shall provide a rate schedule the County may use for County requested Enhancements and Support Services at the rates specified herein, as and when requested by County, pursuant to a written task order issued and signed by County’s Director of Purchasing. County shall have no obligation to compensate Contractor for any Support Services unless County has executed a written task order for said Support Services. Prior to the issuance of any such task order, Contractor at the request of County shall submit an estimate of the number of hours required to complete the subject task. The skills of the individuals performing the Support Services shall be sufficient, in the reasonable judgment of County, to efficiently perform the subject Support Services. If in the reasonable judgment of County the skills of the individual(s) assigned by Contractor to perform Support Services are inadequate to efficiently perform the Support Services assigned to them, Contractor shall replace the individual(s) with individual(s) having superior skills such that the Support Services may be efficiently performed by the replacement worker. The Support Services shall be subject to Acceptance in accordance with the terms of the Agreement. The Contractor shall provide a rate schedule for the following Labor Categories:
Program Manager Project Manager Systems Analyst Senior Applications Developer Applications Developer Applications Developer - Adv Technology Web Designer Applications Architect Database Administrator Associate Application Developer Project Scheduler Infrastructure System Administrator Infrastructure Engineer Infrastructure Project Manager Infrastructure Senior Architect Infrastructure Security Architect
For a description of the Labor Categories, refer to Appendix E - INFORMATION TECHNOLOGY AND TELECOMMUNICATIONS SERVICE AGREEMENT Between COUNTY OF SAN DIEGO AND NORTHROP GRUMMAN INFORMATION TECHNOLOGY, INC. ON JANUARY 24, 2006 AS ASSIGNED TO HP ENTERPRISE SERVICES, LLC ON APRIL 30, 2011, AND AS AMENDED AND RESTATED (VERSION 01) ON APRIL 5, 2012 Schedule 16.1 Fees . All rates provided must be inclusive of expenses. If the rates are expected to change over the course of the contract, Contractor shall provide a separate rate schedule for each contract year.
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COUNTY OF SAN DIEGO (COSD) - REQUEST FOR PROPOSALS (RFP) NO. 5947 HEALTH AND HUMAN SERVICES AGENCY (HHSA) KNOWLEDGE INTEGRATION PROGRAM (KIP) COSD INFORMATION EXCHANGE (COSDIE) SYSTEM EXHIBIT B – BONDING AND INSURANCE REQUIREMENTS BONDING REQUIREMENTS Performance Bond - See Exhibit A, paragraph 2.13 - Performance Bond. INSURANCE REQUIREMENTS Without limiting Contractor’s indemnification obligations to County, Contractor shall provide at its sole expense and maintain for the duration of this Contract, or as may be further required herein, insurance against claims for injuries to persons or damages to property which may arise from or in connection with the performance of the work hereunder and the results of the work by the Contractor, his agents, representatives, employees or subcontractors. 1. Minimum Scope of Insurance Coverage shall be at least as broad as: A.
Commercial General Liability, Occurrence form, Insurance Services Office form CG0001.
B.
Automobile Liability covering all owned, non-owned, hired auto Insurance Services Office form CA0001.
C.
Workers’ Compensation, as required by State of California and Employer’s Liability Insurance.
D.
Professional Errors and Omissions Liability.
E.
Fidelity coverage providing Employee Dishonesty, Forgery or Alteration, Theft, Disappearance, Destruction and Computer Fraud coverage covering all Contractors employees, officials and agents.
F.
Property Insurance.
2. Minimum Limits of Insurance Contractor shall maintain limits no less than: A.
Commercial General Liability including Premises, Operations, Products and Completed Operations, Contractual Liability, and Independent Contractors Liability: $5,000,000 per occurrence for bodily injury, personal injury and property damage. The Project Specific Aggregate limit shall be $10,000,000.
B.
Automobile Liability: $1,000,000 each accident for bodily injury and property damage.
C.
Employer’s Liability: $1,000,000 each accident for bodily injury or disease. Coverage shall include a waiver of subrogation endorsement in favor of County of San Diego.
D.
Professional Errors and Omissions Liability: $10,000,000 per claim with an aggregate limit of not less than $20,000,000. Any self-retained limit shall not be greater than $500,000 per occurrence/event without County’s Risk Manager’s approval. Coverage shall include contractual liability coverage. The coverage will not contain specific, express exclusions for design errors, destruction of data or failure to designing an adequate system arising out of Contractor’s wrongful acts in the rendering of, or failure to render, professional services to the County. Coverage shall include vicarious interest endorsement to the County. If policy contains one or more aggregate limits, a minimum of 50% of any such aggregate limit must remain available at all times; if over 50% of any such aggregate limit has been paid or reserved, County will require additional coverage to be purchased by Contractor to restore the required limits. This coverage shall be maintained for a minimum of three years following termination or completion of Contractor’s work pursuant to the Contract.
E.
Employee Dishonesty and Computer Fraud: $10,000,000 per occurrence. Such insurance shall cover all of Contractor’s employees. Coverage shall include a loss payee endorsement to the County. Any deductible or self-insured retention shall be the responsibility of Contractor. Page 79 of 175
COUNTY OF SAN DIEGO (COSD) - REQUEST FOR PROPOSALS (RFP) NO. 5947 HEALTH AND HUMAN SERVICES AGENCY (HHSA) KNOWLEDGE INTEGRATION PROGRAM (KIP) COSD INFORMATION EXCHANGE (COSDIE) SYSTEM EXHIBIT B – BONDING AND INSURANCE REQUIREMENTS F.
Property Insurance: Contractor shall provide insurance on all property owned by Contractor and provided under this Contract. Such policy shall provide “all risk” perils, including flood, and shall be written on a basis of one hundred percent (100%) replacement value of the property. Coverage shall include business personal property, tenant improvements, business interruption, property of others, in the care, custody, and control of the insured, and transit. Any deductible or self-insured retention shall be the responsibility of Contractor.
3. Deductibles and Self-Insured Retentions Any deductible or self-insured retention must be declared to and approved by the County Risk Management. At the option of the County, either: the insurer shall reduce or eliminate such deductibles or self-insured retentions as respects the County or the Contractor shall provide a financial guarantee satisfactory to the County guaranteeing payment of losses and related investigations, claim administration and defense expenses. 4. Other Insurance Provisions The general liability, automobile liability and professional liability policies are to contain, or be endorsed to contain the following provisions: A.
Additional Insured Endorsement (Does not apply to professional liability) Any general liability policy provided by Contractor shall contain an additional insured endorsement applying coverage to the County of San Diego, the members of the Board of Supervisors of the County and the officers, agents, employees and volunteers of the County, individually and collectively.
B.
Primary Insurance Endorsement For any claims related to this Contract, the Contractor’s insurance coverage shall be primary insurance as respects the County, the members of the Board of Supervisors of the County and the officers, agents, employees and volunteers of the County, individually and collectively. Any insurance or self-insurance maintained by the County, its officers, officials, employees, or volunteers shall be excess of the Contractor’s insurance and shall not contribute with it.
C.
Notice of Cancellation Each required insurance policy shall be endorsed to state that coverage shall not be canceled by either party, except after sixty (60) days’ prior written notice by certified mail, return receipt requested, has been given to the County at the address shown in section of Contract entitled “Notice”.
D.
Severability of Interest Clause Coverage applies separately to each insured, except with respect to the limits of liability, and that an act or omission by one of the named insureds shall not reduce or avoid coverage to the other named insureds. GENERAL PROVISIONS
5. Qualifying Insurers All required policies of insurance shall be issued by companies which have been approved to do business in the State of California by the State Department of Insurance, and which hold a current policy holder’s alphabetic and financial size category rating of not less than A-, VII according to the current Best’s Key Rating guide, or a company of equal financial stability that is approved in writing by County Risk Management. 6. Evidence of Insurance Prior to commencement of this Contract, but in no event later than the Effective Date of the Contract, Contractor shall furnish the County with certificates of insurance and amendatory endorsements effecting coverage required by this clause. Contractor shall furnish a summary of the relevant terms, provisions and conditions of the insurance policy to County. Thereafter, copies of renewal certificates and, if any of the terms, provisions or conditions as summarized by the County are changed, revised summaries, shall be furnished to County within thirty days of the expiration of the term of any required policy. Contractor shall permit County at all reasonable times to inspect and review any required policies of insurance. 7. Failure to Obtain or Maintain Insurance; County’s Remedies Contractor’s failure to provide insurance specified or failure to furnish certificates of insurance, amendatory endorsements, and policy summaries, or failure to make premium payments required by such insurance, shall constitute a material breach of the Contract, and Page 80 of 175
COUNTY OF SAN DIEGO (COSD) - REQUEST FOR PROPOSALS (RFP) NO. 5947 HEALTH AND HUMAN SERVICES AGENCY (HHSA) KNOWLEDGE INTEGRATION PROGRAM (KIP) COSD INFORMATION EXCHANGE (COSDIE) SYSTEM EXHIBIT B – BONDING AND INSURANCE REQUIREMENTS County may, at its option, terminate the Contract for any such default by Contractor provided that the same is not cured within thirty (30) days of Contractor’s receipt of notice from the County specifying the nature of the claimed default. 8. No Limitation of Obligations The foregoing insurance requirements as to the types and limits of insurance coverage to be maintained by Contractor, and any approval of said insurance by the County are not intended to and shall not in any manner limit or qualify the liabilities and obligations otherwise assumed by Contractor pursuant to the Contract, including, but not limited to, the provisions concerning indemnification. 9. Review of Coverage County retains the right at any time to review the coverage, form and amount of insurance required herein and may request Contractor to obtain insurance reasonably sufficient in coverage, form and amount to provide adequate protection against the kind and extent of risk which exists at the time a change in insurance is required. 10. Claims Made Coverage If coverage is written on a “claims made” basis, the Certificate of Insurance shall clearly so state. In addition to the coverage requirements specified above, such policy shall provide that: A.
The policy retroactive date coincides with or precedes Contractor’s commencement of work under the Contract (including subsequent policies purchased as renewals or replacements).
B.
Contractor will make every effort to maintain similar insurance during the required extended period of coverage following expiration of the Contract, including the requirement of adding all additional insureds.
C.
If insurance is terminated for any reason, Contractor shall purchase an extended reporting provision of at least two years to report claims arising in connection with the Contract.
D.
The policy allows for reporting of circumstances or incidents that might give rise to future claims.
11. Subcontractors’ Insurance Contractor shall require that any and all Subcontractors hired by Contractor are insured in accordance with this Contract. If any Subcontractors coverage does not comply with the foregoing provisions, Contractor shall defend and indemnify the County from any damage, loss, cost or expense, including attorney fees, incurred by County as a result of Subcontractors failure to maintain required coverage. 12. Waiver of Subrogation Contractor and County release each other, and their respective authorized representatives, from any Claims (as defined in the Article entitled “Indemnity” of the Contract), but only to the extent that the proceeds received from any policy of insurance carried by County or Contractor, other than any self-insurance, covers any such Claim or damage. Included in any policy or policies of insurance provided by Contractor hereunder shall be a standard waiver of rights of Subrogation against County by the insurance company issuing said policy or policies.
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COUNTY OF SAN DIEGO (COSD) - REQUEST FOR PROPOSALS (RFP) NO. 5947 DEPARTMENT OF HEALTH AND HUMAN SERVICE (HHS) KNOWLEDGE INTEGRATION PROJECT (KIP) COSD INFORMATION EXCHANGE (COSDIE) SERVICES EXHIBIT C – PRICING/PAYMENT SCHEDULE
Pricing and Payment Schedule Contractors are required to submit a proposed payment schedule listing each Milestone and any other event for which payment will be due and may assign to each such Milestone or payment event whatever portion of the total System Price as Contractor deems appropriate, subject to the following: Contractor’s proposed payment schedule must include, at a minimum, the events listed below and the proposed payment associated therewith. The total of all payments in Contractor’s proposed payment schedule should equal the total System Price. Contractor need not include a payment for any of the events listed below for which the Contractor does not desire to propose a separate payment. However, all of the events listed below must appear in the payment schedule with the date after execution of the Agreement by which the event will occur: Each Acceptance of Deliverables listed below shall be reflected in the Payment Schedule and the date for each Deliverable shall occur after the Effective Date of the Agreement.
Acceptance of Deliverable 3 – Project Work Plan and Schedule Acceptance of Deliverable 9 – Functional Specifications and Design Document Acceptance of Deliverable 11 – System Architecture Acceptance of Deliverable 12 –Technical Design Document Acceptance of Deliverable 17 – Test Plan (for each implementation Phase) Acceptance of Deliverable 18 – Test Scenarios, Test Cases and Test Scripts Acceptance of Deliverable 21 – Training Manuals, End-User Guides, and Materials Acceptance of Deliverable 22 – Documented Evidence of Successful End-User Training Acceptance of Deliverable 25 – Production Pilot Report Acceptance of Deliverable 27 – Completed Detailed Requirements Traceability Matrix Acceptance of Deliverable 28 – System Source Code and Documentation Acceptance of Deliverable 29 – Phase Closeout
Milestones require Acceptance by the County of the subject Deliverable or Outsourcer Training to have occurred in order for payment to be made. All Deliverables leading up to a Payment Milestone must have been accepted by the County for the Contractor to receive payment. County requires that the payment schedule be structured to provide adequate security to County and incentive to the Contractor throughout the Project to ensure timely completion the Project and each phase thereof, and to correct any problems that arise during the Project in a timely fashion. In all events, Contractor’s proposed payment schedule should provide (i) an amount equal to no less than 10% of the total amount payable with respect to delivery of all Deliverables incorporated into a Phase will be payable only upon Completion of Deliverable 29 – Phase Closeout and Acceptance of ITO Training for that Phase, and (ii) no less than 10% of the total System Price will be payable only upon Acceptance of Outsourcer Training for the System as a whole. The proposed payment schedule should include the expected date after execution of the Agreement by which each Milestone or payment event shall occur, assuming the Contractor has delivered the Deliverables, Training, and Services as required by the Agreement. The Contractor understands that County may delay Acceptance of any Deliverable, Training or Services until the same has met all Acceptance criteria set forth in the Agreement, the Accepted Project Work Plan, and the Design Document.
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COUNTY OF SAN DIEGO (COSD) - REQUEST FOR PROPOSALS (RFP) NO. 5947 DEPARTMENT OF HEALTH AND HUMAN SERVICE (HHS) KNOWLEDGE INTEGRATION PROJECT (KIP) COSD INFORMATION EXCHANGE (COSDIE) SERVICES EXHIBIT D – SCOPE/STATEMENT OF WORK I.
Introduction 1. Description and Purpose
The County of San Diego is soliciting for qualified contractors to provide technology and services that will bring together information about County customers from multiple disparate transactional information systems into a single view. The County seeks a technical solution with the following capabilities: look up specific customers, make referrals for customers to other services electronically, set and receive alerts and notifications, collaborative case notes for customers who use multiple services and have multiple case managers, and aggregate business analytics. The County seeks a solution that does not replace the transactional information systems but which will complement the transactional systems with capabilities to integrate and share information among the systems. The County of San Diego has key objectives of supporting residents to become healthy, safe, and thriving. To achieve these objectives, the County recognizes that it must increase information sharing capabilities in order to: increase coordination among programs, reduce duplication and rework by staff and customers, and manage services and resources effectively. A successful proposal will align with these goals (described in greater detail throughout the RFP) and will provide useful functionality in phases. 2. Overview of the County of San Diego Spanning more than 4,000 square miles, and home to some 3,000,000 residents, San Diego County is one of the largest metropolitan and rural regions in the country. In addition to providing federally and statefunded programs at a local level, the County of San Diego proudly serves as a community leader. The County of San Diego is comprised of five business ‘groups,’ which cover programs ranging from probation to parks. The five groups serve under the Chief Administrative Officer, who is appointed by the Board of Supervisors, which is comprised of five individuals who are elected by the citizens of San Diego County. The largest group, the Health and Human Services Agency (HHSA), was integrated in 1998, to combine health and social services, including: public health, child welfare, public-assistance benefits, aging, mental health, substance abuse, and public guardian. HHSA employs approximately 5,000 staff, provides services to an estimated 700,000 individuals, and manages an array of programs, including more than 900 contracted services. In addition to contracted service providers, HHSA works extensively with community partners, including hospitals, homeless shelters, veteran’s services, and more. The Public Safety Group has nine departments including Probation, Sheriff, District Attorney, and Public Defender. The Probation Department serves more than 22,000 adults and juveniles in the community and another 800 in juvenile halls and camps. Court officers provide judges with vital background information to help them issue appropriate sentences and sanctions for more than 10,000 cases each year. The Community Services Group includes six Departments including Housing and Community Development, Registrar of Voters, General Services, and Animal Services. The Housing and Community
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COUNTY OF SAN DIEGO (COSD) - REQUEST FOR PROPOSALS (RFP) NO. 5947 DEPARTMENT OF HEALTH AND HUMAN SERVICE (HHS) KNOWLEDGE INTEGRATION PROJECT (KIP) COSD INFORMATION EXCHANGE (COSDIE) SERVICES EXHIBIT D – SCOPE/STATEMENT OF WORK Development Department manages more than 11,000 units as part of their mission to promote safe, affordable opportunities and improved communities in the region. The Land Use and Environment Group unifies the County's efforts in land use, environmental protection and preservation, recreation, and infrastructure development and maintenance, through seven departments. And finally, the Finance and General Government Group serves as the administration center for the County, operating 12 departments ranging from County Auditor and Controller, to Human Resources, and the Treasurer/Tax Collector. Together, these five groups serve the region with the goal of healthy, safe, and thriving residents and communities. The County uses the General Management System to ensure that services meet the needs of residents, operations are financially sound, and programs are monitored and adjusted based on the needs of the customers. In addition, the County plans and manages services using a two-year operational plan and budget. 3. Live Well, San Diego The County of San Diego has increased its focus on working together to provide better services. In 2010, the County embarked on a 10-year Live Well, San Diego strategy that puts specific actions into play to meet targeted outcomes. The County is also establishing a comprehensive set of indicators that will be used to measure success. Live Well, San Diego is about addressing three critical components that impact the overall wellness of San Diego County residents: health, safety, and self-sufficiency. Achieving this kind of comprehensive vision of wellness requires that the County adopt a person-centered approach to service delivery. Traditionally, program funding is siloed, and as a result, service delivery is developed with a program-centered focus. This requires customers to navigate multiple County departments, provide the same information repeatedly, and take the lead in integrating multiple action plans they may have with different programs. Live Well, San Diego is the County’s effort to change the paradigm from program-centered service delivery to person-centered service delivery. Therefore, the County needs to increase access to integrated information so that staff can work with customers to identify appropriate services and connect the customer with those resources. 4. Knowledge Integration Program To support the identified goal of person-centered service delivery, HHSA established the Countywide “Knowledge Integration Program” (KIP), which is coordinating the design and implementation of a more collaborative approach to service delivery, and the supporting electronic information exchange (County of San Diego Information Exchange – CoSDIE). The Knowledge Integration Program includes work in the following program ‘tracks’ (e.g., areas): Privacy and Consent: Develop practices and policies related to the use of integrated data, and those related to informed consent for customers sharing information via KIP. Data Management: Design and implement plan for management of data that will be integrated through CoSDIE, including: establish quality standards, data-management roles, standardize practices, and develop policies.
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COUNTY OF SAN DIEGO (COSD) - REQUEST FOR PROPOSALS (RFP) NO. 5947 DEPARTMENT OF HEALTH AND HUMAN SERVICE (HHS) KNOWLEDGE INTEGRATION PROJECT (KIP) COSD INFORMATION EXCHANGE (COSDIE) SERVICES EXHIBIT D – SCOPE/STATEMENT OF WORK
Model of Practice: Establish policy and practice for delivering County services in a collaborative, coordinated way. Develop business processes that are person-centered, strengths-based, and trauma-informed. Business Analytics: Develop organization-wide strategy for use of integrated data in the planning, monitoring, and reporting of services. Change Management: Communicate about the program and design and implement controls to ensure adoption of new service delivery practices and use of CoSDIE technology by organization staff. Staff Development: Produce training tools and materials and coordinate roll-out of education to ensure staff members are prepared to fulfill expectations created by KIP impacts, such as service delivery and technology. Technology: Design, procure, and implement technology that will support collaborative service delivery by automating the Five Functional Capabilities: Look up and Query, Referral Management, Shared Analytics, Notifications and Alerts, and Collaborative Service Delivery.
This Request for Proposal (RFP) is for developing and implementing the electronic County of San Diego Information Exchange (CoSDIE) which is a part of the technology track. 5. Vision and Strategic Goals for the County of San Diego Information Exchange Today’s technology allows for previously impossible data integration capacity. Additionally, federal trends in information exchange and broader acceptance of standardized privacy management have created a political environment that allows for sharing information across divisions, departments, and organizations. The CoSDIE technology put in place through KIP will support Live Well, San Diego by: ■
Enabling County service providers to coordinate care and collaborate with each other and, significantly, with the customer for improved health, safety, and self-sufficiency.
■ ■ ■
Improving customer access . Empowering customers to actively participate in their service delivery. Strengthening County decision-making ability.
■
Increasing connection to community data through interoperability with other regional systems to further increase collaborative efforts Reducing duplicate work by programs.
■
Specific anticipated enhancements to County operations include: a. Enhanced Information Sharing Capabilities among County departments and service delivery partners, complying with state and federal privacy and security standards. b. Service Delivery Optimization allowing for “one-stop” access for customers, as well as customer empowerment, or active participation in meeting their service needs. c. Continuous Improvement of Quality of Services through establishing key performance indicators and applying analytics.
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COUNTY OF SAN DIEGO (COSD) - REQUEST FOR PROPOSALS (RFP) NO. 5947 DEPARTMENT OF HEALTH AND HUMAN SERVICE (HHS) KNOWLEDGE INTEGRATION PROJECT (KIP) COSD INFORMATION EXCHANGE (COSDIE) SERVICES EXHIBIT D – SCOPE/STATEMENT OF WORK d. Community-Focused Delivery of Services by developing a coordinated and collaborative effort of public and private providers. e. Shared Analytics (Business Intelligence – BI) to lessen manual labor required to provide statistical analysis that can strengthen decision supports, and fortify predictive analysis, resource allocation, quality assurance, and more. f. Interoperability of Technology that aligns with local, state and national standards including but not limited to National Information Exchange Model (NIEM), and Medicaid Information Technology Architecture (MITA). Because the technology must be driven by business need, the County is simultaneously planning and designing business practices, such as: ■
A governance structure that supports County (and County contractor) staff collaboration for the benefit of shared customers, through the development and adoption of shared goals, guiding principles, policies and practices.
■
Person-centered, strengths-based, and trauma-informed model of practice approaches and workflows.
KIP will help bridge existing service delivery systems by establishing broad standards that create a consistent experience for individuals accessing more than one County service. KIP will build upon existing best practices, allowing each discipline to meet their business needs, provide the best service possible, and learn from each other for continuous improvement. The County’s current IT environment consists of more than 100 business systems supporting hundreds of programs/lines-of-business through data management and other functionality. These business systems were acquired or developed as best-of-breed transactional systems to serve their specific program/line-ofbusiness, and will continue to serve as the systems-of-record for their particular programs/line-ofbusiness. Individuals who will be served through CoSDIE will range from public assistance beneficiaries, physical health customers, behavioral health customers, probationers, and more. These individuals will be referred to collectively as “customers” in this RFP. Customers of HHSA, Probation, and Housing and Community Development may have records in multiple business systems. This can result in duplication of data across business systems and the potential for inconsistent data for the same customer. The current absence of a Master Person Index limits the County’s ability to provide integrated services that may result in better outcomes. To start with a small, manageable focus, the CoSDIE will initially only link 10 data source systems from HHSA, Probation, and Housing and Community Development. The System will then scale up to include a broader range of end users, The business systems operated by HHSA are used by a staff of approximately 5,000 employees and the employees of more than 400 contractors. Approximately 65% of HHSA employees are frontline staff providing direct services to customers. The business systems operated by Probation are used by a staff of
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COUNTY OF SAN DIEGO (COSD) - REQUEST FOR PROPOSALS (RFP) NO. 5947 DEPARTMENT OF HEALTH AND HUMAN SERVICE (HHS) KNOWLEDGE INTEGRATION PROJECT (KIP) COSD INFORMATION EXCHANGE (COSDIE) SERVICES EXHIBIT D – SCOPE/STATEMENT OF WORK 1,300. The business systems of Housing and Community Development are used by a staff of about 100. Ultimately, it is envisioned that all employees of HHSA, Probation, and Housing and Community Development, and contractors will participate in the information exchange. However, a phased approach will incrementally add participants over the next few years. 6. Target Populations To develop and implement within a manageable scope, the CoSDIE will initially focus on connecting systems that contain information about two targeted County service populations, and will later scale up to serve all County customers. The two initial populations are: inmates paroled from the California Department of Corrections and Rehabilitation based on State Assembly Bill 109 (AB109); and participants in the Low Income Health Program (LIHP). Both of these populations are adult, multiservice users. These target populations were selected in order to focus the Knowledge Integration Program (KIP) project tracks, or areas, outside of technology. In order to address privacy and confidentiality requirements, business process changes, and staff development considerations, requirements, and impacts, it was determined essential to start with limited populations. Initial model of practice and technology pilot work by the County team will focus on the programs, staff, and business processes associated with the AB109 and LIHP populations. However, it is expected that the technology will be built so that it can be used for all the customers in the identified data source systems in this RFP, and then later expanded to the rest of the County systems. 7. High-Level CoSDIE Functional and Technical Capabilities The County has identified functional and technical requirements for the new CoSDIE by identifying the basic transactions that would be beneficial for the customers being served. A comprehensive list of business processes were reviewed and documented in the form of customer- and population-centric Use Cases, scenarios and Use Cases (see Appendix C – CoSDIE Use Cases). The technical requirements defined in this RFP have been driven by the functional requirements and by the overarching goals of the County’s emerging person-centered model of practice. a. High-Level CoSDIE Functional Capabilities CoSDIE is not a single-purpose program system to support one specific County program or service, nor will it replace the existing systems of record. Instead, the CoSDIE will be a Service-Oriented Architecture- (SOA) based information exchange that synthesizes information from numerous legacy business systems to provide functionality not possible in the current siloed system environment. The CoSDIE will provide a secure gateway portal for authorized users to access the information exchange, request views of customer data, and communicate with other authorized users. To enable this functionality, the solution will manage the privacy, consent, security, indexing, matching, and location of data. For example, when a customer search and query is entered, the CoSDIE will return the appropriate customer data from the source data systems. The results returned will be determined by the security role of the user and the consent provided by the customer.
