Roundup - Volume 2, Issue 3 - October 9, 2013

file and maintain an evaluation of a vendor’s performance on most consulting contracts over $5,000. Unsatisfactory performance can keep a company from bidding on new projects for up to three years, although this provision in the law has never been enforced.

“We’ve run frankly into issues around some of our projects, around lack of performance, and in some cases the state’s inability to hold vendors accountable when there is a lack of performance,” said Ramos.

After the failure of a couple of high-profile IT projects this year and legislation to move the procurement authority for large IT projects from the Department of General Services to the newly created Department of Technology (CalTech), the state of California is placing a new emphasis on IT vendor performance.

“One of the things that has become very evident to us is that we have to take into account vendor performance as part of the evaluation of a bid,” said CalTech Director Carlos Ramos at a recent technology industry conference. “What I mean is… what has been the vendor’s track record in working with the state or other public sector entities?”

Ramos said the department is looking for ways of measuring and tracking performance, not only for evaluating individual bids, but for overall performance that may impact a company’s future ability to compete for projects.

A department spokesman said CalTech would utilize existing rules within state law to hold underperforming contractors accountable. According to the California Public Contracts Code, agencies are statutorily required to

State Sets New Priority to

Measure IT Vendor Per formanceBy Amy Stewart

Inside:

Project Profile 2 Tech Moves 5 Contracts 6 Bids 7 Legal Perspective 8 Upcoming Events 9

Photo: Bill Foster, Techwire.net

CA Medicaid Management Information System (CA-MMIS)Department of Health Care Services (DHCS)• Estimated total cost: $458,591,056 • Percent complete: 13% • Estimated time frame: December 2009 – September 2017 (7.6 years) • System Vendor: Xerox • RFP Issued: December 2008 (EDS was original contractor) The project consists of a services contract with a significant IT component, and therefor did not go through the traditional Feasibility Study Report process.

Status/Current phase: Phase 2, Wave 1. The business rules extraction has been published, and they are currently working on the requirements elicitation document. There will be a total of four phases to fully implement the new system by 2017.

Project Summary: Filing claims for and receiving Medi-Cal payments is currently a complicated and time-consuming task due to an outdated payment system, the 30-year old legacy CA-MMIS. The current payment system also does not comply with federal Medicaid Information Technology Architecture (MITA) requirements that would allow it to qualify for enhanced federal funding. MITA 3.0 is the federal government’s standard for all states to have uniform architecture.

Every week, the current system writes checks for about $350 million in claims to providers, physicians, pharmacists, hospitals and treatment facilities. California is the largest Medicaid program in the country, with more local systems than in any other state system.

The project will update CA-MMIS to modern hardware and software and implement the MITA requirements of developing a modular, interoperable system, system self-assessments, align with industry standards of security and privacy, promote sharing and reuse of Medicaid technology within and between states, process claims accurately and promptly using automation and performance tests, make reports available for oversight and transparency, lower overall maintenance costs and implementation timeframes based upon state and federal mandates, and enable interoperability with health information enterprises and community organizations.

Project Managers: Vicki Sady, Deputy Director, Bill Otterbeck, Assistant Deputy Director

Department Chief Information Officer: Chris Cruz

Sources: Department of Technology, Department of Health Care Services websites.

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R o u n d u p 3

IT Procurement Update

DGS reissues RFP for IT Services Master Agreement

The Department of General Services (DGS) has resubmitted a Request for Proposal (RFP) for the IT Consulting Services Master Service Agreement.

Released on Oct. 4, the RFP is soliciting potential contractors to consult on a Master Service Agreement that will be used by California state agencies.

An earlier version of the RFP was canceled in August due to DGS’s requirement of three verbal references from each bidding company. Between 150 and 200 companies responded to the bid, but many of the potential references were out of the office on vacation or in other time zones.

The change was originally made so that those evaluating the bids could “perform a higher level of due diligence,” said department spokesman Eric Lamoureux in a Techwire article on the cancellation.

The existing IT MSA was extended for one year, with the new agreement to replace it after awards are made, which are expected in January 2014.

According to the new RFP fact sheet, each proposer can now submit three references in a PDF format signed by their reference, and DGS will validate each reference via email.

The deadline to submit a proposal is Oct. 23 at 2 pm PDT. A webinar is scheduled for October 14 for the department to answer questions.

RFI released for new Cal-Access system

The Secretary of State’s office has released a Request for Information (RFI) to gather information for the new Cal-Access system Feasibility Study Report (FSR).

