RFP MMIS Project Management

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Colorado Department of Health Care Policy and Financing

Solicitation #: HCPFRFPFH14MMISPROJECTMANAGERS Colorado Medicaid Management Innovation and Transformation (COMMIT) Project Manager Augmentation

Table of Contents SECTION 1.0

INTRODUCTION......................................................................................... 3

1.1.

GENERAL INFORMATION ..................................................................................... 3

1.2.

CONFLICT OF INTEREST....................................................................................... 3

SECTION 2.0 2.1.

TERMINOLOGY ......................................................................................... 4

ACRONYMS, ABBREVIATIONS AND OTHER TERMINOLOGY ................... 4

SECTION 3.0

BACKGROUND INFORMATION ............................................................ 7

3.1.

THE DEPARTMENT OF HEALTH CARE POLICY AND FINANCING .......... 7

3.2.

PROJECT BACKGROUND....................................................................................... 7

SECTION 4.0

OFFEROR’S REQUIREMENTS................................................................ 9

4.1.

STAFFING REQUIREMENTS ................................................................................. 9

4.2.

ORGANIZATION QUALIFICATIONS ................................................................... 9

4.3.

SPECIFIC EXPERIENCE.......................................................................................... 10

SECTION 5.0

STATEMENT OF WORK ........................................................................... 10

5.1.

CONTRACTOR’S GENERAL REQUIREMENTS ................................................ 10

5.2.

MEETING PARTICIPATION ................................................................................... 21

5.3.

PROJECT MANAGERS ............................................................................................ 22

5.4.

PROJECT MANAGER DELIVERABLES, MONITORING TIMELINES, AND REPORTING REQUIREMENTS ............................................................................. 24

5.5.

CONTRACT MANAGEMENT REPORTING REQUIREMENTS ...................... 25

5.6.

START-UP AND CLOSEOUT PERIODS ................................................................ 26

SECTION 6.0

COMPENSATION AND INVOICING ...................................................... 27

6.1.

HOURLY RATE .......................................................................................................... 27

6.2.

INVOICING AND PAYMENT PROCEDURES...................................................... 27

6.3.

BUDGET ....................................................................................................................... 28

SECTION 7.0

EVALUATION METHODOLOGY ........................................................... 29

7.1.

EVALUATION PROCESS ......................................................................................... 29

7.2.

EVALUATION COMMITTEE .................................................................................. 29

7.3.

COMPLIANCE ............................................................................................................ 30

7.4.

EVALUATION CRITERIA ....................................................................................... 30

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APPENDIX A - ADMINISTRATIVE INFORMATION DOCUMENT APPENDIX B - RFP SIGNATURE PAGE APPENDIX C - W-9 FORM APPENDIX D - DRAFT CONTRACT APPENDIX E - PRICING WORKSHEET APPENDIX F - STATE GENERAL PROFESSIONAL DESCRIPTIONS

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SECTION 1.0 1.1.

INTRODUCTION

GENERAL INFORMATION

1.1.1.

The Colorado Department of Health Care Policy and Financing (the Department) is soliciting competitive, responsive proposals from experienced and financially sound organizations to provide, at a minimum, two (2) Project Managers to aid in the implementation and integration of a replacement to the Department’s legacy Medicaid Management Information System (MMIS). Such an organization shall not be an employment agency, but rather an organization with demonstrated experience in project management.

1.1.2.

The Project Managers will be directly assisting the Department’s current project managers, contract managers, and other staff working on this project. The Contractor is expected to provide staff whose work will be directed, reviewed, and approved by Department staff. The Contractor’s staff shall be treated as a member of the Department’s team. The Contractor’s staff will attend joint team building and training exercises to build cohesion between Department staff and Contractor staff. However, the Contractor’s staff shall still work as independent contractors and not as employees of the Department. The Contractor’s staff shall not be considered employees of the Department for federal or state tax purposes.

1.1.3.

General solicitation information, timelines, and proposal submission requirements are available in Appendix A, Administrative Information Document. To be considered responsive, an Offeror shall comply with all of the requirements and timelines contained in Appendix A.

1.1.4.

The expected Contract Effective Date is December 1, 2013. The Operational Start Date for Work performed under the Contract is January 1, 2014. The expected Contract end date is June 30, 2016, with the option to extend the Contract until June 30, 2017.

1.2.

CONFLICT OF INTEREST

1.2.1.

The Contractor shall not have a conflict of interest. The Department may rescind an award resulting from this RFP if an Offeror has a conflict of interest.

1.2.2.

Offerors may have a conflict of interest in any of the following circumstances:

1.2.2.1.

Offeror is a parent or subsidiary of any entity that is awarded a contract resulting from the Department’s solicitations for any MMIS Component or the Independent Verification and Validation (IV&V) Services Contractor as listed below:

1.2.2.1.1.

RFP# HCPFRFPLJ13IV&V: Independent Verification and Validation Services for the Design, Development, and Implementation.

1.2.2.1.2.

Solicitations for MMIS Components:

1.2.2.1.2.1.

RFP # HCPFRFPKC13COREMMIS: Core MMIS and Supporting Services Request for Proposals.

1.2.2.1.2.2.

HCPFRFPKC13PBMS: Pharmacy Benefit Management System (PBMS) Request for Proposals.

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1.2.2.1.2.3.

HCPFRFPCW14BIDM: Business Intelligence and Data Management Services (BIDM)

1.2.2.2.

Offeror shares a parent entity with or has a majority of the same ownership as any entity that is awarded a contract for the Department’s solicitations for any MMIS Component or IV&V Services Contractor for the Design, Development, and Implementation.

1.2.2.3.

Offeror is an affiliate of any entity that is awarded a contract for the Department’s solicitations for any MMIS Component or the IV&V Services Contractor for the Design, Development, and Implementation.

1.2.3.

Note that the awards for the RFPs related to the MMIS Component and the Independent Verification and Validation Services for the Design, Development, and Implementation have not been made at this time. However, a Notice of Intent to Award has been issued to Hewlett-Packard Enterprise Services, LLC. for HCPFRFPKC13COREMMIS, and, to Public Knowledge, LLC. for HCPFRFPLJ13IV&V. Offerors responding to those RFPs may submit responses to this RFP, but if they are awarded a contract for any MMIS Component or the Independent Verification and Validation (IV&V) Services for the Design, Development, and Implementation, any award under this RFP will be rescinded and void.

SECTION 2.0 2.1.

TERMINOLOGY

ACRONYMS, ABBREVIATIONS AND OTHER TERMINOLOGY

2.1.1.

Acronyms, abbreviations and other terminology are defined at their first occurrence in this Request for Proposals (RFP). The following list is provided to assist the reader in understanding acronyms, abbreviations and terminology used throughout this document.

2.1.1.1.

Approved Hours - Actual time spent performing the Work approved by the Department.

2.1.1.2.

BIDM - Business Intelligence and Data Management.

2.1.1.3.

Business Day - Any day in which the Department is open and conducting business, but shall not include weekend days or any day on which one of the Department’s holidays are observed. The Department observes all holidays listed in the Colorado Revised Statutes (C.R.S.) §24-11-101(1), as follows:

2.1.1.3.1.

New Years Day.

2.1.1.3.2.

Martin Luther King Jr. Day.

2.1.1.3.3.

Washington-Lincoln Day.

2.1.1.3.4.

Memorial Day.

2.1.1.3.5.

Independence Day.

2.1.1.3.6.

Labor Day.

2.1.1.3.7.

Columbus Day.

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2.1.1.3.8.

Veterans’ Day.

2.1.1.3.9.

Thanksgiving Day

2.1.1.3.10.

Christmas Day.

2.1.1.4.

Business Interruption - Any event that disrupts the Contractor’s ability to complete the Work for a period of time, and may include, but is not limited to, a Disaster, power outage, strike, loss of necessary personnel or computer virus.

2.1.1.5.

CBMS - Colorado Benefits Management System, the State Eligibility System.

2.1.1.6.

CFR - The Code of Federal Regulations.

2.1.1.7.

CHP+ - The Colorado Child Health Plan Plus.

2.1.1.8.

Client - Any individual enrolled in the Colorado Medicaid program, Colorado’s CHP+ program, or the Colorado Indigent Care Program, as determined by the Department.

2.1.1.9.

Closeout Period - The period from the earlier of ninety (90) days prior to the end of the last renewal year of the Contract or notice by the Department of non-renewal until the day that the Department has accepted the final deliverable for the Closeout Period and has determined that the final transition is complete.