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COUNTY OF SAN DIEGO (COSD) - REQUEST FOR PROPOSALS (RFP) NO. 5947 DEPARTMENT OF HEALTH AND HUMAN SERVICE (HHS) KNOWLEDGE INTEGRATION PROJECT (KIP) COSD INFORMATION EXCHANGE (COSDIE) SERVICES EXHIBIT D – SCOPE/STATEMENT OF WORK The Contractor shall provide the County with a CoSDIE system that provides, at a minimum, the five functional capabilities described below, which are described in further detail in the RFP functional and technical specifications section (Appendices P and R): 1. Look-up, Search and View Query Results – Capability to search for customer information across programs and services, capability to access shared information such as customer demographics, case history, messages and analytics. 2. Referral Management – Electronic creation and routing of referrals, capability to acknowledge and accept referrals, access to shared resource calendar and tracking of referral status. 3. Collaborative Service Delivery – Capability for providers to communicate through secure messaging and sharing of collaboration notes. 4. Notifications and Alerts – Automated notifications and alerts for users to receive customer or population specific information, including “pushed” messages to predefined lists of care/service providers without their specific inquiry. 5. Population-Based Shared Analytics – Access to cross-program reports and analytics (both push and pull analytics) that will improve decision support capabilities and provide trendbased analysis and predictive reports. As is further detailed in this Statement of Work and the functional and technical requirements of the RFP, the Contractor will be required to review, validate and further define the functional and technical requirements as defined in this RFP with the County. The Contractor shall also propose their approach for augmenting the existing technical requirements and crafting design-level use cases and workflows to meet all functional specifications detailed later in this Scope/Statement of Work and in Appendix P.
b. High Level CoSDIE Technical Components The CoSDIE shall be a Service Oriented Architecture (SOA) solution that aligns and addresses the required future capabilities for the County’s person-centered model of practice. This is further described in the functional and technical requirements of this RFP. The proposed solution shall at a minimum include the following core domains of functionality and key capabilities (See Exhibit D, Section II, Contractor Scope of Work for the detailed technical requirements): 1. Portal — includes user interface and user experience management, access control, collaboration, communications and document search capability for the CoSDIE. 2. Enterprise Information Exchange — includes discovery services (system and data integration, Master Data Management [MDM], master person index, master provider index,
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COUNTY OF SAN DIEGO (COSD) - REQUEST FOR PROPOSALS (RFP) NO. 5947 DEPARTMENT OF HEALTH AND HUMAN SERVICE (HHS) KNOWLEDGE INTEGRATION PROJECT (KIP) COSD INFORMATION EXCHANGE (COSDIE) SERVICES EXHIBIT D – SCOPE/STATEMENT OF WORK master service index, and record locator service), consent management, identity management, and security management for the CoSDIE. 3. Analytics and Business Intelligence — Integration, analysis and delivery of analytics in the form of alerts and notifications and reports — both push and pull analytics capabilities. The following diagram depicts the relationship envisioned among the three solution components described above. CoSDIE Solution Pattern
8. Key Elements of CoSDIE Solution Pattern As a part of a planning process, the County of San Diego developed a “solution pattern,” or high-level diagram, for the CoSDIE. This solution pattern includes the following key elements:
System Services Environment for leveraging current County systems which are critical to intake, assessment, management, delivery and tracking of County services.
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COUNTY OF SAN DIEGO (COSD) - REQUEST FOR PROPOSALS (RFP) NO. 5947 DEPARTMENT OF HEALTH AND HUMAN SERVICE (HHS) KNOWLEDGE INTEGRATION PROJECT (KIP) COSD INFORMATION EXCHANGE (COSDIE) SERVICES EXHIBIT D – SCOPE/STATEMENT OF WORK
Common Web-Based Gateway Portal to provide “one-stop-access” for customers, County staff and County service providers. Access will be role-based, and will follow privacy regulations.
Master Data Management (MDM) including master person index, identity management, master provider index, consent management, master program or service index, and other essential MDM components necessary to ensure common understanding and a single version of the “truth” across the County’s programs and services.
Enterprise Information Exchange Capabilities provided through an “Enterprise Service Bus,” or central hub, that enables the ability for users, based on their role and authority, to harvest and populate the legacy systems that will be accessed through the CoSDIE System Services Environment and also enables integration with the San Diego Beacon and CIE.
Shared Analytics Business Intelligence across County programs and services to support decision-making, planning, and assessment of the effectiveness of County programs, services and approaches.
Security and Privacy to ensure that only authorized users with a documented “need to know” can access customer information and that the customer’s sensitive and private information is protected at all times.
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COUNTY OF SAN DIEGO (COSD) - REQUEST FOR PROPOSALS (RFP) NO. 5947 DEPARTMENT OF HEALTH AND HUMAN SERVICE (HHS) KNOWLEDGE INTEGRATION PROJECT (KIP) COSD INFORMATION EXCHANGE (COSDIE) SERVICES EXHIBIT D – SCOPE/STATEMENT OF WORK Table 1.
Mapping of CoSDIE Technical Solution Components to Functional Capabilities
CoSDIE Functional Capability Look‐up, Search and Referral Collaborative Notifications CoSDIE Technical Solution Component View Query Results Management Service Delivery and Alerts Portal Access Control User Interface Search Integration, Collaboration, and Communications Document Management
Data Integration MDM and EMPI Consent Management Security Management
X X X
X X
X X X
X X X X
X X X X
X
X
X
X
X
X
X X
X X
X
X X X
X X X
X
X
X
X
Enterprise Information Exchange X X X X X X X X Analytics and Business Intelligence
Extract, Transformation, Load Infrastructure (ETL) Data Warehouse and Data Mart database management systems Access Tools OLAP Tools
Population‐ Based Shared
X X X X
9. CoSDIE System Architecture The CoSDIE system shall be designed with leverage and reuse in mind. The CoSDIE system shall take advantage of common Commercial Off-The-Shelf (COTS) infrastructure, components, and/or systems to shorten development and deployment time wherever possible, while preserving the County’s ability to meet the required unique business, functional, extensibility and scalability requirements – and reasonable total cost of ownership. Components of the CoSDIE solution shall leverage contemporary IT industry best practices and innovations such as Service Oriented and Event Driven Architectures (SOA and EDA), Component Based Development, Web Services Standards and the Internet to achieve the objectives of creating highly modular, reusable, configurable and agile systems that require less maintenance and enhancement costs than traditional architecture. The CoSDIE solution components shall be committed to an advanced approach to interoperability in all components of web services and SOA aligned with County standards and vision for national standards of interoperability (refer to Appendix D – CoSDIE Architecture Principles, Guidelines and Capabilities CoSDIE for details). CoSDIE shall be based on up-to-date, mainstream technologies, and capable of flexible and effective integration with a wide range of other system and infrastructure platform components (whether from the same vendor or not) that will be deployed by the County.
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COUNTY OF SAN DIEGO (COSD) - REQUEST FOR PROPOSALS (RFP) NO. 5947 DEPARTMENT OF HEALTH AND HUMAN SERVICE (HHS) KNOWLEDGE INTEGRATION PROJECT (KIP) COSD INFORMATION EXCHANGE (COSDIE) SERVICES EXHIBIT D – SCOPE/STATEMENT OF WORK The solution shall deliver high-performing Business Intelligence (BI) and reporting capabilities by building systems in three categories:
Analysis, such as descriptive, predictive, prescriptive and diagnostic;
Information delivery, such as reports and dashboards;
Information governance tools, such as BI metadata.
For detailed architecture requirements, See Exhibit D, Section II, Contractor Scope of Work. 10. Interdependencies with Other San Diego Health and Human Services Efforts As described previously, the current County business systems are used by County and contracted staff. The CoSDIE resulting from this RFP will also be used by County and contracted staff. However, a phased approach is envisioned to incrementally increase the number of participants using the CoSDIE over the next few years and manage changes to business process. Offerors must propose a phased implementation approach consistent with the planned parallel efforts managed by the County in developing the model of practice and associated business processes and putting staff development resources in place. Further guidance on a phased approach for the CoSDIE as well as specific requirements can be found in Exhibit D, Section II – 2. Phased Development and Deployment.
11. Integration with other Information Exchanges in the County Region The CoSDIE will be one of three core regional information exchanges serving the San Diego County area. The other two are the San Diego Regional Health Information Exchange, also known as Beacon HIE (www.sandiegobeacon.org) and the Community Information Exchange (CIE). Together, the three initiatives will create an infrastructure for County of San Diego Information Exchange and shared analytics that will set a national standard for the transformation of health and human services programs. To facilitate this infrastructure, the County of San Diego’s CoSDIE solution shall be built using national standards of interoperability as detailed in Exhibit D of this RFP and Appendix R. 12. County Technology Environment a. IT Outsourcing Provider Hewlett Packard Enterprise Services (HPES) is the current IT outsource provider to the County. Services provided include: network infrastructure, architecture and support; hardware installation and maintenance; systems support; and telecommunications. b. County Technology Office – Chief Information Officer
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COUNTY OF SAN DIEGO (COSD) - REQUEST FOR PROPOSALS (RFP) NO. 5947 DEPARTMENT OF HEALTH AND HUMAN SERVICE (HHS) KNOWLEDGE INTEGRATION PROJECT (KIP) COSD INFORMATION EXCHANGE (COSDIE) SERVICES EXHIBIT D – SCOPE/STATEMENT OF WORK The County’s Chief Information Officer (CIO) is responsible for direct oversight and management of San Diego County’s information technology. These responsibilities include: strategic planning and execution; developing standards and ensuring compliance; enterprise project management; and providing overall operational support for more than 17,000 County employees at more than 200 sites. The CIO has oversight responsibilities for the IT outsource contract and works with County departments and agencies to provide the technology necessary for the efficient and effective performance of County business functions. The CIO will support the Health and Human Services Agency with technology subject matter expertise during the management and oversight of the County’s administration and execution of the CoSDIE project. c. County Technology Standards It is the County’s requirement that CoSDIE be developed in accordance with County Technology Standards. Though not absolute, any proposed deviation from these standards requires written justification by the Contractor and prior written acceptance by the County. These standards are included in Appendix A – County Information Technology Standards. For all those standards identified therein, the Contractor shall identify the planned methodology for compliance. For any proposed deviation, the justification for this deviation and the alternative selected shall be included in the response to this RFP. If deviation from any County standard will affect the performance of other County systems, Contractor must identify the systems affected, and describe the anticipated effect.
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COUNTY OF SAN DIEGO (COSD) - REQUEST FOR PROPOSALS (RFP) NO. 5947 DEPARTMENT OF HEALTH AND HUMAN SERVICE (HHS) KNOWLEDGE INTEGRATION PROJECT (KIP) COSD INFORMATION EXCHANGE (COSDIE) SERVICES EXHIBIT D – SCOPE/STATEMENT OF WORK
II – Statement of Work and Technical Proposal 1. Project Goals and Objectives The goal of the CoSDIE is to enable the County to better fulfill its vision of A county that is safe, healthy and thriving. Specific objectives for the CoSDIE System include: Establishing an electronic information exchange system that enables collaboration among County service providers, community partners, and customers for improved health, safety, and selfsufficiency.
Improving customer access to available services and resources through shared information.
Empowering customers by increasing their ability to actively participate in their service delivery.
Strengthening County decision-making ability at all levels through data integration and business analytics.
Increasing the County’s connection to community data through interoperability with other regional systems (such as Beacon, Community Information Exchange, etc.).
The requirements outlined in this section describe the implementation, functional and technical specifications for the Contractor to enable the County to achieve the Project Goals and Objectives. 2. Phased Development and Deployment Process The County considers this project to be the initial part of the CoSDIE development. There may be future parts to follow that are outside the scope of this RFP. The scope of this CoSDIE project shall be organized into multiple Phases – the County requires 3 Phases for the functionality in scope of this procurement. The goal of each Phase is to incrementally deliver a highly focused set of functional capabilities and valuable business outcomes to the users aligned with the defined functional specifications. Functions added in each Phase will enhance the functionality developed and delivered in the previous phase(s). The following table summarizes – at a high level – the minimum functionality and technology capabilities expected within each discrete Phase of CoSDIE implementation. Table 2.
Phases of CoSDIE Implementation
Phase
Business Functionality
Business Benefits
High Level Technology Requirements
Phase 1 -
Look-up, Search and View Query Results
High initial benefits in having insights to customers County serves
Implementation of Portal and Master Data Management (MDM) technology through the Enterprise Information Exchange
Basic Referral Management
Expedites referrals to services identified to address customer needs
Basic Reports
Minimizes duplication of
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Access to information from a minimum of four source systems (see table 4 for details)
COUNTY OF SAN DIEGO (COSD) - REQUEST FOR PROPOSALS (RFP) NO. 5947 DEPARTMENT OF HEALTH AND HUMAN SERVICE (HHS) KNOWLEDGE INTEGRATION PROJECT (KIP) COSD INFORMATION EXCHANGE (COSDIE) SERVICES EXHIBIT D – SCOPE/STATEMENT OF WORK Phase
Business Functionality
Business Benefits
services and promotes opportunities for collaboration Identification of unduplicated customer records Phase 2 -
Advanced Referral Management Collaborative Service Delivery Expansion of Look-up and Search Alerts and Shared Reports
Provides for robust collaborative services, tracking of referrals, coordination of services and virtual record Provides for initial set of alerts and reports for target populations Significant benefits to providers, but higher technology complexity and time to implementation
High Level Technology Requirements Foundation for Portal technology for all other Phases
Consent Registry and Management Access to information from a minimum of eight source systems (see table 4 for details) Collaboration capabilities including XML virtual record and virtual record registry Secure messaging capabilities consent Referral return receipt and referral tracking Development of initial data stores, data warehouse and business intelligence tools and capabilities
Phase 3 -
Expansion of Alerts Expansion of Look-up and Search
Provides for targeted alerts and notifications regard service delivery trends, protocols and recommendations Shared Analytical capabilities to support Live Well, San Diego Indicators
Notifications and Advanced Enhance decision support and Population ability to proactively manage Based Shared resources for effective service Analytics delivery, Across County Programs and Services
Access to information from all identified source systems (see table 4 for details) Expansion of data stores, data warehouse and business intelligence tools and capabilities Establishing outcomes and metrics. Predictive analysis and “what if” scenarios to support program and policy development and resource allocation
The Contractor is required to propose a multi-phase implementation approach for early (example: within 6 – 12 months of project start) and frequent delivery (example: in intervals of 6 – 12 months) of functionality to the users, while optimizing the delivery of overall functionality over the life of the project. The Contractor is required to include, as a part of their Proposal, its recommended phasing approach to meeting the entirety of the CoSDIE project scope. The Contractor shall ensure that the
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COUNTY OF SAN DIEGO (COSD) - REQUEST FOR PROPOSALS (RFP) NO. 5947 DEPARTMENT OF HEALTH AND HUMAN SERVICE (HHS) KNOWLEDGE INTEGRATION PROJECT (KIP) COSD INFORMATION EXCHANGE (COSDIE) SERVICES EXHIBIT D – SCOPE/STATEMENT OF WORK minimum functionality as outlined in the section below are addressed by its approach, but may propose additional functionality and technology components for each phase. 2.1. Minimum requirements for CoSDIE business functionality by Phase The following table specifies the Use Cases and related requirements for each phase of the CoSDIE implementation. The Use Cases can be found in Appendix C –Scenarios and the corresponding functional specifications in Appendix P - Functional Specifications. Table 3. Minimum requirements for CoSDIE business functionality by Phase Phase 1 UC-1 UC-2 UC-6 UC-23 UC-24 UC-3 UC-4 UC-5 UC-9 UC-12 UC-13 UC-14 UC-15 UC-16 UC-7 UC-8 UC-10 UC-11 UC-17 UC-18 UC-19 UC-20 UC-21 UC-22 UC-25
Search for Customer View Customer Information with no Informed Consent on file Create Referral Set up User Account Set up or Modify User Preferences Phase 2 View Customer Information with Informed Consent on file Record Customer Consent Update Informed Consent Accept Referral Record Shared Case Note Read Shared Case Note Send Secure Message through HSSIE Read Secure Message View Alerts and Notifications Phase 3 Modify or Withdraw Referral Acknowledge Referral Change Referral Status View Referral Status Access and View Dashboard Report Access and View Static Standard Report Access and View Parameter Based Standard Report Request Customer User Account View Personal Record Request Service Activate User Account
2.2. Proposed Source systems to be integrated into the CoSDIE by Phase
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COUNTY OF SAN DIEGO (COSD) - REQUEST FOR PROPOSALS (RFP) NO. 5947 DEPARTMENT OF HEALTH AND HUMAN SERVICE (HHS) KNOWLEDGE INTEGRATION PROJECT (KIP) COSD INFORMATION EXCHANGE (COSDIE) SERVICES EXHIBIT D – SCOPE/STATEMENT OF WORK The following table specifies the County systems to be integrated in proposed sequence for each phase of the CoSDIE implementation. Additional information on these source systems can be found in Appendix H and Appendix T. Table 4. Source systems to be integrated into the CoSDIE by Phase AUTHMED PCMS CalWIN
SANWITS
BHS MIS (ANASAZI) PHIS
Phase 1 County Medical Services health insurance intake, eligibility, and case management system County Probation Department case management system Social Services (e.g., CalWORKs, Food Stamps, Medi-Cal, General Assistance, Foster Care, and Employment Services) eligibility and benefits determination, customer correspondence, reports, and case management Alcohol and Drug Services case management and outcome measurement system Phase 2 Mental Health practice management, case management, and electronic health record Case management/claiming system, master customer index for PH customers (e.g., Sexually Transmitted Diseases (STDs), Tuberculosis (TB), and Immunization).
ALEX
Aging and Independence Services intake and case management system
CWS/CMS
State of California Child Welfare Services Case Management System Phase 3
Elite
County Housing Department rental assistance system
COMPAS
County Probation Department risk assessment tool to support decisions regarding referrals and treatment
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COUNTY OF SAN DIEGO (COSD) - REQUEST FOR PROPOSALS (RFP) NO. 5947 DEPARTMENT OF HEALTH AND HUMAN SERVICE (HHS) KNOWLEDGE INTEGRATION PROJECT (KIP) COSD INFORMATION EXCHANGE (COSDIE) SERVICES EXHIBIT D – SCOPE/STATEMENT OF WORK
3. County Responsibilities The County will coordinate overall program and project management responsibilities and retain acceptance and approval authority. 3.1. County Provided Resources Specifically, during regular business hours, the County will provide access to: 3.1.1.
Up to ten (10) workspaces at a County facility selected by the County for the Contractor Project Team during all phases of system design, development, testing, deployment, and training. County provided workspaces will include work surface, chair, and internet access.
3.1.2.
County management staff responsible for making policy, model of practice and business process decisions.
3.1.3.
Technical and program/business process Subject Matter Experts from the County.
3.2. County Project Management Structure The CoSDIE project is part of the broader Knowledge Integration Program (KIP) that has a governance structure in order to provide direction and implement policy and practice changes that will cross County business lines. The following roles and responsibilities highlight County contract management activities: 3.3. County of San Diego KIP Roles and Responsibilities 3.3.1.
KIP Executive Sponsors. Responsible for the highest level of program review and approval.
3.3.2.
KIP Executive Steering Committee. Responsible for approving contract change orders prior to execution by Purchasing and Contracting.
3.3.3.
KIP Program Manager. Responsible for the comprehensive program (as described Section I, paragraph 4 of this Statement of Work), project, and Contract oversight. Project oversight responsibilities include but are not limited to ensuring that both the Contractor and County teams are complying with Contract(s) requirements. The KIP Program Manager has final authority for the acceptance of Milestone Deliverables. The KIP Program Manager is also the first escalation point for the Project Manager and/or the Contractor should issues arise that cannot be resolved at the project level.
3.3.4.
KIP Project Manager. Responsible for the oversight and monitoring of the Contractor, as well as coordination with IT Outsourcer and County staff. The County Project Manager will act as the primary point of contact for obtaining County resources required for the project. The Project Manager shall be responsible for the overall coordination of the CountyContractor Project Team, as well as ensuring that the Project governance and reporting structure are complied with and that issues are resolved – either through direct resolution with the Contractor’s Project Manager or through the defined escalation process.
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COUNTY OF SAN DIEGO (COSD) - REQUEST FOR PROPOSALS (RFP) NO. 5947 DEPARTMENT OF HEALTH AND HUMAN SERVICE (HHS) KNOWLEDGE INTEGRATION PROJECT (KIP) COSD INFORMATION EXCHANGE (COSDIE) SERVICES EXHIBIT D – SCOPE/STATEMENT OF WORK 3.4. Work to be Performed by the County The County shall be responsible for the coordination and management of County staff and IT Outsourcer staff identified by the Contractor as required to perform tasks to support the creation of the System. 3.4.1 County Staff
If the Contractor believes that certain work will be performed by the County's CoSDIE or functional experts (not including IT Outsourcer staff), and that work is not included in the Contractor's firm fixed price, the Contractor must identify the nature and associated hours of that work and number of associated hours and include it as an attachment to the cost Proposal.
3.4.2 IT Outsourcer and other County Contractors Work Orders
County shall execute a work order with the IT Outsourcer, based on a written request provided by the Contractor, to engage Outsourcer labor resources. These persons will be the Administrator Trainees to whom Contractor will provide Administrator Training, and who will work with and under the direction of the Contractor so as to receive knowledge transfer and familiarity with each Module and the System as a whole that will enable them to Operate and Maintain each Module and the System as a whole.
County shall execute work orders with the Outsourcer, based on a written request from the Contractor, for the Hardware required for the System (excluding User desktops), software and licensing required to run the hardware and list of IT Outsourcer Labor Resources and hours required for the performance of all tasks related to the acquisition, configuration, licensing, installation, maintenance and operation of all Hardware required for the System (excluding User desktops) for the period from the Effective Date through Acceptance of the Administrator Training.
County shall execute work orders with 3rd Party contractors, based on a written request from the Contractor, to engage other County contractor labor resources. These labor resources will be employed to perform system-side tasks required to integrate CoSDIE with 3rd Party systems.
County IT Outsourcer and other County Contractor labor resources are not to be used for tasks that should be completed by the Contractor under the firm fixed price.
As described above, the County will submit work orders to engage IT Outsourcer labor resources and procure hardware as defined above. Through these work orders, the IT Outsourcer will become an extension of the County for certain technical resources and assistance to support the Contractor through each phase of the project. Specifically, for those tasks that can only be performed by the IT Outsourcer as part of the County’s Outsourcing model. The Contractor shall refer to Appendices E.1 and E.2 for tasks commonly performed by each IT Outsourcer Labor Category.
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COUNTY OF SAN DIEGO (COSD) - REQUEST FOR PROPOSALS (RFP) NO. 5947 DEPARTMENT OF HEALTH AND HUMAN SERVICE (HHS) KNOWLEDGE INTEGRATION PROJECT (KIP) COSD INFORMATION EXCHANGE (COSDIE) SERVICES EXHIBIT D – SCOPE/STATEMENT OF WORK Figure 1 below illustrates the contractual and working relationships between the County, the Contractor, County IT Outsourcer and other County contractors. Figure 1. Contractual and Working Relationships
3.5. County Staffing Limitations County Subject Matter Experts (SMEs) will be available for the duration of the Contract to provide information regarding County programs, policies, and workflows; County technology environment; and confidentiality, privacy, authorization and consent. Contractor shall provide reasonable advanced notice when requesting County SME input or participation in order to ensure that the County can coordinate coverage for the day-to-day responsibilities of the SMEs. Contractor activities that require County front-line staff, such as end-user testing, training, or other project activities shall not negatively impact the day-to-day operations of the County. As such, Contractor must make advanced requests, at a minimum of three weeks in advance, to the County KIP Project Manager for participation of fifteen (15) or more concurrent staff members.
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COUNTY OF SAN DIEGO (COSD) - REQUEST FOR PROPOSALS (RFP) NO. 5947 DEPARTMENT OF HEALTH AND HUMAN SERVICE (HHS) KNOWLEDGE INTEGRATION PROJECT (KIP) COSD INFORMATION EXCHANGE (COSDIE) SERVICES EXHIBIT D – SCOPE/STATEMENT OF WORK Contractor must take into account these staffing constraints and propose a plan that optimizes County staff time and uses only the County resources that will be available.