Cal-Access is the disclosure system for lobbyists and campaign donations for state elections. However, the system has been prone to crashes and month-long shutdowns.

The legislature passed a bill last month to require Cal-Access to undergo critical system updates to make filing campaign statements and lobbyist registrations easier as well as make the system more easily searchable. The bill, SB 3, is currently awaiting action from the governor.

The RFI’s purpose is to gather market survey information for the Cal-Access FSR, according to its description posted on the Department of General Services website.

Proposals will be accepted until Oct. 28 at 4 pm PDT.

-- Amy Stewart

PUBLISHER / EDITOR

Bill Maile

CONTRIBUTING EDITOR

Chad Vander Veen

DESIGN EDITOR

Emory Ensign

COPY EDITOR

Kathleen Stacey

WRITERS

Amy Stewart

Rachelle Chong

Contributor

Steven L. Simas, Attorney at Law

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R o u n d u p 4

Future Technology Opportunities at CDCRParticipating in the most recent Techwire Forum on Sept. 23, Department of Corrections and

Rehabilitation (CDCR) Enterprise Information Services Director Joe Panora, Deputy Director Davood

Ghods, BIS Program Director Paul Smith and SOMS Project Director Russ Nichols all gave presentations

on the major accomplishments and strategic direction of the department’s technology program.

Photo: Sylvia Morado, Techwire.net

According to the presentations, some future technology opportunities at CDCR include:

Proposals coming out in the next few months:

• Upgrade to the department’s PBX Phone System to make it “VOIP Ready.”

• Radio and Microwave Communications upgrade: replace and enhance the department’s existing public safety radio system.

• Business Information Systems (BIS) - Data Analytics, Data Mining.

As part of the BIS system, the department is also working to track all costs by locations, business area and type, have the ability to track maintenance and operation costs for vehicles and major equipment, and utilize integrated financial reporting.

Future technologies may include tablet devices (reader devices for correctional education) that being considered as a replacement for hard copy curriculum. Legislation mandates that CDCR will

“go green” with textbook materials and curriculum will be electronically disbursed by 2016.

Also in the planning phase, automated warehousing: barcode and NFC tagging, significant cost savings through inventory costing, internal ordering, inventory leveling and “just in time” coordination with Prison Industry Authority and major suppliers.

The panel gave a two-hour presentation to an audience of 200 industry and government personnel. With an IT budget of $118 million, a portfolio of $815 million in projects implemented and in progress and 614 staff across 34 institutions in California, Panora outlined his department’s strategic direction, major technology accomplishments and future plannedactivities. The department’s modernized infrastructure connects 34 institutions with real-time databases and 138 systems and applications. CDCR has 45,000 end point devices, 2,000 remote users, a sharing with other departments.

Left to Right: Paul Smith, Joe Panora, Davood Ghods, Russ Nichols

R o u n d u p 5

Tech Moves

After more than 30 years serving in state government, recently retired CalTech Chief Deputy Director Paul Benedetto has launched his own firm, PMB Consulting Services. Benedetto, who retired to pursue other opportunities and spend more time with his family, says his new firm will provide executive, strategic, project and procurement advisory services, and serve as conduit between government and California’s vendor community. Prior to serving as chief deputy director at the Department of Technology, he was director of the Office of Systems Integration under the California Health and Human Services Agency.

Last week, data analytics firm SAS Institute, Inc. held its second annual SAS Day at the California Department of Health Care Services Auditorium. The event featured a keynote address by SAS customer Dr. Manuel Moreno, director of research at LA County’s Chief Executive Office. The day wrapped up with an announcement of the State of California SAS Users Group that will meet regularly. SAS Executive Gretchen Inglis is the company contact. State coordinators are: Sean Kaviani, DHCS; Beth Lindley, DHCS; Leonard Seitz, CalTrans and Christopher Voris, CalTech. Learn more and sign up at: http://cagsug.org.

State Controller John Chiang announced last week that his Public Pay website has been updated to include salary and benefits information of community college employees, added to a database of existing state and local public employees. Website developer Symsoft Solutions says, as part of the framework,

the firm built functionality for the State Controller’s Officer to keep adding data as it becomes available. Visit the site at: http://publicpay.ca.gov.

Randy Triezenberg has joined The Highlands Consulting Group, a management consulting firm that helps public sector clients bridge their program and technology needs through careful planning, procurement, process analysis, change management and training.

Jay Song has been appointed chief technology officer at the California Highway Patrol. Song previously served as deputy chief architect at the Department of Water Resources. Watch for exclusive Q and A with CHP Chief Information Officer Scott Silsbee in the fall issue of Techwire Magazine.

Please send any submissions for Tech Moves to: info@techwire.net.

Benedetto launches firm, new CTO at CHP, SAS announces State Users Group, Public Pay Website and more...

SAS Day - Oct. 1, 2013

R o u n d u p 6

To gain access to important public information, technology companies are among those that sometimes request procurement-related documents and other public records from government agencies. However, despite California law, departments do not always provide a timely response. The Public Records Act, found in Government Code sections 6250 et seq., is designed to give the public access to information possessed by public agencies. While there are specific exceptions to disclosure, they are read narrowly, in order to ensure that the public’s right to inspect and receive an exact copy of a public record is not thwarted.

If an agency objects, it is the agency’s burden to justify non-disclosure.

Records that are most likely not going to be disclosed are information concerning individual employee records and proprietary information concerning computer programs of the state. In addition, documents protected by a known privilege - such as attorney-client discussions, work product, medical records, and financial documents.

And even then, only the portions of the record that are excepted or are exempt are redacted, and the rest of the record must be produced.

And it is not just state agencies. All state and local agencies are affected by the law. And all are required to do the following:

Legal Perspective: Public Records Act By Steven L. Simas, Attorney at Law

Steven L. Simas served as a Deputy Attorney General in the employment law section of the Office of the Attorney General in Sacramento and as the Chief Consultant to the Assembly Committee on Labor and Employment in the California Legislature, among other legal assignments in state government.

• Provide immediate access during business hours.

• Provide assistance to help identify responsive records and to overcome any practical basis for denying access (i.e. too many records, etc.)

• Provide copies of responsive records within 10 days - although the agency can provide notice to the requesting party of a need for an additional 14 days for voluminous requests.

• Access and processing is always free.

• Copy costs are limited to fees set by the Legislature.

When the agencies do not cooperate or fail to meet their obligations, and informal means of resolving the misstep are ignored or unsuccessful, the next formal step is to file a petition for a traditional writ of mandate in the Superior Court of California, County of Sacramento. The traditional writ of mandate – also called, mandamus, and governed by Civil Code of Procedure section 1085 – is the method by which an individual or entity can get the judicial branch court to order the executive branch agency (or local/municipal government department) to comply with ministerial duties it has under the constitution or statute.

The petition serves as the initial pleading commencing the writ proceeding with the court. Thereafter, a hearing is set, with a preceding briefing schedule of opening brief, opposition, and reply. Sometimes, discovery may be requested, although rare. The hearing usually lasts no more than one hour and a decision is typically given orally, immediately after the hearing. If you prevail, you may be entitled to attorneys’ fees and costs associated with the petition.

For more information, please visit our website at www.simasgovlaw.com. For more information about the specific topics of Public Records Act requests and Writs of Mandate, please visit www.simasgovlaw.com/how-we-help/public-records/ and www.simasgovlaw.com/how-we-help/writs-of-mandamus respectively.

7 R o u n d u p V i s i t h t t p : / / d a t a . t e c h w i r e . n e t f o r m o r e d e t a i l s .

Recent Selected Contract Awards Techwire.net

Source: Department of General Services

California Department of TechnologyTrade-Up & SW RenewalContract Date: 9/30/2013Services are specifically exempt by policy$48,475,822.68Supplier: IBM

Franchise Tax BoardTrade Up & SW MaintenanceContract Date: 9/30/2013Services are specifically exempt by policy$10,489,543.20Supplier: IBM

California Department of TechnologyVirtual Instruments (Hardware , Software, Warranty & Support)Contract Date: 9/25/2013WSCA/Coop$531,913.37Supplier: EMC

Highway Patrol, CaliforniaRAM UpgradeContract Date: 9/25/2013Statewide Contract$454,684.00Supplier: Rockwell Collins

FinanceMicrosft Software Enterprise licensing renewalContract Date: 9/27/2013Software License Program$378,937.02Supplier: CompuCom Systems Inc.

RehabilitationDOR Video Conferencing System upgrade and maintenenceContract Date: 9/30/2013CMAS$378,022.31Supplier: Nexus IS INC

Correctional Health Care ServicesCopier MaintenanceContract Date: 9/27/2013Statewide Contract$345,897.83Supplier: Smile Business Products, Inc

RehabilitationMicrosoft Preimier SupportContract Date: 9/25/2013Services are specifically exempt by policy$318,519.23Supplier: Dell ASAP Software

RehabilitationIT Project ManagmentContract Date: 10/1/2013CMAS$291,200.00Supplier: Shooting Star Solutions, LLC

Health Care ServicesIT Consultant ServicesContract Date: 9/25/2013CMAS$300,000.00Supplier: Sacramento Technology Group

California Department of TechnologyApcon AggregatorsContract Date: 9/25/2013SB/DVBE Option$230,446.23Supplier: Expert Netork Consultants

CaltransIT consulting servicesContract Date: 9/30/2013CMAS$240,000.00Supplier: Trinity Technology Group

Motor VehiclesIBML MaintenanceContract Date: 9/30/2013Services are specifically exempt by policy$201,003.00Supplier: Fairfax Imaging Inc

RehabilitationNexus RefreshContract Date: 9/30/2013Services are specifically exempt by policy$218,844.93Supplier: Western Blue, an NWN Company

R o u n d u p 8V i s i t h t t p : / / d a t a . t e c h w i r e . n e t f o r m o r e d e t a i l s .

Recent Selected Bid AnnouncementsTechwire.net

*The Information contained in this publication, gathered from official government sources, is intended only as notification of contracting & bid opportunities. Information contained here may not be comprehensive of all bid opportunities. Official contact information has been provided for more information. Techwire.net is not liable to any subscriber or user for any damages or any other costs incurred in connection with the use of and reliance upon information contained within. Information is subject to change without notice or typographical error.

Department Bid # Bid Title Type Publish

Date

Deadline

Corrections and

Rehabilitation

Re-Bid 1 6000001301 Reprogramming FACP Services IFB 9/24/2013 10/10/2013

Franchise Tax Board RFI-FTB-1314-

Mainframe Printer

Mainframe Triplex Printer RFI 9/13/2013 10/11/2013

Teachers’ Retirement

System, State

5000000108 Technology Pricing Consultant RFO 9/24/2013 10/14/2013

Motor Vehicles 13-185 Uninterrupted Power Supply (UPS) Two-Year

Maintenance Service

IFB 9/20/2013 10/15/2013

Social Services IFB 13-28 On-Site Confidential Shredding - Sierra And Central

Branches

IFB 10/2/2013 10/16/2013

CSU Fullerton IRFQ AP13004 Institutional Data Storage Services IRFQ RFQ 10/4/2013 10/18/2013

Corrections and

Rehabilitation

RFQ 13-018 CSP-LAC Copier Maintenance Agreement RFQ 10/4/2013 10/18/2013

General Services 5137002 IT Consulting Services Master Service Agreement RFP 10/4/2013 10/23/2013

Water Resources DWR RFQ 10078326 Serena Software Modules Technical Support Services RFQ 9/23/2013 10/23/2013

Insurance ITCS 1303 High-Speed Internet Access, Ethernet Private Line, and

Colocation (COLO) Service

RFQ 10/4/2013 10/25/2013

Secretary of State RFI 13-020 Cal-Access Replacement System (CARS) RFI 9/19/2013 10/28/2013

Mental Health Services

Oversight & Accountability

Commission

13MHSOAC008 Community Services and Supports Tracking,

Monitoring, and Evaluation System

RFP 8/30/2013 11/1/2013

California Governor’s

Office of Emergency

Services (CAL OES)

IFB 13-136971 Governor’s Office of Emergency Services (GOES) Mobile

Radio Equipment Services

IFB 10/1/2013 11/8/2013

General Services State of Minnesota,

RFP Reference

Number 19512

WSCA-NASPO Computer Equipment RFP RFP 9/17/2013 11/18/2013

Department of Technology IFB STPD 12-001-B CALNET 3 Categories 2 Through 7 IFB 7/10/2013 12/12/2013

Department of Technology IFB OTP 12-001-A CALNET 3 Category 1, Voice and Data Services IFB 11/28/2012 12/28/2013

Education RFP CDE 6110-99 Standardized Account Code Structure (SACS) System

Replacement Project

RFP 4/9/2013 2/12/2014

Equalization, Board of RFP BOE 0860-094 Centralized Revenue Opportunity System (CROS) RFP 7/1/2013 8/25/2014

Department of Technology RFQP 12-001.3 RFQP 12-001.3 Continuous Application Process RFP 6/27/2013 10/28/2015

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