NYS OFFICE OF MENTAL HEALTH REQUEST FOR QUOTE (RFQ) #: C008719 - EIM/BI Technical Architect
KEY EVENTS Receipt of Questions from Potential Offerers Questions and Answers sent by OMH Quote Submission Due Date: Anticipated Contract Start/End dates:
August 6, 2015 by 3:00PM EST August 13, 2015 by 3:00PM EST August 20, 2015 by 3:00PM EST TBD
Issuing Office/Permissible Contacts: The issuing office, named below, is the sole point of contact in the State for matters related to this transaction. Pursuant to State Finance Law 139-j and 139-k, this transaction includes and imposes certain restrictions on communications between OMH and an offerer during the procurement process. Please reference Attachment J, Summary of OMH Procurement Lobbying Guidelines, included with this Request for Quote. 1.
Attention: Address: Phone: E-Mail:
Attention: Address: Phone: E-Mail:
Micheleen Gregware, Contract Management Specialist NYS Office of Information Technology (Health Cluster) 44 Holland Avenue Albany, NY 12229 (518) 474-4319 Micheleen [email protected]
Stephen Adiletta, Contract Management Specialist NYS Office of Mental Health 75 New Scotland Ave., Albany, NY 12208 (518) 549-5213 [email protected]
1. Introduction: As provided under New York State Finance Law Section 163(6), the OMH is seeking quotes for the provision of one (1) qualified consultant to support the continued development of OMH’s EIM/Business Intelligence-Patient Systems. Pursuant to Article 15-A of the New York State Executive Law, this solicitation is limited to NYS Certified MWBEs, WBEs and MBEs. 2. Scope of work: Scope of work is defined in this section and Appendix D of attached Office of Mental Health (OMH) contract boilerplate. This position is required to support the continued development of business intelligence solutions in response to critical agency requirements for a portfolio of products spanning various technology products including SAS-based\DHMIS static management reports: Oracle portal reports; and dynamic OBIEE portal reports sourced by the Mental Health Automated Reporting System (MHARS). The consultant will develop and maintain Oracle Portal reporting sites as well as OBIEE 11g executive dashboards and analytics. Additionally, the consultant will respond to all ad hoc inquiry requests, development of custom portal and dashboard features, and development of BI technical solutions for new administrative reporting requirements. The consultant’s duties include, but are not limited to, the following: Page 1 of 21
1. Participation in a team approach to: a. Maintaining and enhancing existing Oracle portals to meet the operational business requirements of the agency. b. Analyzing SAS datasets and writing SAS programs for government mandated reports and respond to ad hoc inquires based upon Agency data. c. Maintaining and enhancing existing Discoverer business areas to meet the operational business requirements of the agency. Ensure accurate information for patient care & other facility oversight activities. d. Analyzing and developing OBIEE 11G technical solutions for new requirements. Complete requirements analysis, capture and document the customer’s business and technical needs and develop appropriate technical solutions. e. Contribute to the design and implementation of the metadata and/or reporting components of the solution (Building and/or modifying OBIEE 11G Repositories). This includes testing and deployment of the components. f. Build business and presentation layers within OBIEE 11G to meet assigned project business requirements. g. Create reports and graphs using OBIEE 11G, incorporating into Oracle WebCenter, as necessary, to meet the business requirements of the project. h. Ensure that technical development activities adhere to the OMH architectural strategy so that overall business intelligence data integrity is maintained and conduct preliminary testing to insure accuracy of development. 3. Method of Award: As per NYS Finance Law and NYS Procurement Council Guidelines, as a discretionary transaction, selection will be based upon reasonableness of price and justification for vendor selection. 4. Questions and Answers: All written questions regarding this solicitation must be sent to Micheleen Gregware via e-mail only by August 6, 2015, 3:00PM EST. Questions and answers will be accumulated and sent to all potential bidders by Error! Reference source not found.. Questions and Answers will also be posted to the New York State Contract Reporter Ad. 5. Quote Submission: The Quote Submission, Attachment D, must be submitted via email to [email protected]
no later than August 20, 2015 @ 3:00PM. Mandatory personal interviews of the consultants will be conducted via telephone or at OMH’s Central Office in Albany, New York. The personal interview will be used to verify the proposed consultant’s technical expertise, information skills, experience, and inter-personal and communication skills. 6. Quote Requirements: A. The submission of a quote constitutes a binding offer. Such binding offer shall be firm and not revocable for a period of sixty (60) days after the deadline for a quote submission. B. The quote is to be submitted via email only to [email protected]
on or before the date and time defined by this RFQ. No late submissions will be considered. C. Bidders must include the following documentation with their bid: 1. Complete Request for Quote Sheet – Attachment D Page 2 of 21
Complete Bidder’s Candidate Certification – Attachment D-1 Complete Mandatory Requirements Summary Form – Attachment D-2 Complete Candidate References Form – Attachment D-3 Completed Non-Collusive Bidding Certificate Required by Section 139-D of the State Finance Law/Attachment E. 6. Complete Offerer’s Affirmation of Understanding/Attachment J1 and OMH Offerer Disclosure of Prior Non-Responsibility Determinations/Attachment J2 2. 3. 4. 5.