2.1.1.10.

CMS - the federal Centers for Medicare and Medicaid Services.

2.1.1.11.

COMMIT - Colorado Medicaid Management Innovation and Transformation Project.

2.1.1.12.

Contract - The agreement that is entered into as a result of this solicitation.

2.1.1.13.

Contractor - The individual or entity selected as a result of this solicitation to complete the Work contained in the Contract.

2.1.1.14.

Department - The Colorado Department of Health Care Policy and Financing, a department of the government of the State of Colorado.

2.1.1.15.

Design, Development, and Implementation (DDI) - Work defined and performed after planning by an MMIS Vendor under an MMIS Component that includes collaboration between the Department and the MMIS Vendor to identify, design, develop, and implement technical or business services.

2.1.1.16.

Disaster - An event that makes it impossible for the Contractor to perform the Work out of its regular facility, and may include, but is not limited to, natural disasters, fire or terrorist attacks.

2.1.1.17.

Effective Date - The effective date defined in the Contract.

2.1.1.18.

HIPAA - The Health Insurance Portability and Accountability Act of 1996.

2.1.1.19.

IT - Information Technology.

2.1.1.20.

IV&V - Independent Verification and Validation for Design, Development, and Implementation.

2.1.1.21.

IV&V Services Contractor - The individual or entity selected as a result of the solicitation to perform IV&V.

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2.1.1.22.

Key Personnel - The position or positions that are specifically designated as such in the Contract.

2.1.1.23.

MITA - Medicaid Information Technology Architecture.

2.1.1.24.

MMIS - Medicaid Management Information System. An automated mechanized claims processing and information retrieval system for Medicaid required by the federal government.

2.1.1.25.

MMIS Component - Any of the following:

2.1.1.25.1.

The Core MMIS and Supporting Services. Solicitation number HCPFRFPKC13COREMMIS, posted to Colorado Bid Information and Distribution System, January 18, 2013.

2.1.1.25.2.

The Pharmacy Benefits Management System (PBMS). Solicitation number HCPFRFPKC13PBMS, posted to Colorado Bid Information and Distribution System, May 3, 2013.

2.1.1.25.3.

Business Intelligence and Data Management Services (BIDM). Solicitation number HCPFRFPCW13BIDM, posted to Colorado Bid Information and Distribution System, October 25, 2013.

2.1.1.26.

MMIS Vendor - an entity selected to be the contractor for any of the MMIS Components. Any subcontractor, selected by a MMIS Vendor, with responsibilities relating to any MMIS Component shall be treated as a single entity with that MMIS Vendor for the purposes of the Contract.

2.1.1.27.

Offeror - Any individual or entity that submits a proposal, or intends to submit a proposal, in response to this solicitation.

2.1.1.28.

Operational Start Date - the later of when the Department authorizes the Contractor to begin fulfilling its obligations under the Contract or January 1, 2014.

2.1.1.29.

Other Personnel - Individuals and Subcontractors, in addition to Key Personnel, assigned to positions to complete tasks associated with the Work outlined in this solicitation.

2.1.1.30.

PBMS - Pharmacy Benefits Management System.

2.1.1.31.

PHI - Protected Health Information.

2.1.1.32.

PMP - Project Management Professional.

2.1.1.33.

Project Managers - Key Personnel Project Managers and Additional Project Managers.

2.1.1.34.

Provider - Any health care professional or entity that has been accepted as a provider in the Colorado Medicaid program, Colorado’s CHP+ program or the Colorado Indigent Care Program, as determined by the Department.

2.1.1.35.

SFY - State Fiscal Year.

2.1.1.36.

Start-Up Period - The period from the execution of the Contract, until the Operational Start Date.

2.1.1.37.

SDAC - Statewide Data and Analytics Contractor.

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2.1.1.38.

State Fiscal Year - The twelve (12) month period beginning on July 1st of a year and ending on June 30th of the following year.

2.1.1.39.

Subcontractor - Third-parties, if any, engaged by Contractor to aid in performance of its obligations under the Contract.

2.1.1.40.

U.S.C. - The United States Code.

2.1.1.41.

Work - The tasks and activities Contractor is required to perform to fulfill its obligations under the Contract, including the performance of any services, delivery of any goods and time spent training at the Department’s direction.

SECTION 3.0 3.1.

BACKGROUND INFORMATION

THE DEPARTMENT OF HEALTH CARE POLICY AND FINANCING

3.1.1.

The Department serves as the Single State Medicaid Agency, as defined by Code of Federal Regulations (CFR) Title 45 Section 205.100 (45 CFR §205.100). The Department develops and implements policy and financing for Medicaid and the Children's Health Insurance Program, called Child Health Plan Plus (CHP+) in Colorado, as well as a variety of other publicly funded health care programs for Colorado's low-income families, children, pregnant women, the elderly, and people with disabilities. For more information about the Department, visit www.Colorado.gov/HCPF.

3.1.2.

The Department is a Covered Entity under the Health Insurance Portability and Accountability Act of 1996 (HIPAA) (United States Code [U.S.C.] Title 42 Sections 1320d through 1320d-8 [42 U.S.C. §§1320d – 1320d-8]) and its implementing regulations.

3.2.

PROJECT BACKGROUND

3.2.1.

The Department is currently in the process of replacing its legacy Medicaid Management Information System (MMIS) with a modern system to maximize the use of newer technology to improve functionality and service through the MMIS Components. The Department’s federal oversight agency, the Centers for Medicare and Medicaid Services (CMS), has developed a Medicaid Information Technology Architecture (MITA) designed to guide the Department and other state Medicaid agencies toward more highly automated and user friendly information technology systems. The Department’s MMIS Components will provide better access to a larger quantity of data and analytics, streamline processes to make the Department more efficient and reduce both operating costs as well as the potential for fraud, waste, and abuse.

3.2.2.

The Department will be splitting the MMIS functionality into three (3) separate, but interrelated, systems (individually an “MMIS Component”). Each of these systems will be solicited separately, and different contractors (individually an “MMIS Vendor”) may be selected for each separate system. Collectively, the MMIS replacement is referred to as the Colorado Medicaid Management Innovation and Transformation (COMMIT) Project.

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3.2.3.

The breakout of the MMIS Components are as follows:

3.2.3.1. 3.2.3.1.1.

3.2.3.1.1.1.

3.2.3.2. 3.2.3.2.1. 3.2.3.2.1.1.

3.2.3.3.

Core MMIS and Supporting Services. The Department will be contracting with an organization, resulting from solicitation HCPFRFPKC13COREMMIS, to provide Core MMIS and Supporting Services for the implementation and operations of a state-of-the-art, MMIS and Fiscal Agent Operations Services to support Colorado’s Medicaid, Child Health Plan Plus (CHP+) and other health benefit programs (collectively referred to as the “Colorado Medical Assistance program”). The services and associated software will support the enrollment and management of providers, management of certain client functions, adjudication and payment of valid health care claims and other subsidiary work. The general scope of the contract pertaining to solicitation HCPFRFPKC13COREMMIS includes Core MMIS and Supporting Services, Fiscal Agent Operation Services, Medicaid Web Portal, Online Provider Enrollment, Case Management, Electronic Data Interchange, Electronic Document Management System, Provider Call Center with Customer Relationship Management Software, Help Desk, including Interactive Voice Response software, Colorado Registration and Attestation, general functionality of other systems or services that currently exist or will interface with the future MMIS, and general Information Technology (IT) functionality and business operations. Business Intelligence and Data Management Services (BIDM). BIDM will act as a data warehouse and perform data analytics for the MMIS, as well as produce reports and analytics based on the data it contains. The Department will issue a single RFP that includes a Decision Support System (DSS), data warehouse, and Statewide Data and Analytics Contractor (SDAC) services. The DSS will need to be operational by January 1, 2016 to assist in testing of the MMIS functions and Fiscal Agent Services. Provider enrollment for the SDAC web portal will need to occur prior to the BIDM Services Operations. Pharmacy Benefits Management System

3.2.3.3.1.

The Department will be contracting with an organization, resulting from solicitation HCPFRFPKC13PBMS, to provide the Pharmacy Benefits Management System that will interface with the Core MMIS and Supporting Services.

3.2.3.3.2.

The Department plans to take advantage of the latest technology and functionality available for pharmacy claims processing, drug utilization review, and other pharmacy benefit management functionality.

