For this specific solicitation, Supplement 3 of 0A1194 ...



NOTICEThis opportunity is being released to Contractors pre-qualified as a result of Salesforce RFP #0A1194. Only Contractors pre-qualified for Supplement 2 are eligible to submit proposal responses and to submit inquiries. The State will not respond to inquiries submitted by organizations not pre-qualified under RFP 0A1194. An alphabetical listing of Contractors pre-qualified to participate in this opportunity are as follows:Supplement Two Prequalified ContractorsAccenture LLPAdvocate Holdings, LLC dba Advocate Solutions, LLCCAPGEMINI AMERICA INCCGI Technologies and SolutionsDELOITTE CONSULTING LLPPersistent Systems, Inc.Sense Corp Seven Points Consulting Inc.Vertiba LLCFor this specific solicitation, Supplement 3 of 0A1194 will not apply. The following supplements are additional terms that must be fully answered and agreed to in the offeror’s response:Supplement 1 – State IT Policy, Standard and Service RequirementsSupplement 2 – State Information Security and Privacy Requirements, State Data Handling Requirements.Solicitation of Work (SOW)-2730542354500 State of Ohio Department of Developmental DisabilitiesProject Name: Individual Service Plan System Project Solicitation of WorkSolicitation ID No.Solicitation Release DateSFDMR-20-00-001May 1, 2020Section 1: PurposeThe purpose of this Project Statement of Work (SOW) “Individual Service Plan System” is to identity a pre-qualified Contractor from the Salesforce Managed Service and Projects Contract 0A1194 awarded in Supplement Two – Enterprise and Agency Salesforce Major Projects & Enhancements Multi-Award Opportunity.A prequalified Contractor, herein after referred to as the “Contractor”, shall furnish the necessary personnel, equipment, material and/or services and otherwise do all things necessary for or incidental to the performance of work set forth in Section 3, Scope of Work and Conditions. This solicitation is for pre-qualified Contractors under Contract 0A1194, Supplement Two.Table of ContentsSection 1: PurposeSection 2: General Solicitation InformationSection 3: Scope of Work and ConditionsSection 4: Deliverables ManagementSection 5: SOW Response Submission RequirementsSection 6: SOW Evaluation CriteriaSection 7: SOW Solicitation ScheduleSection 8: Inquiry ProcessSection 9: Submission Instructions and LocationSection 10: Limitation of LiabilitySection 11: Insurance TermsAttachmentsAttachment 1: Statement of WorkSupplementsSupplement 1: State IT Policy, Standard and Service RequirementsSupplement 2: State Information Security and Privacy Requirements State Data Handling RequirementsTimelineSOW Solicitation Release to Pre-Qualified Contractor:May 1, 2020Inquiry Period Begins:May 1, 2020Inquiry Period Ends:May 15, 2020 at 8:00AMProposal Response Due Date:May 22, 2020 at 3:00PMSection 2: General and Solicitation Information2.1Agency InformationAgency NameThe Ohio Department of Developmental Disabilities (DODD)Contact NameKaren TurnauContact Phone1-614-466-0145Bill to AddressOhio Department of Developmental Disabilities (DODD)Individual Service Plan System – Kim Lewis30 East Broad Street, 12th FloorColumbus, Ohio 432152.2Project InformationProject NameIndividual Service Plan System Expected Project DurationThe expected duration of this project is expected to be nine (9) months with three (3) months of post implementation support. Contractor may propose alternative timeframes based upon experience. 2.3Contractor’s Work Effort RequirementThe Contractor may subcontract up to 70% of the effort.Section 3: Scope of Work and Conditions3.1 Description of Scope of Work – See DODD Statement of Work (Attachment 1).3.2 Work Location(s)DODD will provide cubicle space as mutually agreed upon with access to network connections, desktops, and access to printers at 30 East Broad State Office Tower. Requirements meetings may require travel to various locations throughout Ohio for workgroup meetings. 3.3Detailed Description of DeliverablesDeliverables must be provided on mutually agreed upon dates and changes to the delivery date must have prior approval (in writing) by the Agency Contract Manager or designee. All deliverables must be submitted in a format approved by the Agency’s Contract Manager. All deliverables must have acceptance criteria defined as part of the requirements and include a time period for testing or acceptance that has been mutually agreed too. If the deliverable cannot be provided within the scheduled time frame, the Contractor is required to contact the Agency Contract Manager in writing describing the reason for the delay along with a “get to green” action plan, and proposed schedule. The request for a revised schedule must include the impact on related tasks, costs, and the overall project.A request for a revised schedule must be reviewed and approved by the Agency Contract Manager before placed in effect. The Agency will complete a review of each submitted deliverable within specified working days of the date of receipt. A kickoff meeting will be held at a location and time selected by the Agency where the Contractor and its staff will be introduced to the Agency.Deliverable NameDeliverable DescriptionProject Plan, Project Schedule and Project Status ReportsA proposed agile iteration/sprint plan must be used to create a consistent, coherent management plan of action to guide, control and execute the Project. The Project Plan must contain detail, sufficient to provide an understanding of how the Project will be managed, document planning assumptions, facilitate communication, define key review points, and provide a baseline for schedule control.The Project Schedule must be updated in conjunction with the weekly and monthly reporting requirements throughout the project. Weekly meetings must be conducted on a day agreed to by DODD and a written Project Status Report must be presented to the project team. The meetings and Project Status Reports must follow a preset agenda and must include at a minimum documentation of the progress, accomplishments, outstanding issues, issue resolution, next steps and risks with a mitigation plan. The format and level of detail will be subject to state approval. All electronic Project Status Reports and related systems design and testing documents must be stored in the DODD Microsoft Teams system. Project Status Reports must contain, at a minimum, descriptions of the following:An Executive Summary;An Issues Log, detailing a description of the issue, date reported, assigned to, estimated completion date, resolution, impact, and decision;Anticipated tasks to be completed in the next week;Tasks percentage completed between 0% and 100%;Updated Project Schedule;A list of all change requests; andUpdated risk and mitigation planning.Application Delivery Platform Documentation Roadmap The Contractor must create a roadmap for an overall strategy to develop the new Individual Service Plan (ISP) solution and migrate the legacy applications to Salesforce. The roadmap must contain at a minimum, the systems, activities, dates, data migration, and integration strategy following DODD standards for Application programming interface (API) and Security guidelines. Organization StrategyThe system specification documentation must identify the Salesforce Organization Strategy for DODD to include current and future capabilities. The document must contain the architecture of Organizations, the strategy to determine the number of Organizations, as well as the purpose and integration requirements if more than one Organization is required. Architecture and Infrastructure The Contractor must provide description of all the hardware, system software and marketplace tools necessary for the deployment of the System. Provide logical and physical architecture diagrams depicting the different components of the Salesforce org(s) and the integrations with DODD systems or external cloud-based environments. Integration StrategyThe Contractor must provide a description of all system integration requirements and create a strategy for all future system integrations. The DODD Microsoft Azure API Management must be used for all integrations to DODD and external systems. Integrations are not to be embedded within the applications according to State IT Policy, Standard and Service Requirements (Supplement 1). The integration strategy must include the different components of the System that will interface with DODD Microsoft Dynamics 365, Microsoft .Net, Microsoft Azure, and the Data Warehouse, and any other interfaces that are necessary for the system functionality. Development Standards The Contractor must develop and maintain a System Development Standards Document. The document must establish at a minimum the naming conventions, data and entity attributes, objects, report naming, application modules, profiles, roles and workflow rules to provide a common model for developers. The document is to define standards on when to utilize configurations or custom code. Security Plan The Contractor must utilize the OIT Identity management (OHID) services for all security access to Salesforce resources. This requirement includes employees, contractors and public access to applications, refer to the following document: Supplement 2: State Information Security and Privacy Requirements State Data Handling RequirementsThis plan must include, among other things, details describing the System’s adherence to and compliance with DODD’ security regulations, policies, and procedures, security aspects of the System’s physical architecture, detailed descriptions of all user access roles and their corresponding security levels. This plan must receive final approval from the DODD System Security Officer. All updates and revisions to the plan must be approved by the State.This plan must also describe the procedures and processes for end user account management within Salesforce to allow access to applications for DODD staff, County Boards, Providers and other entities that will utilize the System.Deployment Plan The Contractor must develop a Deployment Plan that details how the System will be deployed, including manual configuration steps and other processes that must be performed for data conversion from legacy systems.The Plan must contain user documentation, deployment processes and State staff and end user training. Software Configuration & Release Management PlanThe Contractor must incorporate the use of configuration processes using mutually agreed upon standards, conduct code reviews, develop audit trails and release controls. Contractor’s configuration must include the creation and testing for procedures and job scheduling requirements for systems operation. The Contractor must configure solution components to support approved design.The Contractor must complete Configuration and customization of solution user interfaces.The Contractor must provide Configuration and customization of solution reports and forms.The Contractor must configure and customize any integration components and interfaces to external systems.The Contractor must utilize build, prototyping and test environments as required to perform the development work. The build environments must be designed and maintained by the Contractor so that build activities will not adversely affect the production environment and otherwise be representative of the production environment to minimize issues associated with production release of the solution.The Contractor must perform unit tests for solution components, document and report on code coverage statistics and assess quality and completeness of results. The contractor must maintain at least an 85% code coverage.The Contractor must document solution and refine applicable acceptance criteria as mutually agreed upon.The Contractor must compile and maintain issue lists, risk and action lists for resolution.The Contractor must develop the Application in accordance with the State’s strategies, principles, and standards for security, data management, systems design and architecture. The Contractor must contribute to the ongoing development of such strategies, principles and standards through, at a minimum, advising the State of developments in technology which may be applicable to the State’s business requirements.The Contractor must conduct Build progress