D. The final award of the contract is contingent upon the selected contractor providing the required documentation upon OMH’s request: 1. Provide proof of insurance as stated in OMH’s contract boilerplate. 2. Obtain a Vendor Registration Number if you are not already registered to do business with New York State entities. Access the link in Attachment G for the Substitute W-9. Complete the online form electronically, download the completed form, and sign in the designated area. Return the completed W-9 with the other bid documents to the designated individual at the OMH facility. All vendors are required to have a vendor registration number to do business with New York State. 3. Submit proof of coverage for New York State Workers’ Compensation & Disability Benefits Insurance as explained in Section 9 of this IFB. 4. Complete EEO Employment Opportunity Policy Statement/Attachment K 5. Complete and submit Attachment N: MacBride Fair Employment Principles 6. Complete and submit Attachment A-3: Encouraging the Use of New York State Subcontractors and Supplies and, if applicable, Attachment O: New York State Business Usage Form. 7. New York State Worker Compensation & Disability Benefits insurance Requirements: A. Workers’ Compensation Requirement: Section 57 of the New York State Workers Compensation Law (WCL) requires that State and municipal entities prior to entering into a contract must ensure that the contractor applying for that contract has appropriate New York State Workers’ Compensation Insurance coverage. Therefore, as part of your bid submission you must provide one of the following forms to meet this requirement. Failure to submit one of these forms may result in rejection of your bid. 1. CE-200 Certificate of Attestation For New York Entities With No Employees And Certain Out Of State Entities, That New York State Workers’ Compensation and/or Disability Benefits Insurance Coverage Is Not Required: Form CE-200 can be filled out electronically on the New York State Workers Compensation Board’s website, http://www.wcb.ny.gov/ , under the heading “Forms.” Applicants filling electronically are able to print a finished Form CE-200 immediately upon, completion of the electronic application. Applicants without access to a computer may obtain a paper application for the CE-200 by writing or visiting the Customer Service Center at any District Office of the Workers Compensation Board. Applicants using the manual process may wait up to four (4) weeks before receiving a CE-200. OR 2. C-105.2 Certificate of Workers’ Compensation Insurance (the contractors insurance carrier provides this form) PLEASE NOTE: The New York State Insurance Fund provides its own version of this form, the U-26.3; OR 3. SI-12 Certificate of Workers’ Compensation Self-Insurance (To obtain this form the contractor needs to call the New York State Workers’ Compensation Board, Self-Insurance Office at 518402-0247), OR GSI-105.2 – Certificate of Participation in Workers’ Compensation Group SelfInsurance (The Contractors Group Self-Insurer will provide this form). Page 3 of 21
B. Disability Benefit Insurance Requirement: Section 220(8) of the New York State Workers’ Compensation Law (WCL) requires that State and municipal entities prior to entering into a contract must ensure that the contractor applying for that contract has appropriate New York State disability benefits insurance. All bidders as part of their bid submission must submit one of the following forms in order to meet this requirement. Failure to provide one of these forms may result in your bid being disqualified. 1. CE-200 Certificate of Attestation For New York Entities With No Employees And Certain Out Of State Entities, That New York State Workers Compensation And/Or Disability Benefits Insurance Coverage Is Not Required: Form CE-200 can be filled out electronically on the New York State Workers Compensation Board’s website, http://www.wcb.ny.gov/ , under the heading “Forms.” Applicants filling electronically are able to print a finished Form CE-200 immediately upon, completion of the electronic application. Applicants without access to a computer may obtain a paper application for the CE-200 by writing or visiting the Customer Service Center at any District Office of the Workers Compensation Board. Applicants using the manual process may wait up to four (4) weeks before receiving a CE-200. OR 2. DB-120.1 Certificate of Disability Benefits Insurance (the contractor’s insurance carrier provides this form); OR 3. DB-155 Certificate of Disability Benefits Self-Insurance (To obtain this form the contractor needs to call the New York State Workers Compensation Board’s Self-Insurance Office at 518-402-0247). 8.