3.2.3.3.3.

The Department expects rebate, wholesale prices, and other pharmacy specific data to be processed and stored in the PBMS, and synchronized and/or transferred to the BIDM for reporting and analysis.

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3.2.4.

In addition, the Department will be contracting with a third party vender to serve as the IV&V Services Contractor for the Design, Development, and Implementation. The IV&V Services Contractor is to provide an objective assessment of processes throughout the development of the Department’s MMIS Components. The IV&V Services Contractor will facilitate early detection and correction of errors, enhance management insight into risks, and ensure compliance with project performance, schedule, and budget requirements.

SECTION 4.0 4.1.

STAFFING REQUIREMENTS

4.1.1.

4.2.

OFFEROR’S REQUIREMENTS

The Contractor will provide, at a minimum, two (2) project managers to assist in the implementation of the COMMIT Project. In addition, the Contractor may offer to provide other personnel to serve as Additional Project Managers. ORGANIZATION QUALIFICATIONS

4.2.1.

Mandatory Qualification Requirements

4.2.1.1.

Offeror’s organization shall meet all mandatory qualification requirements to be considered for award of a Contract from this solicitation.

4.2.1.2.

Any Offeror that does not demonstrate that its organization meets all stated requirements may be disqualified.

4.2.1.3.

Offeror’s organization shall:

4.2.1.3.1.

Be an employer that has no fewer than ten (10) full-time equivalent and/or part time employees for the taxable year.

4.2.1.3.2.

Have been in business for at least one (1) year by the proposal submission deadline.

4.2.1.3.3.

Not be an employment agency.

4.2.1.3.4.

Be an organization with at least one (1) year of experience in project management.

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4.3.

SPECIFIC EXPERIENCE

4.3.1.

The Department has determined that it desires specific experience and/or skills for each Project Manager to possess in order for the Offeror to be able to complete the Work efficiently while meeting the demands and deadlines of the Department.

4.3.2.

The Department desires that the two (2) Key Personnel Project Managers have a level of experience and education equivalent to at least the State’s General Professional (GP) V level. See Exhibit F for GP descriptions.

4.3.3.

The Department will evaluate the experience, education, and quantity of Project Managers to determine if they meet the State’s GP level as stated by the Offeror. (Note: The definition of Project Manager includes both Key Personnel Project Managers and Additional Project Managers. Otherwise, the RFP specifies Additional Project Managers or Key Personnel Project Managers when information applies only to one of the two for further clarification.)

4.3.4.

Project Manager’s experience includes the following:

4.3.4.1.

Technical and operational experience working with teams in the development of technology solutions driven from business needs.

4.3.4.2.

Large and complex transition-to-operation (including design, development, and implementation) projects that includes database conversions and transfers to component integrations and system technology with specific expertise in MMIS implementation.

4.3.4.3.

Working with CMS or projects that had CMS oversight and knowledge relating to MITA.

4.3.4.4.

Multiple approaches to managing and coordinating with providers, government agencies, vendors, subject matter experts, and users.

4.3.4.5.

System Development Life Cycle (SDLC) experience / software development process.

4.3.4.6.

Managing health care-related Information Technology (IT) projects.

SECTION 5.0 5.1.

STATEMENT OF WORK

CONTRACTOR’S GENERAL REQUIREMENTS

5.1.1.

The Department will contract with only one (1) organization, the Contractor, and will work solely with that organization with respect to all tasks and deliverables to be completed, services to be rendered and performance standards to be met.

5.1.2.

The Contractor shall not subcontract any of the Work. The Contractor may not use a Subcontractor to complete any Work related to this solicitation.

5.1.3.

The Contractor may be privy to internal policy discussions; contractual issues; price negotiations; confidential medical information; Department financial information; and advance knowledge of legislation. The Contractor shall consider and treat any such information as confidential and shall not disclose it to any third party without the written consent of the Department.

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5.1.4.

The Contractor shall work cooperatively with key Department staff and, if applicable, the staff of other contractors in the course of the Contract period to ensure the success of the Work. The Department may use, in its sole discretion, other contractors to perform activities related to the Work that are not contained in the Contract.

5.1.5.

The Contractor shall inform Department management staff on current trends and issues in the health care marketplace and provide information on new technologies in use that may impact the Contractor’s responsibilities under this Contract.

5.1.6.

The Contractor shall maintain complete and detailed records of all meetings, system development life cycle documents, presentations, project artifacts and any other interactions or deliverables related to the project described in the Contract. The Contractor shall make such records available to the Department upon request, throughout the term of the Contract.

5.1.7.

Contractor’s Relationship to the Department

5.1.7.1.

The Contractor shall perform its duties as an independent contractor and not as an employee or agent of the State or any division or department of the State.

5.1.7.2.

Neither the Contractor nor any agent or employee of the Contractor shall be deemed to be an agent or employee of the State nor any division or department of the State simply by virtue of Work performed pursuant to this Contract.

5.1.7.3.

The Contractor and its employees and agents are not entitled to unemployment insurance or workers compensation benefits through the State and the State shall not pay for or otherwise provide such coverage for the Contractor or any of its agents or employees. Unemployment insurance benefits will be available to the Contractor and its employees and agents only if such coverage is made available by the Contractor or a third party.

5.1.7.4.

The Contractor shall pay when due all applicable employment taxes, income taxes, and local head taxes incurred pursuant to this Contract. The Department will not withhold taxes on behalf of the Contractor (unless required by law).

5.1.7.4.1.

Neither the Contractor nor its employees shall be considered employees of the Department or the State for federal or state tax purposes simply by virtue of work performed pursuant to this Contract.

5.1.7.5.

The Contractor shall not have authorization, express or implied, to bind the State to any agreement, liability or understanding, except as expressly set forth in the Contract.

5.1.7.6.

The Contractor shall provide and keep in force workers' compensation and unemployment compensation insurance in the amounts required by law, provide proof thereof when requested by the State and be solely responsible for its acts and those of its employees and agents.

5.1.7.7.

The Contractor shall pay any sick leave or vacation days for its employees, and shall not invoice the Department for any sick leave or vacation days for its employees.

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5.1.7.8.

If the Contractor employs an individual on this Contract who is eligible to collect Colorado Public Employees’ Retirement Association (PERA), the Contractor shall subtract any amount the individual will be paid by the State for PERA benefits from the Contractor’s invoice under 6.2.

5.1.7.9.

The Department will not provide employment benefits for the Contractor or its employees.

5.1.7.10.

The Contractor shall offer employee benefits to Project Managers which may include, but not be limited to:

5.1.7.10.1.

Health benefits.

5.1.7.10.2.

Life insurance.

5.1.7.10.3.

Retirement.

5.1.7.10.4.

Dental insurance.

5.1.7.11.

The Contractor shall not provide any Project Mangers to perform Work under this Contract who were employed by the Department during the term of the Contract unless prior written permission is granted by the Department.

5.1.7.12.

In accordance with Colorado Statute, no former Department employee may work under this Contract until at least six (6) months following the termination of employment with the Department.

5.1.7.12.1.

5.1.8.

C.R.S. 24-18-105 Ethical principles for public officers, local government officials, and employees. (3) A public officer, a local government official, or an employee should not, within six months following the termination of his office or employment, obtain employment in which he will take direct advantage, unavailable to others, of matters with which he was directly involved during his term of employment. These matters include rules, other than rules of general application, which he actively helped to formulate and applications, claims, or contested cases in the consideration of which he was an active participant. Key Personnel and Additional Project Managers

5.1.8.1.

The Contractor shall verify that Key Personnel and any Additional Project Managers are eligible for employment in the United States through an appropriate immigration database, such as E-Verify.

5.1.8.2.

The Contractor’s Project Managers shall attend HIPAA training provided by the Department within thirty (30) days of starting Work.

5.1.8.3.

The Contractor shall provide the following Key Personnel:

5.1.8.3.1.

Two (2) Key Personnel Project Managers.

5.1.8.3.2.

One (1) Contract Manager.

5.1.8.4.

The Contractor shall provide qualified personnel to perform the Work. The Contractor shall provide the Department with a Final List of Key Personnel and any Additional Project Managers assigned to the Contract.

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5.1.8.4.1.1.

DELIVERABLE: Final List of Key Personnel and any Additional Project Managers assigned to the Contract.

5.1.8.4.1.2.

