STATE OF FLORIDA DEPARTMENT OF CHILDREN AND …
STATE OF FLORIDA
DEPARTMENT OF CHILDREN AND FAMILIES
Office of Substance Abuse and Mental Health
INVITATION TO NEGOTIATE (ITN)
The Financial and Service Accountability
Management System
(FASAMS) Project
ITN#: 02U17DS1
Release Date: FEBRUARY 17, 2017
DCF ITN: #02U17DS1 FASAMS PROJECT
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TABLE OF CONTENTS
SECTION 1. INTRODUCTION .......................................................................................................... 4
1.1
Service Introduction to the Procurement ................................................................................ 4
1.2
Statement of Purpose .................................................................................................................. 4
1.3
Problem Statement ...................................................................................................................... 5
1.4
Challenges..................................................................................................................................... 5
1.5
FASAMS Business Goals and Objectives............................................................................... 6
1.6
Solution Overview ...................................................................................................................... 9
1.7
FASAMS Project Approach ..................................................................................................... 12
1.8
FASAMS Phase III Implementation Project Phases ........................................................... 12
1.9
Assumptions ............................................................................................................................... 13
1.10 Project High Level Milestones ................................................................................................ 13
1.11 Term of the Agreement............................................................................................................. 14
1.12 Contact Person and Procurement Manager .......................................................................... 14
1.13 Contract Terms ........................................................................................................................... 15
1.14 Definitions .................................................................................................................................. 15
1.15 Supporting Documentation ..................................................................................................... 15
1.16 Small, Minority, and Florida Certified Veterans Business Participation ....................... 15
SECTION 2. ITN PROCESS............................................................................................................... 15
2.1
General Overview of the Process ........................................................................................... 15
2.2
Official Notices and Public Records ...................................................................................... 15
2.3
Protests and Disputes ............................................................................................................... 16
2.4
Limitations on Contacting Department Personnel and Others ........................................ 16
2.5
Schedule of Events and Deadlines ......................................................................................... 17
2.6
Solicitation Conference ............................................................................................................ 19
2.7
Written Inquiries ....................................................................................................................... 19
2.8
Notice of Intent to Submit a Reply ........................................................................................ 19
2.9
Receipt of Replies ...................................................................................................................... 19
2.10 Form PUR 1001 (ATTACHMENT IV) .................................................................................... 20
2.11 Department¡¯s Reserved Rights ............................................................................................... 20
SECTION 3. SPECIFICATIONS ....................................................................................................... 21
3.1
Mandatory Requirements ........................................................................................................ 21
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3.2
Minimum Financial Specifications ........................................................................................ 21
3.3
Vendor Registration in MyFloridaMarketPlace .................................................................. 22
3.4
Composition of the Contract ................................................................................................... 22
3.5
Order of Precedence .................................................................................................................. 22
SECTION 4. INSTRUCTIONS FOR RESPONDING TO THE ITN .......................................... 22
4.1
How to Submit a Reply ............................................................................................................ 22
4.2
Content of the Programmatic Reply....................................................................................... 23
4.3
Content of the Financial Reply ............................................................................................... 34
4.4
Public Records and Trade Secrets .......................................................................................... 35
4.5
Department not Obligated to Defend Vendor Claims ....................................................... 36
SECTION 5. THE SELECTION METHODOLOGY ...................................................................... 36
5.1
Selection Criteria ....................................................................................................................... 36
5.2
Application of Mandatory Requirements ............................................................................. 37
5.3
Evaluation Phase Methodology for Ranking and Shortlisting......................................... 37
5.4
Programmatic and Cost Scoring.............................................................................................. 38
5.5
Negotiation Process for Final Selection ................................................................................ 39
5.6
Final Selection and Notice of Intent to Award Contract .................................................... 41
APPENDIX I: NOTICE OF INTENT TO SUBMIT A REPLY ........................................................ 43
APPENDIX II: CERTIFICATE OF SIGNATURE AUTHORITY ................................................... 44
APPENDIX III: VENDOR¡¯S CERTIFICATIONS ............................................................................. 45
APPENDIX IV: QUESTION SUBMITTAL FORM .......................................................................... 51
APPENDIX V: MANDATORY REQUIREMENTS CHECKLIST ................................................. 52
APPENDIX VI: SUBCONTRACTOR LIST ....................................................................................... 54
APPENDIX VII: GLOSSARY OF TERMS ......................................................................................... 55
LIST OF ATTACHMENTS ................................................................................................................... 68
ATTACHMENT I: FASAMS STANDARD INTEGRATED CONTRACT PART-1 .................. 68
ATTACHMENT II: FASAMS STANDARD INTEGRATED CONTRACT PART-2 ................. 68
ATTACHMENT III: PUR 1000 ............................................................................................................. 68
ATTACHMENT IV: PUR 1001 ............................................................................................................. 68
ATTACHMENT V: REQUIREMENTS RESPONSE MATRIX ...................................................... 68
ATTACHMENT VI: COST PROPOSAL WORKBOOK ................................................................. 68
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SECTION 1. INTRODUCTION
1.1
Service Introduction to the Procurement
The Department of Children and Families (Department), Office of Substance Abuse and Mental Health
(SAMH) is issuing this solicitation in accordance with Section 394.77, Florida Statues, for the purpose
of obtaining design, development, and implementation (DDI) and operations and maintenance
(O&M) services for a Substance Abuse and Mental Health Financial and Services Accountability
Management System (FASAMS). Any vendor interested in submitting a reply must comply with any
and all terms and conditions described in this Invitation to Negotiate (ITN).
1.2
Statement of Purpose
The Department is seeking proposals from qualified vendors to:
1. Design, develop, and implement a FASAMS data warehouse with business intelligence and
analytics capabilities (DW/BI) that supports service budgeting, service delivery, service
payment and performance outcome management as described in ATTACHMENT II:
FASAMS STANDARD INTEGRATED CONTRACT PART-2.
2. Provide O&M services for the new system and the hardware and software to support a thirdparty cloud-based hosted solution as described in ATTACHMENT II: FASAMS
STANDARD INTEGRATED CONTRACT PART-2.
The Department¡¯s SAMH Program Offices are responsible for the administration and management of
the state¡¯s public substance abuse and mental health systems, and are charged with providing services
for children and adults with serious mental illnesses and with substance abuse disorders. These
services support a critical component of the Department¡¯s mission of advancing individual and family
recovery and resiliency.
The Department¡¯s SAMH program headquarters are located in Tallahassee, FL. Statewide substance
abuse and mental health services are delivered locally through contracts with community substance
abuse and mental health providers. SAMH services are administered throughout 20 circuits statewide,
which are grouped into six regions. There are also seven state mental health treatment facilities for
individuals with mental health needs that require longer-term treatment.
The DCF SAMH programs are responsible for the administration and provision of services to over
300,000 individuals with an annual budget of more than $1 billion. DCF has the fiduciary
responsibility for assuring the funding received for SAMH services from federal grants and state
appropriations is used for the intended purposes. Extensive reporting on outcome measures, services
provided and treatment episodes is required by the Florida legislature and Substance Abuse and
Mental Health Services Administration (SAMHSA), the primary federal funding agency.
The Substance Abuse and Mental Health Information System (SAMHIS) is currently used by the
Department to collect, maintain, analyze, and report data on persons served in state funded mental
health treatment facilities and in state-contracted community substance abuse and mental health
provider organizations. The SAMHIS data warehouse currently integrates information on clients of
SAMH services socio-demographic and clinical data with information on providers of SAMH
behavioral health services, provider sites, programs, performance targets, and outcomes. The
SAMHIS data warehouse currently does not have contractual and financial data at the required level
of detail and structure.
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1.3
Problem Statement
Recurring audit findings1 have questioned the ability of the Department to assure they are maximizing
revenue and optimizing the allocation of federal and state funds for substance abuse and mental
health services across local communities of care.
The information stored in SAMHIS does not provide the Department with the necessary capabilities
to meet General Appropriations Act (GAA) and SAMHSA reporting requirements. The information
in SAMHIS does not provide the information at the level of detail needed for the Department to link
the budget it receives from the GAA to:
?
Provider contracts
?
Services provided
?
Invoices submitted
?
Services paid for and for whom
?
Service outcomes
SAMH data is currently collected across the State in hundreds of different sites and organizations.
Data standardization across these organizations has not been established and has resulted in the
following challenges:
1.4
?
Validation problems cause significant delays in getting data from source systems loaded into
SAMHIS
?
Data files are in legacy ¡°fixed-length format¡± instead of a flexible text format (e.g. XML)
?
The absence of data format standardization requires ¡°one-off¡± transformation code to extract
and validate data (greatly increasing the cost and complexity of data management).
?
The absence of validation rule standardization that require ¡°one-off¡± interpretation of
validation code and implementations.
?
The absence of a statewide coordinated change and configuration management process makes
it difficult and costly and very time consuming to implement system changes statewide.
Challenges
SAMH currently maintains direct contracts with Providers of SAMH services. In addition to its direct
provider contracts, SAMH maintains contracts with seven regional Behavioral Health Managing
Entities (MEs). MEs do not provide directs services but rather are recipients of federal and state funds
who by contract with the Department, execute sub-contracts with regional systems of care to meet
specific geographic behavioral health needs for the provision of SAMH services.
SAMHIS is used to collect ME and Provider information on the provision of services to SAMH clients,
the submission and payment of invoices from SAMH to the Providers and MEs and, the payment of
invoices from the MEs to regional SAMH sub-contracted providers across local communities of care.
1
State of Florida Auditor General, Department of Children and Families and Selected Behavioral Health Managing
Entities ¨C Oversight of Substance Abuse and Mental Health Services, Operational Audit. Report No. 2015-155, David W.
Martin, CPA March 2015, ps. 9-10. audgen
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