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STATE OF IDAHOTHE DEPARTMENT OF HEALTH AND WELFARE

REQUEST FOR PROPOSAL (RFP)WRFP1602 / IPRO RFP16000559

Idaho Child Support Enforcement System (ICSES)Migration Project

Issue Date 03-08-16

TABLE OF CONTENTS

Page

1. RFP ADMINISTRATIVE INFORMATION...........................................................................................1

2. INSTRUCTIONS FOR SUBMISSION OF PROPOSALS....................................................................5

3. PROPOSAL FORMAT....................................................................................................................... 6

4. SCOPE OF WORK.......................................................................................................................... 11

5. COST PROPOSAL.......................................................................................................................... 20

6. PROPOSAL REVIEW AND EVALUATION......................................................................................20

APPENDIX A--COST PROPOSAL AND BILLING PROCEDURE.........................................................23

APPENDIX B--PERFORMANCE METRICS..........................................................................................26

APPENDIX C--SPECIAL TERMS AND CONDITIONS..........................................................................28

APPENDIX D--RIDERS........................................................................................................................ 33

ATTACHMENT 1—OFFEROR QUESTIONS........................................................................................36

ATTACHMENT 2—REFERENCES.......................................................................................................38

ATTACHMENT 3—PRE-PROPOSAL CONFERENCE REGISTRATION FORM...................................42

ATTACHMENT 4—CASE LIFECYCLE OVERVIEW.............................................................................43

ATTACHMENT 5—BUSINESS WORKGROUP UNITS AND FUNCTIONS...........................................44

ATTACHMENT 6—INTERFACE DIAGRAM.........................................................................................45

ATTACHMENT 7—CURRENT ICSES APPLICATION AND DATABASE STATISTICS........................46

ATTACHMENT 8—TECHNOLOGY STACK.........................................................................................47

ATTACHMENT 9—ICSES TARGET ENVIRONMENTS........................................................................48

ATTACHMENT 10— NON-DISCLOSURE AGREEMENT.....................................................................49

ATTACHMENT 11—OFFEROR’S REQUEST FOR PROPOSAL (RFP) CHECKLIST............................52

i

1. RFP ADMINISTRATIVE INFORMATION

RFP Title: Idaho Child Support Enforcement System (ICSES) Migration Project

RFP Project Description: The Idaho Department of Health and Welfare is seeking proposals for solutions and services to migrate the existing ICSES off the State of Idaho mainframe.

RFP Lead: Bev BerendsGrants/Contracts OfficerEmail address: [email protected]: 208-639-5715

Deliver Sealed Proposal Package to: Bev BerendsIdaho Department of Health and Welfare450 West State StreetBoise, ID 83702

Pre-Proposal Conference Registration Deadline:

Monday, March 21, 2016, 1:00 p.m. Mountain Time

Pre-Proposal Conference:

Location:

Tuesday, March 22, 2016, 1:00 p.m. Mountain Time

Idaho Department of Health and WelfarePete T. Cenarrusa Building450 West State Street, Conference Room 2ABoise, ID 83702

Please allow additional time to check in with the 1st floor Security Station.

Deadline To Receive Questions: Monday, March 28, 2016, 11:59:59 p.m. Mountain Time

RFP Closing Date: Wednesday, April 20, 2016, 5:00 p.m. Mountain Time

Proposal Opening Date: Thursday, April 21, 2016, 8:30 a.m. Mountain Time

Idaho Department of Health and WelfarePete T. Cenarrusa Building450 West State StreetBoise, ID 83702

Oral Presentations Tentatively scheduled for the week of May 9, 2016.

Initial Term of Contract and Renewals: The initial term of the contract is anticipated to be eighteen (18) months: June 1, 2016 –

WRFP1602 / IPRO RFP16000559 Page 1 of 52 03-08-16

November 30, 2017. Upon mutual agreement, the contract may be extended or amended. The total contract term, including all extensions, is not anticipated to exceed four (4) years.

1.1 PurposeThe purpose of this solicitation is to obtain competitive sealed proposals for solutions and services to migrate the existing Idaho Department of Health and Welfare, Division of Welfare (Department) Idaho Child Support Enforcement System (ICSES) off a mainframe to a web-based platform. The migration project includes identifying and implementing a solution to:

Convert ICSES code from mainframe programming languages (Natural and COBOL) to Java.

Migrate (move) the ICSES Adaptable DAta BAse System (ADABAS) files to Microsoft Structured Query Language (SQL) Server.

Allow the Department to host the migrated web-based system internally. Other Department applications have already migrated from a mainframe platform to a web-based platform and are now hosted by the Department. Once ICSES is migrated to a web-based platform, it will also be hosted by the Department.

1.2 Pre-Proposal ConferenceA non-mandatory pre-proposal conference will be held at the location and time as indicated in Section 1, page 1 of this RFP. This will be your opportunity to ask questions, in person, with the Department staff. All interested parties are invited to participate either by attending the conference or by an established call in number. Those choosing to participate in the pre-proposal conference by phone or in-person must pre-register to receive meeting details by submitting the completed Pre-Proposal Conference Registration Form (Attachment 3) via e-mail to Bev Berends, RFP Lead, at [email protected] no later than 1:00 p.m. Mountain Time on Monday, March 21, 2016. Offerors are strongly encouraged to submit questions to the RFP Lead prior to the pre-proposal conference. Any oral answers given by the State during the pre-proposal conference are unofficial, and will not be binding on the State. Conference attendance is at the participant’s own expense. Attendance shall be limited to three (3) representatives from each offeror as space is limited.

1.3 QuestionsQuestions must be submitted, in writing, to the RFP Lead, by the date and time indicated in Section 1, page 1, of this RFP in order to be considered. Written questions must be submitted using Attachment 1 Offeror Questions and sent via e-mail to the RFP Lead. Official answers to all written questions will be posted on the state’s eProcurement System as an amendment to this RFP.

Any questions regarding the State of Idaho Standard Contract Terms and Conditions found at http://purchasing.idaho.gov/terms_and_conditions.html and/or Special Terms and Conditions (See Appendix C) must ALSO be submitted in writing, using Attachment 1 Offeror Questions, by the deadline to receive questions. The State will not consider


http://purchasing.idaho.gov/terms_and_conditions.html

mailto:[email protected]

proposed modifications to these requirements after the date and time set for receiving questions. Questions regarding these requirements must contain the following:

1.3.1 The rationale for the specific requirement being unacceptable to the party submitting the question (define the deficiency).

1.3.2 Recommended verbiage for the State’s consideration that is consistent in content, context, and form with the State’s requirement that is being questioned.

1.3.3 Explanation of how the State’s acceptance of the recommended verbiage is fair and equitable to both the State and to the party submitting the question.

Proposals which condition the offer based upon the State accepting other terms and conditions not found in the RFP or which take exception to the State’s terms and conditions, will be found non-responsive, and no further consideration of the proposal will be given.

1.4 Background InformationIn Idaho, the Child Support IV-D Program is State supervised and administered. The Department manages Child Support Services and serves as the State IV-D agency responsible for the overall administration of the program. The Child Support Program (CSP) is a statewide program with specialized units located in seven (7) locations in Idaho. The CSP is responsible for Child Support Operations which includes performing Self-Assessment studies for all local IV-D offices statewide, receipting all incoming interstate cases in the Central Registry, State Parent Locator Services, Tax Offset program, Financial Institution Data Match, Statewide Lien Registry, State Directory of New Hires, State Case Registry, and the State Disbursement Unit (SDU). The SDU, also known as Idaho Child Support Receipting, is where all child support payments are processed and is operated through a state contract with Systems & Methods Inc. (SMI). For an overview of the Child Support case lifecycle see Attachment 4 – Case Lifecycle Overview and Business Process Mapping. For a more detailed description of the functions and users of the system, see Attachment 5 - Business Workgroup Units and Functions.

The Department developed, maintains, and operates ICSES which became operational in December 1996, had significant enhancements in 2008 – 2010, and has had only minor enhancements and regular maintenance since July 1, 2010.

ICSES consists of two (2) major components: The external online interface for customers and partners. The internal system used to manage the child support enforcement case lifecycle

that runs on a mainframe platform.

1.4.1 Based on collaboration with health and human services counterparts in other states, the Department received valuable input regarding the process for migrating from mainframe technology to web-based technology in a modern technology stack. Given this, the Department has identified the following components for the development/migration effort:

1.4.1.1 Database Migration – It is the Department’s expectation that the mainframe database structure and data can be migrated to a relational database management system by configuration rules and tools provided


by the Contractor. Other than requirements gathering and technology setup, there is little need for technical resources provided by the Department. Therefore, it is the Department’s expectation that the Contractor shall provide resources to accomplish this portion of the project.

1.4.1.2 Migration of Core Application Code – It is the Department’s expectation that the application code can be migrated to Java by configuration rules and tools provided by the Contractor. Other than requirements gathering and technology setup, there is little need for technical resources provided by the Department. Therefore it is the Department’s expectation that the Contractor shall provide resources to accomplish this portion of the project.

1.4.1.3 Forms and Notifications – Currently in ICSES, there are two (2) technologies that are used to generate forms and send notifications to partners and customers. One (1) of those is a custom application that was developed in technology that is no longer supported by technology vendors. The other is commercial software that runs in the mainframe environment. For Department applications that have already been moved off the mainframe that required a Forms and Notifications capability, the Department purchased Adobe Experience Manager, a commercial forms and notification software package. It is the Department’s intention to move the current forms and notification processing to Adobe. For this component of the project, the Department will provide resources to move the forms, but may require coordination with the Contractor.

1.4.1.4 Data Exchange Interfaces with Partners – An overview of the ICSES interface is provided in Attachment 6 – Interface Diagram.

There are many interfaces that consume ICSES data and ICSES consumes data from many interfaces. This information should be considered in your response to Scope of Work section III.C. Interfaces are categorized as:

Data is moved in and out of ICSES via file transfer with the following technologies:

o Secure FTPo CyberFusiono Connect:Direct

ICSES consumes some Simple Object Access Protocol (SOAP) based web services to obtain data from other systems.

Some consumers access data in ICSES by logging into the system.

Some consumers access data in the ICSES database via middleware technologies such as ETBroker or Neon Shadow.

The ICSES external customer and partner portals access ICSES (mainframe) data via Neon Shadow.


1.4.2 The Idaho Department of Health and Welfare is regulated by the following regulations and guidelines.

AuthorityNIST SP 800-53 Security and Privacy Controls

http://www.nist.org/nist_plugins/content/content.php?content.18 FIPS 200 Minimum Security Controls

http://csrc.nist.gov/publications/fips/fips200/FIPS-200-final-march.pdf

IRS 1075 Tax Information Security Guidelines https://www.irs.gov/pub/irs-pdf/p1075.pdf

ITA Idaho Technology Authority Policies and Associated Standards and Guidelines http://ita.idaho.gov/resources.html


http://ita.idaho.gov/resources.html

https://www.irs.gov/pub/irs-pdf/p1075.pdf



http://www.nist.org/nist_plugins/content/content.php?content.18

1.5 System CodeThe Department will make the system code of ICSES available to interested vendors. In order to obtain this information, vendors must complete and sign Attachment 10 – Non-Disclosure Agreement (NDA) and return it to the RFP Lead at [email protected]. Once the signed NDA is received and signed by the Department, the RFP Lead will provide the information to the requesting vendors. Vendors are encouraged to submit their signed NDA as soon as possible in order to allow maximum time to do an analysis of the system code prior to the pre-proposal conference. Vendors may submit questions regarding their analysis and the code prior to the pre-proposal conference in order to obtain the greatest benefit from the conference.