DUE: Within five (5) Business Days after the Effective Date.

5.1.8.5.

The Contractor shall obtain written approval from the Department for individuals proposed for assignment to Key Personnel and Additional Project Managers positions.

5.1.8.6.

Each of Offeror’s Key Personnel Project Managers shall have all of the following:

5.1.8.6.1.

Certification as a PMP in good standing by the Project Management Institute.

5.1.8.6.2.

Three (3) years of experience working as a Project Manager as described in Section 4.3.4.

5.1.8.6.3.

Two (2) year of experience managing health care related IT projects of similar size and complexity to that required for MMIS implementation

5.1.8.6.4.

Have experience equivalent to at least the GP V level as described in Appendix F.

5.1.8.7. 5.1.8.7.1.

Each of Offeror’s Additional Project Managers shall have all of the following: One (1) year of experience working as a Project Manager as described in Section 4.3.4.

5.1.8.8.

The Offeror’s Contract Manager, who shall serve as the primary point of contact for the Department, shall have one (1) year of experience managing employees.

5.1.8.9.

The Contract Manager shall:

5.1.8.9.1.

Serve as the primary point of contact for the Department in regards to all of the following:

5.1.8.9.1.1.

Replacing any Project Manager.

5.1.8.9.1.2.

Performance or other concerns regarding any Project Manager.

5.1.8.9.1.3.

Invoicing, payment, and time sheets.

5.1.8.9.1.4.

Any other issues, concerns, or requests for information related to the Contract.

5.1.8.9.2.

Be responsible for completion and submission of various documents including, but not limited to, the following:

5.1.8.9.2.1.

Final list of individuals assigned to the Contract.

5.1.8.9.2.2.

All current professional licensure and/or certification documentation as specified for Key Personnel and Additional Project Managers.

5.1.8.9.2.3.

Name(s), resume(s), and references for the person(s) replacing anyone in a Key Personnel or Additional Project Manager position.

5.1.8.9.2.4.

Final Replacement Plan for Key Personnel and Additional Project Managers.

5.1.8.9.2.5.

Business Continuity Plan.

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5.1.8.9.2.6. 5.1.8.10.

Leave and Absence Policy. If any of the Contractor's Project Managers are required to have and maintain any professional licensure and/or certification, either by law or contractually, then the Contractor shall submit copies of such current licenses/certifications to the Department. The Contractor shall ensure that Project Managers maintain a current certification as a PMP by the Project Management Institute.

5.1.8.10.1.

DELIVERABLE: All current professional licensure and/or certification documentation as specified for Project Managers.

5.1.8.10.2.

DUE: Within five (5) Business Days of receipt of updated licensure or upon request by the Department.

5.1.9.

Replacement Plan for Key Personnel and Additional Project Managers

5.1.9.1.

The Contractor shall maintain required staffing levels throughout the term of the Contract.

5.1.9.2.

The Contractor shall not change individuals in Key Personnel or Additional Project Manager positions without prior written approval of the Department.

5.1.9.3.

The Contractor shall replace an individual in a Key Personnel or an Additional Project Manager position if the Department deems an individual currently serving in the position incompetent, careless, insubordinate, unsuitable, or otherwise unacceptable.

5.1.9.4.

The Contractor shall supply the Department with the name(s), resume(s), and references for any proposed replacement whenever there is a change to a Key Personnel or Additional Project Manager position.

5.1.9.5.

Any individual replacing the Key Personnel or Additional Project Manager shall have qualifications that are equivalent to or exceed the stated qualifications for the position, unless otherwise approved, in writing by the Department.

5.1.9.5.1.

DELIVERABLE: Name(s), resume(s), and references for the person(s) replacing anyone in a Key Personnel or Additional Project Manager position.

5.1.9.5.2.

DUE: Within five (5) Business Days after the Key Personnel or Additional Project Manager is vacated.

5.1.9.6.

In the event of a change in Key Personnel or Additional Project Manager, the Contractor shall find and have a Department-approved replacement ready to begin work within fifteen (15) Business Days of the position being vacated.

5.1.9.7.

In the event of a change in Key Personnel or Additional Project Manager, the Contractor shall find and have a temporary replacement ready to begin work within five (5) Business Days of the position being vacated.

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5.1.9.8.

The Contractor shall provide a Replacement Plan for its Project Managers. This Replacement Plan shall be implemented by the Contractor in the event that there is a change to an individual serving as a Project Manager. This Replacement Plan shall include, at a minimum, all of the following:

5.1.9.8.1.

A description of the pool of Contractor’s employees that Contractor shall draw from in order to find a replacement Project Manager who meets the contractually required qualifications and has experience similar to that listed in Section 4.3.

5.1.9.8.2.

A contingency plan for Contractor to hire a new employee meeting the contractually required qualifications and having experience similar to that listed in Section 4.3 in the event that Contractor has no current, qualified replacement employee.

5.1.9.8.3.

A description of how the Contractor shall provide personnel to perform the Work in the interim period between replacement.

5.1.9.8.4.

Include a timeline listing the major tasks necessary for finding and placing a Project Manager replacement within fifteen (15) Business Days and providing a temporary replacement within five (5) Business Days of the Project Manager position being vacated.

5.1.9.8.4.1.1.

DELIVERABLE: Final Replacement Plan.

5.1.9.8.4.1.2.

DUE: Within ten (10) Business Days of the Effective Date.

5.1.9.9.

Project Manager’s absence from work

5.1.9.9.1.

The Contractor shall provide the Department with three (3) days notice, or upon Contractor’s knowledge if less than three (3) days, of the absence of any Project Manager.

5.1.9.9.2.

At the Department’s request, the Contractor shall provide personnel to perform the project management Work during a Project Manager’s absence.

5.1.9.9.3.

The Contractor shall deliver a Leave and Absence Policy to the Department for review and approval.

5.1.9.9.4.

The Contractor shall modify the Leave and Absence Policy as directed by the Department and submit a revised Leave and Absence Policy containing all changes directed by the Department.

5.1.9.9.4.1.

DELIVERABLE: Final Leave and Absence Policy.

5.1.9.9.4.2.

DUE: Within ten (10) Business Days of the Effective Date.

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5.1.9.10.

Personnel Availability

5.1.9.10.1.

The Contractor shall ensure Key Personnel and Additional Project Managers assigned to the Contract are available for meetings with the Department during the Department’s normal business hours. The Contractor shall also make Key Personnel and Additional Project Managers available outside of the Department’s normal business hours and on weekends with prior notice from the Department.

5.1.9.10.2.

The Contractor’s Project Managers shall perform work at a Downtown-Denver location to be determined by the Department. This location may be in any of the Department’s offices (currently located at 1570 Grant Street), any of the MMIS Vendor’s offices, or another Downtown-Denver location determined by the Department.

5.1.9.10.3.

The Contractor and Contractor’s Contract Manager may be located outside of Colorado.

5.1.9.10.4.

The Contractor’s Project Managers shall perform the Work using the Department’s equipment that will be provided by the Department, including but not limited to work stations, computers, software, phone system, general office supplies and equipment. The Department will pay for the workstations, computers, software licensing, phone system, general office supplies, and equipment.

5.1.9.10.5.

At the Department’s request, the Contractor’s Project Managers shall attend regular team building exercises and trainings regarding the Work to build cohesion between Department staff and Contractor staff.

5.1.9.10.6.

The Contractor’s Key Personnel and Additional Project Managers shall be available for all regularly scheduled meetings between the Contractor and the Department, unless the Department has granted prior, written approval otherwise.

5.1.9.10.7.

The Contractor shall ensure that the staff attending all meetings between the Department and the Contractor have the authority to represent and commit the Contractor regarding work planning, problem resolution and program development.

5.1.9.10.8.

At the Department’s direction, the Contractor shall make its Project Managers available to attend meetings as subject matter experts with stakeholders both within the State government and external or private stakeholders.

5.1.9.10.9.

The Contractor’s Project Managers that attend any meeting with the Department or other Department stakeholders shall be physically present at the location of the meeting, unless the Department gives prior, written permission to attend by telephone or video conference.

5.1.9.10.10.

The Contractor shall respond to all telephone calls, voicemails and emails from the Department within one (1) Business Day of receipt by the Contractor.

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5.1.9.11.

Low Turnover Rate

5.1.9.11.1.

The Department desires that there be little to no turnover rate for individuals filling Project Manager positions.

5.1.9.11.2.