4. Contractor Responsibilities The Contractor shall be responsible for all matters related to the planning and management of Contractor staff as well as planning the roles and responsibilities of the IT Outsourcer Labor resources required for design, development, configuration, testing, training, integration, documentation, implementation and life cycle management of the CoSDIE.
The Contractor shall provide the County with a written request for IT Outsourcer Labor Resources who will be the Administrator Trainees to whom Contractor will provide Administrator Training, and who will work with and under the direction of the Contractor so as to receive knowledge transfer and familiarity with each Module and the System as a whole that will enable them to Operate and Maintain each Module and the System as a whole. The Contractor shall work with these.IT Outsourcer Labor resources in a manner conducive to ensuring that the IT Outsourcer Labor resources gain a complete and accurate understanding of the architecture of the System as a whole, and the knowledge required to maintain and operate the System. At the end of the project, IT Outsourcer Labor Resources will need to have acquired the skills and information needed to Operate and Maintain the System at the required service levels after production Go-Live for the System. The Contractor shall use the current pricing information provided in Appendices E.1 and E.2 – IT Outsourcer Labor Categories and Rates to identify the IT Outsourcer Labor resources proposed. The Contractor shall use the current pricing information provided in Appendix Y – Cost Workbook to capture the costs associated with IT Outsourcer Labor Resources.
The Contractor shall provide the County with a written request for a list of Hardware, software and licensing required to run the hardware, as well as a list of IT Outsourcer Labor Resources and hours required for the performance of all tasks related to the acquisition, configuration, licensing, installation, maintenance and operation of all Hardware required for the System (excluding User desktops) for the period from the Effective Date through Acceptance of the Administrator Training identified by Contractor in its proposal. This includes hardware necessary for System, UAT, and Systems Acceptance testing. The Contractor shall coordinate with the IT Outsourcer to configure the hardware/infrastructure identified in its proposal necessary to stage and deploy the System in the production environment3. The Contractor shall use the information provided in Appendix E.2 – Labor and Hardware to describe the hardware required in the proposal. The Contractor shall use Appendix Y – Cost Workbook, Worksheet 5 to capture the hardware proposed. The Contractor shall use the information provided in Appendix E.1 – IT Outsourcer Labor Categories and Rates to describe and price the IT Outsourcer Labor resources proposed. 3
Includes hardware required, if any, to provide for the successful backup of system data in accordance with County standards.
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COUNTY OF SAN DIEGO (COSD) - REQUEST FOR PROPOSALS (RFP) NO. 5947 DEPARTMENT OF HEALTH AND HUMAN SERVICE (HHS) KNOWLEDGE INTEGRATION PROJECT (KIP) COSD INFORMATION EXCHANGE (COSDIE) SERVICES EXHIBIT D – SCOPE/STATEMENT OF WORK The Contractor shall use Appendix Y – Cost Workbook to capture the costs associated with IT Outsourcer Labor Resources. The Contractor shall provide the County with a written request to engage other County contractors’ (e.g. 3rd Party systems owners) labor resources to perform source system-side tasks required to integrate CoSDIE with 3rd Party source systems. The written request shall include a description of the required tasks and the number of staff hours associated with the task. These tasks must be described in sufficient detail to allow the County to obtain a price from IT Outsourcer prior to selecting a vendor pursuant to this RFP. Refer to Appendix U, Implementation Specifications Approach for details. The Contractor shall use Appendix Y – Cost Workbook to capture the costs/task associated with other County contractor Labor Resources.
The Contractor shall provide a project organizational chart showing Contractor, Subcontractor, County IT Outsourcer staff and other County Contractors that will be required to support the CoSDIE project. In addition, the Contractor shall provide a description of the project team organization, teams and roles, and description of how Contractor staff will integrate with County staff to form the CoSDIE Project Team. The Contractor shall also clearly document its resource plan, denoting the percentage of time that each of the Contractor’s staff (whether key role or not) will be on-site and dedicated to the CoSDIE Project. Use Appendix O, Project Organization and Staffing Time Commitment to capture the details of your plan.
IT Outsourcer Labor Resources are not to be used for tasks that should be completed by the Contractor under the firm fixed price. Detailed requirements and additional information on Contractor’s responsibilities are documented in Exhibit D, Section II – 6.1 Implementation Requirements, Exhibit D, Section II – 6.2 Functional Requirements and Exhibit D, Section II – 6.3 Technical Requirements.
4.1. Contractor Staff Roles 4.1.1.
Contractor Project Manager — An experienced Contractor Project Manager is critical to the success of the CoSDIE. It is the Contractor’s Project Manager who is responsible for ensuring that Contractor tasks and deliverables are completed on time, within budget, and meet all the requirements identified in this contract. The Contractor’s Project Manager shall be available to the County KIP Program and Project Managers during County business hours: 8:00 AM until 5 PM, Pacific Time, Monday through Friday. To facilitate communication and work with County staff, County shall make a limited number of workspaces available to Contractor at a County facility. Contractor shall provide for County approval, a schedule detailing the amount of time the Contractor Project Manager shall work on-site at the County facility that will ensure the contract requirements and deliverables are met. County may require changes to the amount of time the Contractor Project Manager is at the County facility.
4.1.2.
Contractor Staff Roles — Contractor staff shall be available to participate in project-related meetings as scheduled by the County. Contractor staff shall be available during County
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COUNTY OF SAN DIEGO (COSD) - REQUEST FOR PROPOSALS (RFP) NO. 5947 DEPARTMENT OF HEALTH AND HUMAN SERVICE (HHS) KNOWLEDGE INTEGRATION PROJECT (KIP) COSD INFORMATION EXCHANGE (COSDIE) SERVICES EXHIBIT D – SCOPE/STATEMENT OF WORK business hours: 8:00 AM until 5:00 PM Pacific Time, Monday through Friday. Contractor Key Personnel (listed in Exhibit 13.3) shall not be added or removed without County permission. To facilitate communication and work with County staff, County shall make a limited number of workspaces available to Contractor at a County facility. Contractor shall propose a schedule of staff use of the workspaces that will ensure the contract requirements and deliverables are met. County may require changes to the amount of time specific Contractor staff are at the County facility. 4.1.3.
Compliance with Federal and State Confidentiality Law
CoSDIE data repositories are subject to multiple laws, regulations and contractual confidentiality mandates. Contractor must abide by the mandates placed on the County. The functions to be performed by the Contractor constitute a Business Associate relationship as defined by 45 CFR 164.103. The County will include the Business Associate Agreement (BAA) specifying the required privacy and security mandates. The Contractor acknowledges its duty to adhere to the BAA mandates and commits to them by executing the BAA. The Contractor also agrees that any Subcontractor, as required by and defined by the HPAA Final Omnibus of January, 13, 2013, shall also be bound in writing to the County BAA mandates. The fully executed BAA must be submitted within ten (10) working days after notification of award or award of contract, whichever is earlier. Should the BAA not be submitted upon expiration of the ten-day period as required by this solicitation, the Procurement Officer, upon approval of the project executive sponsors, may withdraw the recommendation for an award and make an award to the next qualified Contractor. Written documentation of a Subcontractor’s agreement to adhere to the County BAA shall be submitted to the County prior to any action taken by Subcontractor. The Contractor agrees that any applicable federal or State of California privacy law, regulation or contractual mandate, as it pertains to County individual data repositories, as determined by the County, shall apply. County defined confidentiality mandates shall be provided to the Contractor for incorporation during the development of the System. 5. (Reserved)
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COUNTY OF SAN DIEGO (COSD) - REQUEST FOR PROPOSALS (RFP) NO. 5947 DEPARTMENT OF HEALTH AND HUMAN SERVICE (HHS) KNOWLEDGE INTEGRATION PROJECT (KIP) COSD INFORMATION EXCHANGE (COSDIE) SERVICES EXHIBIT D – SCOPE/STATEMENT OF WORK
Section II – Statement of Work and Technical Proposal 6. The following section describes the Implementation, Functional and Technical requirements for the CoSDIE. 6.1. Implementation Requirements The Implementation requirements for the CoSDIE consist of the following tasks: Task 1 - Project Initiation and Planning Task 2 - System Design Task 3 - System Development Task 4 - Testing Task 5 - Training Task 6 - Deployment Task 7 - Closeout 6.1.1.
List of Deliverables
The minimum list of deliverables required by the County for the CoSDIE Project is as follows: Table 5. Deliverables Task Task 1 - Project Initiation and Planning
Task 2 - System Design
Deliverable Deliverable 1 - Project Kick-off Presentation Deliverable 2 - Project Management Plan Deliverable 3 - Project Work Plan and Schedule Deliverable 4 – Monthly Project Status Reporting Deliverable 5 – System Design and Development Strategy Deliverable 6 – System Implementation Strategy Deliverable 7 – Master Testing Strategy Deliverable 8 – Requirements Traceability Plan Deliverable 9 – Functional Design Document Deliverable 10 – SOA Specifications and Design
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Phase 1 X
Phase 2 X
Phase 3 X
X X
X
X
X
X
X
X
X
X
X
X
X
X X X X
COUNTY OF SAN DIEGO (COSD) - REQUEST FOR PROPOSALS (RFP) NO. 5947 DEPARTMENT OF HEALTH AND HUMAN SERVICE (HHS) KNOWLEDGE INTEGRATION PROJECT (KIP) COSD INFORMATION EXCHANGE (COSDIE) SERVICES EXHIBIT D – SCOPE/STATEMENT OF WORK Task
Task 3 - System Development
Task 4 - Testing
Task 5 - Training
Task 6 - Deployment
Task 7 - Closeout
6.1.2.
Deliverable Deliverable 11 – System Architecture Deliverable 12 –Technical Design Document Deliverable 13 – System Implementation Plan Deliverable 14 – Data Integration and Synchronization Plan Deliverable 15 – Pilot to Production Plan Deliverable 16 – System Maintenance, Support and Transition Plan Deliverable 17 – Test Plan Deliverable 18 – Test Scenarios, Test Cases and Test Scripts Deliverable 19 – Documented System Test Results Deliverable 20 – Training Plan Deliverable 21 – Training Manuals, EndUser Guides, and Materials Deliverable 22 – Documented Evidence of Successful End-User Training Deliverable 23 – Release Readiness Evaluations and Reports Deliverable 24 – Deployment Plans Deliverable 25 – Production Pilot Report Deliverable 26 – System Defect Resolution Reports Deliverable 27 – Completed Detailed Requirements Traceability Matrix Deliverable 28 – System Source Code and Documentation Deliverable 29 – Phase Closeout Deliverable 30 – Project Closeout
Phase 1 X X
Phase 2
Phase 3
X
X
X
X
X
X
X
X
X X
X X
X X
X X
X X
X X
X
X
X
X X
X X
X X
X
X
X
X
X
X
X X X
X X X
X X X
X
X
X
X
X
X
X
X
X X
Deliverables Expectations Document (DED)
This SOW identifies what is required to be included in the deliverables identified above. Prior to the acceptance of any deliverable, and to ensure the Contractor fully understands the County’s requirements, the Contractor shall complete the Deliverables Expectation Document (DED), and provide to the County for review and acceptance (See Appendix F – Deliverables Expectations Document Template).
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COUNTY OF SAN DIEGO (COSD) - REQUEST FOR PROPOSALS (RFP) NO. 5947 DEPARTMENT OF HEALTH AND HUMAN SERVICE (HHS) KNOWLEDGE INTEGRATION PROJECT (KIP) COSD INFORMATION EXCHANGE (COSDIE) SERVICES EXHIBIT D – SCOPE/STATEMENT OF WORK
Task 1 – Project Initiation and Planning 6.1.3.
Deliverable 1 – Project Kick-Off Presentation
6.1.3.1. Project Initiation and Kick-off A Project Initiation meeting (Project Kick-Off) shall be held to formally notify all County and Contractor team members and stakeholders that the Project has begun and to ensure all team members have a shared understanding of their roles and the Contract requirements. County shall select the location of the Project Kick-Off. County and Contractor shall coordinate a mutually agreeable date and time for the Project Kick-Off meeting to occur no more than 30 calendar days after contract execution, unless otherwise approved by the County KIP Program Manager. 6.1.3.2. Project Initiation Planning Contractor shall plan the Project Initiation meeting with the County KIP Project Manager and County KIP Program Manager. Contractor shall prepare draft material in advance of the meeting and work with the County to develop a shared agenda. 6.1.3.3. Project Kick-Off Presentation Contractor shall present a portion of the agenda items at the Project Kick-off meeting to adequately provide County and Contractor team members and project stakeholders with an overview of the project approach and expectations. Contractor shall present at minimum, information about the following, which shall later be detailed in the Project Management Plan (Deliverable 2): 6.1.3.3.1.
Project Scope
6.1.3.3.2.
Budget/Cost Management
6.1.3.3.3.
Risk Management Strategy
6.1.3.3.4.
Quality Management Strategy
6.1.3.3.5.
Communication and Status Reporting Approach – including performance measurements and critical success factors
6.1.3.3.6.
Introduction of Contractor Key Personnel their roles and responsibilities
6.1.3.3.7.
Overall Project approach and high-level schedule including slated completion of key deliverables
6.1.3.3.8.
Overview of Contractor Project Management processes including initiating, planning, executing, controlling, and closing each phase of the contract.
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COUNTY OF SAN DIEGO (COSD) - REQUEST FOR PROPOSALS (RFP) NO. 5947 DEPARTMENT OF HEALTH AND HUMAN SERVICE (HHS) KNOWLEDGE INTEGRATION PROJECT (KIP) COSD INFORMATION EXCHANGE (COSDIE) SERVICES EXHIBIT D – SCOPE/STATEMENT OF WORK 6.1.3.3.9.
Next Steps
6.1.3.4. Contractor shall be prepared to answer questions that arise during the meeting. Any decisions or agreements from the Kick-off Meeting will be documented by the Contractor and submitted to the County KIP Program Manager for review and acceptance. Any proposed changes to the Scope and/or requirements must go through the required Change Control process as identified in the Agreement. 6.1.4.
Deliverable 2 – Project Management Plan
The Contractor shall provide a set of documents that, when taken together, constitute the CoSDIE Project Management Plan that describes how project objectives shall be met and provides a road map for executing the project. The approach shall be consistent with the Project Management Institute (PMI) Project Management Methodologies stated in the Project Management Body of Knowledge (PMBOK) or equivalent. The County shall provide, and the Contractor shall use the County’s SharePoint site as a central repository for all Project artifacts and required documentation identified in the contract. The CoSDIE Project Management Plan shall address the initiating, planning, controlling, executing, and closing processes. At a minimum, with the support of County staff, Contractor shall include the following components in the Plan, as defined, and in accordance with the contract requirements: 6.1.4.1. Project Scope 6.1.4.1.1. 6.1.4.1.2. 6.1.4.1.3. 6.1.4.1.4. 6.1.4.1.5. 6.1.4.2. Costs/Budget 6.1.4.2.1.
Purpose Requirements Deliverables Constraints/Dependencies/Assumptions Work Breakdown Structure Breakdown of costs/budget by Phase and Deliverable
6.1.4.3. Risk Analysis and Management Plan, including: 6.1.4.3.1.
Identification of Project risks
6.1.4.3.2.
Assessing the severity and probability of each identified risk
6.1.4.3.3.
Identifying the potential impact of each identified risk, develop risk response plans for each identified risk, and reassess the risk level with the response, such as a Failure Mode Effect Analysis (FMEA)
6.1.4.3.4.
Providing guidance for assessing the efficacy of risk mitigation actions
6.1.4.3.5.
Description of work products and processes for assessing and controlling risks
6.1.4.3.6.
Detailed escalation mechanisms for risks
6.1.4.3.7.
Risk and Issues Log, to be updated weekly
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COUNTY OF SAN DIEGO (COSD) - REQUEST FOR PROPOSALS (RFP) NO. 5947 DEPARTMENT OF HEALTH AND HUMAN SERVICE (HHS) KNOWLEDGE INTEGRATION PROJECT (KIP) COSD INFORMATION EXCHANGE (COSDIE) SERVICES EXHIBIT D – SCOPE/STATEMENT OF WORK 6.1.4.3.8.
Issues and Action Item Process that describes how unanticipated issues, action items and tasks are assigned to a specific person for action and are tracked to resolution, and documents the following: 6.1.4.3.8.1.
Description of Issue and/or Action Item
6.1.4.3.8.2.
Priority of Issue and/or Action Item
6.1.4.3.8.3.
Status of Issue and/or Action Item (e.g. open, pending, under investigation, resolved)
6.1.4.3.8.4.
Plan for resolution
6.1.4.3.8.5.
Identification of individual responsible for resolution, including anticipated use of County staff or other resources
6.1.4.3.8.6.
Targeted resolution date
6.1.4.3.8.7.
Actual resolution dates
6.1.4.3.8.8.
Resolution action
6.1.4.4. Quality Management Plan that defines and documents Contractor’s software quality assurance activities that will be implemented to ensure the CoSDIE System conforms to all established and contracted requirements. The plan shall document how Contractor’s software development and release activities and processes shall be managed, tracked and audited (from both a project management and configuration control perspective), to ensure the delivered CoSDIE System and components thereof meet the quality standards and requirements required by the Agreement and the Specifications. In addition, the plan shall provide a comprehensive discussion of how Contractor will integrate its software release process into the County’s Release Committee activities described in Section 6.1.6.4 “Release Committee” of this document. 6.1.4.5. Project Procurement Plan that outlines Contractor’s plans for securing equipment, subcontractors, and other resources. 6.1.4.6. Monitoring and Control Plan that outlines: 6.1.4.6.1.
Descriptions of the administrative procedures that will be used to develop, monitor, and control the project schedule.
6.1.4.6.2.
Project monitoring activities, including, but not limited to: 6.1.4.6.2.1.
Completion of work packages as compared to the project plan,
6.1.4.6.2.2.
Scope of work being performed,
6.1.4.6.2.3.
Quality of work being performed,
6.1.4.6.2.4.
Costs and expenditures as compared to the plan,
6.1.4.6.2.5.
Feedback of stakeholders and management, and
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COUNTY OF SAN DIEGO (COSD) - REQUEST FOR PROPOSALS (RFP) NO. 5947 DEPARTMENT OF HEALTH AND HUMAN SERVICE (HHS) KNOWLEDGE INTEGRATION PROJECT (KIP) COSD INFORMATION EXCHANGE (COSDIE) SERVICES EXHIBIT D – SCOPE/STATEMENT OF WORK 6.1.4.6.2.6. 6.1.4.6.3.
Scope, Budget and Schedule Baselines 6.1.4.6.3.1.
6.1.4.6.4.
Cohesiveness of team members. At a minimum, contractor shall include and report on earned value analysis (EVA) as a tool for monitoring project progress.
Project Status Reports that detail the varying levels and needs of the Project Team for information regarding the Project, status, and accomplishments; describe the form and format of this reporting: 6.1.4.6.4.1.
Status meetings (e.g. weekly, monthly)
6.1.4.6.4.2.
Project reporting (e.g. weekly, monthly)
6.1.4.7. Team Membership that is aligned with the proposed Project Schedule (below). The Contractor shall identify the roles and responsibilities for staffing all Project activities, including identifying the resources the Contractor and the County will provide to successfully fulfill the requirements of the Contract. County resources available are identified in Exhibit D (II) 3.4. 6.1.4.8. Project Schedule, to include the following components: 6.1.4.8.1.
Key milestones and subtasks, including planned start and end dates.
6.1.4.8.2.
Identification of the critical path activities of the Project, and the criteria used to identify those activities.
6.1.4.8.3.
Description of corrective action activities to address schedule variances during the life of the Project; how they are identified and tracked to completion.
6.1.4.8.4.
Process, roles, and responsibilities required to making changes to the Project Schedule.
6.1.4.8.5.
Assignment of resources to the schedule and approach for managing staff and/or equipment availability to ensure completion of deliverables in accordance with contract terms and on schedule.
6.1.4.9. Communication Plan that describes Offeror’s roles and responsibilities regarding communications with the Offeror’s immediate project team, subcontractors, the County of San Diego, including: 6.1.4.9.1.
Communication protocols
6.1.4.9.2.
Communication mode and format
6.1.4.9.3.
Communication content
6.1.4.9.4.
Communication frequency
6.1.4.9.5.
Audiences
6.1.4.10.
Closure Approach (for Phases and Contract) in accordance with the requirements of this Contract.
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COUNTY OF SAN DIEGO (COSD) - REQUEST FOR PROPOSALS (RFP) NO. 5947 DEPARTMENT OF HEALTH AND HUMAN SERVICE (HHS) KNOWLEDGE INTEGRATION PROJECT (KIP) COSD INFORMATION EXCHANGE (COSDIE) SERVICES EXHIBIT D – SCOPE/STATEMENT OF WORK 6.1.4.11.
6.1.5.
Change Request Approach in accordance with the requirements of this Contract.
Deliverable 3 - Project Work Plan and Schedule
The Contractor shall deliver a Baseline Project Work Plan and Schedule, including a Work Breakdown Structure (WBS), Gantt chart(s), and a Project calendar in Microsoft Project. The Contractor shall document any work plan or schedule changes from the plan submitted with the Contractor’s original proposal. The Contractor shall provide a Project Work Plan and Schedule to include identification of all Phases of the Project (Exhibit D, Section II, 2. Phase Development and Deployment Process), the sequences of the Phases (as mutually agreed upon by Contractor and County), the duration of the Phases, and the duration of the Project. The Project Schedule shall identify the resources to be provided by the County, together with the scheduled dates those resources will be required. It shall take into account County holidays, holidays that will be observed by the Contractor staff, periods during which the County has advised that data processing systems will be unavailable to the Contractor, and the resources that the County has committed to providing in the Contract. The Project Work Plan and Schedule, once accepted by the County, will form the Baseline Work Plan and Schedule for the overall CoSDIE Project. As part of the Project Work Plan and Schedule, the Contractor shall prepare and submit a WBS that encompasses all activities from Project Initiation and Planning to Project Closeout. The WBS shall define the Project’s overall objectives by identifying all Project tasks and Deliverables. This WBS is the Baseline Project Schedule and shall include: 6.1.5.1. A consolidated view of the activities, activity descriptions, and activity durations assigned to the County the Contractor, and their sub-contractors 6.1.5.2. A fully loaded staffing plan, Contractor and County, including all resources identified to each Project activity/task 6.1.5.3. A list of deliverables tied to Project milestones 6.1.5.4. A methodology for tracking the actual Project Schedule against the baselined Project Schedule 6.1.5.5. Identification and tracking of Deliverable acceptance periods The Contractor shall maintain and update applicable portions of the Project Schedule no less than biweekly to reflect the current status of the Project with a comparison made to the Initial (as provided in this response to this RFP) and Baseline Project Schedules. The Project Schedule shall be consistent with available County and ITO resources. These resources will be identified by the County and communicated to the Contractor prior to Schedule development. The County shall have direct electronic access to the Project Schedule as well as all Deliverables and working papers (e.g. County’s SharePoint site) for immediate review and coordination of schedules and plans. 6.1.6.
Deliverable 4 – Monthly Project Status Reporting
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COUNTY OF SAN DIEGO (COSD) - REQUEST FOR PROPOSALS (RFP) NO. 5947 DEPARTMENT OF HEALTH AND HUMAN SERVICE (HHS) KNOWLEDGE INTEGRATION PROJECT (KIP) COSD INFORMATION EXCHANGE (COSDIE) SERVICES EXHIBIT D – SCOPE/STATEMENT OF WORK The Contractor shall be required to provide a Monthly Status Report, which shall address overall Project status against the current and Baseline (if different) Project Schedule. It shall cover progress against plans for the previous review period and identify work planned for the next work period, or longer if circumstances dictate. The Monthly Status Report shall address issues and concerns, action items and other pertinent information needed by the Contractor or requested by the County as necessary and applicable to that Phase of the Project. The presentation of the Status Reports shall be both written and oral. Status report meetings shall include both County and Contractor Project management staff. The Contractor shall provide Monthly Status Reports to include a minimum of the following elements: 6.1.6.1. Milestones reached 6.1.6.2. Major tasks accomplished 6.1.6.3. Schedule Performance Index (SPI) 6.1.6.4. County Approved Scope Changes 6.1.6.5. Risks/problems identified and a detailed report of the planned or completed mitigation thereof 6.1.6.6. Milestones not met on schedule 6.1.6.7. Milestones or critical path items expected to occur during the next month 6.1.6.8. Earned Value Analysis (EVA) 6.1.7.
Deliverable 5 - System Design and Development Strategy
Prior to the creation of detailed design or the start of any development, the Contractor shall develop and provide to the County a comprehensive System Design and Development Strategy document, based on the requirements in the Contract and interviews with County management and line staff. The purpose of this strategy document is to demonstrate that the Contractor has a strong understanding of the CoSDIE System requirements and a well-defined vision of how the CoSDIE System should be designed, developed, and implemented. This Document shall include all System requirements that have been included in this Scope of Work and address how they will be designed and developed. The Contractor shall provide a System Design and Development Strategy Document that includes, at a minimum a description of:
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COUNTY OF SAN DIEGO (COSD) - REQUEST FOR PROPOSALS (RFP) NO. 5947 DEPARTMENT OF HEALTH AND HUMAN SERVICE (HHS) KNOWLEDGE INTEGRATION PROJECT (KIP) COSD INFORMATION EXCHANGE (COSDIE) SERVICES EXHIBIT D – SCOPE/STATEMENT OF WORK 6.1.7.1. The business processes and the functionality the CoSDIE System will provide. 6.1.7.2. The functionality described in this Scope of Work 6.1.7.3. The functionality included in Appendix C – CoSDIE Scenarios and Appendix P – Functional Specifications 6.1.7.4. A breakdown of the functionality by proposed Phases. 6.1.7.5. The document shall also identify and include all functional areas where workflow will be included. The System Design and Development Strategy shall include sufficient detail to identify the function or user role that initiates the workflow, the function or user role that receives the workflow, and any processes that occur as a result of the workflow. For example, if a user or system-completed process requires supervisory approval prior to database commitment, then the workflow process to route the information to the supervisor for approval must be identified 6.1.8.