reviews with appropriate State personnel.Environment SetupThe Contractor is responsible for establishing the DODD salesforce Organization architecture that comprises at a minimum Development, System Test and integration, User Acceptance, Training and Production environments. The Contractor is responsible for developing the required system integrations according to the agreed upon integration strategy.The Contractor is responsible for implementing all marketplace tools identified for the solution including but not limited to backup software, proactive monitoring, configuration management software, versioning and document management. The Contractor is responsible for implementing authentication and authorization security according to the security plan and the following security attachment: Supplement 2: State Information Security and Privacy Requirements State Data Handling Requirements System Requirements DocumentationDesign documentation must contain at a minimum the following sections:Requirements Specification DocumentThe Contractor must review the business requirements for the Individual Service Assessment and the ISP. If any gaps exist, the contractor must document and gather requirements as needed to build solution. The Contractor must develop and maintain a Business Requirements Specification Document. This Business Requirements Specification Document must include system functional, and non-functional requirements (e.g., quality attributes, legal and regulatory requirements, standards, performance requirements, and design constraints). The base requirements must be further refined to arrive at the detailed design requirements and traced throughout the system development life cycle. The Contractor must conduct requirements and (/or) user story refinement sessions to finalize requirements and ensure that responses to all the requirements are acceptable to DODD. The Contractor must evaluate and document future state business processes that are identified as part of the detailed requirements gathering.The specification for each requirement must include criteria for measuring that the requirement has been satisfied. This measurement will be used to generate the necessary test cases for system and acceptance testing (see Requirements Traceability Matrix section).Requirements Traceability Matrix The Contractor must develop and maintain a requirements traceability matrix to track all requirements. Requirements must be tracked throughout the project from requirement specification through testing and final production implementation utilizing Microsoft Team Foundation in the DODD Azure environment. The primary objective is to ensure continuity and detailed tracking of requirements to system functionality. Data DesignThe Contractor must provide a logical entity model with fully defined data attribute definitions and related use cases. Business Process/Workflow Management The workflow documentation must be detailed and comprehensive enough to clearly define how the System flows will work for managing each function. Design, Configuration, Reporting and Integration DocumentThe Contractor is responsible for creating the final design and configuration specifications that, at a minimum, include object listing and relationship diagram, design of profiles, roles, and permission sets, key processes and workflows, user interaction and user interfaces, user input edit/validation, reporting, and any required interfaces to other systems. The reporting specifications must include report and dashboard definitions to be generated within the Salesforce environment to meet fundamental and basic reporting requirements supporting federal and state reporting requirements. Provide specifications and recommendations for business intelligence analytics using a tool specified by DODD. System Test and User Acceptance TestA full test plan, test scenarios, and test scripts must be developed with approval and assistance of DODD. All defect tracking, mitigation and resolution must be documented.System Test PlanThe Contractor must develop the System Test Plan that includes, at a minimum, the following:The scope of the tests including regression testing, load testing and balancing that clearly describe how the plan will fully test the system functions, features and performance.The inputs to the test, performance testing scripts, the steps and procedures in the testing process, timelines and the expected results.A description of the Contractor and State staff roles and responsibilities during testing.Test Plan must identify the approach used for defect identification, tracking and resolution.Conduct System Testing The Contractor must test all system functionality as per documented test scenarios. System testing must occur in an established test environment that mirrors the production environment. To complete System Test the Contractor must perform the following:Execute the system test plan.Create a set of test data which can be used recursively for multiple testing iterations, along with documentation of expected outcomes.Function as system users during system testing and evaluate and validate all test outcomes.Provide system output and test outcomes to DODD project staff as requested.Analyze and evaluate performance of all systems, hardware, and software.Perform all system modifications required to ensure system performance meets the approved requirements.Document and resolve any defects encountered during system testing. If major defects are found during system testing, the entire test script must be re-initiated (e.g., a major defect is anything that stops the system/application from functioning or fails to deliver required functionality). Provide adequate staff who were involved in the requirements, design and development of the solution that will be dedicated to testing support and problem resolution. The Contractor must maintain a defect and resolution log within a testing tool approved by DODD. System Test Results Document System Test Results document must include all system test results and system additional recommendations related to the initial business requirements (see Requirements Traceability section). The document must contain sufficient information to permit DODD to validate that the tests have been successfully executed in accordance with the approved system test plan. The tests performed must prove that the System meets the approved requirements. All defects encountered during the system test and the resolutions must also be reported in the System Test Results Document.Systems test must include performance testing that measures response time for online and batch processes and must ensure that response time and or processing time is acceptable to the State as mutually agreed upon.If test results are deemed unacceptable by DODD, the Contractor must make modifications to appropriate systems and repeat the testing and approval process.User Acceptance Test PlanThe Contractor must develop, with assistance from DODD, a User Acceptance Test plan that includes, at a minimum, the following:A description of the Contractor and State staff roles and responsibilities during testing.The scope of User Acceptance Testing (UAT), that includes the inputs to the test, the steps and procedures in the testing process, test scripts, timelines and the expected results and acceptance criteria that is mapped to the requirement traceability matrix.A description of the defect identification and resolution processes to be executed during UAT.Conduct User Acceptance Testing UAT must verify the full functionality and technical usability of the System:Contractor responsibilities for UAT include managing and supporting the UAT by providing technical resources to assist with problem resolution and remediation.Contractor must train all designated State staff for successful execution of UAT.The Contractor must utilize relevant Ohio test data to execute the user acceptance test.The Contractor must analyze and evaluate performance of all functions and integration of systems.The Contractor must document, track, remediate and report to DODD all defects encountered during UAT. If major defects are found during UAT, the entire test script must be re-initiated (e.g., a major defect is anything that stops the system/application from functioning or fails to deliver required functionality as defined in the requirements).The Contractor must perform all system modifications required to ensure system meets approved requirements as specified in the System Requirements & Design document.The Contractor must maintain defect and resolution log.User Acceptance ReportThe UAT Final Report must contain sufficient information to validate that UAT has been successfully executed in accordance with the approved UAT plan and that the tests performed adequately meet the approved requirements. All defects encountered during UAT and their resolution must be reported in the UAT Final Report.If test results are deemed unacceptable by DODD, the Contractor must make modifications to the configuration or code and repeat the testing and approval process.Training and ImplementationThe Contractor must propose either a phased or a single-implementation approach to meet project timelines. The Contractor must develop and complete the training in a manner that ensures training occurs prior to implementation. The Contractor will be responsible for the development and delivery of various methods of training such as but not limited to, Web based online tutorials, electronic documentation (e-documentation), in-person training presentations, and printed materials. The Contractor will be available for on-site training as determined by DODD.At a minimum, the Contractor activities of this task must include the following:Establish Training plan/schedule and materials for State Development and Operations Staff.Establish Training plan/schedule and materials for end users.The Contractor must develop a training curriculum for each role.The Contractor must develop a User Manual and training materials.Provide in person application related training for approximately 20 members at a DODD facility located in Columbus, OH. Provide two online (webex) sessions with unlimited participants. Provide a technical walkthrough and training to ITS staff for approximately 10 members to enable application maintenance, testing, configuration & release management. This walkthrough and documentation must cover but not be limited to object model, workflow processes, any software utilized to support the solution, management of profiles/roles/permission sets and custom code.An Implementation Plan which demonstrates to DODD the steps Contractor will take to implement the system. The plan, at a minimum, must detail the approach for coordinating the following:Implementation approach;Technical preparation;Implementation activities check list, including any automated and manual steps; andImplementation schedule.Final Acceptance and Handoff to DODD Salesforce team (post development support period commencement)The Final Acceptance and transition to DODD Salesforce team must include the following:Completion and Acceptance of all deliverables.Resolution of all Severity 1 and 2 defects and other defects as mutually agreed with the State.Severity 1 defect is an issue where the States’ use of a function in the system causes a critical function to not meet system requirements and that severely impacts the ability to use the system to perform job duties.Severity 2 defect is an issue that results in partial or intermittent outage or unavailability, causes undue delay in processing that impacts the business cycle, or creates a processing backlog. A temporary workaround exists and/or systems changes may be required to correct the defect.Transition solution support responsibility to DODD Salesforce team.Provide a final acceptance report confirming that all of the conditions and requirements for the project have been delivered and meets DODD requirements. DODD will review and provide acknowledgement of acceptance or non-acceptance of the solution in writing. In the case of non-acceptance of the solution or deliverable DODD will document the criteria or reasons for non-acceptance and the conditions for remedy. Performance Period and Break / Fix SupportFor a period of ninety (90) days following the deployment to production the Contractor must: Track, monitor and provide remediation for solution defects and incidents requiring system configuration and or code changes. Maintain solution documentation (technical specifications and testing documentation) as well as a log of common problems, root causes and remedy to aid in the identification and remediation of underlying system incidents. Conduct all related testing for any configuration and code changes resulting from defect resolution. Support DODD in performing testing or review of any changes due to defects and enhancements. Ensure compliance with any State security or mandated patches and report to the State in writing any risks or issues that the Contractor becomes aware of in providing Service to the State. Patches designed to address immediate or active Security issues may be scheduled for a near-real-time release, where other less pressing releases may be implemented during a scheduled maintenance or outage period. 3.4 Roles and ResponsibilitiesProject or Management Activity/Responsibility DescriptionContractorAgencyResponsible for all aspects of project management to include but not limited to Project documentation such as project plan, status reports, WBS, Gantt charts, schedules, risk assessments and notification, mitigation plans, tracking of timelines and work tasks and scheduling and facilitating meetings. Contractor must work with DODD Project Management Office and the Project Manager on all project activities. XResponsible for all aspects of requirements gathering, documenting high-level and detailed business processes, use cases, high-level and detailed business requirements, traceability matrix, and all related requirements documentation.XResponsible for all aspects of documenting specifications, creating and documenting standards, entity and attribute design, solution architectural documentation, system design, system integration, configuration parameters, reporting, training materials, test scripts and any other documentation required to meet project objectives.XResponsible for all aspects of development, configuration, scripting, application testing, performance testing, coordination of user acceptance testing, defect tracking, and problem resolution.XResponsible for coordinating user acceptance testing and verify requirements have been met, defect tracking, and problem resolution.XXResponsible for all environment setup, deployments, production implementation and training.X3.5Restrictions on Data Location and WorkThe Contractor may perform work remotely and may have key staff onsite. All remote work must be within the United States and all code, data and related materials must remain within the United States. The State shall reject any SOW response that proposes to perform work or make State data available outside the United States. Section 4: Deliverables Management4.1Submission/Format PM Artifact/Project Work ProductSubmission FormatProject Delivery Artifacts (Plan, Issues/Risk, Reports)By ContractorMicrosoft Office SuiteDeliverables (non-code based)By ContractorMicrosoft Office SuiteDeliverables (code based)By ContractorAs Mutually Agreed,Deliverable AcceptanceBy ContractorMicrosoft Office Suite4.2Status Reporting The Contractor must provide the Agency Contract Manager and Project Manager with WEEKLY written progress reports of this project. These are due to the Agency Contract Manager by the close of business on each week throughout the life of the project. The progress reports must cover all work performed and completed during the week for which the progress report is provided and must present the work to be performed during the subsequent week.The progress report must identify any problems encountered or still outstanding with an explanation of the cause and resolution of the problem or how the problem will be resolved, along with a projected resolution date.The Contractor must be responsible for conducting weekly status meetings with the Agency Contract Manager and Project Manager. The meetings will be held on day at a time and place so designated by the Agency Contract Manager – unless revised by the Agency Contract Manager. The meetings can be in person or over the phone at the discretion of the Agency Contract Manager.4.3Period of PerformancePerformance period starts at the point of acceptance of production implementation of the agreed upon deliverable for the respective phase. When there are multiple phases the period is from the last phase implemented and any defects or issues identified are subject to remediation by the Contractor irrespective of such defects or issues arising from implementation in a prior phase and that were not previously discovered. Performance period ends upon a mutually agreed upon timeframe.4.4Performance ExpectationsThis section sets forth the performance specifications for the Service Level Agreements (SLA) to be established between the Contractor and State. Most individual service levels are linked to “Fee at Risk” due to the State to incent Contractor performance. The Service Levels contained herein are Service Levels for this SOW Solicitation. Both the State and the Contractor recognize and agree that Service Levels and performance specifications may be added or adjusted by mutual agreement during the term of the Contract as business, organizational objectives and technological changes permit or require. The Contractor agrees that 25% of the not to exceed fixed price for the SOW will be at risk (“Fee at Risk”). The Fee at Risk will be calculated as follows: Total Not to Exceed Fixed Price (NTEFP) of the SOWx25 %=Total Fee at Risk for the SOWFurthermore, in order to apply the Fee at Risk, the following monthly calculation will be used:Monthly Fee at Risk=Total Fee at Risk for the SOWTerm of the SOW in monthsThe Contractor will be assessed for each SLA failure and the “Performance Credit” shall not exceed the monthly Fee at Risk for that period. The Performance Credit is the amount due to the State for the failure of SLAs. SLAs will be measured at the end of the project and the monthly fee at risk applies and is cumulative. At the end of the project, there will be a “true-up” at which time the total amount of the Performance Credit will be calculated (the “Net Amount”), and such Net Amount may be off set against any fees owed by the State to the Contractor, unless the State requests a payment in the amount of the Performance Credit. The Contractor will not be liable for any failed SLA caused by circumstances beyond its control and that could not be avoided or mitigated through the exercise of prudence and ordinary care, provided that the Contractor promptly, notifies the State in writing and takes all steps necessary to minimize the effect of such circumstances and resumes its performance of the Services in accordance with the SLAs as soon as reasonably possible.To further clarify, the Performance Credits available to the State will not constitute the State’s exclusive remedy to resolving issues related to the Contractor’s performance. In addition, if the Contractor fails multiple service levels during a reporting period or demonstrates a pattern of failing a specific service level throughout the SOW, then the Contractor may be required, at the State’s discretion, to implement a State-approved corrective action plan to address the failed performance.SLAs will commence when the SOW is initiated.Monthly Service Level Report. On a monthly basis, the Contractor must provide a written report (the “Monthly Service Level Report”) to the State which includes the following information:Identification and description of each failed SLA caused by circumstances beyond the Contractor’s control and that could not be avoided or mitigated through the exercise of prudence and ordinary care during the applicable month;the Contractor’s quantitative performance for each SLA;the amount of any monthly performance credit for each SLA;the year-to-date total performance credit balance for each SLA and all the SLAs;upon state request, a “Root-Cause Analysis” (herein RCA) and corrective action plan with respect to any SLA where the Individual SLA was failed during the preceding month; andTrend or statistical analysis with respect to each SLA as requested by the State.The Monthly Service Level Report will be due no later than the tenth (10th) calendar day of the following month.SLA NamePerformance EvaluatedNon-Conformance RemedyFrequency of MeasurementDelivery Date Service LevelThe Delivery Date Service Level will measure the percentage of SOW tasks, activities, deliverables, milestones and events assigned specific completion dates in the applicable SOW and/or SOW project plan that are achieved on time. The State and the Contractor will agree to a project plan at the commencement of the SOW and the Contractor will maintain the project plan as agreed to throughout the life of the SOW. The parties may agree to re-baseline the project plan throughout the life of the SOW. Due to the overlapping nature of tasks, activities, deliverables, milestones and events a measurement period of one calendar month will be established to serve as the basis for the measurement window. The Contractor will count all tasks, activities, deliverables, milestones and events to be completed during the measurement window and their corresponding delivery dates in the applicable SOW and/or SOW project plan. This service level will commence upon SOW initiation and will prevail until SOW pliance with delivery date is expected to be greater than 90%.This SLA is calculated as follows: “% Compliance with delivery dates” equals “(Total dates in period – Total dates missed)” divided by “Total dates in period”.Fee at RiskMonthlyDeliverable Acceptance Service LevelThe Deliverable Acceptance Service Level will measure the State’s ability to accept Contractor deliverables based on submitted quality and in keeping with defined and approved content and criteria for Contractor deliverables in accordance with the terms of the Contract and the applicable SOW. The Contractor must provide deliverables to the State in keeping with agreed levels of completeness, content quality, content topic coverage and otherwise achieve the agreed purpose of the deliverable between the State and the Contractor in accordance with the Contract and the applicable SOW. Upon mutual agreement, the service level will be calculated / measured in the period due, not in the period submitted. Consideration will be given to deliverables submitted that span multiple measurement periods. This service level will commence upon SOW initiation and will prevail until SOW pliance with deliverable acceptance is expected to be greater than 90%.This SLA is calculated as follows: “% Deliverable Acceptance” equals “# Deliverables accepted during period” divided by “# Deliverables submitted for review/acceptance by the State during the period”.Fee at RiskMonthly4.5State Staffing PlanThe State will assign Subject Matter Experts as needed and will assign a project manager to assist with the project coordination and efforts that require State assistance.Staff/Stakeholder NameProject RolePercent AllocatedDODD – PMOProject Manager Co-LeadBusiness Analyst20%20%DODD – Subject Matter Experts for ISP, Assessment Center Incident Tracking and Compliance Review SME25%DODDTechnology Support20%Section 5: SOW Response Submission Requirements5.1 Response Format, Content RequirementsAn identifiable tab sheet must precede each section of a Proposal, and each Proposal must follow the format outlined below. All pages, except pre-printed technical inserts, must be sequentially numbered. Each Proposal must contain the following: Cover Letter (include email address)Pre-Qualified Contractor ExperienceSubcontractor Letters (if applicable)Proof of InsuranceContract 0A1194 Signature PageContractor Proposal in Response to the Statement of Work and Requirements (Attachment 1)AssumptionsPayment AddressStaffing plan, personnel resumes, time commitment, organizational chartContingency PlanProject Schedule (WBS using MS Project or compatible)Communication PlanRisk Management PlanRequirements Management PlanQuality Management PlanSupplement 1 Response – State IT Policy, Standard and Service RequirementsSupplement 2 Response – State Information Security and Privacy Requirements, State Data Handling RequirementsFee Structure for each Deliverable (Cost Summary)Cover LetterThe cover letter must include a brief executive summary of the solution the Contractor plans to provide. The letter must also have the following: Must be in the form of a standard business letter;Must be signed by an individual authorized to legally bind the Pre-Qualified Contractor;Must include a list of the people who prepared the Proposal, including their titles; andMust include the name, address, e-mail, phone number, and fax number of a contact person who has the authority to answer questions regarding the Response.Pre-Qualified Contractors Experience Requirementsa. Each proposal must include a brief executive summary of the services the Pre-Qualified Contractor proposes to provide and one representative sample of previously completed projects as it relates to this proposal (e.g. detailed requirements documents, analysis);b. Each proposal must describe the Pre-Qualified Contractor’s experience, capability, and capacity to provide Project Management. Provide specific detailed information demonstrating experience similar in nature to the type of work described in this SOW for each of the resources identified in Section 5.2.c. Mandatory Requirements: The Pre-Qualified Contractor must possess the following: The prime Contractor is prequalified under RFP 0A1194, Supplement Two.Subcontractor LettersThis requirement only applies, if Contractor will be working with a subcontractor that was not named as part of its initial response to RFP 0A1194. For each proposed subcontractor, the Contractor must attach a letter from the subcontractor, signed by someone authorized to legally bind the subcontractor, with the following included in the letter:The subcontractor's legal status, federal tax identification number, D-U-N-S number, and principal place of business address;The name, phone number, fax number, email address, and mailing address of a person who is authorized to legally bind the subcontractor to contractual obligations;A description of the work the subcontractor will do;A commitment to do the work if the Contractor is selected; andA statement that the subcontractor has read and understood the SOW and will comply with the requirements of the SOW.Proof of InsuranceThe Contractor must provide the certificate of insurance in the form that Section 11 requires. The policy may be written on an occurrence or claims made basis.Contract 0A1194 Signature PageAny Contractor submitting a response to this Solicitation of Work must submit a copy of its one-page contract signed by the State.Contractor Response to the Statement of Work and Requirements (Attachment 1)These instructions describe the required format for a responsive submission. The Contractor may include any additional information it believes is relevant. The Contractor’s response submission must be submitted using the Microsoft Word? version of the SOW to provide an in-line response to the SOW. An identifiable tab sheet must precede each section of the Proposal. All pages, except pre-printed technical inserts, must be sequentially numbered. Any material deviation from the format outlined below may result in a rejection of the non-conforming Response. Contractor responses should use a consistent contrasting color (blue is suggested to contrast with the black text of this document) to provide their response to each requirement so that the Contractor response is readily distinguishable to the State. To aid Contractors in the creation of the most favorable depiction of their responses, alternative formats are acceptable that use typefaces, styles or shaded backgrounds, so long as the use of these formats are consistent throughout the Contractor’s response and readily distinguishable from the baseline SOW. Alterations to the State provided baseline SOW language is strictly prohibited. The State will electronically compare Contractor responses to the baseline SOW and deviations or alterations to the State’s SOW requirements may result in a rejection of the Contractor’s response. Assumptions The Pre-Qualified Contractor must list all assumptions the Pre-Qualified Contractor made in preparing the Proposal. If any assumption is unacceptable to the State, the State may at its sole discretion request that the Pre-Qualified Contractor remove the assumption or choose to reject the Proposal. No assumptions may be included regarding the outcomes of negotiation, terms and conditions, or requirements. Assumptions should be provided as part of the Pre-Qualified Contractor response as a stand-alone response section that is inclusive of all assumptions with reference(s) to the section(s) of the SOW that the assumption is applicable to. The Pre-Qualified Contractor should not include assumptions elsewhere in their response.Staffing PlanContractor must submit a Staffing Plan inclusive of all Contractor Staff, Contractor Staff locations (e.g., State premise or Contractor premise) and requirements for State personnel involvement for the duration of the project, for each phase of the project, regardless of implementation methodology that includes all requirements elaboration, design, development, system and acceptance testing and production deployment work elements.Proposed Contractor team inclusive of 1-2 page biographical resumes for all team members that will be on State premise or interact with State personnel as applicable to perform and complete the Work. DODD has the right to ask for staff replacement and to approve new staff assignments if someone leave the contractor’s organization. Cost Summary Solicitation of WorkThe Contractor’s total cost for the Project must be represented as the NTEFP. Optional deliverables must be priced separately.The State will not be liable for any costs incurred by any Contractor in responding to this SOW. The State may decide not to award a contract at the State’s discretion. Failure to adequately inspect and understand this SOW or ask the proper questions to understand scope shall not relieve the Contractor from furnishing without additional cost to the State services that may be required to carry out the intent of this work.?5.2 Additional RequirementsPre-Qualified Contractors Experience Requirementsa. Each proposal must include a brief executive summary of the services the Pre-Qualified Contractor proposes to provide and one representative sample of previously completed projects as it relates to this proposal (e.g. detailed requirements documents, analysis);b. Each proposal must describe the Pre-Qualified Contractor’s experience, capability, and capacity to provide Project Management and provide specific detailed information demonstrating experience similar in nature to the type of work described in this SOW for each of the resources identified in Section 5.2 (d).c. Mandatory Requirements: The Pre-Qualified Contractor must possess the following: The prime Contractor, is prequalified under RFP 0A1194d. Staff Experience and CapabilitiesProposals are to demonstrate significant expertise by assigning staff to key leadership roles for this project. Key positions will require profiles and resumes. The vendor is to, at minimum: Identify, by position and by name, those staff who are considered key to the project’s success such as Project Manager, Technical Lead and others.Submit resumes of key staff expected to work on the project describing recent projects that are similar to the work required for this project. Resumes are to be no longer than four (4) pages and provide relevant information to the work required for this project. Content must include education, references, certifications and other skills and experience that indicates the individuals’ capabilities to meet the objectives of this project. Candidates offered will be evaluated by DODD according to the position classification and job experience qualifications as follows:Project ManagerA minimum of 60 months’ full-time experience as a project manager. Experience as the project manager on a minimum of four Salesforce projects of similar size and complexity that encompassed the full system development life cycle from initiation through post implementation on a large-scale project where one of the projects lasted a minimum of 12 months.Experience following a standard PM methodology.Technical ArchitectA minimum of 60 months’ full-time experience as a Technical Architect. Experience as a Salesforce Architect for a minimum of 5 years on a minimum of four projects within the past four years of similar size and complexity.Experience Architecting Mobile Solutions with offline capability using the Salesforce Platform.Experience with cross-platform integration using Microsoft API Manager or similar software.Lead DeveloperA minimum of 60 months full-time experience as a Lead Developer. Experience as a Lead Salesforce Developer for a minimum of 5 years on a minimum of four projects within the past four years of similar size and complexity.Experience implementing Mobile Solutions using the Salesforce Platform.Experience developing dashboards and reporting utilizing Salesforce data.Experience using API management tools for data integration.Assumptions The Pre-Qualified Contractor must list all assumptions the Pre-Qualified Contractor made in preparing the Proposal. If any assumption is unacceptable to the State, the State may at its sole discretion request that the Pre-Qualified Contractor remove the assumption or choose to reject the Proposal. No assumptions may be included regarding the outcomes of negotiation of terms and conditions for establishing a fixed cost for the project. Assumptions should be provided as part of the Pre-Qualified Contractor response as a stand-alone response section that is inclusive of all assumptions with reference(s) to the section(s) of the SOW that the assumption is applicable to. The Pre-Qualified Contractor should not include assumptions elsewhere in their response.Payment AddressThe Pre-Qualified Contractor must provide the address to which the State should send payments under the Contract.Staffing plan, personnel resumes, time commitment, organizational chartContractor must submit a Staffing Plan inclusive of all Contractor Staff, Contractor Staff locations (e.g., State premise or Contractor premise) and requirements for State personnel involvement for the duration of the project. Staffing plan must support each phase of the project and includes all work for requirements elaboration, design, development, system and acceptance testing, production deployment, training on post production support.Proposed Contractor team resumes are to be limited to four (4) pages for all members who will be working with State personnel. The State has the right to ask for removal of a contractor from the project, approve a replacement and any additional staff that may be added to the project.Identify Contractor and sub-contractor staff and time commitment. Include Contractor and sub-contractor resumes for each resource identified and organizational chart for entire team.Contractor NameRoleContractor or Sub-contractor?No. HoursContingency Plan A contingency plan that shows the ability to add more staff with the appropriate subject matter expertise if needed to ensure meeting the Project’s due date(s). Project Schedule (WBS using MS Project or compatible)Describe the Project Schedule including planning tasks and time estimates, goals, major milestones. Create a deliverable-oriented grouping of project elements that organizes and defines the total work scope of the project with each descending level representing an increasingly detailed definition of the project munication Plan Describe the methods to be used to gather and store various types of information and to disseminate the information, updates, and corrections to previously distributed material. Identify to whom the information will flow and what methods will be used for the distribution. Include format, content, level of detail, and conventions to be used. Provide methods for accessing information between scheduled communications.Risk Management Plan Describe the Risk Management Plan requirements including the risk factors, associated risks, and assessment of the likelihood of occurrence and the consequences for each risk. Describe your plan for managing selected risks and plan for keeping people informed about those risks throughout the project.Requirements Management PlanDescribe the Requirements Management Plan including the methods and processes used to solicit and document requirements from various stakeholders and workgroups statewide. Show examples of detailed business requirements, user stories, requirements traceability matrix, and describe how these will be configured in Salesforce. Quality Management PlanDescribe your quality policies, procedures, and standards relevant to the project for both project deliverables and project processes. Show examples of the Quality Assurance and Quality Control for documentation, processes, and procedures.Supplement 1 Response – State IT Policy, Standard and Service RequirementsThe Contractor must include a fully completed Supplement 1 as part of their proposal. The Contractor must follow the completion instructions contained in the supplement when preparing their response.Supplement 2 Response – State Information Security and Privacy Requirements, State Data Handling RequirementsThe Contractor must include a fully completed Supplement 2 as part of their proposal. The Contractor must follow the completion instructions contained in the supplement when preparing their response.Fee Structure for each Deliverable (Cost Summary)The deliverables and costs identified in this section are based on an iterative approach for systems design and must contain the content that is described below. The Pre-qualified Contractor, based on their experience in developing this application using Agile methodology, may propose a different approach for deliverables and timeline. All deliverables eligible for payment (including optional deliverables) will have an at risk hold back percentage of 25% each until the final performance and break fix support deliverable is completed.For cost evaluation purposes, all optional deliverables must not be included in the total NTEFP.During evaluation, the NTEFP listed will be equal to the sum of deliverables 3, 5 and 7 (before at risk hold back amounts of 25% are applied).Pre-qualified Contractors must complete the Cost Table below by providing the following details in the gray shaded boxes:The scheduled due date (days past award date) for each deliverable identified in the cost table below;The NTEFP for deliverables 1 – 7; andThe separated cost for each optional deliverable;Cost ElementDeliverable TitleScheduled Due Date (days past award date)CostDeliverable 1Project Plan, Project Schedule, Review Individual Service Plan Requirements Estimated 10 Days from Award.Not eligible for payment.___ Days after award.Deliverable 2Application Delivery Platform Documentation: RoadmapOrganization Strategy Architecture and Infrastructure Integration StrategyDevelopment Standards Security PlanDeployment PlanSoftware Configuration and Release Management PlanEstimated 30 Days from Award.Not eligible for payment.___ Days after award.Deliverable 3Setup and Configure Environments Estimated 45 Days from Award.Deliverable is 20% of NTEFP – At risk hold back amount of 25% of this deliverable will be applied after evaluation.___ Days after award.Deliverable 4Business Requirements Documentation for the Individual Service Assessment and Individual Service Plan: Specification Requirements DocumentationArchitecture and Infrastructure documentRequirements Traceability Matrix Entity and Attribute definitions and logical design diagram Business Process/Workflow Management definitions and diagramDesign, Configuration, Reporting, Dashboards and Integration documentSecurity roles and groups plan Estimated 60 Days from Award.Not eligible for payment. ___ Days after award.Deliverable 5Build the Individual Service Assessment and Individual Service Plan and conduct System Testing and User Acceptance Testing:Updated System DocumentationSystem Test Results & all defect resolution and remediation plan completed as mutually agreed too. Draft of user training completed and conduct user training.Conduct user acceptance training and resolve defects and update remediation plan as mutually agreed too.Estimated 75 Days from Award.Deliverable is 40% of NTEFP – At risk hold back amount of 25% of this deliverable will be applied after evaluation.___ Days after award.Deliverable 6Training and ImplementationFinalize content of training documentation for end users.Conduct end user training sessions.Finalize technical training documentation for systems support and conduct training. Estimated 100 Days from Award.Not eligible for payment.___ Days after award.Deliverable 7Final AcceptanceTechnical knowledge transferSystems Documentation for all solutions Solution Architecture Documentation Overall Solution Description documentInterface management planData model and data dictionaryWorkflow repository and functional design documentEstimated 180 Days from Award.Deliverable is 40% of NTEFP – At risk hold back amount of 25% of this deliverable will be applied after evaluation.___ Days after award.Deliverable 8Performance Period and Break / Fix Support. Estimated 90 Days from Final Acceptance.Final Payment will be the sum of all at risk hold back amounts.___ Days after award.NTEFP for Deliverables 1 - 7$Optional Deliverable TitleScheduled Due DateCostOptional Assessment Center The State will have the sole option to decide whether or not to include this deliverable. If the State decides not to include this deliverable, the project schedule must be reduced accordingly.No estimated date.Cost will be separate from NTEFP until after Evaluation. At risk hold back amount of 25% of this deliverable will be applied after evaluation.___ Days after award.$Optional Incident Tracking The State will have the sole option to decide whether or not to include this deliverable. If the State decides not to include this deliverable, the project schedule must be reduced accordingly.No estimated date.Cost will be separate from NTEFP until after Evaluation. At risk hold back amount of 25% of this deliverable will be applied after evaluation.___ Days after award.$Optional Compliance Review The State will have the sole option to decide whether or not to include this deliverable. If the State decides not to include this deliverable, the project schedule must be reduced accordingly.No estimated date.Cost will be separate from NTEFP until after Evaluation. At risk hold back amount of 25% of this deliverable will be applied after evaluation.___ Days after award.$Section 6: SOW Evaluation CriteriaMandatory Requirements:Mandatory RequirementDoes Not MeetMeetThe prime Contractor is prequalified under RFP 0A1194, Supplement Two.RejectAcceptScored RequirementsWeightDoes Not MeetMeetExceedsContractor or Subcontractor Summary show(s) company experience in developing Salesforce applications for similar projects. For the purpose of this solicitation, a system of ‘similar size and complexity’ is defined as having equal or greater than the Business Volume estimates provided in the Statement of Work, Business Requirements (Attachment 1, 2.0 Business Requirements).6057Contractor or Subcontractor Documentation shows that the Project Manager, Technical Architect and the Lead Developer have at least five (5) years’ experience on a minimum of four (4) projects developing Salesforce Lightning systems of similar size and complexity. For the purpose of this solicitation, a system of ‘similar size and complexity’ is defined as having equal or greater than the Business Volume estimates provided in the Statement of Work, Business Requirements (Attachment 1, 2.0 Business Requirements)..7057Provide four (4) references of projects where the Contractor or Subcontractor provided services and successfully developed and implemented a Salesforce project using platform for system of similar size and complexity.For the purpose of this solicitation, a system of ‘similar size and complexity’ is defined as having equal or greater than the Business Volume estimates provided in the Statement of Work, Business Requirements.8057Contractor demonstrates understanding of the requirements detailed in the SOW and the ability to successfully design, build and deploy a Salesforce application.5057Project plan, timeline and proposed approach for requirements and development demonstrates the ability to complete the project within the desired timeline.4057Price Performance Formula. The evaluation team will rate the Proposals that meet the Mandatory Requirements based on the following criteria and respective weights.CriteriaPercentageTechnical Proposal70%Cost Summary30%To ensure the scoring ratio is maintained, the State will use the following formulas to adjust the points awarded to each Contractor. The Contractor with the highest point total for the Technical Proposal will receive 700 points. The remaining Contractors will receive a percentage of the maximum points available based upon the following formula: Technical Proposal Points = (Offeror’s Technical Proposal Points/Highest Number of Technical Proposal Points Obtained) x 700 The Contractor with the lowest proposed total Not to Exceed Fixed Price for evaluation purposes will receive 300 points. The remaining Contractors will receive a percentage of the maximum cost points available based upon the following formula: Cost Summary Points = (Lowest Not to Exceed Fixed Price/Offeror’s Not to Exceed Fixed Price) x 300 Note: Optional deliverables will be excluded from the Not to Exceed Fixed Price for evaluation purposes.Total Points Score: The total points score is calculated using the following formula: Total Points = Technical Proposal Points + Cost Summary PointsNote: Cost evaluation will note include the Optional deliverables defined on page 24.Section 7: SOW Solicitation Calendar of EventsDatesSOW Solicitation Released to Pre-Qualified Contractors May 1, 2020Inquiry Period Begins May 1, 2020Inquiry Period End May 15, 2020, at 8:00AMProposal Response Due Date May 22, 2020, 3:00PMSection 8: Inquiry ProcessPre-Qualified Contractors may make inquiries regarding this SOW Solicitation anytime during the inquiry period listed in the Calendar of Events. To make an inquiry, Pre-Qualified Contractors must use the following process:Access the State’s Procurement Website at ; From the Quick Links menu on the right, select “Bid Opportunities Search”; In the “Document/Bid Number “field, enter the SOW number found on the first page of this SOW Select “IFP” from the Opportunity Type dropdown; Click the “Search” button; On the Opportunity Search Results page, click on the hyperlinked Bid Number;On the Opportunity Details page, click the “Submit Inquiry” button; On the document inquiry page, complete the required “Personal Information” section by providing: First and last name of the prospective Contractor’s representative who is responsible for the inquiry, Name of the prospective Contractor, Representative’s business phone number, and Representative’s email address; Type the inquiry in the space provided including: A reference to the relevant part of this SOW The heading for the provision under question, and The page number of the SOW where the provision can be found; and Enter the Confirmation Number at the bottom of the pageClick the “Submit” button. A Pre-Qualified Contractor submitting an inquiry will receive an acknowledgement that the State has received the inquiry as well as an email acknowledging receipt. The Pre-Qualified Contractor will not receive a personalized response to the question nor notification when the State has answered the question.Pre-Qualified Contractors may view inquiries and responses on the State’s Procurement Website by using the “Bid Opportunities Search” feature described above and by clicking the “View Q & A” button on the document information page.The State usually responds to all inquiries within three business days of receipt, excluding weekends and State holidays. But the State will not respond to any inquiries received after 8:00 a.m. on the inquiry end date.The State does not consider questions asked during the inquiry period through the inquiry process as exceptions to the terms and conditions of this SOW.Section 9: Submission Instructions & LocationEach Pre-Qualified Contractor must submit one copy complete, signed, electronic copy of its Proposal Response with the email subject line marked “Proposal for Individual Service Plan System” along with Pre-Qualified Contractor’s name. It is the Contractor’s sole responsibility to ensure that the copy submitted is identical to the original.? Any pages or documents omitted can negatively affect the vendor’s score and possibly result in disqualification. A single electronic copy on DVD/CD of the complete Proposal Response may be requested later.Each proposal must be organized in the same format as described in Section 5. Any material deviation from the format outlined in Section 5 may result in a rejection of the non-conforming proposal. Each proposal must contain an identifiable tab sheet preceding each section of the proposal. Proposal Response must be good for a minimum of 60 days.The State will not be liable for any costs incurred by any Pre-Qualified Contractor in responding to this SOW Solicitation, even if the State does not award a contract through this process. The State may decide not to award a contract at the State’s discretion. The State may reject late submissions regardless of the cause for the delay. The State may also reject any submissions that it believes is not in its interest to accept and may decide not to do business with any of the Pre-Qualified Contractors responding to this SOW Solicitation.Proposal Responses MUST be submitted to the State Agency’s Procurement Representative:??Ohio Department of Developmental Disabilities??Office of Information Services?Attention: Kim Lewis?Kim.Lewis@dodd.?Proprietary informationAll Proposal Responses and other material submitted will become the property of the State and may be returned only at the State's option. Proprietary information should not be included in a Proposal Response or supporting materials because the State will have the right to use any materials or ideas submitted in any quotation without compensation to the Pre-Qualified Contractor. Additionally, all Proposal Response submissions will be open to the public after the contract has been awarded.The State may reject any Proposal if the Pre-Qualified Contractor takes exception to the terms and conditions of the Contract.Waiver of DefectsThe State has the right to waive any defects in any quotation or in the submission process followed by a Pre-Qualified Contractor. But the State will only do so if it believes that is in the State's interest and will not cause any material unfairness to other Pre-Qualified Contractors.Rejection of SubmissionsThe State may reject any submissions that is not in the required format, does not address all the requirements of this SOW Solicitation, or that the State believes is excessive in price or otherwise not in its interest to consider or to accept. The State will reject any responses from companies not pre-qualified in the Technology Category associated with this SOW Solicitation. In addition, the State may cancel this SOW Solicitation, reject all the submissions, and seek to do the work through a new SOW Solicitation or other means. Section 10: Limitation of LiabilityIdentification of Limitation of Liability applicable to the specific SOW Solicitation. Unless otherwise stated in this section of the SOW Solicitation, the Limitation of Liability must be as described in Attachment Four, Part Four of the Contract General Terms and Conditions.Section 11: Insurance TermsThe Contractor must provide the following insurance coverage at its own expense throughout the term of this Contract: Insurance.? Contractor shall procure and maintain for the duration of the contract insurance against claims for injuries to persons or damages to property which may arise from or in connection with the performance of the work hereunder by the Contractor, its agents, representatives, or employees. Contractor shall procure and maintain for the duration of the contract insurance for claims arising out of their professional services and including, but not limited to loss, damage, theft or other misuse of data, infringement of intellectual property, invasion of privacy and breach of data.MINIMUM SCOPE AND LIMIT OF INSURANCECoverage shall be at least as broad as:1. ? Commercial General Liability (CGL): written on an "occurrence" basis, including products and completed operations, property damage, bodily injury and personal & advertising injury with limits no less than $1,000,000 per occurrence. If a general aggregate limit applies, either the general aggregate limit shall apply separately to this project/location or the general aggregate limit shall be twice the required occurrence limit. Defense costs shall be outside the policy limit.2. ? Automobile Liability: covering Code 1 (any auto), or if Contractor has no owned autos, Code 8 (hired) and 9 (non-owned), with a limit no less than $1,000,000 per accident for bodily injury and property damage.3. ? Workers' Compensation insurance as required by the State of Ohio, or the state in which the work will be performed, with Statutory Limits, and Employer's Liability Insurance with a limit of no less than $1,000,000 per accident for bodily injury or disease. If Contractor is a sole proprietor, partnership or has no statutory requirement for workers’ compensation, Contractor must provide a letter stating that it is exempt and agreeing to hold Entity harmless from loss or liability for such.4. ? Technology Professional Liability (Errors and Omissions) Insurance appropriate to the Contractor’s profession, with limits not less than $2,000,000 per occurrence or claim, $2,000,000 aggregate. Coverage shall be sufficiently broad to respond to the duties and obligations as is undertaken by Contractor in this agreement and shall cover all applicable Contractor personnel or subcontractors who perform professional services related to this agreement.The Insurance obligations under this agreement shall be the minimum Insurance coverage requirements and/or limits shown in this agreement. Any insurance proceeds in excess of or broader than the minimum required coverage and/or minimum required limits, which are applicable to a given loss, shall be available to the State of Ohio. No representation is made that the minimum Insurance requirements of this agreement are sufficient to cover the obligations of the Contractor under this agreement.The insurance policies are to contain, or be endorsed to contain, the following provisions:Additional Insured StatusExcept for Workers’ Compensation and Professional Liability insurance, the State of Ohio, its officers, officials and employees are to be covered as additional insureds with respect to liability arising out of work or operations performed by or on behalf of the Contractor including materials, parts, or equipment furnished in connection with such work or operations. Coverage can be provided in the form of an endorsement to the Contractor’s insurance.Primary CoverageFor any claims related to this contract, the Contractor’s insurance coverage shall be primary insurance. Any insurance or self-insurance maintained by the State of Ohio, its officers, officials and employees shall be excess of the Contractor’s insurance and shall not contribute with it.Umbrella or Excess Insurance PoliciesUmbrella or excess commercial liability policies may be used in combination with primary policies to satisfy the limit requirements above. Such Umbrella or excess commercial liability policies shall apply without any gaps in the limits of coverage and be at least as broad as and follow the form of the underlying primary coverage required above.Notice of CancellationContractor shall provide State of Ohio with 30 days written notice of cancellation or material change to any insurance policy required above, except for non-payment cancellation. Material change shall be defined as any change to the insurance limits, terms or conditions that would limit or alter the State’s available recovery under any of the policies required above. A lapse in any required insurance coverage during this Agreement shall be a breach of this Agreement.Waiver of SubrogationContractor hereby grants to State of Ohio a waiver of any right to subrogation which any insurer of said Contractor may acquire against the State of Ohio by virtue of the payment of any loss under such insurance. Contractor agrees to obtain any endorsement that may be necessary to affect this waiver of subrogation, but this provision applies regardless of whether or not the State of Ohio has received a waiver of subrogation endorsement from the insurer.Deductibles and Self-Insured RetentionsDeductibles and self-insured retentions must be declared to and approved by the State. The State may require the Contractor to provide proof of ability to pay losses and related investigations, claims administration and defense expenses within the retention. The policy language shall provide, or be endorsed to provide, that the deductible or self-insured retention may be satisfied by either the named insured or the State.Claims Made PoliciesIf any of the required policies provide coverage on a claims-made basis:The Retroactive Date must be shown and must be before the date of the contract or the beginning of contract work.Insurance must be maintained and evidence of insurance must be provided for at least five (5) years after completion of the contract of work.If coverage is canceled or non-renewed, and not replaced with another claims-made policy form with a Retroactive Date prior to the contract effective date, the Contractor must purchase "extended reporting'' coverage for a minimum of five (5) years after completion of contract work. The Discovery Period must be active during the Extended Reporting Period.Verification of CoverageContractor shall furnish the State of Ohio with original certificates and amendatory endorsements or copies of the applicable policy language effecting coverage required by this clause. All certificates and endorsements are to be received and approved by the State of Ohio before work commences. However, failure to obtain the required documents prior to the work beginning shall not waive the Contractor’s obligation to provide them. The State of Ohio reserves the right to require complete, certified copies of all required insurance policies, including endorsements required by these specifications, at any time. SubcontractorsContractor shall require and verify that all subcontractors maintain insurance meeting all the requirements stated herein, and Contractor shall ensure that State of Ohio is an additional insured on insurance required from subcontractors.Special Risks or CircumstancesState of Ohio reserves the right to modify these requirements, including limits, based on the nature of the risk, prior experience, insurer, coverage, or other special circumstances.Attachment 1:DODD Statement of Work Table of Contents TOC \h \z \t "Heading 1,1,Heading 2,2,Heading 2.1,3" 1.0.Business Background and Overview 30 1.1.Background and Introduction 30 1.2Project Scope31 2.0Business Requirements PAGEREF _Toc502761274 \h 32 2.1.Ohio Service Plan PAGEREF _Toc502761275 \h 32 2.2.Assessment Center PAGEREF _Toc502761275 \h 32 2.3.Incident Tracking PAGEREF _Toc502761275 \h 32 2.4 Compliance Review PAGEREF _Toc502761275 \h 32 2.5 Enterprise Features 33 3.0 Additional State IT Policy, Standard and Service Requirements 33Business Background and Overview1.1 Background and IntroductionThe Ohio Department of Developmental Disabilities (DODD) oversees a statewide system of supportive services for people with developmental disabilities that focus on ensuring health and safety, supporting access to community participation, and increasing opportunities for meaningful employment. Within DODD, the Office of System Support and Standards (OSSAS) provides business system support and oversight for the County Boards and Developmental Centers. To standardize and enhance the process for individuals receiving services, DODD is collaborating with key stakeholders to revamp four key areas: Individual Service Plan, Assessment Center, Incident Tracking, and Compliance Review.OSSAS began a series of feedback forums around the state and formed an ISP workgroup in July 2019. The workgroup consisted of people receiving services, family members, providers, and a variety of county board and intermediate care facilities (ICF) staff. The results of the workgroup meetings form the business requirements for the Individual Service Assessment and the Individual Service Plan, known as the Ohio Individual Service Plan. The assessment center, incident tracking and compliance review will need to follow a similar process to standardize and consolidate processes to streamline the user experience. The Office of Information Technology Services (ITS) within DODD is responsible for designing and delivering technology systems. ITS is currently a Microsoft development shop that supports existing systems such as imagineIS, Major Unusual Incident Tracking (MUI), Unusual Incident Reporting (UIR) and the Review Data System (RDS) that are used for the individual service assessment and plan, incident tracking, and compliance review. The strategic direction for ITS is to utilize the Salesforce Platform and to integrate with existing core systems where applicable. 1.2 Project Scope: As this is the initial Salesforce foundation, DODD is seeking to leverage Salesforce expertise to architect the application delivery platform and to implement the Individual Service Assessment and the Individual Service Plan solution. The application delivery platform must be architected to ensure best practices and industry standards with capacity and future growth for DODD’s major systems. This includes strategy for change management, development standards, use of marketplace tools and apps where needed, Salesforce organization strategy, user security and account relationship management. This engagement will also include the build of the Individual Service Assessment and Individual Service Plan as the first applications in Salesforce. While the first application is to implement the Individual Assessment and Plan, the system must be designed and implemented keeping Salesforce thresholds and with the future builds for the Assessment Center, Incident Tracking, Compliance Review and other DODD applications in mind. The objectives of this project are as follows:Establish DODD Salesforce Application Delivery Platform including: Create Overall Roadmap to move DODD Applications to Salesforce; Identify and Implement Salesforce Organization Strategy for DODD; Document and Implement Development Standards; API (Application Programming Interface) Management Strategy;Security Plan including Account Management Strategy for authenticated and public users;Change Management and Release Management Standards & Processes;Identify and Implement the appropriate Marketplace Tools and best practices for use;Develop an Integration Strategy with existing Microsoft .net and Dynamics 365 Solutions;Reporting and Data Warehouse Integration Strategy;Data Conversion/Migration Strategy as applicable;Architecture and Infrastructure Documentation;Configure and build the platform to support continuous growth for all environments (Dev, System Test (integration), UAT, Training, and Production; andSetup proactive monitoring for production environment.Implement the Individual Service Assessment and the Individual Service Plan in Salesforce Review the infrastructure strategy from the Application Delivery Platform;Review business requirements for the Individual Service Assessment and Plan;Collect and document detailed requirements statewide;Generate detailed requirements and Translate into Salesforce specific requirements;Review existing Microsoft solutions (imagineIS, ITS, UIR, RDS, Assessment Center, D365) architecture and use integration strategy to document integration with Salesforce;Create documentation for the configuration and design for the Individual Service Assessment and the Individual Service Plan; Build solution; Perform unit testing, system testing (integration testing), regression and performance testing;Perform training and Develop Training Documentation for technical and end user support;Assist with User Acceptance Testing and Document Results; andProvide break fix support and post implementation.1.3 Technology Stack: IT CapabilityTechnology & Technology PlatformWeb Brower UISalesforce Lightning Experience (LEX)Salesforce CommunityOmniScriptCloud PlatformSalesforce Gov Cloud –Org Strategy TBD Development Workflow ManagementSalesforceDocument Generation & DistributionApp integration such as Conga, Drawloop, DocuSign or other recommended document management appsReports & Dashboards SalesforceEinstein AnalyticsOrg Checker reportPlatform EncryptionShieldBackup Propose Solution Version Control (Code Repository) & DeploymentFlosumApplication IntegrationApi ManagerMonitoringSplunk Project DocumentationSharePointCurrent Applications (imagineIS, RDS, Assessment Center, ITS, UIR)Microsoft Dynamics 365 and Microsoft .Net Current Data WarehouseSQL Server, Azure, Cognos, Tableau, MS Power BI, SSRS for reporting and analyticsCurrent DatabaseSQLServerSecurityInnovate Ohio PlatformBusiness Requirements: The business requirements are provided below for the build of the Ohio Individual Service Plan which includes the Individual Assessment and the Individual Service Plan. The additional requirements below for the Assessment Center, Incident Tracking, and Compliance Review are included to provide context for the future growth capacity planning for the Salesforce Platform design strategy to ensure a solid foundation. The Assessment Center, Incident Tracking and Compliance Review are optional – use cost table above to provide cost for build for each component. 2.1 Ohio Individual Service Plan Background:The Ohio Department of Developmental Disabilities (DODD) will develop and implement a single individual assessment and ISP, a uniform ISP template that will be used statewide. This plan will be for all people who receive services in the Ohio developmental disabilities system. In order to create a single service plan, the department recognized it must first collect feedback from people around Ohio who develop and use individual service plans. DODD’s Office of System Support and Standards (OSSAS) began a series of Feedback Forums around the state in May 2019, as a forum for people who receive services, their family members, and service providers and plan authors to discuss the pros and cons of current service plans and share their experience and knowledge. Following the feedback forums in May and June, a workgroup commenced in early July 2019. The workgroup of stakeholders consisted of people receiving services, family members, providers, and a variety of county board and intermediate care facilities staff. Workgroup members represent both large and small counties and agencies. The results of the workgroup meetings form the requirements for this project. The standardized assessment and plan will simplify transition from county to county and ICF to waiver for individuals receiving developmental disability services. It will clearly identify what services direct support professionals are responsible for providing. It is the desired goal of the Department to roll out the assessment and plan in early 2021. Standardized training will be provided statewide and supported regionally prior to implementation. The features and functionality for the Individual Service Assessment and the Individual Service Plan are outlined below: Features and Functionality (Individual Assessment): Assessment questions must have an effective start and end date.Assessment questions, answers and their format (i.e. data type, length, yes/no, picklist, etc.) must be easily configurable by a business user with certain administrative rights. The business administrator must be able to create, edit, and remove (or “end-date”) assessment questions and answers.A Salesforce Community will be used for accessing the ISP assessment and plan by external customers (county board staff, county board supervisors, providers, SSAs (Service Support Administrators), individuals, families and guardians. Various profiles and roles will be required to control both community and internal user access.The content of the assessment must be easily produced in a pdf document by either community or internal staff users at any point in its lifecycle. The date and version of the assessment must be easily visible, including identification if it is the most current version.Assessments may be changed and must be versioned with date timestamps. All versions must be stored, but the most recent assessment must be easily identified.An assessment must be tracked through its lifecycle by a status code.All assessments must be visible by community users with the correct profile/role so that they can effectively find an individual’s assessment which might have been created in another county, and successfully transfer that individual. Other community users with specified profiles/roles will be able to only view assessments for individuals within their own county, or for whom they provide services. Users must be able to upload attachments to the assessment (including documents, photos and videos).Reports and dashboards must be created for use by county boards, SSAs, providers, and internal DODD staff to monitor progress and management assessments and plans.Generate alerts and notifications when an assessment is started, submitted, or edited and when an individual has been transferred from one county to another.The System must allow for input into the assessment by multiple persons on the support team. The assessment must integrate with our current Microsoft Dynamics 365 solution to create and manage information about individuals, providers, families and guardians, SSAs, and county boards.Features and Functionality (Individual Plan): SSA’s will manage the team of persons involved with an individual’s case by adding or removing team members and assigning them roles or access and permissions. The Individual Plan is designed to be person-centric, meaning the individuals with disabilities is at the center of the process. The individuals’ needs and goals in eight key life areas are documented and identified with goals and outcomes to help the individual live and thrive in their community.The plan may be updated periodically and must be versioned with date timestamps. All versions must be stored, but the most recent assessment must be easily identified.Multiple approvals by members of the team will be required and will require review, approval, and signoff in the Community.The plan must integrate with our current Microsoft Dynamics 365 solution to create and manage information about individuals, providers, families and guardians, SSAs, and county boards, services, and funding sources.Business process workflows must be created and easily maintained to accommodate notifications to required team members including but not limited to: when a plan is submitted, approved or changed; tasks created as reminders to staff; reminders to update the plan yearly or when critical changes are recorded with the individual (for example the individual passes away, moves to an ICF, moves out of an ICF, etc.).Case management functions such as viewing and managing case workload, upcoming plan updates, managing planned visits, staff availability, logging case notes, etc.Business Volume estimates:# of Assessments per year/# Individuals around 60,000 per year# of Plans created per year/# Individuals around 60,000 per yearEstimated # of people participating the development of assessments and plans estimated 240,000-300,000 per year (this is based on an average of 4-5 people per team…sometimes there are more or less)2.2 Assessment Center Background:DODD and Providers across the state conduct various types of assessments to determine individuals needs. Many of these assessments have been consolidated into the DODD Assessment Center and include: Level of Care, Adult Acuity, and Developmental Disabilities Profile for Intensive Care Facilities/Waivers, State Funded Behavior Add-ons, Nursing Task Assessment and Patient Assessment Resident Review. Most recently DODD deployed the waiting list, waiting list assessment and waiver management system. Level of Care: The Level of Care assessment, or LOC, is used to determine whether a person has a developmental disabilities level of care. County board of developmental disabilities staff, intermediate care facilities staff, or a person designated by DODD can give the LOC assessment after completing department-approved training. Admission NICS is used when a person with an existing home and community-based services waiver or ICF Level of Care is admitted