The Department will evaluate the Offeror’s ability to provide individuals who will remain in their Project Management positions for extended lengths of time.

5.1.10.

Deliverables

5.1.10.1.

All deliverables shall meet Department-approved format and content requirements. The Department will specify the number of copies and media for each deliverable.

5.1.10.2.

Each deliverable will be reviewed by the Department and shall require formal, written approval from the Department before acceptance of the deliverable. The Contractor shall allow for a minimum ten (10) Business Days following receipt, per deliverable, for the Department to review each deliverable and document its findings, except as specified herein. Based on the review findings, the Department may accept the deliverable, reject portions of the deliverable, reject the complete deliverable, or require that revisions be made. The Contractor shall make all changes directed by the Department. Unless otherwise agreed to by the Department in writing, the Contractor shall be required to submit replacement portions or a complete revised version of the deliverable within five (5) Business Days following receipt of Department comments. The Department shall have an additional five (5) Business Day review period whenever replacement portions or a complete revised version of a deliverable is resubmitted.

5.1.10.3.

The Contractor shall employ an internal quality control process to ensure that all deliverables, documents and calculations are complete, accurate, easy to understand and of high quality. The Contractor shall provide deliverables that, at a minimum, are responsive to the specific requirements, organized into a logical order, contain no spelling or grammatical errors, formatted uniformly and contain accurate information and correct calculations. The Contractor shall retain all draft and marked-up documents and checklists utilized in reviewing documents for reference through the duration of the project and project acceptance.

5.1.10.4.

The Contractor shall document, in writing, and deliver to the Department its responses to the Department’s comments and requests for revisions or clarification of deliverable contents.

5.1.10.5.

At the Department’s request, the Contractor shall be required to conduct a walkthrough of Department-selected deliverables to facilitate the Department's review and approval process. The walk-through shall consist of an overview of the deliverable, explanation of the organization of the deliverable, presentation of critical issues related to the deliverable and other information as requested by the Department. It is anticipated that the content of the walk-through may vary with the deliverable presented.

5.1.10.6.

In the event that any due date for a deliverable falls on a day that is not a Business Day, then the due date shall be automatically extended to the next Business Day, unless otherwise directed by the Department.

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5.1.10.7.

All due dates or timelines that reference a period of days shall be measured in calendar days, months and quarters unless specifically stated as Business Days or otherwise. All times stated in the Contract shall be considered to be in Mountain Time, adjusted for Daylight Savings Time as appropriate, unless specifically stated otherwise.

5.1.10.8.

No deliverable, report, data, procedure, or system created by the Contractor for the Department that is necessary to fulfilling the Contractor's responsibilities under the Contract, as determined by the Department, shall be considered proprietary.

5.1.10.9.

Any document, deliverable or other item delivered to the Department for review and approval shall require written approval by the Department before the Contractor may consider that document, deliverable or other item approved.

5.1.11.

Stated Deliverables and Performance Standards

5.1.11.1.

5.1.12.

Any section within this Statement of Work headed with or including the term "DELIVERABLE" or "PERFORMANCE STANDARD" is intended to highlight a deliverable or performance standard contained in this Statement of Work and provide a clear due date for deliverables. The sections with these headings are not intended to expand or limit the requirements or responsibilities related to any deliverable or performance standard. Communication Requirements for the Contractor and the Contractor’s Contract Manager

5.1.12.1.

Communication with the Department

5.1.12.1.1.

The Contractor shall exchange documents and electronic files with the Department staff in compatible formats. The Department currently uses Microsoft Office 2013 and/or Microsoft Office 365 for PC. If the Contractor uses a compatible program that is not the Department’s current Microsoft version for PC, then the Contractor shall ensure that all documents or files delivered to the Department are completely transferrable and reviewable, without error, on the Department’s systems.

5.1.12.1.2.

The Department will use a transmittal process to provide the Contractor and the Contractor’s Contract Manager with official direction within the scope of the Contract.

5.1.12.1.3.

The Department will not use a transmittal process to provide the Contractor’s Project Managers with official direction to perform or how to perform Work within the scope of the Contract.

5.1.12.1.4.

The Contractor and the Contractor’s Contract Manager shall comply with all direction contained within a completed transmittal. For a transmittal to be considered complete, it must include, at a minimum, all of the following:

5.1.12.1.4.1.

The date the transmittal will be effective.

5.1.12.1.4.2.

Direction to the Contractor regarding performance under the Contract.

5.1.12.1.4.3.

A due date or timeline by which the Contractor shall comply with the direction contained in the transmittal.

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5.1.12.1.4.4.

The signature of the Department employee who has been designated to sign transmittals.

5.1.12.1.5.

The Department will provide the Contractor with the name of the person it has designated to sign transmittals on behalf of the Department, who will be the Department’s primary designee. The Department will also provide the Contractor with a list of backups who may sign a transmittal on behalf of the Department if the primary designee is unavailable. The Department may change any of its designees from time to time by providing notice to the Contractor through a transmittal.

5.1.12.1.6.

The Department may deliver a completed transmittal to the Contractor in hard copy, as a scanned attachment to an email or through a dedicated communication system, if such a system is available.

5.1.12.1.7.

If the Contractor or the Contractor’s Contract Manager receives conflicting transmittals, the Contractor shall contact the Department’s primary designee, or backup designees if the primary designee is unavailable, to obtain direction. If the Department does not provide direction otherwise, then the transmittal with the latest effective date shall control.

5.1.12.1.8.

In the event that the Contractor or the Contractor’s Contract Manager receives direction from the Department outside of the transmittal process, it shall contact the Department’s primary designee, or backup designees if the primary designee is unavailable, and have the Department confirm that direction through a transmittal prior to complying with that direction.

5.1.12.1.9.

Transmittals may not be used in place of an amendment, and may not, under any circumstances be used to modify the term of the Contract or any compensation under the Contract.

5.1.12.1.10.

The Contractor shall retain all transmittals for reference and shall provide copies of any received transmittals upon request by the Department.

5.1.12.2.

Communication with External Entities Other than the MMIS Vendors and the IV&V Services Contractor

5.1.12.2.1.

The Contractor, Key Personnel, and Additional Project Managers shall not engage in any non-routine communication with any Client, any Provider, the media, or the public without the prior written consent of the Department.

5.1.12.2.2.

The Contractor’s Project Managers shall follow the Department’s contract managers’ and project managers’ direction in regards to external communication with Providers and other external entities.

5.1.13. 5.1.13.1.

Business Continuity The Contractor shall create a Business Continuity Plan that the Contractor will follow in order to continue operations after a Disaster or a Business Interruption. The Business Continuity Plan shall include, but is not limited to, all of the following:

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5.1.13.1.1.

How the Contractor will replace staff that has been lost or is unavailable during or after a Business Interruption so that the Work is performed in accordance with the Contract.

5.1.13.1.2.

How the Contractor will minimize the effects on the Department of any Business Interruption.

5.1.13.2.

The Contractor shall deliver the Business Continuity Plan to the Department for review and approval.

5.1.13.2.1.

DELIVERABLE: Business Continuity Plan

5.1.13.2.2.

DUE: Within ten (10) Business days after the Effective Date

5.1.13.3.

The Contractor shall review its Business Continuity Plan at least semi-annually and update the plan as appropriate to account for any changes in the Contractor’s processes, procedures, or circumstances. The Contractor shall submit an Updated Business Continuity Plan that contains all changes from the most recently approved prior Business Continuity Plan or Updated Business Continuity Plan or shall note that there were no changes.

5.1.13.3.1.

DELIVERABLE: Updated Business Continuity Plan

5.1.13.3.2.

DUE: Semi-annually, by June 30th of each year.

5.1.13.4.

5.1.14.

In the event of any Business Interruption, the Contractor shall implement its most recently approved Business Continuity Plan or Updated Business Continuity Plan immediately after the Contractor becomes aware of the Business Interruption. In that event, the Contractor shall comply with all requirements, deliverables and milestones contained in the implemented plan. Intellectual Property Ownership

5.1.14.1.

In addition to the intellectual property ownership rights in the Contract, the following subsections describe the intellectual property ownership requirements that the Contractor shall meet during the term of the Contract in relation to federal financial participation.

5.1.14.2.