Deliverable 6 - System Implementation Strategy
The Contractor shall provide the County with a System Implementation Strategy. The document shall include the strategy for the implementation of each Phase to ensure that the Phases together include all functionality required of the System. The System Implementation Strategy shall also identify any technical challenges (which, if any, are the sole responsibility of the Contractor to resolve) and include the deployment schedule of the Phases. The Contractor shall provide a System Implementation Strategy document to include, at a minimum, the following components: 6.1.8.1. Project implementation plan, by Phase 6.1.8.2. Target end-user population included in the Project, by Phase 6.1.8.3. Deployment schedule, by Phase 6.1.8.4. Workflow analysis and documentation aligned with the CoSDIE Scenarios and business processes, by Phase 6.1.8.5. Technology components required for the Project, by Phase 6.1.8.6. Identification of the source systems to be integrated, by Phase 6.1.8.7. Identification of technical challenges the Contractor must overcome to implement the system. 6.1.9.
Deliverable 7 - Master Testing Strategy
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COUNTY OF SAN DIEGO (COSD) - REQUEST FOR PROPOSALS (RFP) NO. 5947 DEPARTMENT OF HEALTH AND HUMAN SERVICE (HHS) KNOWLEDGE INTEGRATION PROJECT (KIP) COSD INFORMATION EXCHANGE (COSDIE) SERVICES EXHIBIT D – SCOPE/STATEMENT OF WORK The purpose of the Master Testing Strategy is to ensure that the Contractor has identified the major system testing activities and associated deliverables required to be performed by the Contractor. A separate and complete set of testing as outlined below shall be required for each Phase or module of functionality that will be put into production (see System Implementation Plan – Deliverable 13). Complete testing shall also be required for every System interface that is built and put into production. The testing functions of the Project shall be iterative and span the entire length of the Project. The Contractor shall employ a robust test methodology based on standards set by one of the following organizations in the execution of the required system testing activities: 6.1.9.1. Software Engineering Institute (SEI), such as the Capability Maturity Model (SEI CMM) 6.1.9.2. International Standards Organization, such as ISO9000 6.1.9.3. Institute of Electrical and Electronics Engineers (IEEE), such as IEEE 829 Standard for Software and System Test Documentation and related standards The Contractor shall be responsible for populating the test system(s) with the data necessary to ensure the validity of the testing for all phases of testing. County staff shall not be required to manually enter data to pre-populate the test environment for any test phase. The Contractor shall use an automated test management tool suite to manage, assess, track, and perform the required test and deployment support activities. It is expected that the Contractor shall either utilize a vendor’s product to support the testing methodology or the current County requirements management tool. The Contractor shall have a software-based defect tracking system capable of providing an acceptable level of detail and reporting and, at a minimum, facilitating the following functions. 6.1.9.4. Capture –Details about each defect will be recorded when the defect is discovered, including a description, symptoms, sequence of steps to re-create it, type, and severity. 6.1.9.5. Review and Assignment – Project management shall be able to review all open issues and assign a priority level and resources responsible for resolution. 6.1.9.6. Estimate and Resolution – Those assigned to resolve the defect shall be able to record an estimated duration and delivery date, and provide adequate explanation upon resolution. 6.1.9.7. Track status and history – A complete history of each defect shall be maintained so that the life cycle of each defect can be tracked and reported on. 6.1.9.8. Management reporting – The defect tracking system shall provide recurring reports to Project management throughout the Project. The Contractor shall provide the Master Testing Strategy deliverable that shall include:
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COUNTY OF SAN DIEGO (COSD) - REQUEST FOR PROPOSALS (RFP) NO. 5947 DEPARTMENT OF HEALTH AND HUMAN SERVICE (HHS) KNOWLEDGE INTEGRATION PROJECT (KIP) COSD INFORMATION EXCHANGE (COSDIE) SERVICES EXHIBIT D – SCOPE/STATEMENT OF WORK 6.1.9.9. The test methodology to be employed for overall system testing 6.1.9.10.
The automated method of populating the test systems with data
6.1.9.11.
Identification of the software-based tracking system that will be employed
Additionally, the Strategy document shall also identify and include the strategy for testing for each Project Phase: 6.1.9.12.
Unit and Integration Testing
6.1.9.13.
System Testing
6.1.9.14.
End-to-End Testing
6.1.9.15.
User Acceptance Testing
6.1.9.16.
Performance and Load Testing
6.1.9.17.
System Regression Testing
6.1.9.18.
Security Testing
6.1.10. Deliverable 8 - Requirements Traceability Plan The Contractor shall provide a Requirements Traceability Plan to detail the methodology for tracking the specific Functional, Non-Functional, and Contract requirements of the Project. The Requirements Traceability Plan shall identify the methods, tools and technologies used to capture, catalog and manage the System requirements to ensure traceability to the process workflows, CoSDIE Scenarios, and detailed requirements identified in the Contract. The Contractor shall provide a Requirements Traceability Plan document to include the approach and method of capturing and maintaining requirements traceability throughout the development and deployment process. The plan shall, at a minimum, include:
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COUNTY OF SAN DIEGO (COSD) - REQUEST FOR PROPOSALS (RFP) NO. 5947 DEPARTMENT OF HEALTH AND HUMAN SERVICE (HHS) KNOWLEDGE INTEGRATION PROJECT (KIP) COSD INFORMATION EXCHANGE (COSDIE) SERVICES EXHIBIT D – SCOPE/STATEMENT OF WORK 6.1.10.1.
The process the Contractor will use that identifies how the requirements traceability matrix will be developed, validated, and maintained throughout the life cycle of the project, including workflow and CoSDIE Scenarios
6.1.10.2.
How requirements are validated
6.1.10.3.
How any new requirements (if any), as approved through the County’s Change Control Process, as identified in the Contract, are analyzed and managed.
6.1.10.4.
How the County team works with the Contractor to ensure traceability of requirements to the delivered system
6.1.10.5.
Identification and implementation of the tool to be used to perform requirements traceability
6.1.10.6.
Approach and methodology to track the Project requirements including: 6.1.10.6.1.
Mapping the Contract requirements to a unique identifier in the tool
6.1.10.6.2.
Mapping the requirements to the CoSDIE Scenarios
6.1.10.6.3.
Mapping the requirements to the individual test events
6.1.10.6.4.
Mapping the requirements to the individual test cases, scripts and procedures
6.1.10.7.
Approach for updating the status of the requirements based on the results of each test event
6.1.10.8.
Identification of the requirements by status (e.g. satisfied, waived)
6.1.10.9.
Identification of the reports to manage and validate the requirements, including Test Coverage by test event
6.1.11. Task 2 – System Design System design includes system design, interface design, and information exchange design. Detailed and logical system design documents produced by the Contractor shall direct the System development efforts. The design shall be driven by the outputs of the requirements validation phase (included in Section 6.1.3.2 above). These documents provide the framework essential to ensure that the system is constructed consistently, with appropriate software development methodologies and include all the functionality required by the Contract.
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COUNTY OF SAN DIEGO (COSD) - REQUEST FOR PROPOSALS (RFP) NO. 5947 DEPARTMENT OF HEALTH AND HUMAN SERVICE (HHS) KNOWLEDGE INTEGRATION PROJECT (KIP) COSD INFORMATION EXCHANGE (COSDIE) SERVICES EXHIBIT D – SCOPE/STATEMENT OF WORK 6.1.11.1.
System Design Methodology
The Contractor shall define a software design approach and methodology to be followed when designing the new System based on SOA principles as defined in Appendix D – CoSDIE Architecture Principles, Guidelines and Capabilities. The methodology shall reflect and incorporate applicable government and industry best practices such as Capability Maturity Model Integration (CMMI) guidelines. The software design methodology shall also identify the approach to conduct knowledge transfer and provide hands-on experience for identified County/ITO staff during the course of SDLC. The development of the software design methodology shall consist of the following tasks: 6.1.11.1.1.
Develop a draft software design methodology document that identifies the process to manage the design based on Functional and NonFunctional specifications. The methodology shall clearly define the inputs and outputs for the design process, define the expected deliverables for the development team, and define the roles and responsibilities of the design team
6.1.11.1.2.
Review draft software design methodology with the appropriate stakeholders
6.1.11.1.3.
Prepare final software design methodology document
6.1.12. Deliverable 9 - Functional Design Document In order to ensure that the Contractor fully understands the System requirements, the Contractor shall conduct and lead design sessions with appropriate staff from the County. The Contractor shall conduct Joint System Development (JAD) sessions to fully explore and understand existing CoSDIE system component functionality that the Contractor shall be leveraging for the new System, and to identify any gaps that the Contractor shall address in order to comply with the requirements identified in this SOW and the Contract. Based upon the outcome of the JADs, the Contractor shall document in detail the design and development actions necessary to fully meet CoSDIE requirements. The Contractor shall lead and facilitate the process for developing the Functional Design Document. This process shall include: 6.1.12.1.
Provide a high-level description of the business processes and the functionality the CoSDIE will provide, including a validation of the functionality described in the CoSDIE Scenarios located in Appendix C and the CoSDIE Appendix P Functional Specifications.
6.1.12.2.
Provide a high level description of all workflows identified during the planning phase of the project.
6.1.12.3.
Perform on-site interviews with key County stakeholders to understand how the functional specifications will be translated into software requirements.
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COUNTY OF SAN DIEGO (COSD) - REQUEST FOR PROPOSALS (RFP) NO. 5947 DEPARTMENT OF HEALTH AND HUMAN SERVICE (HHS) KNOWLEDGE INTEGRATION PROJECT (KIP) COSD INFORMATION EXCHANGE (COSDIE) SERVICES EXHIBIT D – SCOPE/STATEMENT OF WORK 6.1.12.4.
Conduct joint meetings with CoSDIE project team and SMEs to validate the functional specifications.
6.1.12.5.
Develop detailed functional specifications.
6.1.12.6.
Provide a description with a detailed breakdown of functionality by proposed Phases.
6.1.12.7.
Review draft functional specifications with the appropriate stakeholders, allowing time for those stakeholders to return comments or clarifications.
6.1.12.8.
Prepare final functional specifications based on updates from appropriate stakeholders.
6.1.12.9.
When functional specifications are accepted by the County, update as needed the workflows, To-Be Scenarios CoSDIEsupport user review and acceptance process throughout the software development lifecycle.
6.1.12.10.
The Contractor shall maintain the Functional Specifications and Functional Design Document throughout the Project and update it when any System design changes occur.
County Acceptance of the Functional Design Document is required before development can begin. The Contractor shall develop and provide to the County the Functional Design Document, including at a minimum: 6.1.12.11.
Details on which existing County solution components will be leveraged and which components will be newly developed business process gap analysis
6.1.12.12.
Business rules definition
6.1.12.13.
Reporting capabilities and prebuilt reports
6.1.12.14.
User profiles and security role permissions
6.1.12.15.
System functionality traceable back to the Requirements Traceability Matrix
6.1.12.16.
System overview diagrams illustrating which solution components provide what functionality, linking back to the To Be Scenarios and functional capabilities
6.1.12.17.
Domain model
6.1.12.18.
Use Cases – a list of workflows mapped to business processes mapped to System requirements
6.1.12.19.
User Interface screens for the system
6.1.12.20.
Identification of functions or user roles that initiate workflow, receives the workflow, and any processes that occur as a result of the workflow.
6.1.12.21.
List of assumptions made during the design as well as recommended next steps and required actions that shall be confirmed by the County before the development.
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COUNTY OF SAN DIEGO (COSD) - REQUEST FOR PROPOSALS (RFP) NO. 5947 DEPARTMENT OF HEALTH AND HUMAN SERVICE (HHS) KNOWLEDGE INTEGRATION PROJECT (KIP) COSD INFORMATION EXCHANGE (COSDIE) SERVICES EXHIBIT D – SCOPE/STATEMENT OF WORK 6.1.12.22.
A comprehensive list of functional specifications to implement the functionality detailed in the Appendix C - CoSDIE Scenarios and the Appendix P Functional Specifications.
6.1.12.23.
Recommendations on how to close specific gaps that require changes to the County’s business processes.
6.1.13. Deliverable 10 - Develop SOA Specifications and Design Document The Contractor shall develop a SOA Specifications and Design Document that includes at a minimum a SOA Transition Plan, SOA Models and Interface Management, and SOA Handbook. 6.1.13.1.
SOA Transition Plan
The Contractor shall develop an SOA Transition Plan that articulates the detailed steps involved in leveraging components in an SOA framework that may be developed. The SOA Transition Plan shall include both the tactical and strategic migration to an SOA. This document shall identify the current state and best practices within the organization being evaluated, identify the major gaps or concerns, provide recommendations and provide a detailed SOA road map that reflects the unique goals and challenges of the CoSDIE Project. The document shall include:
6.1.13.2.
6.1.13.1.1.
Defining sequential steps and dependencies when implementing a SOA compliant design. This shall include sequential steps and dependencies when transitioning and enhancing any existing components to the target design.
6.1.13.1.2.
Defining systems, data stores, metadata repositories, and interfaces that will be impacted by the new architecture.
6.1.13.1.3.
Defining resource requirements for the implementation, including Contractor, County, and ITO staff, hardware and software and other resources.
6.1.13.1.4.
Defining all steps required for integration (organized temporally) and dependencies between steps.
6.1.13.1.5.
Addressing major risks in the transition and suggesting mitigation strategies that minimize time, and effort, accomplish the integration.
SOA Models and Interface Management
The Contractor shall create a services portfolio by identifying services, defining a service hierarchy, and classifying the services based on this hierarchy. This shall include defining the “coarse-granularity” and “fine-granularity” of services, as well as the identification and prioritization of the key services and the mechanisms to create the service layers and catalogue of services. The Contractor shall provide support, guidance and knowledge transfer to the County for integration technologies. The Contractor shall provide insight on how different integration technologies can be used together. SOA modeling shall include:
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COUNTY OF SAN DIEGO (COSD) - REQUEST FOR PROPOSALS (RFP) NO. 5947 DEPARTMENT OF HEALTH AND HUMAN SERVICE (HHS) KNOWLEDGE INTEGRATION PROJECT (KIP) COSD INFORMATION EXCHANGE (COSDIE) SERVICES EXHIBIT D – SCOPE/STATEMENT OF WORK
6.1.13.3.
6.1.13.2.1.
Identifying the Services Portfolio Management requirements, which shall include the requirements for how often services shall be reviewed, how often they shall be updated, and how often they shall be published.
6.1.13.2.2.
Identifying the Quality of Service requirements for each service, which will involve defining volume limitations, scalability, availability, and response time (latency) of services in order to ensure that they are within the agreed upon range.
6.1.13.2.3.
Identifying interface requirements, which will involve both internal and external Partners and ensuring that the new System is sufficiently scalable and flexible to support the number of interfaces that will be required. Interface requirements shall also include defining what communications shall be asynchronous versus synchronous.
6.1.13.2.4.
Identifying security requirements, which shall include encryption, authentication, data protection, and constraints on performing certain operations.
6.1.13.2.5.
Identifying performance requirements, which may include the expected response time for system tasks, failover support for systems, and hours of availability.
6.1.13.2.6.
Identifying operational requirements, which may include server needs, scalability requirements, hosting requirements, monitoring, load balancing, failover, fault recovery, accounting and metering.
6.1.13.2.7.
Centralized electronic catalogue of services to identify, manage, and track all available services in use and services dependencies on other services.
SOA Handbook
The Contractor shall develop a SOA Handbook for the CoSDIE Project that details the approach for and results of gathering and developing requirements for the SOA environment. Specific tasks that the Contractor shall complete to develop the SOA Handbook are: 6.1.13.3.1. Identification of the services required to support key scenarios as defined in Scenarios (Note: In this context, the term “service” refers to a set of related software functionality, together with the policies that shall control its usage). 6.1.13.3.2.
Identification of the services that are common across Scenarios in Appendix C
6.1.13.3.3.
Granularity for services required
6.1.13.3.4.
Requirements for the services that will support external and internal Partners
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COUNTY OF SAN DIEGO (COSD) - REQUEST FOR PROPOSALS (RFP) NO. 5947 DEPARTMENT OF HEALTH AND HUMAN SERVICE (HHS) KNOWLEDGE INTEGRATION PROJECT (KIP) COSD INFORMATION EXCHANGE (COSDIE) SERVICES EXHIBIT D – SCOPE/STATEMENT OF WORK 6.1.13.3.5.
Prioritization of services and system integration based on impact to customers, suppliers, and Partners
6.1.13.3.6.
Metrics that tell how well the needs of each community are being satisfied
6.1.13.3.7.
Clear identification of why the solution uses a service, database link, point-to-point interface, or other type of integration between data points.
6.1.14. Deliverable 11 - System Architecture The Contractor shall develop a System Architecture, which details the SOA model-driven framework being used across all the domains (e.g. services, trust and security, infrastructure) that enables the development of service-oriented models to facilitate the interaction and communication of technologies. This document shall describe the set of technologies that support CoSDIE System operations, incorporating the industry best practices and standards. It shall detail the design patterns, information architecture, technology infrastructure and the conceptual, logical and physical architectures for the targeted baseline System. The architecture document shall include the SOA principles around SOA layers definition, the service providers/customer definition and the service broker definition. The Contractor shall provide the System Architecture deliverable that includes the following: 6.1.14.1.
Complies with the referenced Enterprise Architecture included in Appendix A – County Technology Standards.
6.1.14.2.
Follow the County’s preferred solution design approach and compliance requirements, as stated in Reference Appendix D CoSDIE Architecture and Appendix R – Technical Specifications
6.1.14.3.
Defines a conceptual architecture that will produce a design to fulfill CoSDIE stakeholder’s functional expectations.
6.1.14.4.
Defines a logical architecture that identifies the SOA layers, Contractors, Service Customers, and Service Broker(s), and object dependencies. To complete the logical design model, the Contractor shall define the interfaces for each service, and include data field definitions and their validation rules.
6.1.14.5.
Defines a physical architecture that defines the various services of the system and how they shall be implemented. This shall also include details around the integration layers, potentially using Web Services, and various other integration technologies.
6.1.14.6.
The conceptual, logical, and physical architecture shall fulfill functional requirements.
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COUNTY OF SAN DIEGO (COSD) - REQUEST FOR PROPOSALS (RFP) NO. 5947 DEPARTMENT OF HEALTH AND HUMAN SERVICE (HHS) KNOWLEDGE INTEGRATION PROJECT (KIP) COSD INFORMATION EXCHANGE (COSDIE) SERVICES EXHIBIT D – SCOPE/STATEMENT OF WORK 6.1.14.7.
Provides a detailed list of all the proposed production environment platforms, including Hardware, OS, Networking, and COTS and 3rd party systems/tools/ utilities, etc.
6.1.14.8.
Defines the details of Security, Privacy and Consent management for the CoSDIE, including: 6.1.14.8.1.
Security, Privacy and Consent policies.
6.1.14.8.2.
Logical security controls (e.g. privacy, user access and authentication, user permissions, user authorization).
6.1.14.8.3.
Technical security controls and security architecture (e.g. communications, hardware, data, physical access, software, operating system, encryption).
6.1.14.8.4.
Security processes (e.g. security assessments, risk assessments, incident response).
6.1.14.8.5.
Description of how the System will function in the County/ITO networking environment while adhering to all County and ITO security requirements.
6.1.14.8.6.
The technical approach to satisfy the following: 6.1.14.8.6.1.
Network segmentation
6.1.14.8.6.2.
Perimeter security
6.1.14.8.6.3.
System security and data sensitivity classification
6.1.14.8.6.4.
PHI and PII data elements
6.1.14.8.6.5.
Intrusion management
6.1.14.8.6.6.
Monitoring and reporting
6.1.14.8.6.7.
Host hardening
6.1.14.8.6.8.
Remote access
6.1.14.8.6.9.
Encryption
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COUNTY OF SAN DIEGO (COSD) - REQUEST FOR PROPOSALS (RFP) NO. 5947 DEPARTMENT OF HEALTH AND HUMAN SERVICE (HHS) KNOWLEDGE INTEGRATION PROJECT (KIP) COSD INFORMATION EXCHANGE (COSDIE) SERVICES EXHIBIT D – SCOPE/STATEMENT OF WORK 6.1.14.8.6.10.
County-wide active directory services for authentication
6.1.14.8.6.11.
Interface security
6.1.14.8.6.12.
Security test procedures
6.1.14.8.6.13.
Managing network security devices
6.1.14.8.6.14.
Security patch management
6.1.14.8.6.15.
Detailed diagrams depicting all security-related devices and subsystems and their relationships with other systems for which they provide controls
6.1.14.8.6.16. 6.1.14.9.
Secure communications over the Internet
Defines the High Availability and Disaster Recovery describing how the System will enable the County to provide information to their customers in the event of a disaster, given the HPES infrastructure management contract. At a minimum, the plan shall include the following: 6.1.14.9.1.
Backup and recovery procedures as well as disconnected operational capability to ensure that the CoSDIE system can continue to operate in the event of an unexpected destruction of hardware, software, or communications through System failure, disruption of connectivity or natural disasters
6.1.14.9.2.
Arrangements for backup hardware or processing sites; off-site data storage; schedule for creation of backup media; and detailed recovery procedures for all anticipated types of disasters
6.1.14.9.3.
A full inventory of directories per server that shall be included in the backup procedure so that a successful restore can be accomplished
6.1.14.9.4.
A description of each anticipated type of disaster
6.1.14.9.5.
Escalation plans that specify the necessary points of contact and decision-making authority at the County offices and local provider levels.
6.1.14.9.6.
Restoration sequencing of the solution implemented as a result of this project/program.
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COUNTY OF SAN DIEGO (COSD) - REQUEST FOR PROPOSALS (RFP) NO. 5947 DEPARTMENT OF HEALTH AND HUMAN SERVICE (HHS) KNOWLEDGE INTEGRATION PROJECT (KIP) COSD INFORMATION EXCHANGE (COSDIE) SERVICES EXHIBIT D – SCOPE/STATEMENT OF WORK 6.1.14.10.
Describes how the architecture design features ensure that the System can scale as needed for future transaction volumes, storage requirements, and System usage expands over the next 10 years.
6.1.14.11.
Describes how the System will ensure performance based on expected data and user loading, target source systems and target platforms. Areas that shall be addressed are expected System performance during peak transaction volumes and critical key business activities.
6.1.14.12.
Describes how the System will meet capacity requirements, including: 6.1.14.12.1.
A description of how System capacity and capacity requirements were calculated, including all formulas and calculations used in capacity planning for the County. This shall include: 6.1.14.12.1.1.
Business Capacity Management
6.1.14.12.1.2.
Service Capacity Management
6.1.14.12.1.3.
IT Component Capacity Management
6.1.14.12.1.4.
Capacity Management Processes
6.1.14.12.1.5.
Capacity Management Tools Infrastructure
6.1.14.12.1.6.
Estimates regarding the future CoSDIE system growth, as specified in Appendix H – Source Systems’ Profile
6.1.14.12.2.
Descriptions of how capacity utilization will be monitored and capacity thresholds will be established.
6.1.14.12.3.
A description of corrective and escalation processes that will be used in the event any capacity thresholds are reached.
For more information on the approach to System Architecture and design, refer to the CoSDIE technical specifications in Exhibit D, Section II – 6.3 Technical Requirements, Appendix R Technical Specifications and Appendix D - CoSDIE Architecture Principles, Guidelines and Capabilities. 6.1.15. Deliverable 12 - Technical Design Document The Contractor shall develop the Technical Design Document (TDD) based on outputs from the technical design sessions conducted with the Contractor and County. The TDD shall include, at a minimum, the interface definitions and design (including XML/SOAP specifications for file formats), the new System design based on reviewing existing class diagrams, sequence diagrams, updated object models that represent the internal workings and designs of the containing subsystems that will expose the services, and the component specification (i.e. details of the component that will implement the service) and service assignment to each layer defined in the System Architecture.
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COUNTY OF SAN DIEGO (COSD) - REQUEST FOR PROPOSALS (RFP) NO. 5947 DEPARTMENT OF HEALTH AND HUMAN SERVICE (HHS) KNOWLEDGE INTEGRATION PROJECT (KIP) COSD INFORMATION EXCHANGE (COSDIE) SERVICES EXHIBIT D – SCOPE/STATEMENT OF WORK The Functional Design Document (FDD) and the TDD shall be the documentation used by the Contractor during System Development. The TDD shall provide a complete and comprehensive technical explanation of how the System will provide the performance, functionality, scalability, supportability and operations specified in the Statement of Work and the FDD Deliverable, including, as applicable, details of processes, visual displays and estimates of transaction and data volumes, and including the database logical and physical model and the associated data dictionary. The Contractor shall complete the following tasks during the development of TDD: 6.1.15.1.
Based on the FDD, conduct joint meetings with CoSDIE project team and SMEs to validate and refine the technical design specifications.
6.1.15.2.
Develop detailed technical design specifications.