2. INSTRUCTIONS FOR SUBMISSION OF PROPOSALS

2.1 The current versions of the State of Idaho Standard Contract Terms and Conditions and Solicitation Instructions to Vendors are incorporated by reference into this solicitation, and attached or referenced in any resulting contract, as if set forth in their entirety. Both documents can be downloaded at http://purchasing.idaho.gov/terms_and_conditions.html; or copies obtained by contacting the Division of Purchasing at 208-327-7465 or [email protected]. Failure by any submitting vendor to obtain a copy of these documents shall in no way constitute or be deemed a waiver by the State of any term, condition or requirement contained in the referenced documents; and no liability will be assumed by the Department for a submitting vendor's failure to consider the State of Idaho Standard Contract Terms and Conditions and Solicitation Instructions to Vendors in preparing its response to the solicitation.

SPECIAL TERMS PRECEDENCE: The Department’s Special Terms and Conditions take precedence in this RFP. The Department’s Special Terms and Conditions are included with this solicitation as Appendix C.

2.2 Proposals must be submitted manually. The Department will accept hardcopy (manual) proposals ONLY. No electronic submissions through IPRO will be accepted. Due to the reduction in mail delivery services per day to the Department, it is recommended that proposals be submitted via FedEx, UPS, or hand carried.

2.3 The proposal must be submitted with a state supplied signature page, located on the IPRO header page as an attachment, which must contain an ORIGINAL HANDWRITTEN signature executed in INK OR AN ELECTRONIC SIGNATURE, and be returned with the relevant Solicitation documents. PHOTOCOPIED SIGNATURES or FACSIMILE SIGNATURES are NOT ACCEPTABLE (and will result in a finding that your proposal is non-responsive). Your Signature Page should be included at the FRONT of your Technical Proposal.

2.3.1 The following information must be placed in the lower left corner of your proposal package:

SEALED PROPOSALRFP LEAD: Bev Berends





SEALED PROPOSAL FOR: ICSES System Migration ProjectRFP NUMBER: WRFP1602 / IPRO RFP16000559CLOSES: 04-20-16

The offeror’s name should appear on the outside of the package.

2.3.2 Each proposal must be submitted in one (1) original with three (3) copies of the Technical Proposal and one (1) original of the Cost Proposal.

2.3.3 Offerors must also submit one (1) electronic copy of the full proposal, including the Cost Proposal and any attachments, on CD or USB device. Word or Excel format is required (the only exception is for financials or brochures). The format and content must be the same as the manually submitted proposal. The electronic version must NOT be password protected or locked in any way. If your proposal contains trade secret information which you have identified, submit an electronic redacted copy of the Technical Proposal with all trade secret information removed or blacked out. Do not seal the electronic copy with your sealed Technical Proposal or your sealed Cost Proposal. The electronic copy should be labeled with the offeror’s name.

2.3.4 The Technical Proposal must be sealed and identified as “Technical Proposal – WRFP1602 / IPRO RFP16000559 ICSES System Migration Project” and include the required cover letter (See Section 3.3). The offeror’s name should appear on the outside of the package.

2.3.5 The Cost Proposal must be separately sealed and identified as “Cost Proposal – WRFP1602 / IPRO RFP16000559 ICSES System Migration Project.” The offeror’s name should appear on the outside of the package.

2.4 Proposals should be submitted on the most favorable terms from both a price and technical standpoint which offerors can propose as negotiations, discussions and best and final offers cannot be guaranteed to occur.

3. PROPOSAL FORMAT

3.1 These instructions describe the format to be used when submitting a proposal. The format is designed to ensure a complete submission of information necessary for an equitable analysis and evaluation of submitted proposals. There is no intent to limit the content of proposals.

3.2 Evaluation Codes

3.2.1 (M) Mandatory Specification or Requirement - failure to comply with any mandatory specification or requirement will render offeror’s proposal non-responsive and no further evaluation will occur.

3.2.2 (ME) Mandatory and Evaluated Specification - failure to comply will render offeror’s proposal non-responsive and no further evaluation will occur. Offeror is


required to respond to this specification with a statement outlining its understanding and how it will comply. Points will be awarded based on predetermined criteria. The State reserves the right to seek clarification on any M or ME requirement.

3.2.3 (E) Evaluated Specification - a response is desired. If not available, respond with “Not Available” or other response that identifies offeror’s ability or inability to supply the item or service. Failure to respond will result in zero (0) points awarded for the specification.


3.3 (M) Cover LetterThe Technical Proposal must include a cover letter on official letterhead of the offeror; with the offeror’s name, mailing address, telephone number, facsimile number, e-mail address, and name of offeror’s authorized signer. The cover letter must identify the RFP Title and number, and must be signed by an individual authorized to commit the offeror to the work proposed. In addition, the cover letter must include:

3.3.1 Identification of the offeror’s corporate or other legal entity status. Offerors must include their tax identification number. The offeror must be a legal entity with the legal right to contract.

3.3.2 A statement indicating the offeror’s acceptance of and willingness to comply with the requirements of the RFP and attachments, including but not limited to the State of Idaho Standard Contract Terms and Conditions (http://purchasing.idaho.gov/terms_and_conditions.html), any Special Terms and Conditions included in Appendix C, and Riders in Appendix D.

3.3.3. A statement of the offeror’s compliance with affirmative action and equal employment regulations.

3.3.4 A statement that offeror has not employed any company or person other than a bona fide employee working solely for the offeror or a company regularly employed as its marketing agent, to solicit or secure this contract, and that it has not paid or agreed to pay any company or person, other than a bona fide employee working solely for the contractor or a company regularly employed by the contractor as its marketing agent, any fee, commission, percentage, brokerage fee, gifts or any other consideration contingent upon or resulting from the award of this contract. The offeror must affirm its understanding and agreement that for breach or violation of this term, the State has the right to annul the contract without liability or, in its discretion, to deduct from the contract price the amount of any such fee, commission, percentage, brokerage fee, gifts or contingencies.

3.3.5 A statement naming the firms and/or staff responsible for writing the proposal.

3.3.6 A statement that offeror is not currently suspended, debarred or otherwise excluded from federal or state procurement and nonprocurement programs. Vendor information is available on the Internet at: https://www.sam.gov

3.3.7 A statement affirming the proposal will be firm and binding for one hundred twenty (120) calendar days from the proposal opening date.

3.3.8 A statement that the offeror warrants that it does not knowingly and willfully employ persons who cannot legally work in this country; it takes steps to verify that it does not hire persons who have entered our nation illegally or cannot legally work in the United States; and that any misrepresentation in this regard or any employment of persons who have entered our nation illegally or cannot legally work in the United States constitutes a material breach and will be cause


https://www.sam.gov/


for the imposition of monetary penalties up to five percent (5%) of the contract price, per violation, and/or termination of its contract.

3.3.9 A statement affirming that the offeror, if it is one of the Statewide Blanket Purchase Order (SBPO) contract holders with the Division of Purchasing for IT services, will not utilize any of its current resources or contractors that are currently or have been performing work on Department Project Service Order (PSO) projects within the previous twelve (12) months.

ORA statement affirming that the offeror is not an employee or subcontractor of one of the SBPO contract holders with the Division of Purchasing for IT services, who is currently or has been performing work on Department PSO projects within the previous twelve (12) months.

3.4 Acknowledgement of Amendments If the RFP is amended, the offeror must acknowledge each amendment with a signature on the acknowledgement form provided with each amendment. Failure to return a signed copy of each amendment acknowledgement form with the proposal may result in the proposal being found non-responsive. IDAPA 38.05.01.52

3.5 Trade SecretsIdentify each page of the proposal that you believe contains a “trade secret” (See Paragraph 28, Solicitation Instructions to Vendors, http://purchasing.idaho.gov/terms_and_conditions.html). Offerors must also:

3.5.1 Identify with particularity the precise text, illustration, or other information contained within each page marked “trade secret” (it is not sufficient to simply mark the entire page). The specific information you deem “trade secret” within each noted page must be highlighted, italicized, identified by asterisks, contained within a text border, or otherwise clearly delineated from other text/information and specifically identified as a “trade secret.”

3.5.2 Provide a separate document entitled “List of Redacted Trade Secret Information” which provides a succinct list of all trade secret information noted in your Proposal; listed in the order it appears in your submittal documents, identified by Page #, Section #/Paragraph #, Title of Section/Paragraph, specific portions of text/illustrations; or in a manner otherwise sufficient to allow the State’s procurement personnel to determine the precise text/material subject to the notation. Additionally, this list must identify with each notation the specific basis for your position that the material be treated as exempt from disclosure and how the exempting the material complies with the Public Records Law.

3.6 Table of ContentsInclude a table of contents in the Technical Proposal identifying the contents of each section, including page numbers of major subsections.

3.7 Executive Summary



Include an executive summary in the Technical Proposal providing a condensed overview of the Technical Proposal demonstrating an understanding of the services to be performed.


3.8 Business Information

3.8.1 (E) ExperienceThe Department desires a contract with a solid, reputable business that can provide the level of expertise and support necessary to migrate the existing ICSES to current technologies. Describe in detail your company’s qualifications, knowledge, and experience in providing services similar to those required in this RFP to a minimum of three (3) separate companies or entities. Include at least one (1) U.S. governmental entity, if available. Offerors shall have at least five (5) years of business experience converting mainframe application to current technology. Ensure your response covers the following areas:

3.8.1.1 The business information on the three (3) companies referenced above, including the products or services you designed, developed, and supported for them.

3.8.1.2 A statement of past performance confirming the offeror’s understanding of the scope of the project and required deliverables. The statement of past performance shall include the company name and an outline of the timeline for completion of various tasks on at least one (1) similar previous project. The company or entity listed shall be included as one (1) of the references required by Section 3.8.2 below.

3.8.1.3 (M) If the offeror is one (1) of the SBPO contract holders with the Division of Purchasing for IT services, it shall not utilize any of its current resources or contractors that are currently or have been performing work on Department Project Service Order (PSO) projects within the previous twelve (12) months.

3.8.1.4 (M) The offeror shall not be an employee or subcontractor of one of the SBPO contract holders with the Division of Purchasing for IT services, who is currently or has been performing work on Department PSO projects within the previous twelve (12) months.

3.8.2 (E) ReferencesOfferors are allowed three (3) completed Reference Questionnaires. References must be from different client organizations. Include at least one (1) governmental entity as a reference, if available, and the company for whom the statement of past performance is provided (3.8.1.2). The Department cannot be used as a reference. Please see Attachment 2.

3.8.3 FinancialsNo financials required.

3.9 (E) Organization and StaffingDescribe your qualifications to successfully complete the requirements of the RFP by providing a detailed response to the following:

3.9.1 Qualifications of PersonnelProvide resumes for employees who will be managing and/or directly providing services under the contract. Resumes shall include professional staff


qualifications demonstrating the necessary knowledge, skill, and ability to provide the requested services and meet the requirements. For positions that are not filled, a position description (including requisite qualifications/experience) should be provided. In addition to the requirements above, ensure the following additional requirements are addressed:3.9.1.1 (ME) Project Manager – The offeror shall identify the proposed person

who will be responsible for leading the start to finish implementation of the project with the Department. In addition to providing a resume, describe how their experience qualifies them to manage this project, including their training and years of experience in project management, their background in the information technology field for oversight of the migration and implementation project, and the number of years of experience the individual has migrating solutions off of mainframe platforms. The Department will also provide a project manager to assist with the implementation and be the primary interface for the offeror’s project manager.