Additional Insurance Requirement: Insuring Requirements Prior to the start of work the Contractor shall procure at its sole cost and expense, and shall maintain in force at all times during the term of this Agreement, policies of insurance as herein below set forth, written by companies authorized by the New York State Insurance Department to issue insurance in the State of New York with an A.M. Best Company rating of ―A-‖ or better. The OMH may, at its sole discretion, accept policies of insurance written by a non-authorized carrier or carriers when Certificates and/or other policy documentation is accompanied by a completed Excess Lines Association of New York (ELANY) Affidavit; provided that nothing herein shall be construed to require the Agency to accept insurance placed with a nonauthorized carrier under any circumstances. The Contractor shall deliver to OMH evidence of such policies in a form acceptable to the OMH. These policies must be written in accordance with the requirements of the paragraphs below, as applicable. General Conditions C. Conditions Applicable to Insurance. All policies of insurance required by this agreement must meet the following requirements: 1. Coverage Types and Policy Limits. The types of coverage and policy limits required from the Contractor are specified in Appendix G, of the contract boilerplate. 2. Policy Forms. Except as may be otherwise specifically provided herein or agreed in writing by OMH, policies must be written on an occurrence basis. Under certain circumstances, the OMH may elect to accept policies written on a claims-made basis provided that, at a minimum, the Page 4 of 21
policy remains in force throughout the performance of the services and for three (3) years after completion of the Contract. If the policy is cancelled or not renewed during that time, the Contractor must purchase at its sole expense Discovery Clause coverage sufficient to complete the 3-year period after completion of the Contract. Written proof of this extended reporting period must be provided to the Agency prior to the policy’s expiration or cancellation. 3. Certificates of Insurance/Notices. Contractor shall provide a Certificate or Certificates of Insurance, in a form satisfactory to the OMH, before commencing any work under this contract. Certificates shall reference the Contract Number. Certificates shall be mailed to the: Contract and Procurement Services NYS Office of Mental Health Consolidated Business Office Contract & Procurement Services – Unit N Upper 75 New Scotland Avenue Albany, NY 12208 Unless otherwise agreed, policies shall be written so as to include a provision that the policy will not be canceled, materially changed, or not renewed without at least thirty (30) days prior written notice except for non-payment as required by law to the OMH, Attn: NYS Office of Mental Health, 75 New Scotland Avenue, Albany, NY 12208. In addition, if required by the OMH, the Contractor shall deliver to the OMH within forty-five (45) days of such request a copy of any or all policies of insurance not previously provided, certified by the insurance carrier as true and complete. Certificates of Insurance shall: a. Be in the form approved by OMH. b. Disclose any deductible, self-insured retention, aggregate limit or any exclusion to the policy that materially changes the coverage required by the contract. c. Specify the Additional Insureds and Named Insureds as required herein. d. Refer to this Contract by number, the Supplemental Certificate, and any other attachments on the face of the certificate, e. When coverage is provided by a non-admitted carrier, be accompanied by a completed ELANY Affidavit, and f. Be signed by an authorized representative of the insurance carrier or producer. Original, copies, faxed, and electronic documents (Certificates of Insurance, Supplemental Insurance Certificates and other attachments) will be accepted. 4. Primary Coverage: All insurance policies shall provide that the required coverage shall apply on a primary and not on an excess or contributing basis as to any other insurance that may be available to the OMH for any claim arising from the Contractor’s Work under this contract, or as a result of the Contractor’s activities. Any other insurance maintained by the OMH shall be excess of and shall not contribute with the Contractor’s insurance regardless of the ―other insurance clause contained in the Agency’s own policy of insurance. 5. Policy Renewal/Expiration: At least two (2) weeks prior to the expiration of any policy required by this contract, evidence of renewal or replacement policies of insurance with terms no less favorable to the OMH than the expiring policies shall be delivered to the OMH in the manner required for service of notice in Paragraph A.3. Certificates of Insurance/Notices above. If, at any time during the term of this contract, the coverage provisions and limits of the policies required herein do not meet the provisions and limits set forth in the Contract or proof thereof is not Page 5 of 21
