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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