RFP 0A1188 - Supplement One - Ohio



Supplement 1Automated Employer Application (AEA) SCOPE OF WORKProject RequirementsPurposeThe objective of this initiative is to further develop BWC’s existing online application to transition to a straight through online application process. The purpose of this Request for Proposal (RFP) is to solicit Proposals from Offerors experienced in the development and implementation of a systematic assignment of National Council on Compensation Insurance (NCCI) manual classifications based on the employers description of operations. BWC is required to utilize the NCCI classification system pursuant to Ohio Revised Code 4123-17-08.BWC is seeking a system solution that will identify and assign manual classifications to a new employer application for coverage without BWC manual intervention, thus allowing staff to devote more time to advanced underwriting in more complex applications. The manual classification product will be implemented within the existing BWC online application system, which currently does not include an online manual classification solution. The system solution will require an integration with exisiting BWC systems to include: PowerSuite (PS) - Integrated policy and claims management system that supports core insurance activities from application and issuance of insurance policies to adjudication of claims and payment of benefits.Rates & Payments (R&P) - System used to consolidate benefit payments from multiple source systems to enable actuarial analysis and development of premium rates. - current online web application.See Supplement 3 for the current employer application process workflow.BackgroundOperated under the mandates of the Ohio Revised Code (ORC), the Ohio workers compensation system is the largest exclusive state insurance fund system in the United States, with annual insurance premiums and assessments of approximately $1.6 billion. The Bureau of Workers’ Compensation (BWC) is an agency within the state government of Ohio responsible for the operation of the workers compensation system in the State. The Underwriting Department is responsible for processing approximately 23,000 new employer applications annually. Although approximately 85% of new employer applications are submitted online through the BWCs website-employer application service offering, 100% of the applications require manual processing that includes but not limited to: assignment of manual classifications; calculating estimate annual premium and installments; issuance of a policy number and certificate of coverage. The key component lacking in the current online service offering is the ability for the system to assign NCCI manual classifications for the less complex employer operations. In BWCs evaluation of new employer applications processed in Policy Year (PY) 2016 (data provided below), the majority of employer applications have one manual classification (single operations) and/or a relatively low premium. New Business Policies Issued in policy year 2016 - Premium RangePremium LevelCount of PoliciesLess than $1,000 11,867 $1,000 and $4,999 3,046 $5,000 and $9,999 569 $10,000 and $24,999 350 $25,000 and $99,999 176 $100,000 and $999,999 54 Equal to or greater than $1,000,000 2 Total 16,064 New Business Policies Issued in policy year 2016 - Number of NCCI Manual Classification Assigned Number of Class Codes Count of Policies1 16,366 2 2,729 3 851 4 321 Equal to or greater than 5 257 Total 20,524 New Business Policies Issued in policy year 2016 - Industry TypeNew Business by Industry GroupIndustry GroupIndustry Group DescriptionCount of Policies 1Agriculture 178 2Extraction 15 3Manufacturing 551 4Construction 5,330 5Transportation 1,583 6Utility 238 7Commercial 1,952 8Service 6,581 9High Risk Commercial/Service 210 10Office 3,886 Total? 20,524 Project RequirementsThe BWC is soliciting Proposals from Offerors experienced in the development and implementation of an Online Manual Classification Assignment solution. The selected Contractor will be expected to perform multiple supportive and operational tasks with a high degree of skill and accuracy. The project scope of work and requirements are provided below. The Offeror may provide specific comments for each activity/requirement in the space provided after each activity/requirement. The Offeror must provide an inline narrative at the end of each Task section that describes how the Offeror’s solution meets or exceeds all of the activities/requirements in that specific Task section.Task 1- Key Deliverables/Milestones:The Contractor must obtain an understanding of the infrastructure needs of AEA at BWC via meetings with BWC staff.The Contractor must receive BWC acceptance of a Project Plan including a schedule for all activities to be performed throughout the Contract.The Contractor must receive BWC acceptance of a technical architecture documentation to support the Contractor’s AEA solution within the BWC environment. The Contractor must receive BWC acceptance of a Security and Privacy Management Plan for the Contractor’s AEA solution.Systems and ApplicationsSA-1The Offeror must propose an on-premise