provided to the OMH, the Contractor shall immediately cease Work on the Project. The Contractor shall not resume Work on the Project until authorized to do so by the OMH. Any delay, time lost, or additional cost incurred as a result of the Contractor not having insurance required by the Contract or not providing proof of same in a form acceptable to the OMH, shall not give rise to a delay claim or any other claim against the OMH. Should the Contractor fail to provide or maintain any insurance required by this contract, or proof thereof is not provided to the OMH, the OMH may withhold further contract payments, treat such failure as a breach or default of the contract, and/or, after providing written notice to the Contractor, require the Surety, if any, to secure appropriate coverage and/or purchase insurance complying with the Contract and charge back such purchase to the Contractor. 6. Self-Insured Retention/Deductibles: Certificates of Insurance must indicate the applicable deductible/self-insured retention on each policy. For Construction contracts – General, Environmental, and/or Builders’ Risk deductibles or self-insured retentions above $100,000 are subject to approval from the OMH. Additional surety/security may be required in certain circumstances. The Contractor shall be solely responsible for all claim expenses and loss payments within the deductible or self-insured retention. 7. Subcontractors: Should the Contractor engage a Subcontractor, the Contractor shall endeavor to impose the insurance requirements of this document on the Subcontractor, as applicable. Required insurance limits should be determined commensurate with the work of the Subcontractor. Proof thereof shall be supplied to the OMH. 9. Reserved Rights of New York State: A. Withdraw the RFQ at any time, at its sole discretion; B. Disqualify any offerer whose conduct and/or quote submission fails to conform to the requirement of the RFQ; C. Seek clarifications of quote; D. Use information obtained through site visits, management interviews and the State’s investigation of an offerer’s qualifications, experience, ability or financial standing, and any material or information submitted by the offerer in response to the OMH’s request for clarifying information in the course of evaluation and/or selection under this RFQ. E. Amend RFQ specifications to correct errors or oversights, or to supply additional information as it becomes available; F. Change any of the scheduled dates stated herein; G. Adjust or correct cost or cost figures with concurrence of the offerer if mathematical or typographical errors exist; 10. Quote Confidentiality: A. All quotes submitted for OMH’s consideration will be held in confidence. However, the resulting contract is subject to New York State Freedom of Information Law (FOIL). Therefore, if an offerer believes that any information in its quote constitutes a trade secret or should otherwise be treated as confidential and wishes such information not to be disclosed if requested, pursuant to FOIL. (Article 6 of the Public Officer’s Law), the offerer shall submit with its quote a separate letter specifically identifying the page number(s), line(s), or other appropriate designation(s) containing such information, explaining in detail why such information is a trade secret and formally requesting that such information be kept confidential. Page 6 of 21
Failure by an offerer to submit such a letter with its bid identifying trade secrets will constitute a waver by the offerer of any rights it may have under Section 89(5) of the Public Officers’ Law relating to protection of trade secrets. The proprietary nature of the information designated confidential by the offerer may be subject to disclosure if ordered by a court of competent jurisdiction. A request that an entire quote be kept confidential is not advisable since a bid cannot reasonably consist of all data subject to FOIL proprietary status. 10. Contract Payment: All contractors are required to participate in the Electronic Payment program offered by the NYS Office of the State Comptroller (OSC). Payment for invoices submitted by contractors will only be rendered electronically unless payment by paper check has been expressly authorized by OMH’s Office of Financial Management, at OMH’s sole discretion, due to extenuating circumstances. Electronic payments will be made in accordance with ordinary State procedures and practices. Contractors shall comply with the State Comptroller’s procedures to authorize electronic payments. For additional information and to apply for Electronic Payments, the CONTRACTOR is directed to the following web site: http://www.osc.state.ny.us/epay/index.htm .
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ATTACHMENT D REQUEST FOR QUOTE SHEET RFQ: C008719 - EIM/BI Technical Architect RFQ
RFQ #:C008719 - EIM/BI Technical Architect RFQ Attention: Micheleen Gregware / [email protected]
Quotes must be e-mailed to the individual listed above by August 20, 2015 at 3:00 p.m., EST. Name of Firm: ______________________________________________________________________ Address: __________________________________________________________________________ ___________________________________________________________________________ Federal ID (FEIN) #: ______________________ NYS Vendor ID #: ____________________________ Please check all that apply: NYS Minority-owned Business (MBE) NYS Minority-owned Business (MBE) NYS Women-owned Business (WBE) NYS Small Business (SB) NYS Disadvantaged Business Enterprise (DBE) None of the Above
Registration #: Registration #: Registration #: Registration #: Registration #:
Note: Offerers are not to change, delete, or make any additions to this form, and are to supply only the quote information that is required. If any changes, deletions, or additions are made by the bidder, or if all of the required information is not provided, then at OMH’s discretion, the quote may be disqualified. Candidate’s Name
RFQ Number of Hours
BI Technical Architect
Up to 2,000 hours
Contractor’s Proposed Hourly Rate
Contractor’s Quote (RFQ Hours Times Proposed Hourly Rate)
By offering a quote, vendor agrees to all terms of the RFQ; Quotes are not to include sales tax; NYS is tax exempt.