3.9.1.2 (ME) Technical Lead/Architect – The offeror shall provide a proposed technical lead that will work with the Department’s Application Architect to achieve a successful migration and implementation. It is the Department’s expectation that the technical lead proposed by the offeror be an expert in how to use the offeror’s solutions to complete the migration. The offeror’s technical lead also needs to be an expert with the Department’s target architecture as stated in Attachment 8 – Technology Stack. In addition to providing a resume, describe how their experience qualifies them to be the technical lead on this project. The Department will also provide an Application Architect who will be responsible to work with the Department’s Information Technology (IT) Division to design how the migrated solution will fit into the Department’s IT environment.

3.9.1.3 (ME) Identify the person proposed as the Department’s primary contact for contract performance issues during the term of the contract. In addition to providing a resume, detail specific instances of their ability to successfully handle contract performance issues.

3.9.2 SubcontractorsIf you intend to utilize subcontractors, describe the extent to which subcontractors will be used to comply with contract requirements. Include each position providing service, and provide a detailed description of how the subcontractors are anticipated to be involved under the contract (including requisite qualifications/experience). Provide resumes for those subcontractors who will be managing and or directly providing services under the contract. Include a description of how the offeror will ensure that all subcontractors and their employees will meet all requirements. Offerors must disclose the location of the subcontractor’s business office and the location(s) of where the actual work will be performed. If the offeror utilizes any entity other than the entity submitting the proposal to provide any of the services required by this RFP, the relationship between the two entities is considered that of a contractor-subcontractor for the


purpose of this section, regardless of whether a relationship is based on an actual written contract between the two.


4. SCOPE OF WORK

Scope of Work Section I is a mandatory requirement and will be included in the resulting contract but does not require a response, except to affirmatively indicate offeror’s willing to comply with each mandatory requirement.

I. General RequirementsA. The Contractor shall:

1. Fully migrate the existing Idaho Child Support Enforcement System (ICSES) to current technology.

2. Provide technical support to resolve issues related to the implementation or operation of the resulting migrated system.

3. Provide a toll-free phone number and email address for the Department’s System Administrators to reach the Contractor’s technical support staff.

4. At a minimum, provide technical support from 8:00 a.m. to 6:00 p.m. Mountain Time (MT), Monday through Friday, except on state holidays designated at https://www.idaho.gov/government/holidays.html. There shall be no restrictions on the frequency of calls or the time needed to provide technical support to the satisfaction of the Department throughout the life of the contract.

5. Ensure all work related to the migration of customer data from the ICSES system will be performed on-site in support of security policies (see section 1.4.2 for Personally Identifiable Information (PII) and Federal Tax Information (FTI)).

B. The Department will provide:1. A project manager who will represent the Department in project meetings and who

will coordinate Department staff involvement for the migration.

2. Resources to move the existing forms from the mainframe but may require coordination with the Contractor.

3. Resources to manage and conduct the work associated with data exchange interfaces with partners. The Contractor shall provide consultation for this effort.

4. User Acceptance testing in a Quality Assurance (QA) environment to ensure the migrated system functions as it did before migration.

5. Office space, desks and other furniture, storage, adequate computer resources, telephone and facsimile service, postage, copying, general office supplies, and other normal office equipment and support which may be necessary in connection with the Contractor’s performance of the services for up to 8 (eight) Contractor’s personnel working at the Department’s site.

Use this proposal outline as part of your response to the RFP by restating each section number and then providing your response. Identify it as Scope of Work. Evaluators will be scoring your proposal based on the methodologies proposed and the completeness of the response to each item listed below. Where appropriate, responses to E and ME sections should describe, in detail, your organization’s qualification and experience (rather than simply restating the question or confirming compliance without


https://www.idaho.gov/government/holidays.html

additional supporting information); as well as how your organization plans to meet Scope of Work requirements detailed in this RFP. The proposal should address methodologies, pertinent timelines, personnel, activities, and other pertinent information in order to implement the Scope of Work successfully to achieve full compliance with all tasks and deliverables. Offerors must identify any information or resources needed from the Department in order to perform any of the work.All sections of the Scope of Work are required contract services. Failure to provide a response to a requirement may result in receiving a score of zero (0) for that portion of the proposal.Proposals shall not describe or include information about mainframe migration capabilities and/or functionality that is in development and/or test phases (including beta test) and currently not operational and have not been used for like work with other clients/customers.

II. (E) Technical RequirementsA. The Contractor shall ensure their solution meets the requirements below:

1. Browser Support – The migrated system shall run as a thin client within the following web browsers without the need for browser plugins or applets specific to the application.a. MS Internet Explorer version 11 or above

b. Google Chrome version 46 or above

2. Application Servers – The migrated system shall run within the Department’s target architecture as described in Attachment 8 – Technology Stack.

3. Database Management System (DBMS) – The DBMS chosen by the Department to host the data is Microsoft SQL Server version 2014. The migrated DBMS shall run within the Department’s target architecture as described in Attachment 8 – Technology Stack.

4. Client Desktop System and Operating System – The migrated system shall NOT have dependencies on any desktop client operating hardware or operating software. As long as the client computing environment can execute the full feature version of the web browsers identified in this section II.A.1, then the client computing environment should have no other bearing on the migrated application.

5. In general, the Department has no requirement for the migrated system to work on mobile devices other than a mobile device, such as a tablet, that can run the full version of the identified web browsers.

Describe how your proposed solution meets the Technical Requirements above. Submit an example of the resulting code and data structure creation (data definition language) using the ICSES system code provided. (See section 1.5) Failure to submit the required example will result in a score of 0 for this section.


III. (E) Migration RequirementsA. Application Code - The Contractor shall ensure their solution meets the requirements

below:1. Convert ICSES, consisting of Natural and COBOL components, to the

Department’s Java-based target architecture as described in Attachment 8 – Technology Stack.

a. The Department understands there may be some code that can only be migrated by hand due to unforeseen constraints although it is the expectation of the Department that the majority of the code shall be automatically converted.

b. The Department expects the vendor to provide resources required to hand modify the code that cannot be automatically converted.

2. The Contractor shall perform testing of the delivered system (migrated code and database) that demonstrates features that are functionally equivalent to the current ICSES capabilities and that performs as it does prior to work commencing.

3. For the purpose of migration, if the tools the Contractor uses to migrate the code require something different than the standard Department technology stack (see Attachment 8 – Technology Stack), it is the expectation of the Department that the Contractor provide this infrastructure.

4. Once ICSES is converted, it is the Department’s expectation that all subsequent system maintenance and modification will be done in the new migrated system and there will be no need for synchronization and compatibility with the current ICSES system. However, during implementation the Department must allow critical and regulatory changes to be made to the ICSES mainframe. The Department understands that once the final code conversion run is executed, if critical changes are needed before go-live on the converted ICSES, the Department will provide resources to make the changes in both ICSES mainframe and the newly converted ICSES.

5. It is the Department’s desire to provide an abstract Java class that can be used as the base class that converted Java classes derive from.

6. It is the Department’s desire that the Contractor’s tools used to perform the conversion of the code, support the ability to change the name of the Java Class to something more meaningful than the names of the Natural/COBOL programs. It is desirable that this be automatic and driven from a mapping source document defined when the project starts.

Describe how your proposed solution meets the Application Code requirements above. In your response, describe:

Any migration (build-time) tools and software components that will be required.

Any run-time components that will be required when the migrated code is operational. Fully explain the supporting licensing model of these components.

The tools and processes that can be used to validate that a successful and complete application migration has occurred.


Based on your experience with like migrations for other clients, recommendations for the size (CPU and memory) of the application server(s) that will be needed to host the migrated application.

Based on your analysis of the ICSES system, the percentage of code that will not be automatically converted and the reasons that code cannot be automatically converted.

As explained in Background Information section 1.4.1.3 Forms and Notifications, there is a need to migrate all of the existing forms and notices to the Adobe Experience Manager solution. Describe how your proposed solution would support the forms and notices migration as described above and in Section 1.4.1.3. The Department will provide resources to perform this work, however, the Contractor should describe how they have provided forms and noticing solutions leveraging the Adobe Experience Manager for other customers.

B. Database – The current database for ICSES is Adaptable DAta BAse System (ADABAS). The Contractor shall ensure their solution meets the requirements below:1. Ability to convert the ADABAS database to Microsoft (MS) Structured Query

Language (SQL) Server. The Department has an existing MS SQL Server environment that includes hot standby database capabilities in a disaster recovery site. For database related metrics, see Attachment 7 – Current ICSES Application and Database Statistics.

2. Automatically convert the ADABAS schema and migrate data to a functional equivalent schema in the target database management system. There is no Department requirement for hand creating or modifying the targeted database for the migrated system to function as it did prior to migration.

3. For the purpose of migration, if the tools the Contractor uses to migrate the data require something different than the standard Department technology stack (see Attachment 8 – Technology Stack), it is the expectation of the Department that the offeror provide this infrastructure.

Describe how your proposed solution meets the Database requirements above. In your response, describe:

The tools and processes that can be used by the Department to validate that a successful and accurate data migration.

How key constraints are handled in the migrated database. Based on your experience with like migrations for other clients,

recommendations for the storage size of the initial database that will be needed to host the migrated database.

Based on your experience with like migrations for other clients, recommendations for the size (CPU and memory) of the database servers that will be required to host the migrated database.

C. Interfaces –The Contractor shall ensure their solution meets the requirements below:


1. Code that exports data into files for sending to interface consumers and code that imports data from files received from interface providers shall function as they do currently.

2. Code that provides data via web services or code that ICSES uses to obtain data via web services shall function as it does currently. The data and interface web services interface definitions should not change.

Describe how your proposed solution meets the Interface requirements above . The Department understands that the transport related functions (e.g. secure FTP, CyberFusion, Connect:Direct; as described in Background Information section 1.4.1.4) for data exchange interfaces will likely require manual effort to convert. The Department will provide resources to perform this work, however, the Contractor should describe how they have provided unified interface solutions for other customers.

IV. (E) SecurityA. ICSES contains information related to the client that must meet Personally Identifiable

Information (PII) and Federal Tax Information (FTI) guidance and regulations. The Contractor shall ensure their solution complies with the regulations and guidelines for security as stated in Background Information section 1.4.2 and meet the following requirements for the migrated system:1. All Department staff that use the migrated system exist in Active Directory so all

workers shall be identified and authenticated via this technology. The Department is implementing two (2) factor authentication via a product called Duo.

2. Currently ICSES controls access to features via roles. Authorization after migration shall remain role-based. The Department has access to two (2) Policy Entitlement technologies, SiteMinder and WSO2 Identify Server.

Describe how your proposed solution meets the Security requirements above.

V. (E) Department InfrastructureA. The Contractor shall support development, testing, quality assurance, and production

environments as reflected in Attachment 9 – ICSES Target Environments considering the constraints below.1. The Department has implemented a virtualized technical architecture generally

supported by the Cisco Unified Computing System solution and scalable blade based server infrastructure.