to an ICF or DC.Adult Acuity: Adult Day Support helps a person build connections in their community. With this service, people can learn about the following: how to meet and talk with new people, what activities are in their community, how to get places independently, and what jobs are available in their area. While taking part in Adult Day Support services, a person can also have help with personal care, such as going to the restroom, eating meals, and taking medication.Developmental Disabilities Profile: DDP is an assessment required for people who access services using the Individual Options Waiver and for people who live in an intermediate care facility, or ICF. Once complete, the DDP arrives at a funding range that guides development of waiver-funded services in a person’s individual service plan or calculates the Resident Assessment Classification, or RAC, score for a person living in an ICF. To access the DDP app or the Individual Assessment Form assessor training, log in to DODD Apps by clicking the person icon at the top of the screen.State Funded Behavior Add-ons: This is used to request the State-Funded Behavior Rate Add-on for routine homemaker/personal care and community respite services. The person enrolled in the waiver, their SSA and other members of their team must determine if the person meets the criteria for the behavior add-on based on requirements set forth in OAC 5123-9-30. Members of the team must be involved in the decision about whether or not the criteria for a behavior rate add-on has been met.Nursing Task Assessment: County boards of developmental disabilities use the Nursing Task Inventory to determine a person's need for nursing services and service hours. The assessment?is completed during a face-to-face meeting with the person and their team. Service and support administrators complete the inventory and submit it to the department via email.Nursing services are provided directly to a person who requires skilled nursing services. A registered nurse (RN) or licensed practical nurse (LPN) must provide these services.?Ohio's Medicaid State Plan Home Health or State Plan Private Duty Nursing should be used whenever the person's nursing needs meet the requirements or restrictions of state plan services.Waiver nursing services should only be used whenever unpaid supports, Medicare, or private insurance benefits, if applicable, community resources, medication administration/nursing delegation, state plan nursing services, or a combination of services, cannot meet the person's nursing care needs.Wait Listing Assessment: The Ohio Assessment for Immediate Need and Current Need is also known as the Waiting List Assessment. Current need is defined as an unmet need for home and community-based services within 12 months, as determined by a county board based upon assessment of the person using the waiting list assessment tool.On-Site/On-Call Assessment: This assessment is not currently part of the MS Dynamics Assessment Center, but exists outside of the System. It should be included in the new Salesforce Assessment Center. The On-Site/On-Call (OSOC) assessment is used by provider teams to determine what needs an individual may have for services that will be suitable for overnight or on call services.2.3 Incident TrackingBackground:A rewrite of two existing systems is required, combining them both into one application: 1) The DODD Incident Tracking System (ITS) is used to collect data on major unusual incidents that involve individuals with developmental disabilities across the state. ITS is the Department’s online reporting system for tracking, monitoring and providing oversight involving health and welfare incident management to each of Ohio’s 88 counties, serving around 100,000 individuals; and 2) the DODD Unusual Incident Reporting System (UIR) is used to collect data on unusual incidents involving individuals residing in the eight (8) developmental centers in the State of Ohio. By rule, County Boards of DD and Developmental Centers are required to enter major unusual incident data by five p.m. on the working day following notification by the provider. Incidents are assigned to investigators for follow-up, are documented, and tracked using statuses and workflows. Actively reporting incidents, providing immediate protections, conducting thorough investigations, identifying cause and contributing factors and implementing effective prevention plans are critical elements to protecting the individuals supported in Ohio.One outcome of incident reporting is the publicly available Abuser Registry. The Abuser Registry maintains a record of individuals placed on the Abuser Registry for appropriate cause. Providers are required by rule to search the Abuser registry before hiring staff. The Abuser Registry is also shared with other state agencies.Features and Functionality: Profiles and permissions need to be created to support multiple users and their roles in the System, including: DODD (MUI and other divisions)County Board, Council of Governance Staff (COGS) and Developmental Center (DC) staff Ohio Department of MedicaidDisability Rights OhioAdvocacy and Protective Services Inc. (for individuals they support)Ohio Department of Health Providers (limited access) for individuals they supportData integration with the existing DODD data warehouse is required along with intensive analytics, reporting, and dashboards in Salesforce to facilitate trend/pattern reporting for both proactive and reactive incident management. The System must integrate with our current Microsoft Dynamics 365 solution to create and manage information about individuals and providers.The System must have the ability to assign incident cases to investigators for follow-up. Investigators are organized into geographic regions. Need the ability to enter County Board, DC, and COG investigator’s region, DODD regional managers, registry investigator and associate addresses with the region(s).Cases will be tracked through their lifecycle by statuses and any status change needs to be tracked by date timestamp. The ability to upload any document type (including photos and videos) required by both community and internal staff users.One incident may be related to many individuals (for example, three individuals were all involved in the incident), each incident may have multiple violation codes, and each incident may result in multiple outcomes.Create notifications which are easily customizable by business users for email alerts based upon specific incident types and statuses.Ability to create and customize letters required for different workflow processes and maintain them within the System.Ability to mark an individual as deceased, upload a death certificate, and identify any Medicaid claims accordingly.AI to assist in identifying trends in incidents, searching text for key words, predictive analytics.It would be nice to have a voice to text ability for those persons dictating incident information.Geo mapping (existing) to track and easily see where incidents are occurring.General case management features including managing case workload for an investigator and their supervisor, entering case notes, scheduling a task, automatic reminders on time-based workflows, logging emails and calls, etc.Ability to escalate an unusual incident to a major unusual incident or downgrade a major unusual incident to an unusual incident.Ability to access data and customize reports.Business Volume estimates/year:# of Major Unusual Incidents – 18,817# of Incident Categories – 20,220 categories (some MUIs had multiple categories, starting last year)# of MUI Investigators - 205# of Individuals involved in above MUI count – 12,2142.4 Compliance Review DODD manages over 15,000 waiver providers. As part of this management process the Ohio Provider Standards Review (OPSR) compliance monitoring group completes onsite reviews to verify service provided are done in compliance with applicable rules and regulations. In support of this review process DODD ITS staff have developed a tool (Review Data System) that allows the OPSR group to electronically initiate a review. Initiation of a review involves identifying the providers to be reviewed through an electronic algorithm that highlights at risk providers. Once a provider has been identified, the System supports review assignment to DODD OPSR staff and allows OPSR staff to generate appropriate rule questions from statue and send electronic communication to providers in advance of the onsite visit. Once onsite reviewers can log information and leverage system integrations with the DODD Incident tracking system (ITS), ImagineIS system and Provider Services Management system (PSM) to complete the review. The corresponding portal is then used by providers to review citations and finding and collaborate with the DODD OPSR team electronically. The provider portal dashboard also allows providers to upload documents in support of remediation plans. Links to the DODD provider search tool also facilitate listing results of reviews on the search site. This allows constituents searching for a provider to have full visibility on reviews conducted and corresponding results of the review. DODD ITS also provides the RDS software as a service to the Ohio Department of Health (ODH) to provide oversight for over 450 ICF facilities statewide. Over 200 ODH reviewers utilize the RDS tool to complete their review processes on these facilities.Conceptually, DODD ITS staff sought to provide functionality to the DODD OPSR team and ODH reviewers to complete reviews in a timely manner using an approach that would foster collaboration and provide appropriate security controls and information sharing through electronic communication such as alerts, notifications and dashboards. The Dynamics CRM? platform along with portal helped to meet and deliver upon this vision. Business Volume estimates/year:? # of Compliance Reviews - 3,444? # of Providers involved in Compliance Reviews - 3,244? # of Compliance Review officers – 1222.5 Enterprise Features and Functionality: These requirements are for all applications or modules to be developed in Salesforce.Mobile accessibility on all device types.The user interface must be ADA compliant, following web content accessibility standards and guidelines.Specific HIPAA and Section 504 guidelines have to be followed to protect the privacy of individuals’ demographics and certain case related data, which contain sensitive personal information.The user interface for community users must be simple, intuitive, visual, and “wizard-like” in its appearance. Pictures and graphics must easily display. Not all users in this community are extremely tech-savvy and this must be kept in mind. Permission sets must be created to give internal DODD staff who have a need to log in to the Community as a user in order to support questions and issuesIntegration with the state SSO IOP solution will be required for external and internal authenticated users to allow for one single sign-on.A public Salesforce Community must be created for information which will need to be accessible on the dodd. website.An authenticated Salesforce Community must be created for individuals with the appropriate profiles and roles to access data and information authorized for them. In addition to standard users who have access to their own data, DODD has users who are third-party agents, acting on behalf of a number of individuals, providers, or county boards. We must have the ability to create a third-party contact related or authorized to do business on behalf of multiple customers.A self-service security model is desired for the Salesforce Community so that users may request access to the applications and data pertinent to them.Reports and dashboards must be available to both the public and authenticated Salesforce Community users.AI functions such as finding words in text fields or documents which have been identified as important must be highlighted and reported on to identify critical knowledge about an individual. For example, if, in answers to assessment questions, “choking” is mentioned, find, highlight and report on that to anyone viewing information about the individual so they may be on the alert for choking risks. ................
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