PRINTED NAME: ____
AUTHORIZED SIGNATURE: ______
E-MAIL ADDRESS: ________________________________________________________________________
TELEPHONE #: __________________________________ Page 8 of 21
ATTACHMENT D-1 BIDDER’S CANDIDATE CERTIFICATION RFQ: EIM/BI Technical Architect RFQ Bidder’s Candidate Certification
I (Contractor Name) certify that all information concerning all candidates experience and background information presented in this proposal submission is accurate and complete. All candidates prior to being submitted have been interviewed and information regarding their experience and previous history has been verified. I furthermore certify that all candidate employees are legally entitled to work in the United States as required by Federal law and understand that Office of Mental Health (OMH) reserves the right to request legally mandated employer held documentation attesting to the same for each consultant assigned work under any project awarded as a result of this solicitation. I understand that knowingly making a false written statement on this form, or any attachment may result in disqualification. Discovery of false information subsequent to candidate engagement may result in dismissal from this engagement. I agree to accept this condition and hereby certify that all statements made in this proposal are true and complete, to the best of my knowledge.
Signature: Bidder’s Authorized Representative *Note to Bidder:
Any firm submitting inaccurate or misleading information may be disqualified and reported to the Office of General Services. If specific firms continue to submit inaccurate or misleading information, such firms may be made inactive or removed from the list of eligible firms until further notice. Version Date: 9/7/06
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ATTACHMENT D-2 Candidates Mandatory Requirements Experience Summary Form RFQ: EIM/BI Technical Architect RFQ
The Proposed Candidate MUST meet each and every Mandatory Requirement. This form must be completed in its’ entirety The Candidate’s Resume must be submitted with this Candidate’s Mandatory Requirements Summary Form. The resume must clearly reflect that the candidate has the experience and years of experience associates with each of the Mandatory Requirements.
Contractor Name: __________________________________________ Candidate's Name: __________________________________________
Minimum Months of Experience Required
Technical Architect 1. Technical expert centered around a technology, technologies, or a portfolio of applications 2. Designing and implementing information technology
Expert (84 months)
Demonstrated hands on experience with SAS, SAS/Macros, SAS/Stat, SAS/SQL/, SAS/Graph, SAS/Access and SAS/ODS
Demonstrated hand-on programming experience with Oracle Portal
Demonstrated hands-on experience with Oracle 10/11G databases, Oracle Data Warehouse and Data Marts in a Business Intelligence environment and SQL coding.
Demonstrated hands-on development experience with Oracle OBIEE 11g dashboards, analyses and Repository development.
Demonstrated hands-on development experience with TOAD (SQL querying tool).
Demonstrated hands-on development experience using Oracle ADF and WebCenter spaces using JDeveloper.
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Candidate’s Actual Years of Experience with dates listed
ATTACHMENT D-2 Candidates Mandatory Requirements Experience Summary Form RFQ: EIM/BI Technical Architect RFQ
Minimum Months of Experience Required
Demonstrated hands-on experience working with: PL/SQL and Visual Source Safe
Experience working with HIPAA requirements or similar standards and with NYS Accessibility Standards or similar standards
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Candidate’s Actual Years of Experience with dates listed
ATTACHMENT D-3 Candidate References Form RFQ: EIM/BI Technical Architect RFQ NOTE: References must be from the client’s/customer’s project management or supervisory staff, and willing to provide their assessment of their experience with the Candidate. References must be from within 36 months prior to the Request for Proposal Due Date and must have firsthand knowledge of the proposed candidate’s ability to perform the type of consulting services requested in this Request for Quote. References cannot be from the submitting contractor or other consultant staff employed by the company providing the reference or a member of the Candidate’s own family. Bidding Company’s Name: Contractor Candidate’s Name: Reference #1: Company’s Name: Contact’s Name and Title: Contact’s Phone No. Dates of Candidate’s Service at the Reference Company: Name of Project Candidate Worked On: Candidate’s Duties on the Project: