STATE OF TENNESSEE DEPARTMENT OF HUMAN SERVICES

BILL HASLAM

GOVERNOR

STATE OF TENNESSEE

DEPARTMENT OF HUMAN SERVICES

CITIZENS PLAZA BUILDING 400 DEADERICK STREET

NASHVILLE, TENNESSEE 37243-1403

TELEPHONE: 615-313-2263

FAX: 615-313-5356

humanserv/

DANIELLE W. BARNES

COMMISSIONER

April 23, 2018

Ms. Krista Lee Executive Director of Fiscal Review Tennessee General Assembly Rachel Jackson Building, 8th Floor, Nashville, TN 37243

Re: Amendment One ? Contract No. 19232 Libera, Inc. Data Management System

Dear Ms. Lee:

This following information is provided in support of the subject Amendment to Contract No. 19232 submitted for consideration and approval of the Fiscal Review Committee. The Department of Human Services ("TDHS") is seeking approval of this Amendment effective July 1, 2018.

Background

TDHS's current Data Management System, Tennessee Rehabilitation Information Management System ("TRIMS"), has been in use since 2010. This case management system helps case managers determine eligibility for vocational rehabilitation clients and meet federal reporting and compliance requirements. Currently, DHS has approximately 650 active internal users who utilize this system on a daily basis to assist with obtaining vital data on clients with disabilities throughout the State of Tennessee. The current contractor for the TRIMS data management system, Libera, Inc., advised TDHS that, due to changes in Libera's business model and external market conditions, it will cease providing software and any associated maintenance and support services in the federally mandated Workforce Innovation and Opportunities Act market.

Justification

In order to ensure the continuation of essential Vocational Rehabilitation services, TDHS is requesting an amendment to the existing contract with Libera for a 30-month period until a contract with another service provider can be entered to develop and implement an alternative to the current legacy TRIMS system. As Libera holds owns exclusive rights to the TRIMS data management system, TDHS will

Ms. Krista Lee April23, 2018 Page2

require Libera to continue to provide maintenance and support services and assist in the transition to an alternative system until such process can be completed.

Summary

The Department of Human Services is seeking an amendment to the existing contract with Libera, Inc. to continue support and maintenance of the TRIMS data management system for a 30-month period. The proposed Amendment will allow sufficient time for the Department to conduct a procurement to contract with another service provider and complete the transition to an alternative vocational case management system to ensure compliance and essential services for both external and internal stakeholders.

Please let me know if you have any questions or require additional information.

Sincerely,

Assistant General Counsel

cc: Cherrell Campbell-Street, Deputy Commissioner ofPrograms and Services, TDHS Nicholas Edwards, CPO Sourcing Analyst Don Ivancic, Legislative Procurement Compliance Manager, Comptroller of the Treasury

Supplemental Documentation Required for Fiscal Review Committee

*Contact Name: Dan Birdwell

*Contact (615) 313-2263 Phone:

*Presenter's name(s): TBD

Edison Contract Number: (if 19232

RFS Number: 34570-03410

applicable)

(if applicable)

*Original or Proposed February 22, 2010 Contract Begin Date:

*Current or Perpetual Proposed End

Date:

Current Request Amendment Number: One

(if applicable)

Proposed Amendment Effective Date: July 1, 2018

(if applicable)

*Department Submitting: Department of Human Services

*Division: Rehabilitation Services

*Date Submitted: April 23, 2018

*Submitted Within Sixty (60) days: Yes

If not, explain:

*Contract Vendor Name: Libera, Inc.

*Current or Proposed Maximum Liability:

$518,800.00 (Current) $1,332.010.36 (Proposed)

*Estimated Total Spend for Commodities: N/A

*Current or Proposed Contract Allocation by Fiscal Year:

(as Shown on Most Current Fully Executed Contract Summary Sheet)

FY: 2010 FY: 2011 FY: 2012 FY: 2013 FY: 2014 FY: 2015 FY:2016

FY:2017

$352,500.00 $35,000.00 $35,000.00 $35,000.00 35,000.00

*Current Total Expenditures by Fiscal Year of Contract:

(attach backup documentation from Edison)

26,250.00

No Additional Funding Required

No Additional Funding Required

(SEE ATTACHED DOCUMENTATION "TN_CPO_BASELINE SPEND #19232")

IF Contract Allocation has been greater

than Contract Expenditures, please give the reasons and explain where surplus funds

N/A

were spent:

IF surplus funds have been carried

forward, please give the reasons and provide the authority for the carry forward

N/A

provision:

IF Contract Expenditures exceeded

Contract Allocation, please give the reasons N/A

and explain how funding was acquired to

Revised April 2014

Supplemental Documentation Required for Fiscal Review Committee

pay the overage: *Contract Funding Source/Amount:

State:

$0.00

Federal:

$518,800.00

Interdepartmental:

If "other" please define: If "interdepartmental" please define:

Dates of All Previous Amendments or Revisions: (if applicable)

N/A

Other:

Brief Description of Actions in Previous Amendments or Revisions: (if applicable) N/A

Method of Original Award: (if applicable) *What were the projected costs of the service for

the entire term of the contract prior to contract award?

How was this cost determined? *List number of other potential vendors who

could provide this good or service; efforts to identify other competitive procurement

alternatives; and the reason(s) a sole-source contract is in the best interest of the State.

Sole Source Contract N/A

N/A

Revised April 2014

v1.0 for CPO Users

Voucher B PO ID

PO Date PO AccountinPO Line Supplier ID Vendor Name

34570 34570

0000003154 7/18/2011 7/17/2012 0000003863 2/6/2012 2/6/2012

1 0000123812 Libera Inc 1 0000123812 Libera Inc

34570 34570 34570 34570

0000004577 7/18/2012 0000004551 7/12/2012 0000005183 12/11/2012 0000005564 3/15/2013

7/18/2012 12/11/2012 12/11/2012

3/15/2013

1 0000123812 Libera Inc 1 0000123812 Libera Inc 1 0000123812 Libera Inc 1 0000123812 Libera Inc

34570 34570 34570 34570 34570

0000006190 8/21/2013 0000005979 7/10/2013 0000006399 10/24/2013 0000006698 1/14/2014 0000006698 1/14/2014

8/21/2013 1/14/2014 10/24/2013 6/28/2014 6/28/2014

1 0000123812 Libera Inc 1 0000123812 Libera Inc 1 0000123812 Libera Inc 1 0000123812 Libera Inc 1 0000123812 Libera Inc

34570 34570 34570 34570 34570

0000007347 0000007582 0000007964 0000008018 0000008018

5/29/2014 7/11/2014 9/26/2014 10/7/2014 10/7/2014

7/12/2014 10/7/2014 9/26/2014 10/7/2014 10/7/2014

1 0000123812 Libera Inc 1 0000123812 Libera Inc 1 0000123812 Libera Inc 1 0000123812 Libera Inc 1 0000123812 Libera Inc

34570 34570 34570 34570 34570 34570

0000009062 6/24/2015 0000009584 10/22/2015 0000009583 10/22/2015 0000009583 10/22/2015 0000009583 10/22/2015 0000009583 10/22/2015

7/11/2015 10/22/2015

1/26/2016 1/26/2016 1/26/2016 1/26/2016

1 0000123812 Libera Inc 1 0000123812 Libera Inc 1 0000123812 Libera Inc 1 0000123812 Libera Inc 1 0000123812 Libera Inc 1 0000123812 Libera Inc

34570 34570 34570

0000010732 7/22/2016 0000010732 7/22/2016 0000011669 2/3/2017

2/8/2017 2/8/2017 7/1/2017

1 0000123812 Libera Inc 1 0000123812 Libera Inc 1 0000123812 Libera Inc

34570 34570

0000013106 10/25/2017 10/25/2017 0000013563 3/1/2018 3/1/2018

1 0000123812 Libera Inc 1 0000123812 Libera Inc

NIGP Long Description

Unit Price

Unit Price * Qty Vouchered Voucher Line Description

Vendor Item ID or Part Num

MAINFRAME ADMINISTRATION SERVIC MAINFRAME ADMINISTRATION SERVIC

HUMANITARIAN AID AND RELIEF HUMANITARIAN AID AND RELIEF HUMANITARIAN AID AND RELIEF HUMANITARIAN AID AND RELIEF

HUMANITARIAN AID AND RELIEF HUMANITARIAN AID AND RELIEF MAINFRAME ADMINISTRATION SERVIC HUMANITARIAN AID AND RELIEF HUMANITARIAN AID AND RELIEF

HUMANITARIAN AID AND RELIEF HUMANITARIAN AID AND RELIEF MAINFRAME ADMINISTRATION SERVIC HUMANITARIAN AID AND RELIEF HUMANITARIAN AID AND RELIEF

HUMANITARIAN AID AND RELIEF HUMANITARIAN AID AND RELIEF Invalid UNSPSC Invalid UNSPSC Invalid UNSPSC Invalid UNSPSC

DATABASE MANAGEMENT SYSTEM SOF DATABASE MANAGEMENT SYSTEM SOF DATABASE MANAGEMENT SYSTEM SOF

DATABASE MANAGEMENT SYSTEM SOF TRAINING WORKSHOP SERVICE

35000.00000 35000.00000

FY12 Total: 8750.00000 8750.00000 8750.00000 8750.00000 FY13 Total: 8750.00000 8750.00000 10000.00000 8750.00000 8750.00000 FY14 Total: 8750.00000 8750.00000 10000.00000 8750.00000 8750.00000 FY15 Total: 8750.00000 10000.00000 8750.00000 8750.00000 8750.00000 8750.00000 FY16 Total: 10000.00000 8333.34000 8750.00000 FY17 Total: 35000.00000 10000.00000 FY18 Total:

35000.000 Software and support services for Rehabilitation Services System 35000.000 Software and support services for Rehabilitation Services System $70,000.00

8750.000 Software and support services for Rehabilitation Services System 8750.000 Software and support services for Rehabilitation Services System 8750.000 Software and support services for Rehabilitation Services System 8750.000 Software and support services for Rehabilitation Services System $35,000.00 8750.000 Software and support services for Rehabilitation Services System 8750.000 Software and support services for Rehabilitation Services System 10000.000 Software Maintenance, Generic Asset 8750.000 Software and support services for Rehabilitation Services System 8750.000 Software and support services for Rehabilitation Services System $45,000.00 8750.000 Software and support services for Rehabilitation Services System 8750.000 Software and support services for Rehabilitation Services System 10000.000 Professional services from 9/5/2014 to 9/4/2015. SWC 19232. Invoice# 0012225 dated 8/26/2014. 8750.000 Software and support services for Rehabilitation Services System 8750.000 Software and support services for Rehabilitation Services System $45,000.00 8750.000 Software and Support Services for Rehabilitation Services TRIMS System 10000.000 Software and support services for Rehabilitation Services TRIMS System - Technical Support 8750.000 Software and support services for Rehabilitation Services TRIMS System - Case Mgmt. 8750.000 Software and support services for Rehabilitation Services TRIMS System - Case Mgmt. 8750.000 Software and support services for Rehabilitation Services TRIMS System - Case Mgmt. 8750.000 Software and support services for Rehabilitation Services TRIMS System - Case Mgmt. $53,750.00 10000.000 Software and support services for Rehabilitation Services TRIMS System - Case Mgmt. 4166.670 Software and support services for Rehabilitation Services TRIMS System - Case Mgmt. 8750.000 Software and support services for Rehabilitation Services TRIMS System - Case Mgmt. $22,916.67 35000.000 Software and support services for Rehabilitation Services System 10000.000 Livera Professional Services $45,000.00

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