solution. Comments:SA-2The Offeror’s software must run on BWC supported hardware, software and operating ments:Inline response required:Offeror must provide an inline response to all of the activities and requirements of Task 1.Task 2 - Key Deliverables/Milestones:The Contractor must deploy the AEA solution for the NCCI Manual Classification Assignment process in a test environment.Solution RequirementsSR-1The Offeror’s solution must utilize NCCI manual classification assignment methodology and rating ments:SR-2The Offeror’s solution must allow user entry into the NCCI online classification system and exit from the solution if exclusion criteria are ments:SR-3The Offeror’s solution must include in the manual classification assignment process all standard NCCI codes and all state special and state addendum manuals specific to Ohio. Comments:SR-4The Offeror’s solution must have the capability to assign an NCCI manual classification based on user description of ments:SR-5The Offeror’s solution must have the ability to establish and revise classification assignment Comments:Systems IntegrationSI-1The Offeror’s solution must be able to pass all entered and computed data elements from user entry into BWC ments:SI-2The Offeror must define mechanisms for passing data including file transfers, web services, etc. Comments:SI-3The Offeror’s solution must be able to run in an IIS hosted ments:SI-4The Offeror’s solution must allow users to be redirected from BWC’s web front end ments:SI-5The Offeror’s solution must redirect users back into the BWC web environment after completing interactions with the AEA ments:SI-6The Offeror’s solution must be able to consume SOAP and REST based web services to pass needed data between BWC ments:SI-7The user experience on the Offeror’s solution must integrate with their existing BWC Web session, either persist the session or be able to read/write necessary data from/into the existing session database and ments:User interfaceUI-1The Offeror’s solution must provide a Web based interface for the user ments:UI-2The Offeror’s solution must not require the user to download any add-ons or plug-ments:UI-3The Offeror's solution must adhere to all BWC and federal accessibility requirements, or their ments:UI-4The Offeror's solution must comply with section 1194.22 of the Code of Federal Regulations, “Web-based intranet and internet information and applications”.Comments:UI-5The Offeror’s solution must allow for branding to be applied to make it match the appearance of the BWC web ments:Inline response required:Offeror must provide an inline response to all of the activities and requirements of Task 2.Task 3 - Key Deliverables/Milestones:The Contractor must get acceptance from BWC for a Master Test Plan document that details the approach to testing throughout the life cycle of the deployment including appropriate testing tools and system testing and outlines test scenarios and test results used to verify and validate the design of the AEA solution.Conduct UAT testing with BWC staff.The Contractor must provide a Test Results Report to BWC which includes the results of the UAT testing, any defects found and a description for the resolution of any defects.TestingT-1The Contractor must ensure that the Master Test Plan documents the approach to testing throughout the life cycle of the ments:T-2The Contractor must ensure that the Master Test Plan provides the test strategy, including objectives and required types of testing for each of the testing ments:T-3The Contractor must ensure that the Master Test Plan explains the strategies for collaboration and sharing of test cases with the BWC, its staff, and its designees to support applicable testing ments:T-4The Contractor must ensure that the Master Test Plan explains the processes and procedures that must be used for releasing testing results, data analysis, and review and approval of test ments:T-5The Contractor must ensure that the Master Test Plan explains how pass-fail criteria and time frames must be ments:T-6The Contractor must ensure that the Master Test Plan explains the process to be used to establish phase entry and exit criteria. Criteria must include items such as number and types (severity/priority) of ments:T-7The Contractor must ensure that the Master Test Plan defines the defect resolution ments:T-8The Contractor must ensure that the Master Test Plan specifies, for each testing cycle, each of the facilities and tools to be used, Contractor resources required, and BWC resources ments:T-9The Contractor must ensure that the Master Test Plan specifies the functionality that is in scope and the functionality that is out of ments:T-10The Contractor must ensure that the Master Test Plan describes the format and content of test progress and defect ments:T-11The Contractor must ensure that the Master Test Plan includes the testing ments:T-12The Contractor must ensure that the Master Test Plan includes roles and responsibilities throughout all testing ments:T-13The Contractor must ensure that the Master Test Plan describes how test scenarios, test cases, and test results must be traced to ments:T-14The Contractor must ensure