6.1.15.3.
Review draft technical design specifications with the stakeholders, allowing time for those stakeholders to return comments or clarifications.
For more information on the approach to System design see Appendix A County’s Technical Standards and Appendix D CoSDIE Architecture. The Contractor shall provide the Technical Design Document to include a minimum of the elements described above and the following components: 6.1.15.4.
Detailed description of System architecture
6.1.15.5.
User Interface Design
6.1.15.6.
Logical Architecture Diagram
6.1.15.7.
Physical Architecture Diagram
6.1.15.8.
Excel inventory with details by server and system to be setup
6.1.15.9.
Entity Relationship Diagrams
6.1.15.10.
Data Flow Diagrams
6.1.15.11.
Data Dictionary
6.1.15.12.
Processing controls
6.1.15.13.
Processes to manage System installation and configuration
6.1.15.14.
Security controls
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COUNTY OF SAN DIEGO (COSD) - REQUEST FOR PROPOSALS (RFP) NO. 5947 DEPARTMENT OF HEALTH AND HUMAN SERVICE (HHS) KNOWLEDGE INTEGRATION PROJECT (KIP) COSD INFORMATION EXCHANGE (COSDIE) SERVICES EXHIBIT D – SCOPE/STATEMENT OF WORK 6.1.15.15.
List of assumptions made during the technical design as well as recommended next steps and required actions that shall be confirmed by the County before the development.
Task 4 – System Development 6.1.16. Hosting During CoSDIE Design, Development and Testing The Contractor shall provide, or utilize as applicable, the following hosted services by environment type. 6.1.16.1.
Development Environment – The development environment shall be located at hosting facilities managed by ITO. This environment shall consist of the physical or virtual servers necessary to implement all the required components including database, system, portal and other technical layers of the system stack. The environment shall be used to support the daily software build cycle and to execute unit test to verify the continuous integration of the code base throughout the development cycle.
6.1.16.2.
Testing – The Testing Environment shall be located at hosting facilities managed by ITO. At scheduled intervals, specific builds of the code base shall be placed into a test environment. The Contractor shall capture in the Appendix Y - Cost Work and Appendix U – Implementation Specifications Approach all hardware, software required to run the hardware and ITO labor resources required to setup and maintain the test environment; This environment will be managed by the ITO (See Appendices E.1 and E.2 for ITO Resource unit schedule of fees). The Contractor shall support the ITO staff during the build of the environment. The Contractor and CoSDIE Project team will use the test environment to verify the functionality to be implemented.
6.1.16.3.
This environment shall also be used to assess compliance to requirements, risk of release, and performance capacity. This environment may be a scaled replication of the production environment to minimize errors caused by incompatibility. This environment will be built and managed by the ITO. The Contractor shall identify all hardware, software, licensing, and all other costs to host the Testing Environment in the ITO facilities until the System is accepted, in whole, by the County. The Contractor shall support the ITO during the build of the environment.
The Contractor shall maintain control over the configuration and code released through the use of a source control tool. 6.1.17. System Development Activities System development efforts shall be guided by the Deliverables accepted by the County during the System Design phase. This ensures that the System is built according to the documented functional and technical specifications. Unless otherwise agreed to, in writing, by the County, the Contractor shall not initiate the System Development activities until the County has formally accepted the Functional Specifications and FDD and the TDD Deliverables.
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COUNTY OF SAN DIEGO (COSD) - REQUEST FOR PROPOSALS (RFP) NO. 5947 DEPARTMENT OF HEALTH AND HUMAN SERVICE (HHS) KNOWLEDGE INTEGRATION PROJECT (KIP) COSD INFORMATION EXCHANGE (COSDIE) SERVICES EXHIBIT D – SCOPE/STATEMENT OF WORK The Contractor shall develop each Phase of the CoSDIE in accordance with the System Development Strategy. The goal of each Phase is to incrementally deliver a highly focused set of functional capabilities and valuable business outcomes to the end-users. Functions added in each Phase will enhance the functionality developed and delivered in the previous Phase(s). During System Development, the Contractor shall fully document all software components for each Phase. This documentation shall support knowledge transfer to the County and ITO staff. Documentation shall be NIEM conformant and follow the requirements and recommendations as given by ISO/IEC standard 11179. 6.1.18. System Development Methodology The Contractor shall document the System Development Methodology for the CoSDIE, including but not limited to: 6.1.18.1.
Format and content standards for all technical documentation.
6.1.18.2.
A formal process to review and provide feedback on development documentation submitted to the County by the Contractor.
6.1.18.3.
Methodology standards as defined in the previous tasks and strict process guidelines for the development, test and delivery of the new System.
6.1.18.4.
Standards and processes to manage the early identification and remediation of defects in project Deliverables.
6.1.18.5.
A change methodology process and change control standards, criteria and process for the development, test and delivery of the new System and all work products.
6.1.18.6.
Secure coding tools and methods and standards.
6.1.18.7.
The required system development and testing tools that have been identified during the earlier steps.
6.1.18.8.
Industry best practices for development support, and testing standards.
6.1.19. Software Configuration Management Software Configuration Management includes the identification and maintenance of System software components and the relationships and dependencies among them. The activities the Contractor shall perform include: 6.1.19.1.
Automatic capture and storage of IT Service to System, System-to-Component and Component-to-Component relationships.
6.1.19.2.
Data Flow diagrams.
6.1.19.3.
Maintenance of the history of those relationships and any transformation required to appropriately manage and document (e.g. source control, version control,
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COUNTY OF SAN DIEGO (COSD) - REQUEST FOR PROPOSALS (RFP) NO. 5947 DEPARTMENT OF HEALTH AND HUMAN SERVICE (HHS) KNOWLEDGE INTEGRATION PROJECT (KIP) COSD INFORMATION EXCHANGE (COSDIE) SERVICES EXHIBIT D – SCOPE/STATEMENT OF WORK profiles, security plans) configuration changes affecting the system and its processing environment. The Contractor shall identify and use specific automated tools and infrastructure for Software Configuration Management. Provide read-only access to at least five named County of San Diego users. Provide all data from automated configuration management tools to the County of San Diego at the conclusion of the project in a non-proprietary format. 6.1.20. Change and Release Management As part of the proposed CoSDIE System, the Contractor shall be responsible for Change and Release Management activities. These include all tasks required to manage and document (e.g. through impact analysis, version control, library management, turnover management, build management, parallel development) changes to the system and any of the system components being developed. Change and Release Management also includes all tasks required to appropriately manage and document changes to the underlying System development environment components. Contractor activities shall include the following: 6.1.20.1.
Library Management—the classification, control, and storage of the physical components of the System
6.1.20.2.
Version Control—the maintenance, tracking, and auditing of modifications to an System’s components over time, facilitating the restoration of the System to prior development stages.
6.1.20.3.
Turnover Management—the automated promotion of software changes across different phases of the life cycle (e.g. development, unit test, systems test, and production), including management of the approval process, production turnover, and software migration control.
The Contractor shall use a centralized solution to automate and control the software Change and Release management process. 6.1.20.4. This software Change and Release Management process shall control migration patterns (i.e. how a given set of code moves from one environment to another). 6.1.20.5.
This software configuration management process shall control versioning, access controls, data quality, etc., for each environment.
6.1.20.6.
The Contractor shall use the County/ITO Change Management process for all releases to test/production environments. Contractor shall conform to requirements and processes defined by the County Change Release Board (CCRB).
6.1.21. Deliverable 13 - System Implementation Plan The Contractor shall develop a System Implementation Plan document that incorporates the final Design Documents for system implementation. This document shall be developed based on outputs from the
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COUNTY OF SAN DIEGO (COSD) - REQUEST FOR PROPOSALS (RFP) NO. 5947 DEPARTMENT OF HEALTH AND HUMAN SERVICE (HHS) KNOWLEDGE INTEGRATION PROJECT (KIP) COSD INFORMATION EXCHANGE (COSDIE) SERVICES EXHIBIT D – SCOPE/STATEMENT OF WORK planning and design sessions conducted with the Contractor and County staff. The plan shall at a minimum include detail on the following components: 6.1.21.1.
Description of functionality for each implementation Phase
6.1.21.2.
Phases of implementation
6.1.21.3.
Implementation schedule for each Phase
6.1.21.4.
Points-of-contact to include individual names and contact information for each member of the implementation team, Contractor and County
6.1.21.5.
Major tasks
6.1.21.6.
Security and privacy
6.1.21.7.
Implementation support
6.1.21.8.
Hardware, software, facilities and materials for all Environments
6.1.21.9.
Personnel and staffing requirements
6.1.21.10.
Outstanding issues and the mitigation plan for each
6.1.21.11.
Implementation impact and organizational change issues
6.1.21.12.
Performance monitoring
6.1.21.13.
Configuration management interface
6.1.21.14.
Risks and contingencies
6.1.21.15.
Implementation verification and validation
6.1.21.16.
Definitions of the criteria for both success and failure of the System Implementation for each Phase
The Contractor shall provide a separate System Implementation Plan for each Phase of the project, to include the elements outlined above and the following components: 6.1.21.17.
Project Phase implementation roadmap
6.1.21.18.
Target end-user population included in the Project Phase
6.1.21.19.
Deployment schedule for the Phase
6.1.21.20.
Workflow analysis and documentation aligned with the Scenarios and business processes included in the Phase
6.1.21.21.
Technology components required for the Project Phase
6.1.21.22.
Identification of the source systems to be integrated for the Phase
6.1.22. Deliverable 14 - Data Integration, Synchronization, and Reporting
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COUNTY OF SAN DIEGO (COSD) - REQUEST FOR PROPOSALS (RFP) NO. 5947 DEPARTMENT OF HEALTH AND HUMAN SERVICE (HHS) KNOWLEDGE INTEGRATION PROJECT (KIP) COSD INFORMATION EXCHANGE (COSDIE) SERVICES EXHIBIT D – SCOPE/STATEMENT OF WORK The CoSDIE shall address the County’s need for integration of real-time operational data of the County’s relationship with a customer during service delivery, as well as integration and aggregation of data from a variety of siloed source systems into operational data stores, data warehouse and data marts. This data shall be useable for operational and performance reporting (static / canned and ad hoc), shared analytics, and County-wide alerts. The Contractor shall perform the necessary data integration and synchronization work to implement the System in compliance with the requirements of the Statement of Work. The Contractor shall develop a detailed plan to validate all integration and synchronization routines, as well as the accuracy and integrity of all data integrated from the source systems or otherwise generated. 6.1.22.1.
Operational Data Integration
As per the Scenarios in Appendix C and Functional requirements in Exhibit D, Section II - 6.2, the Contractor shall design, develop, and implement the technology infrastructure required to enable the Data Integration in the functional and technical specifications of this SOW and integration of operational data resident in the existing siloed County systems. Operational Data Integration shall focus on combining select data elements (as defined in Appendix C – CoSDIE Scenarios) from a variety of existing data sources to present a dynamic / temporary view of authorized and relevant customer information, as well as the County’s relationship with that individual across all agencies and programs within the scope of the KIP program. In addition, as per requirements in Appendix R, the System shall at a minimum include Master Data Management (MDM) capabilities that support the global identification, linking and synchronization of product information across heterogeneous data sources through semantic reconciliation of master data. The Contractor shall also create and manage a central, database-based index of record for master data. Other MDM capabilities required include enabling the delivery of a single product view (for all stakeholders) in support of various business processes and benefits, and supporting ongoing master data stewardship and governance requirements through workflow based monitoring and corrective action techniques. The following are a minimum set of tasks and activities that shall be performed by the Contractor: Step 1: Model/Understand the Relevant Data – The Contractor shall model the data so that the relevant data is understood in each relevant data source system, including: 6.1.22.1.1.
Business modeling to understand County business processes and data in the source systems and how they fit together into a cohesive whole within the County’s new Model of Practice.
6.1.22.1.2.
Conceptual data modeling to define the scope of the topic and the County’s requirements for information from each data source.
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COUNTY OF SAN DIEGO (COSD) - REQUEST FOR PROPOSALS (RFP) NO. 5947 DEPARTMENT OF HEALTH AND HUMAN SERVICE (HHS) KNOWLEDGE INTEGRATION PROJECT (KIP) COSD INFORMATION EXCHANGE (COSDIE) SERVICES EXHIBIT D – SCOPE/STATEMENT OF WORK 6.1.22.1.3.
Logical and physical data modeling to define the way that source systems fulfill user requirements for information specified in the conceptual data model.
6.1.22.1.4.
Process modeling, as required.
This initial step must involve only the relevant data inside the source systems in scope for each Phase. The Contractor shall model only the data that is relevant to the selected business process or Scenario, and shall focus on the source systems that contain the relevant data. Step 2: Identify, Reconcile, and Clean – Reconcile instances of data between source systems building on the modeling work accomplished in previous step. In this step, the Contractor shall work extensively with the relevant County subject matter expert(s) to answer such questions as “Is ‘Customer 47’ in this source system the same as ‘Cust XYZ’ in that other source system?” The Contractor shall enlist the help of County subject-matter experts in the program areas to accomplish the data reconciliation. The Contractor shall perform the following tasks: 6.1.22.1.5.
Work with County subject matter experts to create a master list of data.
6.1.22.1.6.
Give each relevant data element a Uniform Resource Identifier (URI). Note: URI will be the access point of a Representational State Transfer (RESTful) data service that supplies the data in question. This way, County and the KIP Program staff can implement any security / transformation / cleansing / reconciliation inside the data service infrastructure, specified via policies, separate from the physical access code.
6.1.22.1.7.
Store the master list in the MDM HUB. The HUB will not replicate data from the local source systems. It will hold a master list that documents or establishes the existence of data in each local source system.
6.1.22.1.8.
Assist KIP Program Office institute business-side responsibilities for data governance, data stewardship, and data quality.
As stated above, data from the source systems will not be replicated from the source systems into the MDM HUB. The HUB initially only contains a list of master persons with URIs in a table that periodically reconciles the master list with the data identifiers that are used in the other data source systems.
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COUNTY OF SAN DIEGO (COSD) - REQUEST FOR PROPOSALS (RFP) NO. 5947 DEPARTMENT OF HEALTH AND HUMAN SERVICE (HHS) KNOWLEDGE INTEGRATION PROJECT (KIP) COSD INFORMATION EXCHANGE (COSDIE) SERVICES EXHIBIT D – SCOPE/STATEMENT OF WORK Step 3: Classify – Perform information classification to specify the sensitivity of data based on its type. The Contractor’s work in Step 3 shall build on the work accomplished in Steps 1 and 2. The Contractor shall work with County staff to classify important data types. Step 4: Convey (Carry, Deliver, Transmit, and Express) the Information The Contractor shall create interfaces to automate a) the integration between the MDM HUB and the source systems and b) the delivery of data that reside in the local source systems to the Program staff that need it. Step 5: Control The Contractor shall implement centralized or service-based access policies and automated security and privacy controls. Data security and privacy shall be centrally administered to avoid the improper disclosure of sensitive information. Access control shall be implemented concurrently with Step 4, above. 6.1.22.2.
Analytical Data Integration
The Contractor shall provide an analytical data integration infrastructure and Data Mart. A comprehensive and highly extensible data model shall be used to feed Program-specific data marts using a Hub and Spoke Array design, and to deliver the required analytics and reporting functionality defined by the To-Be Scenarios in Appendix C. The following are the minimum set of tasks and activities that shall be performed by the Contractor: 6.1.22.2.1.1. Coordinate all aspects of analytical data integration 6.1.22.2.1.2.
Document process for validating synchronization success
6.1.22.2.1.3.
Identify and document potential points of failure of synchronization during implementation and operations
6.1.22.2.1.4.
Document steps to mitigate synchronization failures
6.1.22.2.1.5.
Develop and document the plan for data synchronization to address issues and failures, and meet contract requirements in accordance with established schedule
6.1.22.2.1.6.
Develop and document validation routines to ensure synchronization success
6.1.22.2.1.7.
Define and produce synchronization checklists
6.1.22.2.1.8.
Identify and document synchronization resources
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COUNTY OF SAN DIEGO (COSD) - REQUEST FOR PROPOSALS (RFP) NO. 5947 DEPARTMENT OF HEALTH AND HUMAN SERVICE (HHS) KNOWLEDGE INTEGRATION PROJECT (KIP) COSD INFORMATION EXCHANGE (COSDIE) SERVICES EXHIBIT D – SCOPE/STATEMENT OF WORK 6.1.22.2.1.9.
Document Contractor support during synchronization and pilot
6.1.22.2.1.10.
Define and document restart and roll-back scenarios in case of unsuccessful synchronization
6.1.22.2.1.11.
Estimate analytical data integration and synchronization effort for nonContractor resources and provide detail of those efforts to the County and/or ITO
6.1.22.2.1.12.
Define and document the contingency in case of problems
6.1.22.2.1.13.
Design and develop the System to ensure that data loads must complete within defined windows to ensure system is available for end users during business hours.
Some of key roles and responsibilities related to analytical data integration and synchronization shall be as follows: 6.1.22.2.1.14.
The County will provide the Contractor with the outbound data formats for each source system as well as data models and data dictionaries where available. Existing documentation on the source system is included in Appendix H – Source Systems Profile.
6.1.22.2.1.15.
The Contractor shall be responsible for the data mapping between the source systems the CoSDIE, and the target Operational Data Store (ODS) and Data Warehouse as appropriate. The County will provide guidance within the constraints of its available resources.
6.1.22.2.1.16.
The Contractor shall provide the County with the specifications necessary to obtain the necessary extracts. Under a separate work request, the County will direct the appropriate third party contractors, responsible for maintaining the source systems, to provide the data extracts to allow the Contractor to perform the data mapping for the CoSDIE System. The Contractor will not be allowed to make any modifications to any of the source systems. The Contractor shall be responsible for the transformation and loading of data from source systems onto the ODS and/or data warehouse / data mart platforms as appropriate.
6.1.22.2.1.17.
The Contractor shall be responsible for the transformation and loading of data from source systems onto the ODS and/or data warehouse / data mart platforms as appropriate.
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COUNTY OF SAN DIEGO (COSD) - REQUEST FOR PROPOSALS (RFP) NO. 5947 DEPARTMENT OF HEALTH AND HUMAN SERVICE (HHS) KNOWLEDGE INTEGRATION PROJECT (KIP) COSD INFORMATION EXCHANGE (COSDIE) SERVICES EXHIBIT D – SCOPE/STATEMENT OF WORK For the scope of this procurement, the Contractor shall assume the following anticipated outputs to estimate and bound its efforts: 6.1.22.2.1.18.
Up to 10 (ten) source systems as per the list provided in Appendix H – Source Systems Profile
6.1.22.2.1.19.
Ad hoc reporting capability for up to 1,500 concurrent users
6.1.22.2.1.20.
Static (Canned) and Parameter Based Reports of the following design complexity:
Complexity Description Low
Single query.
Medium
1 - 3 queries and no more than 20 joins within a single report – such as operational performance reports.
High
More than 3 queries or more than 20 joins.
The Contractor shall provide a Data Integration and Synchronization Plan to include, at a minimum, all the elements of operational and analytical data integration described above.
6.1.23. Deliverable 15 - Pilot to Production Plan As part of the firm fixed price, the Contractor shall develop a Pilot to Production Plan and conduct a Pilot Deployment for each Phase of the CoSDIE prior to full deployment of each Phase. The CoSDIE Pilot shall run on the production environment. Contractor shall conduct the Production Pilot with all functionality and all data in order to test the business process changes, training, user instructions, and help desk inquiries with a minimum number of users required to pilot all functional areas of the system. The objective of the Production Pilot is to obtain information to confirm and improve the planned deployment strategy, including communication, user training, and business process design. The scope of the Production Pilot for each Phase is as follows: Phase 1 Phase 2
The users participating in the pilot will not exceed 50 – to be identified by the County The pilot deployment will not exceed 8 physical sites, which will be a mix of County and third party service provider sites – to be identified by the County. The duration of the pilot shall not exceed six (6) weeks.
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COUNTY OF SAN DIEGO (COSD) - REQUEST FOR PROPOSALS (RFP) NO. 5947 DEPARTMENT OF HEALTH AND HUMAN SERVICE (HHS) KNOWLEDGE INTEGRATION PROJECT (KIP) COSD INFORMATION EXCHANGE (COSDIE) SERVICES EXHIBIT D – SCOPE/STATEMENT OF WORK Phase 3
The users participating in the pilot will not exceed 100 – to be identified by the County The pilot deployment will not exceed 16 physical sites, which will be a mix of County and third party service provider sites – to be identified by the County The duration of the pilot shall not exceed six (6) weeks.
The users participating in the pilot will not exceed 150 – to be identified by the County The pilot deployment will not exceed 20 physical sites, which will be a mix of County and third party service provider sites to be identified by the County The duration of the pilot shall not exceed six (6) weeks.
County and Contractor will jointly determine the location and audience for the pilot to ensure that the pilot is representative of staff from each agency/department/category of work reflected in the given Phase and the diversity in work volume across the various locations. The Contractor shall provide a Pilot to Production Plan for each Phase to include, at a minimum, the following components: 6.1.23.1.
Pilot locations, users, durations, sequencing and timing.
6.1.23.2.
Pilot support model including roles and responsibilities of the Contractor and the County; number of staff on-site and off-site; and staffing hours.
6.1.23.3.
Training of users and technical staff.
6.1.23.4.
Procedures for setup and configuration of the pilot environment.
6.1.23.5.
Help desk scripts, procedures, functionality and incident reporting.
6.1.23.6.
Problem management procedures.
6.1.23.7.
Help related documentation.
6.1.23.8.
Functionality and operations of interfaces.
6.1.23.9.
Approach for testing and validating mobile access to the System
6.1.23.10.
Readiness planning.
6.1.23.11.
Plan and approach for resolving data corruption issues as a result of conversion.
6.1.23.12.
Approach for communication and coordination of pilot activities and issues.
6.1.23.13.
Approach and procedures for evaluating user experience and feedback.
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COUNTY OF SAN DIEGO (COSD) - REQUEST FOR PROPOSALS (RFP) NO. 5947 DEPARTMENT OF HEALTH AND HUMAN SERVICE (HHS) KNOWLEDGE INTEGRATION PROJECT (KIP) COSD INFORMATION EXCHANGE (COSDIE) SERVICES EXHIBIT D – SCOPE/STATEMENT OF WORK 6.1.23.14.
Approach and process for evaluation of the pilot against defined pilot success criteria.
6.1.23.15.
Documented process to validate the implementation process and tools and certify the County system, technical environment, and users as ready to move to full production implementation.
6.1.23.16.
Roll-back plan.
The Pilot to Production Plan shall further document the approach for testing the production functionality of System components including: 6.1.23.17. Training procedures 6.1.23.18. Help desk scripts and processes 6.1.23.19. Production Support 6.1.23.20. System Documentation 6.1.23.21. Interfaces (internal and external) 6.1.23.22. All Functionality 6.1.23.23. Reporting 6.1.23.24. Security 6.1.23.25. Problem escalation
6.1.24. Deliverable 16 - System Maintenance, Support and Transition Plan The Contractor shall provide a written plan for the maintenance, support, and transition of the System into the Production Environment. The Contractor shall provide support, guidance and knowledge transfer to the County for integration technologies The following documentation, at a minimum, shall be prepared by the Contractor and included in the System Maintenance, Support and Transition Plan provided to the County: 6.1.24.1.
Development of a System support structure and organization, including estimates of manpower requirements to support operation and maintenance of the System. The skill sets required to operate and maintain the System should also be specified, with recommendations of the skills, knowledge and abilities required by the County and ITO staff . System Installation and Administration Manual
6.1.24.2.
Completed Code
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COUNTY OF SAN DIEGO (COSD) - REQUEST FOR PROPOSALS (RFP) NO. 5947 DEPARTMENT OF HEALTH AND HUMAN SERVICE (HHS) KNOWLEDGE INTEGRATION PROJECT (KIP) COSD INFORMATION EXCHANGE (COSDIE) SERVICES EXHIBIT D – SCOPE/STATEMENT OF WORK 6.1.24.3.
Operating Procedures Manual: Includes Diagnostic procedures, backup and restore procedures, and disaster recover procedures.
6.1.24.4.
Maintenance Manual: Information to aid in analyzing and debugging the software, apart from information already available in other delivered documentation.
6.1.24.5.
Maintenance and repair policies and procedures.
6.1.24.6.
Updated system architecture diagrams and inventory (systems, servers, etc) that clearly identify what is in the pilot and in production use.
6.1.24.7.
CoSDIE Database Schema
6.1.24.8.
Complete Data Dictionary
6.1.24.9.
System “Run Book” as defined by the County
The Contractor shall provide a System Maintenance, Support and Transition Plan to include the elements defined above.
Task 4 – Project Testing 6.1.25. Deliverable 17 - Detailed Test Plans The Contractor shall be responsible for the development of all Detailed Test Plans, which includes the following testing events: 6.1.25.1.
Unit and Integration Testing – The Contractor shall perform Unit and Integration testing as necessary during the development process. The County will require the presentation of Unit and Integration test plans and results during scheduled development review meetings.
6.1.25.2.
System Testing – The System testing is aimed at proving that the System meets the stated requirements and objectives by validating the total system in a real world scenario. This testing shall be performed by the Contractor but may be supported by a limited number of County power-users (not end-users) at the sole discretion and to the limit deemed appropriate by the County Project Manager. System testing will be combined into a single test phase to provide streamlined testing without compromising the testing objectives. 6.1.25.2.1.
Entry Criteria – The feature set, although largely defined and static, may still not be completely finalized. All features that have not yet been implemented are prioritized in case postponement of certain features is desired by County. The software has been unit tested, and there is a high level of confidence the completed software is ready.
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COUNTY OF SAN DIEGO (COSD) - REQUEST FOR PROPOSALS (RFP) NO. 5947 DEPARTMENT OF HEALTH AND HUMAN SERVICE (HHS) KNOWLEDGE INTEGRATION PROJECT (KIP) COSD INFORMATION EXCHANGE (COSDIE) SERVICES EXHIBIT D – SCOPE/STATEMENT OF WORK 6.1.25.2.2.
System Test Execution – The System Test shall utilize “real” data, and shall be performed by the Contractor or a third party. The System test shall be intended to demonstrate the critical business functions of the System and the overall effectiveness of the user-facing aspects. The Contractor shall provide and the County shall accept the System Test Plan before it is executed. At a minimum, the Contractor shall incorporate the following activities during System Testing: 6.1.25.2.2.1.
Demonstrate Critical Business Function Scenarios (as defined by and approved by the County) – data and processes must be fully integrated across functional areas and that integration fully demonstrated.
6.1.25.2.2.2.
Transaction Testing (as defined by and approved by the County)
6.1.25.2.2.3.
Error Message Testing
6.1.25.2.2.4.
Documentation Testing (as defined by and approved by the County)
6.1.25.2.2.5.
Help Systems Testing (as defined by and approved by the County)
6.1.25.2.2.6.
Demonstrate the Complete Sequence of Functional Business Tasks (as defined and approved by the County)
6.1.25.2.2.7.
End-to-end business process testing (as defined and approved by the County)
6.1.25.2.2.8.
Report Generation and Printing
6.1.25.2.2.9.
Interface Testing (All Interfaces included in the module/system)
6.1.25.2.2.10.
Demonstrate the Complete Sequence of Functional Business Tasks (as defined and approved by the County).
6.1.25.2.2.11.
Usability/Interface Testing
6.1.25.2.2.12.
Reliability Testing
6.1.25.2.2.13.
Performance Testing (stress, load testing)
6.1.25.2.2.14.
Security Testing
6.1.25.2.2.15.
System Recovery and Restoration Testing
6.1.25.2.2.16.
Regression Testing
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COUNTY OF SAN DIEGO (COSD) - REQUEST FOR PROPOSALS (RFP) NO. 5947 DEPARTMENT OF HEALTH AND HUMAN SERVICE (HHS) KNOWLEDGE INTEGRATION PROJECT (KIP) COSD INFORMATION EXCHANGE (COSDIE) SERVICES EXHIBIT D – SCOPE/STATEMENT OF WORK
6.1.25.2.3.
6.1.25.3.
6.1.25.2.2.17.
Integration Testing
6.1.25.2.2.18.
Integrity Testing
Exit Criteria – The results of the System Test are to be presented to the County for approval before the development System status can be promoted to UAT stage for end user testing. This presentation shall take the form of a live demonstration of System functionality as outlined below. The County shall define, no less than 20 County business days before the start of System Test phase, the criteria necessary for County approval of test results, including requirements for presentation of the results to the County and timeframes for County review.
User Acceptance Testing – The purpose of User Acceptance Testing (UAT) is to confirm that the System is developed according to the County’s business functionality, performance, and technical requirements and that it is ready for enterprise deployment and operational use. During UAT, selected County end-users will compare the System’s functionality, features, and performance to the County’s System Requirements Documents, Design documents and County documented UAT exit criteria. 6.1.25.3.1.
Entry Criteria – Prior to moving from System Testing to UAT, the System’s feature set shall be fully defined and static. The Code shall be complete and frozen. The final release version shall have been built from source control. This final version shall have passed a formal Contractor QA acceptance test, which also covers “installation” instructions on how to update the server and end user documentation. 6.1.25.3.1.1.
Severity Levels – The requirements for release to UAT are zero Severity 1 and zero Severity 2. The County and Contractor Program and Project Managers will meet and mutually agree on an acceptable level of Severity 3-5 defects in order to move forward. Defect levels of severity are defined as:
6.1.25.3.1.2.
Severity 1 - Catastrophic: The defect prevents the System from meeting the majority of the County requirements.
6.1.25.3.1.3.
Severity 2 - Major - No Work Around: The defect prevents a major function of the System from meeting the County’s requirements and there is no effective work around to meet these requirements.
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COUNTY OF SAN DIEGO (COSD) - REQUEST FOR PROPOSALS (RFP) NO. 5947 DEPARTMENT OF HEALTH AND HUMAN SERVICE (HHS) KNOWLEDGE INTEGRATION PROJECT (KIP) COSD INFORMATION EXCHANGE (COSDIE) SERVICES EXHIBIT D – SCOPE/STATEMENT OF WORK 6.1.25.3.1.4.
Severity 3 - Major - With Work Around: The defect prevents a major function of the System from meeting the County’s requirements, but there is an effective (does not cause the County effort in addition to that currently performed for the same function) work around to meet these requirements.
6.1.25.3.1.5.
Severity 4 - Minor: The defect prevents a minor function of the System from meeting the County’s requirements.
6.1.25.3.1.6.
Severity 5 - Cosmetic: The defect has minimal or cosmetic effect on the System meeting the County’s requirements.
6.1.25.3.1.7.
6.1.25.3.2.
All known problems are to be reviewed by the Release Committee. No outstanding problems should affect overall customer expectations for the System. Supporting materials such as release notes, user manuals and training manuals shall be in final form and shall also been verified by QA or other appropriate reviewers.
Pre Test – The Contractor shall perform the following activities prior to User Acceptance and Reliability Testing (UAT): 6.1.25.3.2.1.
Build the UAT System release.
6.1.25.3.2.2.
Develop and document the software build instructions for UAT
6.1.25.3.2.3.
Install and configure the UAT release System components and database(s) on the County’s testing environment
6.1.25.3.2.4.
Develop and provide the required UAT Test documentation (e.g. end user guides, systems administration manuals, user help files) and provide to the County for approval for use during UAT activities.
6.1.25.3.2.5.
All Engineering Change Requests (ECRs) completed.
6.1.25.3.2.6.
Load database(s) with complete and validated production-ready dataset.
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COUNTY OF SAN DIEGO (COSD) - REQUEST FOR PROPOSALS (RFP) NO. 5947 DEPARTMENT OF HEALTH AND HUMAN SERVICE (HHS) KNOWLEDGE INTEGRATION PROJECT (KIP) COSD INFORMATION EXCHANGE (COSDIE) SERVICES EXHIBIT D – SCOPE/STATEMENT OF WORK 6.1.25.3.2.7.
6.1.25.3.3.
Develop comprehensive UAT Scripts that test each and every requirement as specified in this SOW in a logical and business process-oriented manner.
Conduct UAT – There are a number of activities that the Contractor and the County must perform for the completion of the UAT. At a minimum, the following activities shall be performed: 6.1.25.3.3.1.
Identification of the required County and Contractor resources to support UAT activities.
6.1.25.3.3.2.
Provide Contractor resources to support UAT activities.
6.1.25.3.3.3.
Development of the defect resolution management plan. (Contractor)
6.1.25.3.3.4.
Review and acceptance of the defect management plan. (County)
6.1.25.3.3.5.
Development of the overall UAT Test Plan and schedule (Contractor)
6.1.25.3.3.6.
Development of required UAT Test Cases (Contractor)
6.1.25.3.3.7.
Each requirement identified in the SOW shall be tested by at least one Test Case. One Test Case may provide for the testing of multiple requirements.
6.1.25.3.3.8.
Review and acceptance of UAT Test Cases (County)
6.1.25.3.3.9.
Compilation of all relevant data needed to permit County to validate that the System meets all functional, operational, performance, and support requirements. This shall include:
6.1.25.3.3.10.
The Project Statement of Work (County)
6.1.25.3.3.11.
Systems Requirements Documents (County)
6.1.25.3.3.12.
Software Requirements Document (County)
6.1.25.3.3.13.
Requirements Tractability Matrix (Contractor)
6.1.25.3.3.14.
Systems Configuration Management Data (Contractor)
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COUNTY OF SAN DIEGO (COSD) - REQUEST FOR PROPOSALS (RFP) NO. 5947 DEPARTMENT OF HEALTH AND HUMAN SERVICE (HHS) KNOWLEDGE INTEGRATION PROJECT (KIP) COSD INFORMATION EXCHANGE (COSDIE) SERVICES EXHIBIT D – SCOPE/STATEMENT OF WORK 6.1.25.3.3.15.
End-user Documentation (user manuals, systems administration procedures, and training documents) (Contractor)
6.1.25.3.3.16.
County Approval UAT Test Plan (County)
6.1.25.3.3.17.
Compiling and evaluating the UAT Test results (Contractor)
6.1.25.3.3.18.
County approval of the UAT results and corrective actions (County)
6.1.25.3.3.19.
County acceptance of the overall System and its readiness for production deployment (County)
6.1.25.3.3.20.
All problem/error reports shall be responded to within two business days by the Contractor. Any Severity 1 (causing the System to fail to perform a basic business function) problem shall be responded to within two hours. The acceptability of remedial fixes will depend on the nature of the problem, but shall be solely at the County’s discretion. When UAT tests are rerun, the reruns shall be treated as any other UAT test activity and documented accordingly.
6.1.25.3.3.21.
Software shall be feature complete. Changes taking place must be considered by County a low risk to the underlying stability of the software. The software shall have been rigorously tested by the Contractor’s QA, and there shall be a high level of confidence the software is working as customers will expect.
6.1.25.3.3.22.
Exit Criteria – The requirements for release from UAT are zero Severity 1 and zero Severity 2. The default County requirement for Severity 3 is zero. However, if actual Severity 3 defects are greater than zero, the Release Committee will review the defects and make a recommendation to the County whether to release to production or not. The County and Contractor Program and Project Managers will meet and mutually agree on an acceptable level of Severity 4-5 defects in order to move forward. Defect levels of severity are as defined above.
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COUNTY OF SAN DIEGO (COSD) - REQUEST FOR PROPOSALS (RFP) NO. 5947 DEPARTMENT OF HEALTH AND HUMAN SERVICE (HHS) KNOWLEDGE INTEGRATION PROJECT (KIP) COSD INFORMATION EXCHANGE (COSDIE) SERVICES EXHIBIT D – SCOPE/STATEMENT OF WORK 6.1.25.3.3.23.
All known problems are to be reviewed by the Release Committee. No outstanding problems should affect overall customer expectations for the System. Supporting materials such as release notes, user manuals and training manuals shall be in final form and shall also been verified by the Contractor’s QA or other appropriate reviewers. Customer support (if applicable) shall be fully prepared to support the product at this point.
6.1.25.3.3.24.
The Contractor shall present in person the results of the completed User Acceptance Testing process to the County upon the recommendation of the Release Committee. The Contractor shall also prepare a report detailing any remaining defects of all severities and the expected impacts of each, and deliver the Report at the same time as the presentation. The County will review the results and approve or reject the completion of the UAT phase.
6.1.25.4.
Performance Testing – The Contractor shall perform Performance Testing. Performance Testing shall include both Stress and Load Testing to verify System performance in accordance with Exhibit D, Section II – 6.3 Technical Requirements.
6.1.25.5.
System Regression Testing – The Contractor shall perform Regression Testing throughout the testing process to verify System integrity after functional improvements or fixes have been made as a result of System Integration and User Acceptance test activities. Regression testing shall be designed to confirm that fixes have not created any new problems and that the results are as planned. The results will also define the System baseline configuration to be released to the County. The Contractor team shall document all tests performed. It shall be the responsibility of the Contractor to ensure all automated test scripts have been assessed to ensure their proper function.
The Contractor shall provide a Test Plan that includes the elements outlined above and a detailed schedule for each of the activities to be completed within the test phase, including the individuals (named and role) responsible for the completion and or approval of each activity. Activities in the Test Plan shall include at a minimum: 6.1.25.6.
Definition of the Test Phase and Objectives
6.1.25.7.
Entrance Criteria for the Test Phase
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COUNTY OF SAN DIEGO (COSD) - REQUEST FOR PROPOSALS (RFP) NO. 5947 DEPARTMENT OF HEALTH AND HUMAN SERVICE (HHS) KNOWLEDGE INTEGRATION PROJECT (KIP) COSD INFORMATION EXCHANGE (COSDIE) SERVICES EXHIBIT D – SCOPE/STATEMENT OF WORK 6.1.25.8.
Exit Criteria for the Test Phase
6.1.25.9.
Key milestones (i.e. relationship in terms of timeframes days / weeks/ months, to predecessors and successor tasks) associated with each Testing Phase, including: 6.1.25.9.1.
Test Case Approval
6.1.25.9.2.
Test Environment Readiness
6.1.25.9.3.
Test Start and End dates
6.1.25.9.4.
Code Baseline Configuration Established
6.1.25.9.5.
Code Freeze Date(s)
6.1.25.9.6.
Required Approval Dates for Test Cases, Entrance and Exit Criteria, etc.
6.1.25.9.7.
Regression Testing start and end dates
6.1.25.9.8.
Test Results Review Meeting Completion
6.1.25.9.9.
Code Promotion Go/No-Go Decision
6.1.26. Deliverable 18 - Test Scenarios, Test Cases, and Test Scripts The Contractor shall develop comprehensive Test Scenarios, Test Cases and Test Scripts that test each requirement in a logical and business process-oriented manner. The Test Scenarios, Test Cases and Test Scripts will cover all test events defined above. The Test Scenarios, Test Cases and Test Scripts will also be supported by Contractor-developed data sheets that reference the test cases to the Requirements to ensure comprehensive coverage of each test event specified in this SOW.
To ensure that they System has been thoroughly tested, the Contractor shall provide Test Scenarios, Test Cases and Test Scripts as well as data sheets to include all of the elements defined above to ensure comprehensive test coverage of each and every requirement as specified in this SOW. The Test Scenarios, Test Cases and Test Scripts deliverable will also include a catalog of all of the Test Scenarios, Test Cases and Test Scripts. The Test Scenarios, Test Cases, Test Scripts and data sheets will be in the form and format specified by the County. The Test Scenarios, Test Cases, Test Scripts and data sheets will map to the unique identification numbers assigned to all requirements in the Requirements Traceability Matrix.
6.1.27. Deliverable 19 - Documented System Test Results
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COUNTY OF SAN DIEGO (COSD) - REQUEST FOR PROPOSALS (RFP) NO. 5947 DEPARTMENT OF HEALTH AND HUMAN SERVICE (HHS) KNOWLEDGE INTEGRATION PROJECT (KIP) COSD INFORMATION EXCHANGE (COSDIE) SERVICES EXHIBIT D – SCOPE/STATEMENT OF WORK The Contractor shall provide comprehensive Documented System Test Results for each test event identified in this SOW for County review and approval. The Contractor shall provide Documented System Test Results that include all of the test activities identified above, with the following components for each test event: 6.1.27.1. Test Coverage Matrix for each Test Phase identified above (excluding Unit and Integration Testing) 6.1.27.2.
Completed Systems Requirements vs. Functionality Tested Matrix for each phase and for the Final System Delivery 6.1.27.2.1.
Defect Reports
6.1.27.2.2.
Monthly Test Issues and Mitigation Reports
6.1.27.2.3.
Test Phase Final Results Report and Corrective Action(s) Plan
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COUNTY OF SAN DIEGO (COSD) - REQUEST FOR PROPOSALS (RFP) NO. 5947 DEPARTMENT OF HEALTH AND HUMAN SERVICE (HHS) KNOWLEDGE INTEGRATION PROJECT (KIP) COSD INFORMATION EXCHANGE (COSDIE) SERVICES EXHIBIT D – SCOPE/STATEMENT OF WORK
6.1.28. Task 5 – Project Training The overall objective of the CoSDIE training is to provide all staff with the skills, knowledge, and incentives that will enable them to provide person-centered service delivery using the CoSDIE system in the most productive manner. The CoSDIE training must provide the following benefits to the County: 6.1.28.1.
Build adoption of person-centered service delivery to support the objectives of Live Well, San Diego;
6.1.28.2.
Increase collaboration and coordination among programs through use of the CoSDIE for activities such as service referrals and collaborative case management;
6.1.28.3.
Build user adoption of CoSDIE by coordinating content of training materials and methodologies with existing and planned County staff training;
6.1.28.4.
Provide the County the ability to efficiently and effectively assume training responsibilities subsequent to implementation.
The CoSDIE training must provide the following benefits to staff: 6.1.28.5.
Ensure that all users gain an overall understanding of providing person-centered services using the CoSDIE;
6.1.28.6.
Understanding of the benefits of changing from program-centered service delivery to person-centered service delivery supported by the CoSDIE (example, explaining work efficiencies gained, identifying reduction of re-work, etc.).
The Contractor shall engage professional training staff specializing in business systems training to work with County staff to develop and implement a Training Plan for the Project, deliver initial training, develop on-going training curricula and material, develop reinforcement training material, and evaluate the effectiveness of the CoSDIE training. A “Training Team” consisting of training specialist, Contractor, and County staff, shall participate in various Phases of the Project to gain an understanding of System design and functionality. The Team shall have direct access to the Project test systems in order to map workflows and copy system screens, outputs, and other materials needed to produce the documentation necessary for staff training. The professional training staff engaged by the Contractor shall provide all user training specified in this contract. Although County staff will participate in decisions on Training Plans and materials, the Contractor is solely responsible for creating those plans and materials, implementing the Training Plan, and delivering the training for the duration of the Contract. Contractor shall:
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COUNTY OF SAN DIEGO (COSD) - REQUEST FOR PROPOSALS (RFP) NO. 5947 DEPARTMENT OF HEALTH AND HUMAN SERVICE (HHS) KNOWLEDGE INTEGRATION PROJECT (KIP) COSD INFORMATION EXCHANGE (COSDIE) SERVICES EXHIBIT D – SCOPE/STATEMENT OF WORK 6.1.28.7.
Provide effective training on the required knowledge, skills, and abilities necessary to use the CoSDIE to deliver services using a person-centered model.
6.1.28.8.
Provide timely training which ensures transition from training to actual operations and application to staff work;
6.1.28.9.
Provide necessary reinforcement training following initial training;
6.1.28.10.
Ensure that there is easy access to training on the part of trainees;
6.1.28.11.
Be responsible for the development of user training curricula, schedules, training materials and training evaluation materials in accordance with the accepted Training Plan.
6.1.28.12.
Be responsible for assisting the County with the setup and maintenance of an online training environment that allows trainees to access the new System.
6.1.28.13.
Be responsible for conducting face-to-face, hands-on, user training in logical groupings at locations determined by the County, and for managing all training planning and logistics in coordination with the County.
6.1.28.14.
Develop on-line instruction material for County customers regarding access to their service information and features in CoSDIE
6.1.28.15.
Be responsible for coordinating training efforts with the County’s SMEs who will provide policy and practice support during the training sessions. For those users engaged in UAT, training shall be provided prior to UAT for those users to ensure a complete understanding of the system prior to testing. For all other users, training shall be provided “just in time” prior to deployment and must comprehensively address all System operations as well as security considerations.
The user training, in addition to focusing on the navigation and functional use, shall also focus on how the System is integrated into the day-to-day work of end users, including new business processes and/or workflows related to the County’s new Model of Practice. To the fullest extent possible, the training classes shall consist of trainees with similar job duties and materials and approach should reflect a userspecific focus, including the use of user-specific case scenarios. User engagement and behavior change is critical to the achievement of the County objectives for Live Well, San Diego and CoSDIE. As such, Contractor shall organize training in an interesting, non-technical manner to keep the trainees’ attention. Innovative training aides, case studies, scenarios, humor, gamification, and other learning tools that will engage the users and support information retention are encouraged.
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COUNTY OF SAN DIEGO (COSD) - REQUEST FOR PROPOSALS (RFP) NO. 5947 DEPARTMENT OF HEALTH AND HUMAN SERVICE (HHS) KNOWLEDGE INTEGRATION PROJECT (KIP) COSD INFORMATION EXCHANGE (COSDIE) SERVICES EXHIBIT D – SCOPE/STATEMENT OF WORK If implementation of CoSDIE in a County office or program is delayed after initial training has been completed, Contractor shall provide refresher training.
6.1.29. Deliverable 20 - Training Plan The purpose of the CoSDIE Training Plan is to identify the activities and define the curricula that County needs to support their long-range plans to implement person-centered service delivery supported by the CoSDIE and specific transactional training requirements. Contractor shall include in the Training Plan delivery of user training as well as training County staff so that County may assume on-going training responsibilities. The Contractor shall provide a Training Plan that meets the requirements described above and, at a minimum, the following components: 6.1.29.1.
Overview stating the purpose and scope of the Training Plan that meets the requirements of this contract
6.1.29.2.
Training Curricula: 6.1.29.2.1.
Detailed description of the training model for adult learners
6.1.29.2.2.
Flow diagrams and detail for the training curriculum for each functional area and integration into the end-to-end business process
6.1.29.2.3.
Specific training curricula targeted and delivered to the different users in a manner that meets their specific needs including, but not limited to: 6.1.29.2.3.1.
CoSDIE User training shall focus on hands-on CoSDIE usage to enable users to accomplish their day-to-day activities, including but not limited to: 6.1.29.2.3.1.1. Engaging customers to request authorization and consent to share information 6.1.29.2.3.1.2. Query and look-up of existing customers 6.1.29.2.3.1.3. Generating service referrals 6.1.29.2.3.1.4. Creating and updating collaborative case notes with other program staff for a shared customer 6.1.29.2.3.1.5. Report generation
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COUNTY OF SAN DIEGO (COSD) - REQUEST FOR PROPOSALS (RFP) NO. 5947 DEPARTMENT OF HEALTH AND HUMAN SERVICE (HHS) KNOWLEDGE INTEGRATION PROJECT (KIP) COSD INFORMATION EXCHANGE (COSDIE) SERVICES EXHIBIT D – SCOPE/STATEMENT OF WORK 6.1.29.2.3.2.
Security Coordinator training shall include instruction regarding use of query and custom reporting tools in order to monitor and research patterns of use of CoSDIE. This training shall enable Security Coordinators effectively and efficiently fulfil their job duties to monitor and investigate system access, including, but not limited to, inappropriate access to records by users, identification of transactions performed by specific users, inappropriate extracts or downloads of data by users, and other patterns of use that may require intervention or corrective action.
6.1.29.2.3.3.
CoSDIE Supervisor training shall include courses identical to the CoSDIE Users as well as a separate training course that focuses on supervisory job functions such as controls and reports.
6.1.29.2.3.4.
Administrative and Management Staff, such as County Directors, Deputy Directors, Office Managers and other administrative staff shall have a managementoriented training course, including but not limited to development of basic dashboards created from pre-made modular content and an overview of the reporting and analytic capabilities of the CoSDIE, and use of CoSDIE for decision support so that Administrative and Management staff have an understanding of what kinds of analysis they can assign Power Users to perform.
6.1.29.2.3.5.
Analysts training shall focus on hands-on CoSDIE usage to generate basic reports and use analysis features and use of CoSDIE for decision support for both programs and executive management staff.
6.1.29.2.3.6.
Clerical training shall enable staff to perform basic functions in CoSDIE in support of management and executives, including but not limited to running basic parameter driven reports and setting up dashboards to support management and executive users.
6.1.29.2.3.7.
Power Users. These users will perform advanced analysis of the aggregate data and include, but are not limited to: GIS analysts, epidemiologists, operations research analysts, management scientists. Power User
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COUNTY OF SAN DIEGO (COSD) - REQUEST FOR PROPOSALS (RFP) NO. 5947 DEPARTMENT OF HEALTH AND HUMAN SERVICE (HHS) KNOWLEDGE INTEGRATION PROJECT (KIP) COSD INFORMATION EXCHANGE (COSDIE) SERVICES EXHIBIT D – SCOPE/STATEMENT OF WORK training shall focus on hands-on use of the business intelligence tools in CoSDIE including, but not limited to custom query, development and use of OLAP cubes and development of business areas. Contractor shall ensure Power Users are made familiar with the CoSDIE data model so that they may perform their job functions effectively and efficiently. Because most Power Users have specialized analytic software, training shall include any necessary instruction a Power User will need in order to transition data from CoSDIE to analytic software (examples, ARC GIS and SPSS).
6.1.29.3.
6.1.29.4.
6.1.29.2.3.8.
Trainers. Contractor shall train individuals identified by the County to become future trainers so that the County may effectively and efficiently assume training responsibilities after CoSDIE implementation.
6.1.29.2.3.9.
Customers. Contractor shall provide on-line training material to instruct County customers regarding accessing their own information through CoSDIE and using features to participate in the management of their services. Customer training shall be on-line only.
6.1.29.2.3.10.
Administrators. Contractor shall train System Administrators in accordance with the requirements in Exhibit A, paragraph 13 and Exhibit D, II, 4.
Training Materials Development Plans 6.1.29.3.1.
Role of the ‘Training Team’
6.1.29.3.2.
Documentation style standards for the development of training material (e.g. document format, references, acronyms, font)
6.1.29.3.3.
Plan for review of training material
6.1.29.3.4.
Approach to prototyping and testing training materials with training customers
6.1.29.3.5.
Approach to modifying or adjusting training materials based on the results of the Evaluation of Training Effectiveness
Training Equipment Plans: Contractor shall provide all training facilities and equipment.