To facilitate obtaining the desired amount of federal financial participation under 42 CFR §433.112, the Department shall have all ownership rights, not superseded by other licensing restrictions, in all materials, programs, procedures, etc., designed, purchased, or developed by the Contractor and funded by the Department. The Contractor shall use contract funds to develop all necessary materials, programs, products, procedures, etc., and data and software to fulfill its obligations under the Contract. Department funding used in the development of these materials, programs, procedures, etc. shall be documented by the Contractor. The Department shall have all ownership rights in data and software, or modifications thereof and associated documentation and procedures designed and developed to produce any systems, programs reports and documentation and all other work products or documents created under the Contract. The Department shall have these ownership rights, regardless of whether the work product was developed by the Contractor for work product created in the performance of this Contract. The Department reserves, on behalf of itself, the Federal Department of

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Health and Human Services and its contractors, a royalty-free, non-exclusive, and irrevocable license to produce, publish or otherwise use such software, modifications, documentation, and procedures. Such data and software includes, but is not limited to, the following: 5.1.14.2.1.

All computer software and programs, which have been designed or developed for the Department, or acquired by the Contractor on behalf of the Department, which are used in performance of the Contract.

5.1.14.2.2.

All internal system software and programs developed by the Contractor, including all source codes, which result from the performance of the Contract; excluding commercial software packages purchased under the Contractor’s own license.

5.1.14.2.3.

All necessary data files.

5.1.14.2.4.

User and operation manuals and other documentation.

5.1.14.2.5.

System and program documentation in the form specified by the Department.

5.1.14.2.6.

Training materials developed for Department staff, agents, or designated representatives in the operation and maintenance of this software.

5.1.15.

Performance Reviews

5.1.15.1.

The Department may conduct performance reviews or evaluations of the Contractor in relation to the Work performed under the Contract.

5.1.15.2.

The Department may work with the Contractor in the completion of any performance reviews or evaluations or the Department may complete any or all performance reviews or evaluations independently, at the Department's sole discretion.

5.1.15.3.

The Contractor shall provide all information necessary for the Department to complete all performance reviews or evaluations, as determined by the Department, upon the Department's request. The Contractor shall provide this information regardless of whether the Department decides to work with the Contractor on any aspect of the performance review or evaluation.

5.1.15.4.

The Department may conduct these performance reviews or evaluations at any point during the term of the Contract, or after termination of the Contract for any reason.

5.1.15.5.

The Department may make the results of any performance reviews or evaluations available to the public, or may publicly post the results of any performance reviews or evaluations.

5.2. 5.2.1.

MEETING PARTICIPATION At the Department’s request, the Contractor’s Project Managers shall participate in or facilitate weekly or more frequent project meetings which may include, but are not limited to, the following:

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5.2.1.1.

Meetings with the Department to keep the Department informed as to the progress of the MMIS Components and to ensure coordination between the Department and the MMIS Vendors.

5.2.1.2.

Status update meetings with the Department contract and project managers for the MMIS Components as well as operations and senior management staff of any involved state organizations.

5.2.1.3.

Team meetings with State personnel, including but not limited to, the MMIS and the CBMS directors as well as technical and support personnel for each system, to discuss the progress of the MMIS Components.

5.2.1.4.

Other meetings as requested by the Department with the Department and the MMIS Vendors to complete project tasks and resolve issues. In facilitating the meetings listed in Section 5.2, the Contractor’s Project Managers shall, at a minimum, do all of the following as directed by the Department:

5.2.2. 5.2.2.1.

Draft and issue meeting agendas.

5.2.2.2.

Record minutes and action items.

5.2.2.3.

Send the recorded minutes and action items to the Department and individuals in attendance.

5.3.

PROJECT MANAGERS

5.3.1.

The Contractor’s Project Managers shall provide management support and oversight support during the transition from the legacy MMIS to the implementation of the MMIS Components.

5.3.2.

At the Department’s direction, the Contractor’s Project Managers shall provide support which may include, but is not limited to, the following:

5.3.2.1.

Develop and maintain project schedules and coordinate the MMIS Vendors’ activities through the Department’s contract and project managers so that each stage of the MMIS Components are completed on time and the project culminates in a July 2016 implementation.

5.3.2.2.

Define goals and objectives for assigned project areas consistent with Departmental decisions.

5.3.2.3.

Identify key activities that are needed from the Department, contractors, vendors, and other stakeholders.

5.3.2.4.

Review the MMIS Vendors’ progress to ensure that the delivered MMIS Components meet the goals and objectives of the Department.

5.3.2.5.

Coordinate the activities of MMIS Vendors to develop and implement technical solutions required to fulfill project requirements.

5.3.2.6.

Perform a quality assessment of the implementation solutions put forth by the MMIS Vendors prior to implementation. Provide recommendations to improve implementation solutions.

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5.3.2.7.

Assist with creating and providing training content related to the MMIS Components.

5.3.2.8.

Facilitate appropriate changes to the Department’s procedures, operations, and systems.

5.3.2.9.

Develop a plan for and engage in proactive and ongoing stakeholder engagement including identification of stakeholders, communication, risk planning, and active collaboration.

5.3.2.10.

Develop and maintain project work plans, action item lists and issue logs.

5.3.2.11.

Manage the daily project operations including resource assignments and project scope.

5.3.2.12.

Identify risks that would have the potential to both negatively and positively impact the schedule, budget, or output. Implement appropriate risk responses, contingency plans, and solutions for these risks.

5.3.2.13.

Perform project management functions to direct high-level and complex analysis, design, construction, and testing and implementation activities.

5.3.2.14.

Maintain transparency of project management functions and project results so that all parties remain properly informed.

5.3.2.15.

Maintain project management documentation, such as charts and progress reports, as defined by the Department.

5.3.2.16.

Other project management responsibilities as assigned by the Department’s MMIS Component and project managers in relation to the MMIS Components.

5.3.3.

The Contractor’s Project Managers shall coordinate the resolution of issues between the MMIS Vendors and participating state organizations which may include, but is not limited to, the following:

5.3.3.1.

Work with the Department’s MMIS Vendors and Department project managers and other staff to resolve risk issues that without resolution could affect time, cost, or performance during the project.

5.3.3.2.

Provide recommendations to improve implementation solutions.

5.3.3.3.

Establish and maintain a Lessons Learned Log throughout the life of the Contract. The Lessons Learned Log shall describe what went wrong during the implementation, suggestions to avoid similar occurrences in the future, what went well, and how similar activities or tasks involved in implementation may benefit from this information.

5.3.4.

5.3.4.1.

At the Department’s request, the Contractor’s Project Managers shall assist the Department in managing the budget of the MMIS Components which may include, but is not limited to, the following: Reviewing invoices submitted to the Department for the MMIS Components for accuracy and appropriate allocation prior to submittal to the Department’s accounting section.

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5.3.4.2. 5.3.5.

Managing and tracking budget costs to ensure that the MMIS Components stays within budget limits. IV&V Services Contractor

5.3.5.1.

When directed to do so by the Department, the Contractor’s Project Managers shall assist with the project management of the IV&V Services Contractor for Design, Development, and Implementation which may include, but is not limited to, the following:

5.3.5.1.1.

Collaborating with the IV&V Services Contractor in the testing and review of the MMIS Components.

5.3.5.1.2.

Conducting a risk assessment based on the information provided by the IV&V Services Contractor.

5.3.5.1.3.

Updating and refining the project management process based on recommendations from the IV&V Services Contractor.

5.3.5.1.4.

Communicating with Department subject matter experts on changes and risk identification.

5.3.5.1.5.

Acting as a reviewer for assessment reports generated by the IV&V Services Contractor.

5.3.5.1.6.

Coordinating the IV&V Services Contractor recommendations with the Department’s project managers and other staff.

5.4.

PROJECT MANAGER DELIVERABLES, MONITORING TIMELINES, AND REPORTING REQUIREMENTS

5.4.1.

At the Department’s direction, the Contractor’s Project Managers shall monitor deliverables and timelines which may include, but is not limited to, the following:

5.4.1.1.

Developing a reporting mechanism and reports to track status, risks and accomplishments, as well as monitoring the deliverables schedule in the MMIS Vendors’ contracts to ensure that the Department receives deliverables and is given sufficient time to review deliverables.

5.4.1.2.

Notifying the appropriate Department MMIS contract and project manager in the event that MMIS Components deliverables are overdue or unacceptable.

5.4.1.3.

Assisting the Department’s MMIS contract and project managers to work with the MMIS Vendors in order to get the MMIS Vendors to submit overdue deliverables.

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5.4.1.4.

Reviewing the deliverables submitted by the MMIS Vendors to ensure all of the following:

5.4.1.4.1.

That the deliverables are complete, accurate, easy to understand and of high quality.

5.4.1.4.2.

That the deliverables meet specific requirements, are organized into a logical order, contain no spelling or grammatical errors, are formatted uniformly and contain accurate information and correct calculations. The Contractor’s Project Managers shall provide a Monthly Written Project Report to help ensure that project deadlines are met or exceeded. This report shall list:

5.4.2. 5.4.2.1.

The tasks completed by the MMIS Vendors that month.

5.4.2.2.

The MMIS deliverables received and accepted by the Department that month.

5.4.2.3.

The MMIS deliverables that are overdue at that point in time. The reason for the delay in delivery and the new due date for each overdue deliverable.

5.4.2.3.1.

DELIVERABLE: Monthly Written Project Report

5.4.2.3.2.

DUE: by the fifteenth (15th) Business Day of the month following the month for which the report covers. The Contractor’s Project Managers shall provide a : Monthly Written Issues/Risks Reports addressing the issues and risks to accomplishment. This report shall:

5.4.3. 5.4.3.1.

Make recommendations to improve results, correct deficiencies, and make personnel suggestions.

5.4.3.2.

Identify any resource gaps and suggest an appropriate resolution to achieve the required implementation schedule.

5.4.3.3.

Identify risks that would have the potential to both negatively and positively impact the schedule, budget or project objectives/deliverables, incorporate appropriate risk responses, and contingency plans/solutions for these risks.

5.4.3.3.1.

DELIVERABLE: Monthly Written Issues/Risks Reports

5.4.3.3.2.

DUE: by the fifteenth (15th) Business Day of the month following the month for which the report covers.

5.4.4.

The Contractor’s Project Managers shall provide the reports listed in this section in the format directed by the Department and containing the information requested by the Department.

5.4.5.

The Contractor shall retain all draft and marked-up documents and checklists utilized in reviewing documents for reference through the duration of the project and project acceptance.

5.5. 5.5.1.

CONTRACT MANAGEMENT REPORTING REQUIREMENTS The Contractor’s Contract Manager shall provide the reports listed in this section in the format directed by the Department and containing the information requested by the Department.

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The Contractor’s Contractor Manager shall provide a Monthly Written Project Report to help ensure that project deadlines are met or exceeded. This report shall list:

5.5.2. 5.5.2.1.

The tasks completed by Project Managers that month.

5.5.2.2.

Information concerning the replacement of Key Personnel and Additional Project Managers.

5.5.2.3.

The total number of hours worked per week by Project Managers.

5.5.2.4.

Any attendance issues or leave days taken by Project Managers.

5.5.2.5.

Any performance or behavioral issues with Project Managers.

5.5.2.6.

Any incidents or issues that have a negative effect on the Project Managers overall work performance.

5.5.2.7.

Make recommendations to improve results, correct deficiencies, and make personnel suggestions.

5.5.2.7.1.

DELIVERABLE: Monthly Written Project Report

5.5.2.7.2.

DUE: by the tenth (10th) Business Day of the month following the month for which the report covers.

5.6.

START-UP AND CLOSEOUT PERIODS

5.6.1.

Start-Up

5.6.1.1.

The Contractor shall not engage in any Work under the Contract prior to the Operational Start Date. The Department shall not be liable to the Contractor for, and the Contractor shall not receive, any payment for any period prior to the Operational Start Date under the Contract.

5.6.1.2.

The Contractor shall be ready to begin performance under the Contract on the Operational Start date.

5.6.1.2.1. 5.6.2.

The Contractor’s Project Managers shall begin to perform the Work on the Operational Start Date. Closeout Period

5.6.2.1.

The Closeout Period shall begin on the earlier of ninety (90) days prior to the end of the renewal term of the Contract or notice by the Department of non-renewal. The Closeout Period shall end on the day that the Department has accepted the final deliverable for the Closeout Period.

5.6.2.2.

During the Closeout Period, the Contractor shall complete all of the following:

5.6.2.2.1.

Provide to the Department, or any other contractor at the Department's direction, all reports, data, systems, deliverables, and other information as determined by the Department.

5.6.2.2.2.

Ensure that all responsibilities under the Contract have been transferred to the Department, or to another contractor at the Department's direction, without significant interruption.

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5.6.2.2.3.

5.6.2.3.

Continue meeting each requirement of the Contract or until the Department determines that specific requirement is being performed by the Department or another contractor, whichever is sooner. The Department will determine when any specific requirement is being performed by the Department or another contractor, and will notify the Contractor of this determination for that requirement. The Department will perform a closeout review to ensure that the Contractor has completed all requirements of the Closeout Period. The Contractor shall ensure that all responsibilities of the Closeout Period will be complete by the termination of the Contract.

SECTION 6.0 6.1.

COMPENSATION AND INVOICING

HOURLY RATE

6.1.1.

The Department will pay the Contractor for Approved Hours worked and invoiced at the hourly rate that the Offeror submits in response to this proposal.

6.1.2.

Each Project Manager shall work for at least thirty (30) hours per workweek on Business Days.

6.1.3.

Each Project Manager shall work for no greater than forty (40) hours per workweek.

6.1.4.

The Department will neither pay for hours of Work in excess of forty (40) hours per week nor will the Department pay for overtime Work, sick leave, or vacation days.

6.1.5.

Each Project Manager’s work schedule shall include the Department’s core hours. The Department’s core hours are from 9:00 am to 4:00 pm Mountain Time.

6.1.6.

Project Managers shall not work on Departmental holidays, and the Department will not pay for Work conducted on Departmental holidays.

6.1.7.

Approved Hours shall only include the following:

6.1.7.1. 6.2.

Actual time spent performing Work approved by the Department.

INVOICING AND PAYMENT PROCEDURES

6.2.1.

The Contractor shall invoice the Department on a monthly basis, by the fifteenth (15th) Business Day of the month following the month for which the invoice covers.

6.2.2.

The invoice shall be in a Department-approved format.

6.2.3.

The Invoice shall include, at a minimum, all of the following:

6.2.3.1.

The total number of Approved Hours worked by each Project Manager during the month.

6.2.3.2.

A description of each activity on which each Project Manager worked and the number of hours worked on each activity.

6.2.3.3.

A copy of the time sheet submitted by each Project Manager.

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6.2.4.

Payment of Invoices

6.2.4.1.

The Department shall remit payment to the Contractor, for all amounts shown on an invoice, within forty-five (45) days of the Department’s acceptance of that invoice. Acceptance of an invoice shall not imply the acceptance or sufficiency of any work performed or deliverables submitted to the Department during the month for which the invoice covers or any other month. The Department shall not make any payment on an invoice prior to its acceptance of that invoice.

6.2.4.2.

The Department will review the submitted invoice, and compare the information contained in the invoice to the Department’s information. The Department will only accept an invoice after it has reviewed the information contained on the invoice and determined that all amounts are correct.

6.2.4.3.

In the event that the Department determines that all information on an invoice is correct, the Department shall notify the Contractor of its acceptance of the invoice, in writing.

6.2.4.4.

In the event that the Department determines that any information on an invoice is incorrect, the Department will notify the Contractor of this determination and what is incorrect on the invoice. The Contractor shall correct any information the Department determined to be incorrect and resubmit that invoice to the Department for review.

6.2.4.4.1.

The Department will review the invoice to ensure that all corrections have been made.

6.2.4.4.2.

If all information on the resubmitted invoice is correct, the Department will accept the invoice.

6.2.4.4.3.

If any information on the resubmitted invoice is still incorrect, then the Department will return the invoice to the Contractor for correction and resubmission.

6.2.4.5.

In the event that the Contractor believes that the calculation or determination of any payment is incorrect, the Contractor shall notify the Department of the error within thirty (30) days of receipt of the payment or notification of the determination of the payment, as appropriate. The Department will review the information presented by the Contractor and may make changes based on this review. The determination or calculation that results from the Department’s review shall be final. No disputed payment shall be due until after the Department has concluded its review.

6.2.4.6.

Notwithstanding section 6.2.4.1., all payments for the final month of the Contract shall be paid to the Contractor no sooner than ten (10) days after the Department has determined that the Contractor has completed all of the requirements of the Closeout Period.

6.3. 6.3.1.