2. Initially, the Department plans to host the infrastructure in its data centers in Boise, Idaho. The Contractor proposed solution should not preclude these services from being hosted with a cloud provider.

3. The Department has implemented disaster recovery for critical business functions through the use of geographically separated data centers as reflected in Attachment 9 – ICSES Target Environments. This disaster recovery strategy should be leveraged by the resulting system.


Describe how your proposed solution meets the Department Infrastructure requirements above, including how the proposed solution will leverage the Department’s disaster recovery strategies and design. Describe your proposed plan for ongoing maintenance.

VI. (E) ImplementationA. The Contractor shall implement and manage the project to meet all agreed upon

timelines per the agreed upon Implementation Plan. The Implementation Plan should address the activities related to the migration and all activities leading to a running and operational ICSES system on the new target architecture and technologies. This plan should identify the iterative delivery of capability and describe whether this includes iterative customer rollout. The Implementation Plan shall include:1. All implementation activities.

2. Project Schedule – Provide a Project Schedule which includes a detailed breakdown of the tasks necessary to provide the contract deliverables and the timeline for carrying out all tasks. The Project Schedule shall include tasks related to all phases of the project identified in the Implementation Plan, functions, and activities. At a minimum, the Project Schedule shall include:a. Preparation and delivery, including review and acceptance by the Department

of:i. A detailed project management plan pursuant to industry standard

guidelines for project management plans for major system implementation, including staffing and resource requirements.

ii. A detailed technical design that describes the use cases and steps for executing the migration.

iii. A training and post-implementation support plan for the system.

b. Development and administration of a user test plan and provision of a test liaison to the Department during acceptance testing.

c. Preparation and provision of concise, accurate weekly reports of the project’s status to the Department outlining:i. Main tasks worked on during the week,

ii. Milestones reached,

iii. Deliverables provided,

iv. Main tasks to be worked on next week,

v. Project concerns and problems, and

vi. Items needed from the Department’s project management team, including a personal meeting or telephone conference to review the project status.

3. Change Management Process – Preparation and documentation of a change management process for all proposed changes to the project plan once the plan is base-lined. The change management process shall include, but not be limited to, change requests and approval levels, as well as associated risks. Additionally,


the change management process shall address priorities and other relevant information pertinent to the proposed changes and the effect on the project in terms of time, money, and resources. Both parties, as part of the final Implementation Plan, shall mutually agree on the change management plan and processes.

4. Risk Management Plan – Preparation and documentation of a Risk Management Plan, including but not limited to, identification of all risks associated with the project, the triggers that will alert the project manager to the risk’s likelihood of occurring, and a mitigation plan. Both parties, as part of the final Implementation Plan, shall mutually agree on the Risk Management Plan.

5. (Informational Only, Not Evaluated) Documentation of all assumptions made in preparing the Implementation Plan and those associated with the completion of the project as well as what the Contractor needs the Department to provide in terms of resources, workspace, and computing environment.

B. The Contractor shall participate in a kick-off meeting within one (1) week of the contract effective date to review the draft Implementation Plan and all draft components. The final version of the Implementation Plan shall be submitted to the Department for review and approval within five (5) business days after the kick-off meeting.

Describe how your proposed solution meets the Implementation requirements above. It is the Department’s expectation that the user interface will not change. If this is not the case in your proposed solution, describe what will be different (including Quick 3270 terminal emulation with the ability to configure on an individual basis) and the level of training that will be required for Child Support application users. Identify any training you will provide which is included in the rates of your Cost Proposal. DO NOT include any specific pricing information in your response to this requirement.For Section III – Migration Requirements, the Department will perform User Acceptance testing in a QA environment to ensure the migrated system functions as it did before migration. Based on previous experience, provide a narrative that explains how this can be accomplished in the quickest, most efficient manner.Submit a draft of your Implementation Plan with your proposal which includes all components identified above. Failure to submit a draft plan may result in a reduced evaluation score.

VII. (E) Quality AssuranceA. The Contractor shall:

1. Implement, and maintain a Quality Assurance Plan that documents the processes to be used in assuring the quality of services provided for each requirement in the scope of work, including but not limited to, timely provision of services, professional quality reports and documentation, a process for addressing customer service issues, and a plan for addressing necessary changes resulting


from changes in Department needs, findings of substandard performance, or other external factors.

2. Utilize a quality assurance process to ensure one hundred percent (100%) accuracy of the migrated data. There shall be zero (0) defects for all test cases performed by the Department during User Acceptance testing in the quality assurance environment.

3. Submit a final version of the Quality Assurance Plan to the Department for review and approval within ninety (90) calendar days after the contract effective date.

4. Meet as needed with Department staff to discuss progression on contract requirements.

Describe how your proposed solution meets the Quality Assurance requirements above. Submit a draft of your Quality Assurance Plan with your proposal which includes all components identified above. Failure to submit a draft plan may result in a reduced evaluation score.


VIII. (ME) Licensing A. All software components, whether run-time or used during the migration, shall be

identified.

Describe fully your licensing model for each software component identified above.

IX. (E) Optional and Informational Services A. Forms and Notices: As described in section 1.4.1.3 the Department must address

the migration of Forms and Notifications from the existing ICSES technology platforms to the Department unified Adobe Experience Manager. While the Department is experienced with this solution and is prepared to perform this work the Department would like to understand whether the Contractor has had experience performing similar migrations should additional resources be needed by the Department.

Describe how your proposed solution would support the forms and notices migration as described above and in Section 1.4.1.3. The Department will provide resources to perform this work, however, the Contractor should describe how they have provided forms and noticing solutions leveraging the Adobe Experience Manager for other customers.

B. Interface: As described in section 1.4.1.4 and in SOW 4.III.C the Department must address the migration of Interfaces from the existing ICSES platform, and expects the Contractor to address the requirements in SOW 4.III.C.1 & SOW 4.III.C.2. While the Department will be leveraging the existing transport mechanisms and we are prepared to make incremental improvements to the overall interface architecture, the Department would also like to understand whether the Contractor has had experience architecting and designing unified interface solutions for other customers should additional resources be needed by the Department.

The Department understands that the transport related functions (e.g. secure FTP, CyberFusion, Connect:Direct; as described in Background Information 1.4.1.4) for data exchange interfaces will likely require manual effort to convert. The Department will provide resources to perform this work, however, the Contractor should describe how they have provided unified interface solutions for other customers.

C. General Migration: While the Department has been specific regarding the services that we require, there may be areas of experience that the Contractor could offer to the Department related to migration efforts.

Describe the General Migration services that you have provided to other customers or that may be of interest to the Department in our migration efforts for this project.

X. Faith-based Organization: If you are a faith-based organization describe how you will: A. Segregate contract funds in a separate account;


B. Serve all participants without regard to religion, religious belief, refusal to hold a religious belief, or refusal to actively participate in a religious practice;

C. Ensure that State-referred clients’ participation in religious activities, including worship, scripture study, prayer or proselytization, is only on a voluntary basis;

D. Notify participants of the religious nature of the organization, their right to be served without religious discrimination, their right not to take part in inherently religious activities, their right to request an alternative provider and the process for doing so;

E. Ensure that contract funds are not expended on inherently religious activities, and

F. Comply with applicable terms of 42 CFR Parts 54 and 54a, and 45 CFR 260 and 1050.


5. COST PROPOSAL

Pricing will be evaluated using a cost model that offers the State the best possible value over the initial term of the contract.

5.1 (ME) Use the format established in Appendix A when completing your Cost Proposal, and identify it as Appendix A - Cost Proposal and Billing Procedure. Altering the format will cause the Cost Proposal to be found non-responsive.

5.2 The offeror must provide a fully-burdened rate which must include, but not be limited to, all operating and personnel expenses, such as: overhead, salaries, administrative expenses, travel, licensing, profit, supplies, etc.

6. PROPOSAL REVIEW AND EVALUATION

6.1 The objective of the State in soliciting and evaluating proposals is to ensure the selection of a firm or individual that will produce the best possible results for the funds expended.

6.2 All proposals will be reviewed first to ensure that they meet the Mandatory Submission Requirements of the RFP as addressed in Sections noted with an (M). Any proposal(s) not meeting the Mandatory Submission Requirements may be found non-responsive. IDAPA 38.05.01.074.03.a, as well as IDAPA 38.05.01.091.05, allows the designated State official to waive minor informalities as well as minor deviations. The State also reserves the right to seek clarification on any (M) or (ME) requirements.

6.3 The Technical Proposal will be evaluated first as either “pass” or “fail,” based on the compliance with those requirements listed in the RFP with an (M) or (ME). All proposals that meet the requirements will continue in the evaluation process outlined in this section.

6.4 The proposals will be reviewed and evaluated by one (1) or more Proposal Evaluation Committee(s).

6.5 The scores for the Technical Proposal will be normalized as follows: The proposal with the highest overall total technical score will receive a score of 600. Other proposals will be assigned a portion of the maximum score using the formula: 600 X technical proposal being evaluated/highest technical proposal.

6.6 Oral demonstrations and clarification of capabilities to perform the migration - The Department will require oral demonstrations of the offerors with the top three (3) technical scores in the Business and Scope of Work proposal. The oral demonstrations may be conducted in person or through a webinar. The selected offerors should expect to give an overview of their proposed solution and migration capabilities and respond to questions. Responses become an official part of the proposal and will be evaluated. The offeror is responsible for scheduling and conducting the webinar, if used. The offeror’s costs associated with the oral demonstrations are the responsibility of the offeror.


The introduction of functionality, services, or material not covered in the offeror’s submitted proposal will not be allowed in the oral demonstration. New yet unreleased features, options, functionality, or any new technology associated with an offeror’s system shall not be discussed, presented, or suggested in the proposals or during the demonstration. Doing so may result in the Department finding the offeror non-responsive.

Offeror’s who are unable to provide a demonstration during the timeframe designated in Section 1 of the RFP will receive a score of zero (0) for the oral demonstration portion of the evaluation.

6.7 The scores for the Oral Demonstration section will be normalized as follows: The demonstration with the highest overall total score will receive a score of 150. Other demonstrations will be assigned a portion of the maximum score using the formula: 150 X demonstration being evaluated/highest demonstration score.

6.8 Cost Proposals will only be opened and evaluated for offerors who are invited to participate in the oral demonstration.

6.9 The scores for the Cost Proposal will be normalized as follows: The cost evaluation will be based on the total cost proposed for required services as itemized in Appendix A. The proposal with the lowest overall total cost proposed will receive a score of 400. Other proposals will be assigned a portion of the maximum score using the formula: 400 X lowest cost proposal/cost proposal being evaluated.

6.10 After all scores are tabulated, the Department may require an additional Proof-of-Technology demonstration by the offeror with the highest total score at the Department’s specified location in Idaho. The offeror shall provide in the response to the RFP an estimate of time needed to perform the Proof-of-Technology and the technology required to execute the Proof-of-Technology. Include your response as an attachment to your proposal and clearly label it as Proof-of-Technology. 6.10.1 The offeror shall provide the technology identified in the proposal response to

execute the Proof-of-Technology.6.10.2 The Department will use the code already provided by the Department to perfom

the Proof-of-Technology.6.10.3 The offeror shall provide manufactured data to execute the Proof-of-Technology.

EVALUATION CRITERIA

Mandatory Submission Requirements Met Pass/Fail

Technical Proposal: Business Information (Section 3.8) 50 points

Organization and Staffing (Section 3.9) 110 points

Scope of Work (Section 4.0) 440 points

Oral Demonstrations (Sections 6.6 – 6.10) 150 points


Cost Proposal:Cost Proposal and Billing Procedure (Appendix A) 400 points

Total Points 1150 points


6.11 AwardAward of contract will be made to the responsive, responsible offeror whose proposal receives the highest number of total points. Award is contingent on final Federal approval of the project.


APPENDIX A

Cost Proposal and Billing Procedure(ME)

Part 1. Cost:

The contract resulting from this RFP shall be a FIRM FIXED FEE / INDEFINITE QUANTITY contract. The Department will pay a fixed cost per unit for services delivered in compliance with the terms of the contract. The initial term of the contract is anticipated to be eighteen (18) months. The Contractor should be prepared to start the project no later than 06/01/16.

All offerors must use the Cost Matrix format below for submitting their cost proposal. Offerors shall not alter the format of, or any numbers contained in, the matrix. Any proposal not complying with this requirement shall be deemed non-responsive and shall receive no further consideration for award of a contract.

Costs shall remain firm throughout the life of the contract. Award will be ALL-OR-NONE based on the grand total of extended unit prices bid.

The offeror must provide a fully-burdened rate which must include, but not be limited to, all operating and personnel expenses, such as: overhead, salaries, administrative expenses, travel, licensing, profit, supplies, etc.

No advance payment shall be made for services furnished under the contract. Payment for deliverables shall be rendered upon Department-accepted completion of service, submittal of invoices, and sufficient documentation for the invoiced services. Invoices for support and licensing may be submitted at the beginning of the licensing year.

To complete the Cost Matrix, enter the “Cost per Unit” for each line item. For Lines 1-5, multiply the “Cost per Unit” by the “Est # of Units” and enter the result in the SUBTOTAL column. For Lines 6 & 7, enter the “Cost per Unit” for each user license. In the column 06/01/16-11/30/16, enter the total licensing cost for the initial six (6) months of the contract based on the “Est # of Units.” In the column 12/01/16-11/30/17, enter the total licensing cost for the full year contract period based on the “Est # of Units.” Add the amounts for the six (6) months licenses and the full year licenses together and enter the sum in the Subtotal column for each line item. Add together all the amounts in the Subtotal column and enter the amount on the line for “Total Cost Proposed for the Initial Eighteen (18) Months.”

For the optional services, enter the “Cost per Unit” for each line item. These costs are not evaluated. They are for informational purposes only.

Line ITEM UNIT EST # OF UNITS

Costper Unit

06/01/16-11/30/16

12/01/16-11/30/17 SUBTOTAL

1Cost of tools used during migration (SOW III.A.3)

One-Time 1 $ $

2 Miscellaneous one-time costs**

One-Time 1 $ $


3Code Migration and Implementation services (SOW III.A)

Full Code Set

1 $ $

4Data Migration and Implementation services (SOW III.B)

Full Schema & Data

1 $ $

5Optional and Informational Services (SOW IX)

Hours 1,000 $ $

6On-going software licensing costs, used at run-time (SOW VIII)

ICSESUsers 150 $ $ $ $

7

On-going software maintenance costs used at run-time (SOW V)

ICSESUsers 150 $ $ $ $

Total Cost Proposed for the Initial Eighteen (18) Months $

** If there are Miscellaneous one-time costs identified on Line 2, provide a detailed explanation of the services that result in those costs.

Part 2. Billing Procedure:

The Contractor shall provide invoices for all services rendered, according to the agreed upon project plan and deliverables no later than ten (10) business days after the Department’s written acceptance of the deliverable. No invoices shall be paid unless accompanied by written Department-acceptance of the deliverable.

Line item 1 may be invoiced after the project kick-off. Line item 2 may be invoiced after sixty (60) calendar days of the contract effective date. Line item 5 may be invoiced at the end of each month where Optional and Informational Services were used. Line items 6 & 7 may be invoiced after the project kick-off for the initial six (6) months and then again at the beginning of the next twelve (12) month period. The Department has identified four (4) acceptance steps for invoicing Line items 3 & 4:

20% of costs for Line Item # 3 - Completion of activities associated with migration of 50% of the ICSES Programs

20% of costs for Line Item #3 - Completion of activities associated with migration of the remaining 50% of the ICSES Programs

40% of costs for Line Item #4 – Completion of activities associated with data migration

After successful implementation- Remaining 60% of costs for Line Item #3- Remaining 60% of costs for Line Item #4

Each invoice shall include, but not be limited to:1. All Contractor services provided during the billing period, identified by each

deliverable as reflected in the Cost Matrix, and the total for each.


2. Dates of service.3. Total amount billed for the deliverable.4. Contractor name, address, phone number, FAX number, and e-mail.5. Vendor identification number.6. Contract number.7. Invoice date and unique identifier, such as an invoice number.

Invoices shall be submitted to:

Idaho Department of Health & WelfareAttn: Pam West450 W. State StreetBoise, Idaho 83702

Final invoices must be submitted to the Department no later than thirty (30) calendar days after the contract expiration date. Invoices received without the required documentation will be returned to the Contractor for their resubmission with the final documentation.


APPENDIX B

Performance Metrics

Metric Description: Migration of Application Code – (SOW III.A.1) The Contractor shall convert the Natural and COBOL code to the Department’s Java-based target architecture.

Required Level of Expectation: 100% of the converted code shall be accurate for both automatic and manual conversion.Method of Monitoring: The Contractor shall provide reports that demonstrate the success of the migration. The Department will use the reports provided by the Contractor to help determine compliance with this metric. In addition, the Department may develop reports to demonstrate compliance. The Department will perform User Acceptance Testing (UAT) on cases in a frozen version of the migrated system (code, database schema). If no functional deficiencies are encountered for all UAT performed, the Required Level of Expectation is met. If defects are found in UAT, the Contractor shall correct the defects and the Department will perform all UAT again. At its discretion, the Department may choose to only perform retesting of UAT for the area(s) where the defects were found.Strategy for Correcting Non-Compliance: The Department will notify the Contractor either verbally or in writing when a performance issue is identified. The Department may meet with the Contractor to discuss the non-compliance issue. Upon written notification, the Contractor shall submit a written corrective action plan to the Department for approval within three (3) business days after receipt of notification. The corrective action plan shall include dates for complying with the requirements. Once the corrective action plan is approved by the Department, the Contractor will be notified and the Contractor must resolve the performance issues to meet the Required Level of Expectation below. Continued failure to correct the identified performance issue within the required timelines may result in the Department imposing additional actions outlined in the Remedies section of the Special Terms and Conditions, including termination of the contract.

Metric Description: Migration of Database – (SOW III.B.2) The Contractor shall automatically convert the ADABAS schema and data to a functional equivalent schema in the target database management system.

Required Level of Expectation: 100% of the converted database shall be accurate.Method of Monitoring: The Contractor shall provide reports that demonstrate the success of the migration. The Department will use the reports provided by the Contractor to help determine compliance with this metric. In addition, the Department may develop reports to demonstrate compliance. The Department will perform UAT on cases in a frozen version of the migrated system (code, database schema). If no functional deficiencies are encountered for all UAT performed, the Required Level of Expectation is met. If defects are found in UAT, the Contractor shall correct the defects and the Department will perform all UAT again. At its discretion, the Department may choose to only perform retesting of UAT for the area(s) where the defects were found.Strategy for Correcting Non-Compliance: The Department will notify the Contractor either verbally or in writing when a performance issue is identified. The Department may meet with the Contractor to discuss the non-compliance issue. Upon written notification, the Contractor shall submit a written corrective action plan to the Department for


approval within three (3) business days after receipt of notification. The corrective action plan shall include dates for complying with the requirements. Once the corrective action plan is approved by the Department, the Contractor will be notified and the Contractor must resolve the performance issues to meet the Required Level of Expectation below. Continued failure to correct the identified performance issue within the required timelines may result in the Department imposing additional actions outlined in the Remedies section of the Special Terms and Conditions, including termination of the contract.

Metric Description: On-Time Delivery – (SOW VI.A.2) The Contractor shall provide a Project Schedule which includes a detailed breakdown of the tasks necessary to provide the contract deliverables and the timeline for carrying out all tasks.

Required level of expectation: 90% of the major deliverables identified in the Project Schedule are delivered on time and acceptable to the Department.Method of monitoring: The Department will monitor the completion of deliverables according to the agreed to Project Schedule from the Implementation Plan.Strategy for Correcting Non-Compliance: The Department will notify the Contractor either verbally or in writing when a performance issue is identified. The Department may meet with the Contractor to discuss the non-compliance issue. Upon written notification, the Contractor shall submit a written corrective action plan to the Department for approval within three (3) business days after receipt of notification. The corrective action plan shall include dates for complying with the requirements. Once the corrective action plan is approved by the Department, the Contractor will be notified and the Contractor must resolve the performance issues to meet the Required Level of Expectation below. Continued failure to correct the identified performance issue within the required timelines may result in the Department imposing additional actions outlined in the Remedies section of the Special Terms and Conditions, including termination of the contract.


APPENDIX C

Special Terms And Conditions

I. DEFINITIONS . As used in the Contract, the following terms shall have the meanings set forth below:

A. Contract Manager shall mean that person appointed by the Department to administer the Contract on behalf of the Department. "Contract Manager" includes, except as otherwise provided in the Contract, an authorized representative of the Contract Manager acting within the scope of his or her authority. The Department may change the designated Contract Manager from time to time by providing notice to Contractor as provided in the Contract.

B. Department shall mean the State of Idaho, Department of Health and Welfare, its divisions, sections, offices, units, or other subdivisions, and its officers, employees, and agents.

II. CONTRACT EFFECTIVENESS . It is understood that this Contract or any Amendment is effective when it is signed by all parties, or at a later date if specified in the Contract or Amendment. The Contractor shall not render services to the Department until the Contract or Amendment has become effective. The Department will not pay for any services rendered prior to the effective date of the Contract or Amendment.

III. REASSIGNMENT OF CONTRACTOR EMPLOYEES The Department shall have the right, after having consulted with the Contractor, to require the Contractor to reassign or otherwise remove from the contract any Contractor employee or subcontractor found in good faith to be unacceptable to the Department.

IV. RECORDS AND DATA .

A. Fiscal Records The Contractor shall maintain fiscal records, including its books, audit papers, documents, and any other evidence of accounting procedures and practices, which sufficiently and properly reflect all direct and indirect costs of any nature expended in the performance of the Contract.

B. Records Maintenance The Contractor shall maintain all records and documents relevant to the Contract for three (3) years from the date of final payment to Contractor. If an audit, litigation or other action involving records is initiated before the three (3) year period has expired, the Contractor shall maintain records until all issues arising out of such actions are resolved, or until an additional three (3) year period has passed, whichever is later.

C. Termination of Contract If the existence of the Contractor is terminated by bankruptcy or any other cause, all program and fiscal records related to the Contract in the Contractor's possession shall become the property of the Department and the Contractor shall immediately deliver such records to the Contract Manager.


D. Records Review All records and documents relevant to the Contract, including but not limited to fiscal records, shall be available for and subject to inspection, review or audit, and copying by the Department and other personnel duly authorized by the Department, and by federal inspectors or auditors. The Contractor shall make its records available to such parties at all reasonable times, at either the Contractor's principal place of business or upon premises designated by the Department.

V. CUSTOMER SERVICE .

A. Telephone Contractors who have direct contact with the public in fulfilling this contract shall have their main, published telephone numbers answered by a person during normal business hours. Voice mail for contractor staff shall provide an option for the caller to obtain immediate assistance if necessary. The Contractor shall endeavor to return telephone calls the same day, and shall respond to phone calls and e-mails not later than forty-eight (48) hours or two (2) business days after the initial contact, whichever is later.

B. Correspondence The Contractor shall respond to written correspondence within ten (10) business days. The Contractor shall provide clear, understandable, timely and accurate written information to Department customers as required by this Contract.

C. Policies The Contractor shall treat Department staff and customers with respect and dignity, and shall demonstrate a caring attitude to all who ask for assistance. Contractors shall have a written customer service policy that describes how customer service will be incorporated into policies and training.

VI. BINDING EFFECT OF FEDERAL PURCHASE OF SERVICE REGULATIONS . The Contract is subject to the provisions of any relevant federal regulations and any relevant provisions of agreements between the State of Idaho and the United States, including but not limited to State Plans, in effect at the time the Contract is executed, or which thereafter become effective. Such regulations and agreements are on file in the Central Office of the Department and are available for inspection by the Contractor during regular business hours.

VII. FEDERAL AND STATE AUDIT EXCEPTIONS . If a federal or state audit indicates that payments to the Contractor fail to comply with applicable federal or state laws, rules or regulations, the Contractor shall refund and pay to the Department any compensation paid to Contractor arising from such noncompliance, plus costs, including audit costs.

VIII. COMPLIANCE WITH CERTAIN LAWS .

A. HIPAA The Contractor acknowledges that it may have an obligation, independent of this contract, to comply with the Health Insurance Portability and Accountability Act (HIPAA), Sections 262 and 264 of Public Law 104-191, 42 USC Section 1320d, and federal regulations at 45 CFR Parts 160, 162 and 164. If applicable, the Contractor shall comply with all amendments to the law and federal regulations made during the term of the Contract.

B. Lobbying


1. The Contractor certifies that none of the compensation under the Contract has been paid or will be paid by or on behalf of the Contractor to any person for influencing or attempting to influence an officer or employee of any governmental agency, a member, officer or employee of Congress or the Idaho Legislature in connection with the awarding, continuation, renewal, amendment, or modification of any contract, grant, loan, or cooperative agreement.

2. If any funds, other than funds provided by the Contract, have been paid or will be paid to any person for influencing or attempting to influence an officer or employee of any governmental agency, a member, officer or employee of Congress or the State Legislature in connection with the Contract, the Contractor shall complete and submit Standard Form LLL, "Disclosure Form to Report Lobbying," in accordance with its instructions, and submit a copy of such form to the Department.

3. The Contractor shall require that the language of this certification be included in any subcontract, at all tiers, (including grants, subgrants, loans, and cooperative agreements) entered into as a result of the Contract, and that all sub-recipients shall certify and disclose as provided herein.

4. The Contractor acknowledges that a false certification may be cause for rejection or termination of the Contract, subject the Contractor to a civil penalty, under 31 U.S.C. § 1352, of not less than $10,000.00 and not more than $100,000.00 for each such false statement, and that the Contractor's execution of the Contract is a material representation of fact upon which the Department relied in entering the Contract.

C. Qualification The Contractor certifies to the best of its knowledge and belief that it and its principals:

1. Are not presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from performing the terms of the Contract by a government entity (federal, state or local);

2. Have not, within a three (3) year period preceding the Contract, been convicted of or had a civil judgment rendered against them for commission of fraud or a criminal offense in connection with obtaining, attempting to obtain, or performing a public (federal, state, or local) transaction or contract under a public transaction; violation of federal or state antitrust statutes or commission of embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements, or receiving stolen property;

3. Are not presently indicted for or otherwise criminally or civilly charged by a government entity (federal, state or local) with commission of any of the offenses enumerated in paragraph 2 of this certification; and

4. Have not within a three (3) year period preceding the Contract had one or more public transactions (federal, state, or local) terminated for cause or default.


5. The Contractor acknowledges that a false statement of this certification may be cause for rejection or termination of the Contract and subject the Contractor, under 18 U.S.C. § 1001, to a fine of up to $10,000.00 or imprisonment for up to five (5) years, or both.

D. Faith-Based Organization If the Contractor is a faith-based organization, the Contractor and all approved subcontractors shall:

1. Segregate contract funds in a separate account.

2. Serve all participants without regard to religion, religious belief, refusal to hold a religious belief, or refusal to actively participate in a religious practice.

3. Ensure that Department-referred clients' participation in religious activities, including worship, scripture study, prayer or proselytization, is only on a voluntary basis.

4. Notify participants of the religious nature of the organization, their right to be served without religious discrimination, their right not to take part in religious activities, their right to request an alternative provider and the process for doing so.

5. Ensure that contract funds are not expended on inherently religious activities.

6. Comply with applicable terms of 42 CFR Parts 54, 54a, and 45 CFR Parts 260 and 1050.

E. Tribes If the Contractor is a Tribe, the Contractor and Department recognize that services performed pursuant to this Contract by the Contractor and all approved subcontractors within reservation boundaries are subject to applicable laws, ordinances and regulations of the Tribe. Nothing in this Contract should be construed as a waiver of sovereign immunity.

F. Single Audit Act The Contractor acknowledges that it may have an obligation; independent of this contract, to comply with the terms of the "Single Audit Act" of 1984. Funds provided under the Contract may be used to pay for compliance with this act in proportion to other funding sources available to the Contractor for the services provided pursuant to the Contract.

G. Local Contribution To Funding If funding for the Contract is tied to a local contribution or match: (1) The Contractor certifies that none of the local contribution or match funds are federal funds, are derived from or are in lieu of federal funds, and none of said funds have been used, or have been substituted for funds used, to earn other federal funds. (2) The Contractor further certifies that any costs incurred by the Contractor prior to the Contract will not be allowable to or included as a cost of any other state or federally financed program in either the current period or any prior period.

IX. CONFLICT OF INTEREST .


A. Public Official No official or employee of the Department and no other public official of the State of Idaho or the United States government who exercises any functions or responsibilities in the review or approval of the undertaking or carrying out of the Contract shall, prior to the termination of the Contract, voluntarily acquire any personal interest, direct or indirect, in the Contract or proposed Contract.

B. Contractor The Contractor covenants that it presently has no interest and shall not acquire any interest, direct or indirect, that would conflict in any manner or degree with the performance of its services hereunder. The Contractor further covenants that in the performance of the Contract, no person who has any such known interests shall be employed.

X. REMEDIES .

A. Remedial Action If any of the Contractor’s responsibilities do not conform to Contract requirements, the Department shall consult with the Contractor and may at its sole discretion require any of the following remedial actions, taking into account the nature of the deficiency: (1) require the Contractor to take corrective action to ensure that performance conforms to Contract requirements; (2) reduce payment to reflect the reduced value of services received; (3) require the Contractor to subcontract all or part of the service at no additional cost to the Department; or (4) terminate the Contract.

B. Termination for Convenience The Department or the Contractor may cancel the Contract at any time, with or without cause, upon thirty (30) calendar days written notice to the other party specifying the date of termination.

C. Termination for Cause Either party may terminate the Contract immediately upon written notice, or upon such notice as such party, in its sole discretion, deems appropriate, if at any time: (a) the other party is in material breach of any warranty, term, condition, covenant or obligation under the Contract; (b) judicial interpretation of federal or state laws, regulations, or rules renders fulfillment of the Contract infeasible or impossible; (c) Contractor's license or certification required by law is suspended, not renewed, or is otherwise not in effect at the time service is provided; or (d) Contractor fails to comply with any applicable law, regulation, or rule.

D. Effect of Termination Upon termination by the Department, the Contractor shall: (a) promptly discontinue all work, unless the termination notice directs otherwise; (b) promptly return to the Department any property provided by the Department pursuant to the Contract; and, (c) deliver or otherwise make available to the Department all data, reports, estimates, summaries and such other information and materials as may have been accumulated by Contractor in performing the Contract, whether completed or in process. Upon termination by the Department, the Department may take over the services and may award another party a contract to complete the services contemplated by the Contract. Upon termination for cause, the Department shall be entitled to reimbursement from Contractor for losses incurred as a result of the Contractor's breach.

E. Survival of Terms Any termination, cancellation, or expiration of the Contract notwithstanding, provisions which are intended to survive and continue shall survive


and continue, including, but not limited to, the provisions of these Special Terms and Conditions, Sections IV (Records and Data), VII (Federal and State Audit Exceptions), VIII (Compliance with Certain Laws), and the State of Idaho Standard Contract Terms and Conditions, Sections 9 (Contract Relationship) and 12 (Indemnification).

XI. MISCELLANEOUS .

A. Disposition of Property At the termination of the Contract, the Contractor shall comply with relevant federal and state laws, rules and regulations and, as applicable, 2 CFR §§ 200.310-316 concerning the disposition of property purchased wholly or in part with funds provided under the Contract.

B. Time of Performance Time is of the essence with respect to the obligations to be performed under the Contract; therefore, the parties shall strictly comply with all times for performance.

C. Headings The captions and headings contained herein are for convenience and reference and are not intended to define or limit the scope of any provision of the Contract.


APPENDIX D

Riders

Insurance

For the term of the Contract and until all services specified in the Contract are completed, the Contractor shall maintain in force, at its own expense, the following insurance.

Commercial General Liability Insurance and, if necessary, Commercial Umbrella Liability Insurance with a limit of not less than one million dollars ($1,000,000) each occurrence. Insurance required by this section shall name the State of Idaho, Department of Health and Welfare as an additional insured.

Automobile Liability Insurance and, if necessary, Umbrella Liability Insurance with a limit of not less than one million dollars ($1,000,000) each accident. Insurance required by this section shall name the State of Idaho, Department of Health and Welfare as an additional insured.

Workers' Compensation Insurance which includes Employer Liability Insurance and shall comply with Idaho Statutes regarding Workers' Compensation in the amount of: $100,000 per accident; $500,000 disease policy limit; and $100,000 disease, each employee.

Cyber Liability covering third-party liability including at least the following expenses: cost of notifying affected parties; cost of providing credit monitoring to affected parties; cost of public relations consultants; regulatory compliance costs; costs to pursue indemnity rights; costs to analyze the insured’s legal response obligations; costs of defending lawsuits, judgments and settlements; regulatory response costs; costs of responding to regulatory investigations; and costs of settling regulatory claims. Cyber Liability coverage must have a limit of not less than $1 million per claim and $2 million aggregate.

If any of the liability insurance required for this contract is arranged on a "claims-made" basis, "tail coverage" will be required at the completion or termination of this contract for a duration of twenty-four (24) months thereafter. Continuous "claims-made" coverage will be acceptable in lieu of "tail-coverage" provided the retroactive date is on or before the effective date of this contract, or twenty-four (24) months "prior acts" coverage is provided. Contractor will be responsible for furnishing certification of "tail coverage" or continuous "claims-made" coverage.

Prior to performing any services, the Contractor shall provide certificates of insurance to the Department. The Contractor is also required to maintain current certificates on file with the Department and to provide updated certificates upon request. Failure to provide the required certificates of insurance shall constitute a default under this Contract and upon such failure the Department may, at its option, terminate the Contract. Insurance required by this section shall be policies or contracts of insurance issued by insurers approved by the Department. Should any of above described policies be cancelled before the expiration date thereof, notice shall be delivered in accordance with the policy provision.

The Contractor shall further ensure that all policies of insurance are endorsed to read that any failure to comply with the reporting provisions of this insurance, except for the potential


exhaustion of aggregate limits, shall not affect the coverage(s) provided to the State of Idaho, Department of Health and Welfare.

Please send updated certificates to:

Idaho Department of Health and WelfareContracting & Procurement Services Unit -- 9th Floor450 West State StreetBoise, ID 83702


Ownership of Information

Pursuant to Federal regulations at 45 CFR 95.617, the Department shall “have all ownership rights in software or modifications thereof and associated documentation designed, developed or installed with Federal financial participation.” The Federal Department of Health and Human Services, Administration for Children and Families, “reserves a royalty-free, non-exclusive, and irrevocable license to reproduce, publish, or otherwise use and to authorize others to use for Federal Government purposes, such software, modifications, and documentation.


ATTACHMENT 1OFFEROR QUESTIONS

PLEASE DO NOT IDENTIFY YOUR NAME OR YOUR COMPANY’S NAME OR PRODUCT NAMES OF INTELLECTUAL PROPERTY IN YOUR QUESTIONS.

ADD ROWS BY HITTING THE TAB KEY WHILE WITHIN THE TABLE AND WITHIN THE FINAL ROW.

The following instructions must be followed when submitting questions using the question format on the following page.

1. DO NOT CHANGE THE FORMAT OR FONT. Do not bold your questions or change the color of the font.

2. Enter the RFP section number that the question is for in the “RFP Section” field (column 2). If the question is a general question not related to a specific RFP section, enter “General” in column 2. If the question is in regards to a State Term and Condition or a Special Term and Condition, state the clause number in column 2. If the question is in regard to an attachment, enter the attachment identifier (example “Attachment A”) in the “RFP Section” (column 2), and the attachment page number in the “RFP page” field (column 3).

3. Do not enter text in column 5 (Response). This is for the State’s use only.4. Once completed, this form is to be e-mailed per the instructions in the RFP. The e-mail

subject line is to state the RFP number followed by “Questions.”


WRFP1602 / IPRO RFP16000559 Idaho Child Support Enforcement System (ICSES) System Migration Project

Question RFP Section RFP Page

Question Response

1

2

3

4

5

6

7

8

9

10

11

12

13

14

15

16

17

18

19

20

21

22

23


ATTACHMENT 2REFERENCES

(E)

INSTRUCTIONS TO THE OFFEROR:

Offerors are allowed three (3) completed reference questionnaires. The completed references questionnaires must be from individuals, companies, or agencies with knowledge of the offeror’s experience that is similar in nature to the products or services being requested by this RFP, and are within the last three (3) years from the date this RFP was posted to IPRO. The Department of Health and Welfare may not be utilized as a reference. Only one (1) reference will be received/qualify per reference company/agency. If multiple references are received from the same company/agency, only the first received will be accepted.

References not received prior to the RFP closing date and time will receive a score of zero (0) for that reference. References outside the designated number of years (see paragraph above), and references determined to be not of a similar nature to the products or services requested by this RFP will also receive a score of zero (0) points. Determination of similar will be made by using the information provided by the reference in Section II of the Reference Questionnaire, General Information and any additional information provided by the reference.

If more than three (3) qualifying references are received, only the first three (3) fully completed references received will be used for evaluation purposes.

REFERENCES MUST BE RECEIVED BY THE RFP LEAD, DIRECTLY FROM THE REFERENCE, IN ORDER TO BE CONSIDERED.

1. Offerors must complete the following information on page 2 of the “Reference’s Response To” document before sending it to the Reference for response.

a. Print the name of your reference (company/organization) on the “REFERENCE NAME” line.

b. Print the name of your company/organization on the “OFFEROR NAME” line.

2. Send the “Reference’s Response To” document to your references to complete.

NOTE: It is the offeror’s responsibility to follow up with their references to ensure timely receipt of all questionnaires. Offerors may e-mail the RFP Lead prior to the RFP closing date to verify receipt of references.

References are not scored by a Technical Proposal evaluation committee. References will provide scores via the reference questionnaires and the RFP Lead will enter the scores

for qualifying references into a spreadsheet that will calculate averaged scores.


REFERENCE QUESTIONNAIREREFERENCE’S RESPONSE TO:

RFP Number: WRFP1602 / IPRO RFP16000559RFP Title: Idaho Child Support Enforcement System (ICSES) System Migration Project

REFERENCE NAME (Company/Organization): ________________________________________

OFFEROR (Vendor) NAME (Company/Organization): _________________________________ has submitted a proposal to the State of Idaho, Department of Health and Welfare, to provide the following services: Idaho Child Support Enforcement System (ICSES) System Migration Project. We’ve chosen you as one of our references.

INSTRUCTIONS 1. Complete Section I. RATING using the Rating Scale provided.

2. Complete Section II. GENERAL INFORMATION (This section is for information only and will not be scored.)

3. Complete Section III. ACKNOWLEDGEMENT by manually signing and dating the document. (Reference documents must include an actual signature.)

4. E-mail or fax THIS PAGE and your completed reference document, SECTIONS I through III to:

RFP Lead: Bev BerendsGrants/Contracts Officer

E-mail: [email protected]

Fax: 208-639-5715

5. This completed document MUST be received no later than April 20, 2016 at 5:00 p.m. Mountain Time. Reference documents received after this time will not be considered. References received without an actual signature will not be accepted.

6. DO NOT return this document to the Offeror (Vendor).

7. In addition to this document, the State may contact references for further clarification if necessary.



Section I. RATING

Using the Rating Scale provided below, rate the following numbered items by circling the appropriate number for each item:

Rating Scale Category Score

Poor or Inadequate Performance 0

Below Average 1 – 3

Average 4 – 6

Above Average 7 - 9

Excellent 10

Circle ONE number for each of the following numbered items:

1. Rate the overall quality of the vendor’s services:

10 9 8 7 6 5 4 3 2 1 0

2. Rate the response time of this vendor:

10 9 8 7 6 5 4 3 2 1 0

3. Rate how well the agreed upon, planned schedule was consistently met and deliverables provided on time. (This pertains to delays under the control of the vendor):

10 9 8 7 6 5 4 3 2 1 0

4. Rate the overall customer service and timeliness in responding to customer service inquiries, issues and resolutions:

10 9 8 7 6 5 4 3 2 1 0

5. Rate the knowledge of the vendor’s assigned staff and their ability to accomplish duties as contracted:

10 9 8 7 6 5 4 3 2 1 0

6. Rate the accuracy and timeliness of the vendor’s billing and/or invoices:

10 9 8 7 6 5 4 3 2 1 0


7. Rate the vendor’s ability to quickly and thoroughly resolve a problem related to the services provided:

10 9 8 7 6 5 4 3 2 1 0

8. Rate the vendor’s flexibility in meeting business requirements:

10 9 8 7 6 5 4 3 2 1 0

9. Rate the likelihood of your company/organization recommending this vendor to others in the future:

10 9 8 7 6 5 4 3 2 1 0

Section II. GENERAL INFORMATION

1. Please include a brief description of the services provided by this vendor for your business:

2. During what time period did the vendor provide these services for your business?

Month:_________ Year:_________ to Month:_________ Year:_________

Section III. ACKNOWLEDGEMENT

I affirm to the best of my knowledge that the information I have provided is true, correct, and factual:

____________________________________ ________________________________Signature of Reference Date

____________________________________ ________________________________Print Name Title

____________________________________Phone Number ____________________________________


E-mail address


ATTACHMENT 3PRE-PROPOSAL CONFERENCE REGISTRATION FORM

PRE-PROPOSAL CONFERENCE Date: Tuesday, March 22, 2016, 1:00 p.m. Mountain Time

Agency: Idaho Department of Health and Welfare

RFP #: WRFP1602 / IPRO RFP16000559Title: Idaho Child Support Enforcement System (ICSES) System Migration Project

Verbal Information: Questions concerning an RFP must be directed in writing to the designated purchasing official in the period of time prescribed in the RFP document. Bids, Proposals, or Quotations deviating from the specifications by any means other than an authorized written addendum will be subject to rejection. The State will not be responsible for any verbal information given to Vendors by anyone other than an authorized purchasing official. Reliance on any verbal representation is at the Vendor’s sole risk.

Potential offerors choosing to participate in the pre-proposal conference must pre-register by submitting this completed form, via e-mail, to the RFP Lead at [email protected]. Once the RFP Lead receives your completed form, you will be provided with phone conferencing and meeting details. Please indicate in the appropriate column if your attendance will be by phone. The deadline to register for the Pre-Proposal Conference is 1:00 p.m. Mountain Time on Monday, March 21, 2016.

PLEASE PRINT:

Name Company Email Address Phone Number

By Phone



ATTACHMENT 4CASE LIFECYCLE OVERVIEW


Maintain &

Enforce

Medical Only

Receipt Only

Case Closure

Inter-GovLimited Services

Case Setup

Inter-Gov Maintain

& Enforce

Case

• Create new case• Re-open closed cases• Establish paternity for cases• Establish court orders for cases• Coordinates genetic testing

• Review new cases and setup for on-going maintenance

• Perform on-going case maintenance • Perform enforcement against NCP for non

payment

• Record the receipt of payments when the case requires no other services

• Provide support for cases that contain a medical support service

For Inter-governmental cases• Review new cases and

setup for on-going maintenance

• Perform on-going case maintenance

• Perform enforcement against NCP for non payment

For Inter-governmental cases that only require limited services

• Review new cases and setup for on-going maintenance

• Perform on-going case maintenance

• Perform enforcement against NCP for non payment • Perform case closure

NOTE: The Case lifecycle is not linear. There are numerous business events backed by business rules that can cause a Case to flow to different workgroup buckets.

ATTACHMENT 5BUSINESS WORKGROUP UNITS AND FUNCTIONS


Non-custodial Parent Team (NCP)

Primary interface to customersPerforms maintenance and enforcement

Case Open Unit (COU)Creates new casesRe-opens closed casesInitial contact with customers

Case Closure Unit (COU)Closes cases

Inter-governmental (IGOV)

Initiate and manage Inter-Gov casesInterface with other states, federal government and tribesPerforms maintenance and enforcement

Rapid Response Unit (RRU)

Assist the EMP and NCP teams on interaction with employers

Legal Services (LEGU)Provides legal support to all other CSS unitsCoordinates legal services with contract attorneys

License Suspension (LSU)

Performs statewide license suspension activities

Paternity EstablishmentConsolidated Unit (PECU)

Establishes paternity ordersCoordinates genetic testingInterfaces with customers on paternity specificsPrepare legal documents for paternity activities

Financial Institution Data Match (FIDM)

Identify NCP assets that can be seizedCoordinate the effort to seize assetsProcess payments for a case

Medical Unit (MEDU)

Documents and enforces medical support and health insurance information

Order Abstract Entry Unit (ORDS)

Review and access orders for completeness

Special Enforcement Consolidated Unit (SECU)

Provides support for special circumstances involving such things as; Death of customer, incarceration, bankruptcy, worker comp, etc

Secondary Approval Consolidated Unit (SACU)Mail Distribution

Unit (MDU)

• Receives documentation• Scans and attaches documentation • Distributes documentation

• Review and approve manual adjustments to debt

ATTACHMENT 6INTERFACE DIAGRAM

Attached as a separate document in IPRO.


ATTACHMENT 7CURRENT ICSES APPLICATION AND DATABASE STATISTICS


ATTACHMENT 8TECHNOLOGY STACK

Technology

Presentation Layer (UI/UX)

HTML5CSSAngularJSJSF 2.2+

Business Layer (Business/Data/Resource)

Java 8Spring 4.xHibernate 5.xApache CXF 3.1.4Jersey 2.22Jackson 2.5.xJAXB

Testing/Automation

JUnit 4.8.1JMock 2.6SeleniumReady API! (SOAP UI 5.0)ZephyrCustom Test Automation Framework

Products

CentOS 6.6JBoss EAP 6.4Apache HTTP Server 2.xQAS Pro WebAdobe Livecycle ES4OPAWSO2 Identify ManagerJBoss Fuse ESBJBoss A-MQ

Build, Deploy & ConfigurationMaven 3.05SVNPuppet 3.8

Development Tools

JBoss Developer (based on Eclipse)EclipseOPM Rules ModelerJProfiler 8.0Adobe Livecycle WorkbenchJRebelXRebel

Application MonitoringLogstash 2.1NagiosWily 10.1

Project Management Jira 6.2

WRFP1602 / IPRO RFP16000559 Page 57 of 52 03-0816

ATTACHMENT 9ICSES TARGET ENVIRONMENTS


DR Data CenterMain Data Center

ICSES On-lineJBoss EAP

DBSQL

Server Archive DBSQL Server

ICSES On-lineJBoss EAP

Load Balancer (F5)

• The existing SQL Server 2014 environment provides hot standby

• Archive DB contains older narratives

DBSQL

Server

ICSES BatchJBossEAP

ICSES BatchJBossEAP JBoss Fuse

(ESB)

JBoss Active MQ

(Messaging)

JBoss Fuse(ESB)

JBoss Active MQ

(Messaging)

ATTACHMENT 10NON-DISCLOSURE AGREEMENT

IDAHO DEPARTMENT OF HEALTH AND WELFARECONFIDENTIALITY AND NON-DISCLOSURE AGREEMENT

This Confidentiality and Non-Disclosure Agreement (“Agreement”) is made as of this ___ day of _______ (“Effective Date”) by and between ___________ (“Company”), and the Idaho Department of Health and Welfare, Child Support Services (“IDHW”).

RECITALS

A. The parties desire to evaluate the potential of entering into a contractual agreement pursuant to the Request for Proposal to which this Agreement is appended; and

B. Agreement relates to disclosure verbally, visually, electronically and/or in tangible form, of certain confidential and proprietary information by IDHW (“Discloser”) to Company (“Recipient”) (together, the “Parties”), in furtherance of the purpose set forth herein; and

C. Both Parties understand that the confidential information received from Discloser is regarded by Discloser as valuable and in consideration of the disclosure of Confidential Information by the Parties to each other;

AGREEMENT

NOW THEREFORE, in consideration of the covenants set forth herein and the above recitals, which are incorporated as if set forth in full, the Parties agree as follows:

1. The term "Confidential Information" shall mean any and all information, which is disclosed by either party to the other verbally, electronically, visually, or in a written or other tangible form, which is either identified by Discloser as confidential or proprietary or should be reasonably understood to be confidential or proprietary. Confidential Information shall include all information or data provided by Discloser to Receiver for the purposes of evaluating and formulating Recipient’s proposed response to the Request for Proposal to which this agreement is appended, including, but not limited to: trade secrets, patented or copyrighted information, computer programs, software, software documentation, software source code, formulas, data, inventions, algorithms, techniques, processes, marketing plans, strategies, forecasts, third party confidential information and customer lists. Recipient shall not reverse engineer, decompile, copy or export any Confidential Information.

2. Recipient shall not disclose, publish, release, transfer or otherwise make available Confidential Information in any form to, or for the use or benefit of, any person or entity. The Parties recognize that the disclosure of Confidential Information would cause irreparable injury and, therefore, the injured Party shall be entitled to injunctive relief in addition to any other remedy, including claims for damages and attorney’s fees. To the extent required, Recipient’s internal disclosure of Confidential Information shall be only to those employees or agents having a need to know such information in connection with this Agreement and only insofar as such persons are bound by a personal nondisclosure agreement consistent with this Agreement. Recipient shall promptly notify Discloser of any unauthorized disclosure or use of Confidential Information by any person.

3. This Agreement imposes no obligation upon Recipient with respect to Confidential Information which Recipient can establish by legally sufficient evidence: (a) was in the possession of, or was rightfully known by Recipient without an obligation to maintain its confidentiality prior to receipt from Discloser; (b) is or becomes generally known to the public without violation of this Agreement; (c) is obtained by Recipient in good faith from a third party having the right to disclose it without an obligation of confidentiality; (d) is independently developed by Recipient without reliance upon the Confidential


Information or the participation of individuals who have had access to the Confidential Information; or (e) is required to be disclosed by court order, or applicable state or federal laws, including, but not limited to, the Idaho Public Records Act, provided diligent efforts are undertaken to limit disclosure, and once notice has been provided to Discloser of such court order.

4. The Confidential Information is provided “as-is” and Discloser makes no warranty of any kind with respect to the suitability, accuracy or non-infringement of third party rights. Recipient does not acquire any license rights, title or interest in the Confidential Information except the limited right to use the Confidential Information in accordance with this Agreement.

5. Discloser shall at all times retain full ownership interest of all Confidential Information disclosed pursuant to this Agreement. Following the submission and scoring of Recipient’s response to the Request for Proposal to which this agreement is appended, Recipient will return to Discloser any and all Confidential Information provided under this agreement.

6. This Agreement is the entire agreement between the parties with regard to the disclosure of Confidential Information for the Purpose of this Agreement and supersedes all prior understandings and agreements concerning this subject matter. All additions or modifications to this Agreement must be in writing and signed by the authorized representatives of both parties. The obligations under this Agreement shall continue for a period of five (5) years from the Effective Date and shall be governed by the laws of the State of Idaho.

IN WITNESS WHEREOF, each of the parties hereto has caused its duly authorized representatives to execute this Agreement as of the Effective Date.

Company:

By

Title: Date:

State of Idaho Department of Health and WelfareBureau of Child Support

By

Title: Date:


PERSONAL CONFIDENTIALITY AND NON-DISCLOSURE AGREEMENTThis document is for vendor employees to sign if they will have access to the data provided by IDHW

during the RFP process and the employee is not already covered by a personal non-disclosure agreement with the vendor that provides sufficient protection to IDHW.

By my signature below, I hereby agree and affirm that I will abide by the following terms and conditions.

1. I acknowledge that I may receive confidential information in the course of my employment for ______________ (“Company”). As used in this Personal Confidentiality and Non-Disclosure Agreement, “Confidential Information” includes, but is not limited to: any and all information, which is disclosed by the Idaho Department of Health and Welfare (“IDHW”) pursuant to a Confidentiality and Non-Disclosure Agreement entered between Company and IDHW (“Non-disclosure Agreement”) electronically, visually, or in a written or other tangible form, which is either identified by IDHW as confidential or proprietary or should be reasonably understood to be confidential or proprietary. Confidential Information shall include all information or data provided by IDHW under the Non-Disclosure Agreement, including, but not limited to: trade secrets, patented or copyrighted information, computer programs, software, software documentation, software source code, formulas, data, inventions, algorithms, techniques, processes, marketing plans, strategies, forecasts, third party confidential information and customer lists. The recipient of such information shall not reverse engineer, decompile, copy or export any Confidential Information.

2. I will:a. Access Confidential Information only as is reasonably necessary to my duties in for Company

and use Confidential Information only in the performance of services for IDHW as directed by Company;

b. Allow access to Confidential Information under my control only by those persons whose job functions with Company reasonably necessitate access to such Confidential Information. If I disclose Confidential Information to any person, I will take reasonable steps to ensure that a Personal Confidentiality and Non-Disclosure Agreement is or has been executed by such person prior to disclosure;

c. Not, at any time, either during or subsequent to my employment by Company, directly or indirectly, appropriate, disclose or divulge any Confidential Information to any person, firm or entity not controlled by Company unless authorized or directed to do so by IDHW or by a court or other governmental entity acting with the force of law; and,

d. Return all confidential Information to Company prior to leaving employment.

3. I agree that IDHW shall be a third party beneficiary under this Personal Confidentiality and Non-Disclosure Agreement. Such third party beneficiary shall have the right to enforce my obligations under this Personal Confidentiality and Non-Disclosure Agreement.

4. I acknowledge that a breach of my obligations under this Personal Confidentiality and Non-Disclosure Agreement will result in great, irreparable and continuing harm and damage to IDHW for which there is no adequate remedy at law. In the event I breach this Personal Confidentiality and Non-Disclosure Agreement, IDHW shall be entitled to seek against me, from any court of competent jurisdiction, preliminary and permanent injunctive relief to enforce the terms of this Personal Confidentiality and Non-Disclosure Agreement, in addition to any and all monetary damages allowed by law and attorney fees and costs as awarded by a court of competent jurisdiction.

Printed Name _________________________________________________________________________

Signature ____________________________________________Date __________________


ATTACHMENT 11OFFEROR’S REQUEST FOR PROPOSAL (RFP) CHECKLIST

It is the responsibility of the offeror to review all instructions on IPRO’s Request for Proposal solicitation, download attachments, including amendments, and complete all required RFP responses and submittals. The following is a checklist for offerors to consider as they complete and submit their response to the RFP. The checklist provided below is NOT intended as an exhaustive checklist of all items, but rather a list of items for offerors to consider as they complete their proposal response.

RFP Ref. # or section

Description Yes No

IPRO RFP solicitation & Section 2.3

State of Idaho RFP signature page signed with original handwritten signature executed in ink OR an electronic signature.

Section 2.3.2 & 2.3.4

Technical Proposal (1 original and 3 copies) clearly marked as required and sealed with the offerors name on the outside of the package.

Section 2.3.5 One (1) original of the Cost Proposal clearly marked as required and sealed with the offeror’s name on the outside of the package.

Section 2.3.3 One (1) electronic copy of the full proposal, including the Cost Proposal and any attachments, and one (1) electronic copy of the redacted proposal (if applicable) on CD or USB device (Word format).

Section 3.3 Cover letter completed, signed, and included in the Technical Proposal.

Section 3.4 Acknowledgement of AmendmentsSection 3.6 Table of contents included in the Technical Proposal.Section 3.7 Executive Summary included in the Technical Proposal.Section 3.8 Business information – description of experience included in

the Technical Proposal.Section 3.8.2 Attachment 2 – References: Confirmed three (3) references’

responses submitted.Section 3.9 Organization and staffing information included in the Technical

Proposal.

Section 4 Completed responses to Section 4 Scope of Work

Section 5 & Appendix A

Completed Cost Proposal and Billing Procedure – Appendix A

WE RECOMMEND YOU SUBMIT YOUR PROPOSAL THROUGH FEDEX, UPS OR HAND CARRY. THE DEPARTMENT ONLY RECEIVES USPS DELIVERY ONCE EACH MORNING AND PROPOSALS THAT DO NOT ARRIVE BY THE DESIGNATED DATE & TIME AT THE LOCATION STATED ON PAGE 1 OF THE RFP WILL NOT BE ACCEPTED.