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COUNTY OF SAN DIEGO (COSD) - REQUEST FOR PROPOSALS (RFP) NO. 5947 DEPARTMENT OF HEALTH AND HUMAN SERVICE (HHS) KNOWLEDGE INTEGRATION PROJECT (KIP) COSD INFORMATION EXCHANGE (COSDIE) SERVICES EXHIBIT D – SCOPE/STATEMENT OF WORK 6.1.29.5.
Training Methodology and Delivery Plans: 6.1.29.5.1.
Identification of the training mix including, but not limited to, web-based learning in-person learning, learning-labs, and informal learning. Because of the constraints related to scheduling staff out of the office for multiple training sessions, Contractor shall develop a training mix that leverages use of on-line training tools and self-guided learning material that is supported by in-person training.
6.1.29.5.2.
Identification of plan to motivate and engage CoSIDE users to learn about and use the system and complete the training
6.1.29.5.3.
The logistical plan for preparing and delivering the training solution including, but not limited to: 6.1.29.5.3.1.
End-user support website
6.1.29.5.3.2.
Web-based navigation training
6.1.29.5.3.3.
Training enrollment process
6.1.29.5.3.4.
Tracking of users’ completion of training
6.1.29.5.3.5.
Training locations – Training sites shall be located within approximately a 45-minute drive from trainees’ originating County office.
6.1.29.6.
Training Schedule: Schedule and timeline of training development, delivery, and evaluation. Schedule shall align with phased integration of data systems and the associated number of end users (see Appendix H – Source Systems’ Profile).
6.1.29.7.
Plan for Evaluation of Training Effectiveness 6.1.29.7.1.
Contractor Evaluation of training effectiveness shall be based on the Kirkpatrick/Phillips model of learning evaluation. A similar evaluation model may be approved by the County Program Manager.
6.1.29.7.2.
Plan shall include how Contractor will address any deficiencies in the proficiency of the current cohort of trainees based on the results of the evaluation of training effectiveness
6.1.29.7.3.
Plan shall include how Contractor will modify or adjust training approach based on the outcomes of the Evaluation
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COUNTY OF SAN DIEGO (COSD) - REQUEST FOR PROPOSALS (RFP) NO. 5947 DEPARTMENT OF HEALTH AND HUMAN SERVICE (HHS) KNOWLEDGE INTEGRATION PROJECT (KIP) COSD INFORMATION EXCHANGE (COSDIE) SERVICES EXHIBIT D – SCOPE/STATEMENT OF WORK
6.1.30.
Deliverable 21 - Training Manuals, Guides and Materials
Contractor shall develop training materials in such a way as to allow for the capability of training to continue beyond initial deployment. This construction includes the ability to modularize the material and embed it into existing County training series. All training material shall have a consistent look and feel and shall be provided in a soft copy format so that the County may easily make modifications to the materials. All training materials shall be maintained to reflect the latest version of CoSDIE and the changes resulting from evaluations and use during acceptance, pilot testing, and implementation. All training material shall be maintained on-line. The Contractor shall be responsible for developing and providing training materials and for training County staff on System operation. The Contractor shall employ professional training staff (not technical staff) to conduct training sessions and to prepare training and user materials. The County shall have approval over Contractor-provided staffing used for training and over the format/content of the training to be given. County and Contractor staff shall work together to develop the format/content for the training and user materials that the Contractor shall produce. These materials shall be provided to the County in both hard and soft copy. The County must accept these materials before they are distributed to County staff for use. Training Manuals, Guides, and Materials shall include, but is not limited to: 6.1.30.1.
Instructor/Trainer Guides shall provide the ability for County staff to perform the training on a continuing basis.
6.1.30.2.
Trainee Packages shall provide the trainees exercises and usable examples with which to practice the lessons provided during formal training.
6.1.30.3.
System User’s Manual shall provide CoSDIE information. It should be as nontechnical as possible and emphasize person-centered service delivery, program collaboration, and related business functions in the explanation of CoSDIE features, functions, modules and tools and the detailed procedures for using the CoSDIE system to deliver services in a person-centered way. County shall provide input regarding person-centered service delivery, any relevant County policies, and information regarding County business processes. The System User Manual shall be designed for ease of use so that any user, regardless of his or her function, can readily locate, identify, understand and use the information. The manual shall include a description of the problems and issues that may arise in using the CoSDIE for person-centered service delivery and the procedures for resolution. The manual shall include copies of all screens with instruction on the use and function of each, including the definition of all data elements. System User’s Manual shall include a catalog of all reports, forms, letters, and other system-generated documents (generated either automatically by the System or by Page 151 of 175
COUNTY OF SAN DIEGO (COSD) - REQUEST FOR PROPOSALS (RFP) NO. 5947 DEPARTMENT OF HEALTH AND HUMAN SERVICE (HHS) KNOWLEDGE INTEGRATION PROJECT (KIP) COSD INFORMATION EXCHANGE (COSDIE) SERVICES EXHIBIT D – SCOPE/STATEMENT OF WORK the user). This catalog shall include, at a minimum a copy of each report, form, letter, or document together with a description of its contents and step-by-step instruction on how to produce it.
6.1.31.
6.1.30.4.
Desk Aids shall provide, at a minimum, quick access to solutions and information which users most frequently need.
6.1.30.5.
User tips which shall be designed as short messages that can be sent to recent trainees with reminders about short-cuts, features, and other relevant information to promote end-user adoption and use of the CoSDIE.
Deliverable 22- Documented Evidence of Successful End-User Training
Contractor shall provide Documented Evidence of Successful End-User Training at the end of each phase of training. Evidence shall include at a minimum: 6.1.31.1. Tracking of employee attendance and completion of training courses and modules 6.1.31.2.
An Evaluation of Training Effectiveness using the Kirkpatrick/Phillips model (including, but not limited to reaction of the trainee, resulting increase in trainee knowledge or capability, extent of trainee behavior and capability improvement and application of those improvements on the job, effects to service delivery resulting from trainee performance, and return on investment of training)
6.1.31.3.
Actions addressing any deficiencies in the proficiency of the current cohort of trainees based on the results of the evaluation of training effectiveness
6.1.31.4.
An action plan to adjust or modify future training based on the evaluation outcomes
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COUNTY OF SAN DIEGO (COSD) - REQUEST FOR PROPOSALS (RFP) NO. 5947 DEPARTMENT OF HEALTH AND HUMAN SERVICE (HHS) KNOWLEDGE INTEGRATION PROJECT (KIP) COSD INFORMATION EXCHANGE (COSDIE) SERVICES EXHIBIT D – SCOPE/STATEMENT OF WORK Task 6 – Deployment 6.1.32. Deliverable 23 – Release Readiness Evaluations and Reports The Contractor shall provide a Release Readiness Evaluation and Report for each release of software provided to the County Release Committee. The Release Readiness Evaluation and Report shall include an overall assessment of the state of the software being considered for release and an analysis (in writing) as to whether it meets the exit criteria contained in the appropriate Test Plan as well as the Release Criteria documented below. 6.1.32.1.
Release Test Coverage Matrix and Results
6.1.32.2.
Release Functionality
6.1.32.3.
Release Interfaces and Data Stores
6.1.32.4.
Release Hosting Requirements
6.1.32.5.
Release Support and Maintenance Requirements
6.1.32.6.
Release Test Strategy and Plan
6.1.32.7.
Release regression test results
6.1.32.8.
Release Report of defects or punch list
6.1.32.9.
Site Readiness Report
6.1.32.10.
Change Readiness Assessment
6.1.32.11.
Detailed Step-by-Step Cutover Plan
6.1.33. County Business Site Readiness The Contractor shall work with the County project team to establish minimum site readiness requirements for each physical business location prior to go-live of the pilot and each Phase. The Contractor shall be responsible for developing site readiness assessment tools accepted by County. Based on the results of the site assessments performed by the County, the Contractor shall prepare a site assessment report addressing all sites affected for Release Committee review and acceptance.
6.1.34. Release Committee The County will employ a structured Release Management process during testing and deployment of System components. This process shall include the formation of a Release Committee, the establishment of Release Criteria, and the evaluation and management of each release against that criterion. The County
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COUNTY OF SAN DIEGO (COSD) - REQUEST FOR PROPOSALS (RFP) NO. 5947 DEPARTMENT OF HEALTH AND HUMAN SERVICE (HHS) KNOWLEDGE INTEGRATION PROJECT (KIP) COSD INFORMATION EXCHANGE (COSDIE) SERVICES EXHIBIT D – SCOPE/STATEMENT OF WORK Project Manager shall be responsible for the development of the Release Criteria. This Release Criteria shall be developed, documented, and provided to the Contractor no later than 120 days prior to the scheduled date of cutover to the new system or module. At the inception of the development process, the County’s KIP Program Manager will establish a “Release Committee.” The charter of this committee will be to conduct “Readiness Reviews” of software releases at key transition points during the development phase, to act in an advisory capacity to the Contractor. 6.1.34.1.
Release Committee Members
This committee shall be chaired by the County’s KIP Program Manager and will be comprised of key County representatives and senior-level project representation from the Contractor in the areas of Project Management, Software Development, and QA/Testing.
6.1.34.2.
Role of the Release Committee
The role of the Release Committee will be to conduct periodic Release Readiness Reviews to assess the state of the System build (to be released) in terms of meeting the County’s expectations and business objectives, its stability to operate in the target environment, its ability to meet stated performance goals, and the completeness of any required supporting documentation. The Release Committee will document its findings as to the readiness of the system for delivery to the County and any potential risks associated with its release. Findings or other actions of the Release Committee will not constitute formal Acceptance of any portion of the System by the County but shall only be advisory to Contractor. Ultimately, it is the County’s decision whether to accept the recommendations of the Release Committee. In the event the County considers releasing the software prior to a planned release date, the Contractor shall advise the County in writing of all the risks and ramifications of releasing the software before it has met the release criteria. The Contractor’s representatives on the Release Committee should be prepared to discuss any and all defects or issues associated with the software and provide an analysis as to the stability and the state of the software to be released. In the case where the County wants to release software that the Contractor has recommended be delayed, an “Escalation” process and “recovery” strategy should be discussed to ensure that there is a process in place to provide a quick response if that is necessary. When each software release is delivered to the County for Acceptance, the Contractor shall provide the County with a written Release Readiness Report. The Release Readiness Report shall include a copy of the Release Committee findings and recommendation. The Release Readiness Report shall also include the status of the release, additional significant information discussed during the release meeting as to the “readiness of this specific release”, as well as any critical issue(s), their impact on the success of the release, risks associated with the release, and other relevant documentation. Finally, the document shall include a statement of the committee’s overall recommendation for the release. The Release Committee’s recommendation shall not constitute Acceptance, nor shall denial of a release recommendation constitute a rejection.
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COUNTY OF SAN DIEGO (COSD) - REQUEST FOR PROPOSALS (RFP) NO. 5947 DEPARTMENT OF HEALTH AND HUMAN SERVICE (HHS) KNOWLEDGE INTEGRATION PROJECT (KIP) COSD INFORMATION EXCHANGE (COSDIE) SERVICES EXHIBIT D – SCOPE/STATEMENT OF WORK 6.1.35. Release Readiness Evaluation and Report The Contractor shall develop a Release Readiness Evaluation and Report. The report shall consist of an updated Release Readiness notification and updated documentation to describe all required System operational activities—including guidance on System Maintenance and enhancement practices, tools, and approaches. The report must encompass System functionality from a remote user’s perspective, a County business user’s perspective, and from an information technology and System operations/Administrator perspective. The Contractor shall provide a Release Readiness Evaluation and Report for each release of software provided to the County Release Committee. The Release Readiness Evaluation and Report shall include an overall assessment of the state of the software being considered for release and an analysis (in writing) as to whether it meets the exit criteria contained in the appropriate Test Plan as well as the Release Criteria documented below. 6.1.35.1.
Release Test Coverage Matrix and Results
6.1.35.2.
Release Functionality
6.1.35.3.
Release Interfaces and Data Stores
6.1.35.4.
Release Hosting Requirements
6.1.35.5.
Release Support and Maintenance Requirements
6.1.35.6.
Release Test Strategy and Plan
6.1.35.7.
Release regression test results
6.1.35.8.
Release Report of defects or punch list
6.1.35.9.
Site Readiness Report
6.1.35.10.
Change Readiness Assessment
6.1.35.11.
Detailed Step-by-Step Cutover Plan
Additionally, for each phase to be deployed, the Contractor must provide documentation in the form of “County Step-by-Step Manuals.” This documentation shall include the following types of information: 6.1.35.12.
A description of how to use the System based on user roles and responsibilities
6.1.35.13.
A list of prebuilt reports and their descriptions
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COUNTY OF SAN DIEGO (COSD) - REQUEST FOR PROPOSALS (RFP) NO. 5947 DEPARTMENT OF HEALTH AND HUMAN SERVICE (HHS) KNOWLEDGE INTEGRATION PROJECT (KIP) COSD INFORMATION EXCHANGE (COSDIE) SERVICES EXHIBIT D – SCOPE/STATEMENT OF WORK 6.1.35.14.
A description of all screens and how they are interrelated
6.1.35.15.
A description of all help and navigation functions and how to use them
6.1.35.16.
A complete list of error messages, their descriptions, and how to resolve the errors
6.1.35.17.
A list of all included System documentation and its use
6.1.35.18.
How to troubleshoot common System problems
6.1.35.19.
A description of the key data tables, elements, and their contents
6.1.35.20.
How to perform System maintenance functions like data backup and recovery, run batch processes (if applicable), perform data cleanup, and administer user accounts and permissions
6.1.35.21.
How to troubleshoot common System problems
6.1.35.22.
A listing of all logs and how to interpret them
6.1.35.23.
Key System capacity management considerations
6.1.35.24.
Key security management functionality
6.1.35.25.
Documented process for creating, changing, or deleting user CoSDIE accounts
6.1.35.26.
Contact information for receiving support
6.1.35.27.
Where to find disaster recovery and business continuity information related to the System
6.1.35.28.
A listing of System interfaces and how to troubleshoot communications problems
6.1.36. Deliverable 24 - Deployment Plans The Contractor shall provide a detailed Deployment Plan that documents all the activities (Contractor, County, ITO, and supporting contractors) that need to be accomplished to successfully migrate the new System from the testing environment to the production environment. The Plan shall provide a detailed schedule of activities with key “go-no go” decision points identified throughout the deployment process. In addition, the plan shall detail a back-out and recovery process to be triggered in the event the turnover to production fails. 6.1.37. Deployment Bill of Materials (for each implementation Phase) In preparation for System deployment the Contractor shall ensure that the system can be assembled and installed in the County’s designated environment. Specific items that the Contractor will deliver shall be
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COUNTY OF SAN DIEGO (COSD) - REQUEST FOR PROPOSALS (RFP) NO. 5947 DEPARTMENT OF HEALTH AND HUMAN SERVICE (HHS) KNOWLEDGE INTEGRATION PROJECT (KIP) COSD INFORMATION EXCHANGE (COSDIE) SERVICES EXHIBIT D – SCOPE/STATEMENT OF WORK documented in a Deployment Bill of Materials. The Bill of Materials shall contain all the information required to assemble the system and supporting infrastructure in order to place the new System into production. The Contractor shall include the following components in the Deployment Bill of Material (by Phase and for the entire System when fully completed): 6.1.37.1. A list of all components comprising the System. 6.1.37.2.
A list of all executables necessary to make the System operational.
6.1.37.3.
All technical documentation including specifications, installation guides, systems administration manuals, and test plans.
6.1.37.4.
Level 1 and Level 2 help desk scripts.
6.1.37.5.
Site-specific installation procedures.
6.1.37.6.
Standard and customizable features including a 'how to customize' guide.
6.1.37.7.
A list of all COTS software required by the System to make it operational including database engines, operating systems, compilers, configuration management software, editors, testing software and integration engines.
6.1.37.8.
A detailed list of all hardware requirements including a hardware configuration layout.
6.1.37.9.
A list of support functionality required to make the System operational including LAN/WAN connectivity, Internet/Intranet connectivity.
The Contractor shall incorporate the above in a detailed Deployment Plan that documents all the activities to be performed by the various Project participants (e.g. Contractor, County, and ITO) to successfully migrate the new System to the County’s production environment. The Contractor shall provide a Deployment Plan to include, at a minimum, the elements described above and the following components: 6.1.37.10.
The specific time frame and activities associated with the full roll-out of each CoSDIE Phase, including the Production Pilot.
6.1.37.11.
All critical resources (Contractor, County, and ITO) have been identified and are available to support deployment activities.
6.1.37.12.
Key resources needed to support critical or new technologies have been identified.
6.1.37.13.
A developed, documented, and accepted command structure and Communication Plan that define the decision process and details any “go-no go” events.
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COUNTY OF SAN DIEGO (COSD) - REQUEST FOR PROPOSALS (RFP) NO. 5947 DEPARTMENT OF HEALTH AND HUMAN SERVICE (HHS) KNOWLEDGE INTEGRATION PROJECT (KIP) COSD INFORMATION EXCHANGE (COSDIE) SERVICES EXHIBIT D – SCOPE/STATEMENT OF WORK 6.1.37.14.
Communications have been developed, documented, and provided to stakeholders informing them of the deployment process and status.
6.1.37.15.
Contingency plans are in place to deal with System Deployment issues that may arise.
6.1.37.16.
A detailed back-out and recovery Process to be triggered in the event the turnover to production fails. The back-out and recovery process shall ensure that the old System is maintained and restored if necessary and all remaining data remaining available to County users with no impact to their job function or activities.
6.1.38. Deliverable 25 - Production Pilot The Contractor shall conduct each Production Pilot in accordance with the Production Pilot Plan deliverable. During the Production Pilot, the Contractor shall: 6.1.38.1.
Provide knowledge management tool content.
6.1.38.2.
Operate Level 1, 2, and 3 help desk functionality accessible to users during the Production Pilot and record and track all issues.
6.1.38.3.
Have a minimum of one staff member as a central point of contact available during the Production Pilot at a central location in addition to the help desk functionality.
6.1.38.4.
Participate in weekly status meetings during the Production Pilot and a debrief meeting at the conclusion of each Pilot.
6.1.38.5.
Make changes, as needed, to the System documentation (e.g. training materials, help desk scripts), configuration, etc. to address the findings of the Pilot prior to full roll-out.
6.1.38.6.
Track and report progress towards achieving the Pilot exit criteria.
6.1.38.7.
Log and resolve any System related issues in accordance with established policies and procedures.
Upon successfully achieving all Pilot exit criteria, with required input from the County Pilot Participants, the Contractor shall complete and submit the Production Pilot Evaluation Report. The Production Pilot Evaluation Report must address the following factors: 6.1.38.8.
System stability
6.1.38.9.
Meeting functional specifications
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COUNTY OF SAN DIEGO (COSD) - REQUEST FOR PROPOSALS (RFP) NO. 5947 DEPARTMENT OF HEALTH AND HUMAN SERVICE (HHS) KNOWLEDGE INTEGRATION PROJECT (KIP) COSD INFORMATION EXCHANGE (COSDIE) SERVICES EXHIBIT D – SCOPE/STATEMENT OF WORK 6.1.38.10.
User satisfaction
6.1.38.11.
Impact on Pilot Participant flow and customer experience as gathered through an administered end-user satisfaction survey
6.1.38.12.
Impact on County workers’ operations
6.1.38.13.
Availability and accuracy of County level data
6.1.38.14.
Adequacy of help messages and user documentation
6.1.38.15.
Security and System integrity
6.1.38.16.
Need for modification of System or end-user processes
6.1.38.17.
Lessons Learned
6.1.39. System Deployment The Contractor shall deploy the CoSDIE System in accordance with the Deployment Plan deliverable. The Contractor shall track and monitor progress towards the Deployment Plan deliverable and identify, escalate, and resolve issues and risks in accordance with the Project Management Plan. 6.1.40. Production Support The Contractor shall provide and appropriately staff a help desk, with a dedicated help desk number (not ITO), for CoSDIE users to call for any and all issues relating to CoSDIE system performance and/or operations. The Contractor shall provide Production Support following Deployment of each Phase, including providing the County with a Production Support staffing plan. The staffing plan shall include the proposed organizational structure, roles and responsibilities and estimated level of effort for the Contractor, County, and ITO. The Contractor Production Support Plan shall include procedures to transfer referral issues to the County’s ITO Help Desk for calls and requests that are beyond the scope of the CoSDIE Production Support (e.g, Desktop, Telecommuncation, or Data Center failures). The Contractor Production Support Plan shall include a transition plan to the County’s ITO for Level 1 and Level 2 support after Final CoSDIE Acceptance. The Contractor Production Support Plan shall include the following levels of service post go-live:
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COUNTY OF SAN DIEGO (COSD) - REQUEST FOR PROPOSALS (RFP) NO. 5947 DEPARTMENT OF HEALTH AND HUMAN SERVICE (HHS) KNOWLEDGE INTEGRATION PROJECT (KIP) COSD INFORMATION EXCHANGE (COSDIE) SERVICES EXHIBIT D – SCOPE/STATEMENT OF WORK
Support Level
Phase 1
Phase 2
Phase 3
Final CoSDIE Acceptance
Production Support Prior to Final Acceptance of Phase
Production Support After Final Acceptance of Phase
Level 1
Contractor
Contractor
Level 2
Contractor
Contractor
Level 3
Contractor
Contractor
Level 1
Contractor
Contractor
Level 2
Contractor
Contractor
Level 3
Contractor
Contractor
Level 1
Contractor
Contractor
Level 2
Contractor
Contractor
Level 3
Contractor
Contractor
Level 1
N/A
Contractor, ITO*
Level 2
N/A
ITO
Level 3
N/A
Contractor
* Contractor will complete transition of Level 1and Level 2 help desk support to ITO Help Desk within four weeks of Final CoSDIE Acceptance. Support Levels are defined as: Level 1: This is the initial support level responsible for basic customer issues. The goal of Level I is to gather the customer’s information and to determine the customer’s issue by analyzing the symptoms and figuring out the underlying problem. Level 1 will typically handle straightforward and simple problems while using a knowledge management tool. The goal for Level 1 is to handle 80% of the user problems before finding it necessary to escalate the issue to a higher level. Level 2: This is a more in-depth technical support level than Level I and the staff are more experienced and knowledgeable with the use of the system. Support for bug fixes, custom reports, etc., which require configuration and/or technical expertise. If new problems are encountered, and resolved, that have not previously been documented in the knowledge management tool, it is the responsibility of Level 2 to develop and post instructions in the knowledge management tool. Level 3: The Level 3 represents an escalation to Contractor personnel responsible for the support of the software or hardware. Level 3 resolves complex issues related to configuration and/or technical issues with the software. If new problems are encountered, and resolved, that have not previously been documented in the knowledge management tool, it is the responsibility of Level 3 to develop and post instructions in the knowledge management tool.
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COUNTY OF SAN DIEGO (COSD) - REQUEST FOR PROPOSALS (RFP) NO. 5947 DEPARTMENT OF HEALTH AND HUMAN SERVICE (HHS) KNOWLEDGE INTEGRATION PROJECT (KIP) COSD INFORMATION EXCHANGE (COSDIE) SERVICES EXHIBIT D – SCOPE/STATEMENT OF WORK The Contractor will use a help desk issue management software suite to collect and track all issues submitted to the Contractor for production support. The Contractor will provide the County with an export of the contents of the help desk issue management software suite, used by Production Support staff, in a non-proprietary format that can be imported into the County’s ITO’s help desk issue management software suite. The Contractor will provide the County with an export of the contents of the knowledge management system, used by Production Support staff, in a non-proprietary format that can be imported into the County’s ITO’s knowledge management tool. 6.1.41. System Incident and Corrective Action Reports 6.1.41.1.
System Incident Report
The Contractor shall document all incidents and defects that occur during System Deployment that are part of the System scope and communicate with the CoSDIE Project Manager within a reasonable, agreed upon time frame, on a regular basis. The System Incident Report must contain the priority of the incident as identified in Appendix G – Service Level Requirements, a description of the incident, incident resolution status, and the proposed course of action for remedying all open incidents. 6.1.42. Deliverable 26 - System Defect Resolution Reports All defect resolution requests that are part of the System scope that occur during the Warranty period must be documented and communicated with the CoSDIE Project Manager within a reasonable, agreed upon time frame, on a regular basis. The Defect Resolution Report must contain the description of the maintenance request, resolution status, and the proposed course of action for remedying all open defect resolution requests. All changes and fixes will be implemented based on a mutually agreed upon schedule. All changes will go through all phases of testing by the Contractor and the County Project Management Office. The Contractor shall document the test results and provide to the County for approval before a decision is made to put the new release into production. Contractor shall update all required system documentation as appropriate and provide to the County at the conclusion of any System changes.
The Contractor shall provide System Incident and Defect Resolution Reports to include the elements, at a minimum, described above.
6.1.43. Deliverable 27 - Completed Detailed Requirements Traceability Matrix System Design and Specifications document (for each implementation Phase and Final System Delivery)
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COUNTY OF SAN DIEGO (COSD) - REQUEST FOR PROPOSALS (RFP) NO. 5947 DEPARTMENT OF HEALTH AND HUMAN SERVICE (HHS) KNOWLEDGE INTEGRATION PROJECT (KIP) COSD INFORMATION EXCHANGE (COSDIE) SERVICES EXHIBIT D – SCOPE/STATEMENT OF WORK After completion of each Phase and upon Final System Delivery, the Contractor shall assemble, update, and provide an updated Complete System Design, Requirements, and Specifications document to the CoSDIE Project. The document components shall include at a minimum: 6.1.43.1.