BUDGET The Department has a fixed budget for this project. Any proposal that has a total hourly rate that exceeds $26,000.00 in a monthly calculation that assumes an average of 170 working hours per Project Manager per month may be rejected without further consideration.

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6.3.2.

The Department’s evaluation of whether a proposal exceeds the fixed budget for this project will be based on a monthly calculation that assumes an average of 170 hours per Project Manager per month and the hourly rates submitted by the Offeror.

6.3.3.

Note that the 170 working hours per Project Manager per month is only provided to provide comparable budgets for evaluation purposes. The actual hours worked by each Project Manager is expected to be 40 hours per work, and during any given month the actual number of hours may exceed or be less than the 170 working hours established in this RFP for budgeting and evaluation purposes.

SECTION 7.0 7.1.

EVALUATION METHODOLOGY

EVALUATION PROCESS

7.1.1.

The evaluation of proposals will result in a recommendation for award of the Contract. The award will be made to the Offeror whose proposal, conforming to the solicitation, will be most advantageous to the State of Colorado, price and other factors considered.

7.1.2.

The Department will conduct a comprehensive, thorough, complete, and impartial evaluation of each proposal received.

7.2.

EVALUATION COMMITTEE

7.2.1.

An Evaluation Committee will be established utilizing measures to ensure the integrity of the evaluation process. These measures include the following:

7.2.1.1.

Selecting committee members who do not have a conflict of interest regarding this solicitation.

7.2.1.2.

Facilitating the independent review of proposals.

7.2.1.3.

Requiring the evaluation of the proposals to be based strictly on the content of the proposal.

7.2.1.4.

Ensuring the fair and impartial treatment of all Offerors.

7.2.2.

The objective of the Evaluation Committee is to conduct reviews of the proposals that have been submitted, to hold frank and detailed discussions among themselves, and to recommend an Offeror for award.

7.2.3.

The Evaluation Committee will evaluate proposals to determine if each Offeror met all mandatory experience and/or qualification requirements. The mandatory experience and/or qualification requirements are scored on a Met/Not Met basis and only those proposals found by the Evaluation Committee to meet all mandatory requirements can be considered for a Contract resulting from this solicitation.

7.2.4.

Proposals will then be evaluated by the Evaluation Committee using the evaluation criteria in Section 7.4. Evaluation criteria may be weighted in order to reflect the relative importance of the criterion. The number of points given for each criterion will be based on the evaluator’s assessment of the response including whether all critical elements described in the solicitation have been addressed, the capabilities of the Offeror, the quality of the approach and/or solution proposed, and any other aspect determined relevant by the Department. Scores for all evaluators will be multiplied by the weighting, if specified, to determine the number of points.

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7.2.5.

The Evaluation Committee will rank the proposals based on the number of points. The Evaluation Committee will then determine whether the proposal receiving the highest number of points should receive the award. If the Evaluation Committee determines that the proposal with the highest number of points should not receive the award, then the Evaluation Committee will determine if the proposal with the next highest number of points should receive the award and so on. The proposal with the highest number of points is not guaranteed an award as the Evaluation Committee is charged with awarding the Contract to the proposal that will be most advantageous to the State of Colorado, price and other factors considered.

7.2.6.

The Evaluation Committee may, if it deems necessary, request clarifications, conduct discussions or oral presentations, or request best and final offers. The Evaluation Committee may adjust its scoring based on the results of such activities. However, proposals may be reviewed and determinations made without such activities. Offerors should be aware that the opportunity for further explanation might not exist; therefore, it is important that proposal submissions are complete.

7.3. 7.3.1.

7.4.

COMPLIANCE It is the Offeror’s responsibility to assure that Offeror’s proposal is complete in accordance with the direction provided within all solicitation documents. Failure of an Offeror to provide any required information and/or failure to follow the response format set forth in Appendix A, Administrative Information, may result in the disqualification of the proposal. EVALUATION CRITERIA

7.4.1.

The Evaluation Committee will evaluate the experience, quantity, and education of Project Managers to determine which Contractor will be most advantageous to the State. Offerors will not necessarily receive additional points for Additional Project Managers if the Key Project Managers are able to efficiently and effectively perform the Work without Additional Project Managers.

7.4.2.

The evaluation criteria to be used in evaluating proposals and recommending an award from this solicitation are as follows:

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MANDATORY MINIMUM RESPONSE 1. Provide a statement of whether the Offeror has a conflict of interest or potential conflict of interest as detailed in Section 1.2. MANDATORY MINIMUM RESPONSE 2. Provide details that demonstrate how Offeror meets all mandatory qualification requirements. Offeror’s response should list each stated qualification requirement separately and follow the listed requirement with the details that demonstrate how Offeror meets that specific requirement. Offeror should include evidence of state registration that shows how long the Offeror has been in business and a list of at least ten (10) current employees evidenced by the employees’ initials, job titles, and length of employment. OFFEROR'S RESPONSE 1. Provide a detailed description of how the Offeror will provide for little or no turnover rate for individuals filling Project Manager positions. Include a description of the average, current turnover rates in other temporary positions comparable to the Project Management positions. OFFEROR'S RESPONSE 2. Provide the resumes for at least three (3) individuals, who the Offeror could make available to the Department for the Key Personnel Project Manager positions. In addition, include a summary for each person that demonstrates his or her experience similar to that listed in Section 5.1.8.6 and how that person meets the requirements. The three (3) individuals’ resumes shall clearly demonstrate the following: a.

Certification as a PMP in good standing by the Project Management Institute.

b.

Three (3) years of experience working as a Project Manager as described in Section 4.3.4.

c.

Two (2) year of experience managing health care related IT projects of similar size and complexity to that required for MMIS implementation

d.

Have experience equivalent to at least the GP V level as described in Appendix F.

In the event that any resume does not clearly state that the person meets the contractually required qualifications, then the Department may remove that resume from the evaluation. The Department will not conduct interviews during the evaluation process, so resumes need to clearly demonstrate the individual’s experience and qualification.

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OFFEROR'S RESPONSE 3. Provide the resumes for Additional Project Managers, if any, that the Offeror will provide. In addition, include a summary for each person that demonstrates his or her experience similar to that listed in Section 5.1.8.7 and how that person meets the requirements. Each resume shall clearly state the equivalent GP Level and include the appropriate experience and education as described in Appendix F. Provide an explanation of the value added by the Additional Project Mangers. In the event that any resume does not clearly state that the person meets the contractually required qualifications, then the Department may remove that resume from the evaluation. The Department will not conduct interviews during the evaluation process, so resumes need to clearly demonstrate the individual’s experience and qualification. OFFEROR'S RESPONSE 4. Provide the resume(s) for at least one (1) individual(s), who the Offeror could make available for the Contract Manager position. The resume(s) shall clearly indicate whether the person(s) has one (1) year of experience managing employees. OFFEROR'S RESPONSE 5.

Provide a Draft Replacement Plan.

OFFEROR'S RESPONSE 6.

Provide a Draft Leave and Absence Policy.

OFFEROR'S RESPONSE 7. Provide a detailed description of the Contractor’s ability to provide the services listed in the RFP including details concerning Contractor’s Project Managers’ ability to perform the Work listed in this RFP. OFFEROR'S RESPONSE 8. Provide a detailed description of additional services that Contractor and Contractor’s Project Managers shall provide over and above that already listed in this RFP. OFFEROR'S RESPONSE 9. Complete Exhibit E, Pricing Worksheet by providing a single firm hourly price for each Project Manager’s performance of the Work. Include the amount paid to the respective Project Manager, and their level under the State’s General Professional classification (e.g., GPIV, GPV).

MANDATORY MINIMUM REQUIREMENTS

MET / NOT MET

Conflict of Interest Organizational Mandatory Minimum Requirements TECHNICAL PROPOSAL

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WEIGHTING

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Resumes and explanation of the Key Personnel Contract Manager, two (2) Key Personnel Project Managers, and Additional Project Managers. Includes the number of Additional Project Managers and the value added by the Additional Project Mangers offered under the proposal

60%

Draft Project Manager Replacement Plan

10%

Draft Leave and Absence Policy

5%

Description of how the Offeror will provide for little or no turnover rate for individuals filling Project Manager positions

5%

Ability to Provide the Services Listed in the RFP

5%

Additional Services Above Those Listed in the RFP

5%

PRICING PROPOSAL

Firm Fixed Hourly Rate for the Total of all Project Managers

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WEIGHTING

10%

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