Updated Functional Requirement in the Functional Design Document (see Deliverable 9)
6.1.43.2.
Updated Technical Specification in the Technical Design Document (see Deliverable 12)
6.1.44. Deliverable 28 - System Source Code and Documentation 6.1.44.1.
System Source Code Escrow Information
Prior to delivery of CoSDIE source code to County (as required by the Agreement) the Contractor shall place all CoSDIE source code other than COTS Software Source Code in a “single beneficiary” escrow account. The Contractor shall provide the County with complete written documentation on the escrow account, including: 6.1.44.1.1. Account history report, reflecting the specific code version in escrow
6.1.44.2.
6.1.44.1.2.
Audit rights and procedures
6.1.44.1.3.
Release conditions
6.1.44.1.4.
Release process
6.1.44.1.5.
Use rights for Released materials
System Documentation
At the completion of the project, the Contractor shall conduct a review with the County and identify any documentation that must be updated as a result of changes during the two-year warranty period. The two-year warranty period starts after the County Final Acceptance of each Phase as specified in Exhibit A of this agreement. The Contractor shall update the documentation and provide it to the County for review and Final Acceptance. The following documents shall be updated and provided to the CoSDIE Manager at the completion of the Project: 6.1.44.2.1.
Functional Specifications and Design Documentation
6.1.44.2.2.
System Architecture
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COUNTY OF SAN DIEGO (COSD) - REQUEST FOR PROPOSALS (RFP) NO. 5947 DEPARTMENT OF HEALTH AND HUMAN SERVICE (HHS) KNOWLEDGE INTEGRATION PROJECT (KIP) COSD INFORMATION EXCHANGE (COSDIE) SERVICES EXHIBIT D – SCOPE/STATEMENT OF WORK 6.1.44.2.3.
Technical Design Documentation
6.1.44.2.4.
System Operations Documentation
6.1.44.2.5.
Data Management and Synchronization Plan
6.1.44.2.6.
Test Cases and Test Scripts
6.1.44.2.7.
Help desk scripts for Level 1 and Level 2 support
6.1.44.2.8.
Training Manuals, End-User Guides, and Materials
The Contractor shall also transfer all finalized required documentation to the County. The format and the medium of transfer will be at the discretion of the County.
6.1.44.3.
Miscellaneous
The Contractor shall provide the following documentation to the County: 6.1.44.3.1.
Declaration of Original Work (DOW): Written declaration stating that Contractor has either delivered ownership of or a satisfactory license to all software in the System other than COTS Software as required by the Agreement (including, but not limited to the right to modify software), signed by an appropriate legal representative of Contractor.
6.1.44.3.2.
Failure modes: Identification and description of all possible system-wide failure modes, and recommended courses of action with respect to same.
6.1.44.3.3.
Statement of known System limitations, defects, issues that could impact operations, and/or existing System workarounds.
The Contractor shall provide the System Source Code and Documentation to include, at a minimum, include all the elements described above. 6.1.44.4.
Final Acceptance
The Contractor shall provide Production Support for the time period detailed above and in accordance with the Service Level Requirements identified in Appendix G – CoSDIE Service Level Requirements. The period after deployment and prior to Final Acceptance is intended to stabilize the System and minimize the impact of any early System issues on the County’s capability to deliver services to its customers. The Contractor’s Project Team shall closely monitor the newly deployed System and user activity; assign appropriate resources to resolve issues; rapidly detect and escalate issues as required; and quickly resolve and communicate
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COUNTY OF SAN DIEGO (COSD) - REQUEST FOR PROPOSALS (RFP) NO. 5947 DEPARTMENT OF HEALTH AND HUMAN SERVICE (HHS) KNOWLEDGE INTEGRATION PROJECT (KIP) COSD INFORMATION EXCHANGE (COSDIE) SERVICES EXHIBIT D – SCOPE/STATEMENT OF WORK resolution. Four levels of priority will be assigned to issues identified during the Production Support period, as identified in Appendix G – CoSDIE Service Level Requirements. Prior to Final Acceptance the Contractor and the County will jointly assess the status of the implementation and review the status of outstanding issues and adherence to SLRs. The purpose of the assessment will be to provide written verification in the Documented Phase Closeout and Final Acceptance of the CoSDIE System operates as expected after each Phase implementation. 6.1.45. Task 7 –Closeout The purpose of Project Phase Closeout is to identify the conclusion of a Project Phase and gather the required approver signatures. This document will signify that all required deliverables for the Project Phase being closed have been completed and approved with the date of approval for each deliverable indicated. The document shall also list the status of each of the Exit Criteria for the Project Phase. 6.1.46. Deliverable 29 – Documented Phase Closeout The Contractor shall provide Documented Phase Closeout to include, at a minimum, the elements described above and the following components: 6.1.46.1.
County validation that all deliverables for the Phase have been provided, accepted, and placed in the Project repository.
6.1.46.2.
County validation that all Exit Criteria for the Phase have been met.
6.1.47. Deliverable 30 – Documented Project Closeout The Contractor shall provide Documented Project Closeout to include, at a minimum, the elements described in all three Phases and the following components: 6.1.47.1.
County validation that all deliverables for all three Phases have been provided, accepted, and placed in the Project repository.
6.1.47.2.
County Validation of the RTM
6.1.47.3.
County validation of the complete and accurate Configuration Management
6.1.47.4.
County validation of the complete and accurate management of defect and issue tracking
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COUNTY OF SAN DIEGO (COSD) - REQUEST FOR PROPOSALS (RFP) NO. 5947 DEPARTMENT OF HEALTH AND HUMAN SERVICE (HHS) KNOWLEDGE INTEGRATION PROJECT (KIP) COSD INFORMATION EXCHANGE (COSDIE) SERVICES EXHIBIT D – SCOPE/STATEMENT OF WORK
6.2. Functional Requirements This section contains the functional requirements that will describe the features, functionality and processing capabilities of the CoSDIE. The CoSDIE is not a single-purpose system to support one specific County program or service, nor is it intended to replace existing County business systems. The CoSDIE will be based on a Service-Oriented Architecture (SOA) information exchange that synthesizes information from numerous County business systems to provide functionality that supports a personcentered approach to service delivery. The CoSDIE will allow authorized users to access the information exchange, to request views of client data, and to communicate with other authorized users. The solution will need to manage the privacy, consent, security, indexing, matching, and location of data. For example, when a client search and query is entered, the CoSDIE will return the appropriate client data from the source data systems with results returned determined by the security role of the user and the consent provided by the client. In addition to General and Administrative functionality, the Contractor shall provide the County with a System that contains five functional capabilities (as outlined in the following 25 Use Cases): 1. Look-up, Search, and View Query Results, 2. Referral Management, 3. Collaborative Service Delivery, 4. Notifications and Alerts, 5. Population Based Shared Analytics. Generalized To Be scenarios for Use Cases 1 - 15 are provided for reference in Appendix C, a complete list is provided in Section II of this Exhibit, 2.1 Table 2, and the functional requirements for each of the 25 Use Cases, referred to herein only by number, are detailed in Appendix P, CoSDIE Functional Specifications. 6.2.1. General Requirements Table 6 Reference #
Functionality
Exhibit D, Section II, 2.1 Table 2– Use Cases
6.2.1.1
General Requirements
N/A
6.2.2. User and System Administration Table 7
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Appendix P – CoSDIE Functional Specifications G-1 through G-27
COUNTY OF SAN DIEGO (COSD) - REQUEST FOR PROPOSALS (RFP) NO. 5947 DEPARTMENT OF HEALTH AND HUMAN SERVICE (HHS) KNOWLEDGE INTEGRATION PROJECT (KIP) COSD INFORMATION EXCHANGE (COSDIE) SERVICES EXHIBIT D – SCOPE/STATEMENT OF WORK
Reference #
Functionality
Exhibit D, Section II, 2.1 Table 2– Use Cases
Appendix P – CoSDIE Functional Specifications
6.2.2.1
Request User Account
Use Case 20
UC20-1 through UC20-7
6.2.2.2
Set Up User Account
Use Case 23
UC23-1 through UC23-16
6.2.2.3
Set Up or Modify User Preferences
Use Case 24
UC24-1 through UC24-5
6.2.2.4
Activate User Account
Use Case 25
UC25-1 through UC25-10
6.2.3. Look-up, Search and View Query Results Table 8 Reference #
Functionality
Exhibit D, Section II, 2.1 Table 2– Use Cases
6.2.3.1
Search for Client
Use Case 1
UC1-1 through UC1-9
Use Case 2
UC2-1 through UC2-4
Use Case 3
UC3-1 through UC3-4
6.2.3.2 6.2.3.3
View Client Information - No Informed Consent on file View Client Information Informed Consent on file
Appendix P – CoSDIE Functional Specifications
6.2.3.4
Record Client Consent
Use Case 4
UC4-1 through UC4-29
6.2.3.5
Update Informed Consent
Use Case 5
UC5-1 through UC5-8
6.2.3.6
View Personal Record
Use Case 21
UC21-1 through UC21-4
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COUNTY OF SAN DIEGO (COSD) - REQUEST FOR PROPOSALS (RFP) NO. 5947 DEPARTMENT OF HEALTH AND HUMAN SERVICE (HHS) KNOWLEDGE INTEGRATION PROJECT (KIP) COSD INFORMATION EXCHANGE (COSDIE) SERVICES EXHIBIT D – SCOPE/STATEMENT OF WORK 6.2.4. Referral Management Table 9 Reference #
Functionality
Exhibit D, Section II, 2.1 Table 2– Use Cases
Appendix P – CoSDIE Functional Specifications
6.2.4.1
Create Referral
Use Case 6
UC6-1 through UC6-28
6.2.4.2
Modify or Withdraw Referral
Use Case 7
UC7-1 through UC7-11
6.2.4.3
Acknowledge Referral
Use Case 8
UC8-1 through UC8-10
6.2.4.4
Accept (Deny) Referral
Use Case 9
UC9-1 through UC9-14
6.2.4.5
Change Referral Status
Use Case 10
UC10-1 through UC10-5
6.2.4.6
View Referral Status
Use Case 11
UC11-1 through UC11-4
6.2.4.7
Request Service
Use Case 22
UC22-1 through UC22-5
Exhibit D, Section II, 2.1 Table 2– Use Cases
Appendix P – CoSDIE Functional Specifications
Use Case 12
UC12-1 through UC12-14
Use Case 13
UC13-1 through UC13-7
6.2.5. Collaborative Service Delivery Table 10 Reference # 6.2.5.1 6.2.5.2
Functionality Record Shared Collaboration Note Read Shared Collaboration Note
6.2.5.3
Send Secure Message
Use Case 14
UC14-1 through UC14-17
6.2.5.4
Read Secure Message
Use Case 15
UC15-1 through UC15-7
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COUNTY OF SAN DIEGO (COSD) - REQUEST FOR PROPOSALS (RFP) NO. 5947 DEPARTMENT OF HEALTH AND HUMAN SERVICE (HHS) KNOWLEDGE INTEGRATION PROJECT (KIP) COSD INFORMATION EXCHANGE (COSDIE) SERVICES EXHIBIT D – SCOPE/STATEMENT OF WORK 6.2.6. Notifications and Alerts Table 11 Reference #
Functionality
Exhibit D, Section II, 2.1 Table 2– Use Cases
Appendix P – CoSDIE Functional Specifications
6.2.6.1
View Alerts and Notifications
Use Case 16
UC16-1 through UC16-14
6.2.7. Population Based Shared Analytics Table 12 Reference # 6.2.7.1 6.2.7.2 6.2.7.3
Functionality Access and View Dashboard Report Access and View Static Standard Report Access and View Parameter Based Standard Report
Exhibit D, Section II, 2.1 Table 2– Use Cases
Appendix P – CoSDIE Functional Specifications
Use Case 17
UC17-1 through UC17-18
Use Case 18
UC18-1 through UC18-9
Use Case 19
UC19-1 through UC19-13
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COUNTY OF SAN DIEGO (COSD) - REQUEST FOR PROPOSALS (RFP) NO. 5947 DEPARTMENT OF HEALTH AND HUMAN SERVICE (HHS) KNOWLEDGE INTEGRATION PROJECT (KIP) COSD INFORMATION EXCHANGE (COSDIE) SERVICES EXHIBIT D – SCOPE/STATEMENT OF WORK
6.3 Technical Specifications The CoSDIE Technical Specifications were defined to support the CoSDIE Functional Specifications described in the Exhibit D, Section II, Paragraph 6.2. The CoSDIE shall meet all technical requirements as detailed in Appendix R, Technical Specifications Matrix in accordance with Appendix D, CoSDIE Architecture Principles, Guidelines and Capabilities.
CoSDIE’s Technical Specifications are divided into five (5) categories with eighteen (18) subcategories as shown below and referenced in Appendix R, Technical Specifications Matrix:
Architecture and Policy Requirements A1 Service Oriented Architecture (SOA) and Enterprise Service Bus (ESB) A2 Regulatory/Policies A3 Audit/Compliance
Portal U1
Usability
Enterprise Information Exchange E1 Data Integration E2 Interoperability E3 Master Data Management (MDM) – Master Person Index (MPI) E4 Security E5 Consent Management
Shared Analytics S1 Business Intelligence/Reporting S2 Shared Analytics Infrastructure (SAI)
Performance Requirements P1 Availability P2 Business Continuity / Disaster Recovery P3 Scalability and Extensibility P4 Performance P5 Capacity and Responsiveness P6 System Administration P7 System Management
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COUNTY OF SAN DIEGO (COSD) - REQUEST FOR PROPOSALS (RFP) NO. 5947 DEPARTMENT OF HEALTH AND HUMAN SERVICE (HHS) KNOWLEDGE INTEGRATION PROJECT (KIP) COSD INFORMATION EXCHANGE (COSDIE) SERVICES EXHIBIT D – SCOPE/STATEMENT OF WORK 6.3.1 Architecture and Policy Requirements The Architecture and Policy requirements of CoSDIE are organized into three subcategories:
Service Oriented Architecture (SOA) and Enterprise Service Bus (ESB) Regulatory/Policies Audit/Compliance 6.3.1.1
Service Oriented Architecture (SOA) and Enterprise Service Bus (ESB)
CoSDIE shall leverage a Service Oriented and Event Driven Architectures (SOA and EDA), Component Based Development, Web Services and the Internet to achieve the objectives of creating a highly modular, reusable, configurable and agile System with relatively low maintenance and enhancement costs. The CoSDIE solution components shall follow a modern approach to interoperability using web services and SOA aligned with County standards and vision for interoperability. CoSDIE shall be based on up-to-date, mainstream technologies, and capable of flexible and effective integration with a wide range of other systems and infrastructure platform components that will be deployed by HHSA and the County. The Service Oriented Architecture (SOA) and Enterprise Service Bus (ESB) subcategory shall meet the following technical specifications as defined in Appendix R, Technical Specifications Matrix:
A1.1 – A.28 6.3.1.2
Service Oriented Architecture (SOA) and Enterprise Service Bus (ESB) Regulatory/Policies
CoSDIE shall comply with all applicable Federal, State, and County regulations and administrative and organizational policies. The Regulatory and Policy subcategory shall meet the following technical specifications as defined in Appendix R, Technical Specifications Matrix:
A2.1 – A2.6
6.3.1.3
Regulatory / Policies
Audit/Compliance
CoSDIE shall be designed to record and produce detailed audit trails and may include but not be limited to, for all solution transactions, activities and actions, including date, time, author and reason for the change.. The Audit and Compliance subcategory shall meet the following technical specifications as defined in Appendix R, Technical Specifications Matrix:
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COUNTY OF SAN DIEGO (COSD) - REQUEST FOR PROPOSALS (RFP) NO. 5947 DEPARTMENT OF HEALTH AND HUMAN SERVICE (HHS) KNOWLEDGE INTEGRATION PROJECT (KIP) COSD INFORMATION EXCHANGE (COSDIE) SERVICES EXHIBIT D – SCOPE/STATEMENT OF WORK
A3.1 – A.3.14 Audit/Compliance 6.3.2
Portal
The Contractor shall design and implement a commercial Portal product offering that can be used to present a common and rich user experience to all users of the system. The Contractor shall leverage the same Portal technology platform for Provider Collaboration and presentation of Shared Analytics and Reporting and throughout the CoSDIE. The CoSDIE shall meet the following User Interface and Portal requirements as documented in Appendix R, Technical Specifications Matrix:
U1.1 – U1.60
Usability
6.3.3 Enterprise Information Exchange The Enterprise Information Exchange requirements of CoSDIE are organized into five (5) subcategories: Data Integration Interoperability Master Data Management (MDM) – Master Person Index (MPI) Security Consent Management 6.3.3.1.
Data Integration
The Data Integration service is responsible for message routing, message mapping, data transformation, protocol bridging, orchestration, end to end tracking, and legacy systems’ connectivity. The Data Integration subcategory shall meet the following technical specifications as defined in Appendix R, Technical Specifications Matrix: o
E1.1 – E1.11
Data Integration
6.3.3.2 Interoperability The Interoperability subcategory shall meet the following technical specifications as defined in Appendix R, Technical Specifications Matrix: o E2.1 – E2.10 Interoperability
6.3.3.3 Master Data Management (MDM) – Master Person Index (MPI) The Master Data Management (MDM) – Master Person Index (MPI) subcategory shall meet the following technical specifications as defined in Appendix R, Technical Specifications Matrix: o E3.1 – E3.30 MDM - MPI
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COUNTY OF SAN DIEGO (COSD) - REQUEST FOR PROPOSALS (RFP) NO. 5947 DEPARTMENT OF HEALTH AND HUMAN SERVICE (HHS) KNOWLEDGE INTEGRATION PROJECT (KIP) COSD INFORMATION EXCHANGE (COSDIE) SERVICES EXHIBIT D – SCOPE/STATEMENT OF WORK 6.3.3.4 Security The Contractor shall implement the following Security Management Services for the CoSDIE:
Role-based Access and User Provisioning — Technology component that controls what information a particular user is authorized to access.
Authentication of user identities — Technology component that verifies the identities of those seeking to access client data. CoSDIE shall include strong authentication supported by an appropriate infrastructure for identity and access management.
Audit and Logging of activity — For operational and legal reasons, the solution will need to record all activities in a log, which must be searchable to allow administrators to identify any abnormal pattern of activity.
Authentication – Authentication provides real-time corroboration of a person's claimed digital identity (authentication methods) to broker authentication over multiple systems (single sign-on) and to propagate authenticated identities (federation). Authentication methods shall provide for different kinds of authentication attributes and mechanisms, sometimes in combination with various physical form factors (for instance, hardware tokens, smart cards or mobile phones).
Authorization – Authorization provides access control through enforcement, and will be used to determine the specific scope of access to grant to an identity. It shall provide real-time access policy decisions and enforcement (based on identities, attributes, roles, rules, entitlements and so on). Users shall be able to access only what their job functions allow them to access. (For example, if a person is a "manager," then he or she is granted the access necessary to manage caseload across multiple users and create/edit a collaboration note; however, if a person is not a manager, then he or she should be able to review only his or her own caseload). Web access management (WAM), externalized authorization management, identity-aware networks and digital rights management tools are examples of authorization technologies.
Administration – Administration offers a means of performing identity-related tasks (for instance, adding a user account to a specific system). Administration tools shall provide an automated means of performing identity-related work that would otherwise be performed by a human; examples include tasks such as creating, updating or deleting identities (including credentials and attributes), and administering access policies (rules and entitlements). User provisioning shall be considered a part of administration technology. Helpdesk agents shall have override capabilities to correct data and account errors.
Intelligence – Identity and access intelligence (IAI) provides the means to collect, analyze, audit, report and support rule-based decision making based on identity and identity-related data. This data shall help the County measure, manage and optimize performance to achieve security efficiency and effectiveness, and to deliver business value.
The CoSDIE shall meet the Security requirements as documented in Appendix R, Technical Specifications Matrix:
E4.1 – E4.55
Security
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COUNTY OF SAN DIEGO (COSD) - REQUEST FOR PROPOSALS (RFP) NO. 5947 DEPARTMENT OF HEALTH AND HUMAN SERVICE (HHS) KNOWLEDGE INTEGRATION PROJECT (KIP) COSD INFORMATION EXCHANGE (COSDIE) SERVICES EXHIBIT D – SCOPE/STATEMENT OF WORK 6.3.3.5 Consent Management The CoSDIE shall meet the Consent requirements as documented in Appendix R, Technical Specifications Matrix:
E5.1 – E5.20
Consent Management
6.3.4 Shared Analytics The County requires a Business Intelligence capability and platform that is purpose-driven and delivers new capabilities to end users by leveraging a range of technologies and capabilities, such as: data integration, metadata management, operational data stores, data warehouses, data marts, preloaded analytic cubes and business process management. A critical component that the Contractor shall deliver as part of the CoSDIE Platform is the implementation of Shared Analytics capabilities across all the County’s programs and services. The Contractor shall build a new CoSDIE Data Warehouse with a comprehensive and highly extensible data model that can be used to feed Program-specific data marts using a Hub and Spoke Array design, and to deliver the Analytics and Reporting functionality defined in Appendix C, CoSDIE Scenarios, Appendix P – Functional Specifications, and Appendix R, Technical Specifications Matrix. 6.3.4.1.
The Business Intelligence/Reporting subcategory shall meet the following technical specifications as defined in Appendix R, Technical Specifications Matrix: S1.1 – S1.10 Business Intelligence and Reporting 6.3.4.2.
Business Intelligence/Reporting
Shared Analytics Infrastructure
The Shared Analytics Infrastructure subcategory shall meet the following technical specifications as defined in Appendix R, Technical Specifications Matrix: S2.1 – S2.35 Shared Analytics Infrastructure
6.3.5 Performance Requirements The Performance requirements category consists of seven sub-categories:
Availability Business Continuity / Disaster Recovery Scalability and Extensibility Performance Capacity and Responsiveness
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COUNTY OF SAN DIEGO (COSD) - REQUEST FOR PROPOSALS (RFP) NO. 5947 DEPARTMENT OF HEALTH AND HUMAN SERVICE (HHS) KNOWLEDGE INTEGRATION PROJECT (KIP) COSD INFORMATION EXCHANGE (COSDIE) SERVICES EXHIBIT D – SCOPE/STATEMENT OF WORK
System Administration System Management 6.3.5.1.
Availability
The CoSDIE System shall be designed to be “always-on” and operational 24 hours per day, 7 days per week, and 365 days per year.
The Availability subcategory shall meet the following technical specifications as defined in Appendix R, Technical Specifications Matrix: P1.1 – P1.3 Availability
6.3.5.2.
Business Continuity / Disaster Recovery
The CoSDIE System must support transparent failover capabilities using high-availability processor architectural options hosted at County’s outsourced facilities managed by ITO. The System shall continue to operate at all County locations despite failure or availability of any single technology component such as a server platform or network connection.
The Business Continuity/Disaster Recovery subcategory shall meet the following technical specifications as defined in Appendix R, Technical Specifications Matrix: P2.1 – P2.5 Business Continuity/Disaster Recovery
6.3.5.3.
Scalability and Extensibility
The solution shall be scalable and adaptable to meet future growth and expansion needs (i.e. the architecture layers must be designed for physical or virtual growth via horizontal or vertical scaling, as appropriate).
The solution shall be built on a flexible and modular architecture to allow the County to keep up with technology and regulatory changes (i.e. use of variables, separate process and rules tiers, no hard coding of parameters).
The Scalability and Extensibility subcategory shall meet the following technical specifications as defined in Appendix R, Technical Specifications Matrix: P3.1 – P3.9 Scalability and Extensibility
6.3.5.4.
Performance
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COUNTY OF SAN DIEGO (COSD) - REQUEST FOR PROPOSALS (RFP) NO. 5947 DEPARTMENT OF HEALTH AND HUMAN SERVICE (HHS) KNOWLEDGE INTEGRATION PROJECT (KIP) COSD INFORMATION EXCHANGE (COSDIE) SERVICES EXHIBIT D – SCOPE/STATEMENT OF WORK The solution, including programs, database, BI and reporting capabilities, and ancillary hardware and related software solutions shall be able to retain defined performance levels when adding additional users, transaction volume, functions, geographical distribution within the County, data and data sources.
The Performance subcategory shall meet the following technical specifications as defined in Appendix R, Technical Specifications Matrix: P4.1 – P4.10 Performance 6.3.5.5.
Capacity and Responsiveness
The Capacity and Responsiveness subcategory shall meet the following technical specifications as defined in Appendix R, Technical Specifications Matrix: P5.1 – P5.5 Capacity and Responsiveness 6.3.5.6.
System Administration
The CoSDIE shall have robust administrative capabilities such as data archiving, software versioning, user access management, and other facilities that allow for effective day to day administration of the solution. The system shall be upgradeable to remain current and under full support by minimizing custom development that does not have upgrade paths or roadmaps.
The System Administration subcategory shall meet the following technical specifications as defined in Appendix R, Technical Specifications Matrix: P6.1 – P6.24 System Administration
6.3.5.7.
System Management
The CoSDIE shall have robust management capabilities, allowing the County and ITO operational team to effectively and efficiently manage the solution. The solution shall have the ability to generate administrative alerts and warnings when statistics indicate a negative performance impact or potential limits on solution component performance and availability. The specific alerts (up to 20) will be defined by the ITO.
The System Management subcategory shall meet the following technical specifications as defined in Appendix R, Technical Specifications Matrix: P7.1 – P7.6 System Management
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