that the Master Test Plan describes the approach to regression testing at all levels when defects are ments:T-15The Contractor must ensure that the Master Test Plan defines procedures/workflow for notifying the BWC of problems discovered in testing, testing progress, and adherence to the test ments:T-16The Contractor must ensure that the Master Test Plan includes a description of the process used for the identification and preparation of data required for the system integration test ments:T-17The Contractor must ensure that the Master Test Plan describes the Contractor support that is assigned and provided to the BWC for the UAT testing ments:T-18The Contractor must provide a walk-through of the Master Test Plan before submitting it to the BWC for ments:T-19The Contractor must integrate version control in all ments:T-20The Contractor must perform and/or support testing throughout the project. Testing must address the following activities, at a minimum:?? Unit Test?? System Testing ?? Integration Testing?? Interface Testing? Performance testing? Regression Testing?? User Acceptance Testing (UAT)?? Operational Readiness Review (ORR)Comments:T-21The Contractor must utilize the BWC's defect tracking tool for management and reporting of system defects. Comments:Inline response required:Offeror must provide an inline response to all of the activities and requirements of Task 3.Task 4 - Key Deliverables/Milestones:The Contractor must deploy the AEA solution, in coordination with BWC, in a production environment.The Contractor must conduct additional testing with BWC staff.The Contractor must get acceptance for a Training Plan on the functionality of the AEA solution and provide training to selected BWC business and technical staff. The Contractor must provide a plan for monitoring all system solutions to ensure business needs and service level expectations are being met and assist BWC in the resolution of design, implementation, and operational issues that may arise.Project ManagementPM-1The Contractor must create a Design, Development and Implementation (DDI) Project Management Plan to be finalized and approved by BWC. The Project Management Plan must include: ? Configuration Management Plan? Cost Management Plan? Functional Design Document? Incident Management Plan? Master Test Plan? Project Work Plan? Requirements Management Plan? Risk and Issues Management Plan ? Staffing Plan? Training PlanComments:PM-2The Contractor must utilize the BWC Project Management Office (PMO) templates and standards to establish and maintain an integrated master project schedule, which will include the consolidation of individual project schedules provided by internal and external Contractors and ments:PM-3The Contractor must provide a detailed project schedule with projected time frames. The Contractor’s staff must deliver the initial schedule as per state-defined ments:PM-4The Contractor must agree that all future changes to the approved project schedule must be submitted to the BWC for review and approval using the state-approved change management ments:PM-5The Contractor must prepare and submit weekly updates to the project schedule. Weekly updates must include an executive summary highlighting the updates to the schedule and call attention to any areas of ments:PM-6The Contractor must develop a project Work Breakdown Structure (WBS) or product backlog to include both Contractor and BWC milestones and ments:PM-7The Contractor must collaborate with the BWC PMO to establish the Change Management ments:PM-8The Contractor must analyze and document project lessons learned on an ongoing basis and hold a walkthrough meeting of the results and provide an evaluation report within one week of pilot implementation ments:PM-9The Contractor must provide a Project Manager (PM) and other key personnel onsite as required by the BWC to attend meetings and conduct project work as ments:PM-10The Contractor must remove any personnel, if requested by the BWC, as agreed between the parties. The key personnel must be replaced within 15 business days after the position is vacant, unless a longer period is approved by the BWC. The Contractor must replace key personnel, subject to approval by the BWC, regardless of the reason for ments:PM-11The Contractor must ensure that the project table of organization is updated within 5 business days of any staffing changes. Comments:PM-12The Contractor must maintain a decision log during the pilot phase, using a state provided template for project related design ments:Inline response required:Offeror must provide an inline response to all of the activities and requirements of Task 4.Task 5 - Key Deliverables/Milestones:The Contractor must develop and get BWC approval for a plan on how the Contractor will provide ongoing support and maintenance of the AEA solution that was implemented into production. At a minimum the Contractor will provide 45 days of support at no additional cost.Application Business InformationAB-1The Offeror’s solution must provide reporting on application usage (provide details of types of reports that are included or can be built). Comments:Maintenance & OperationsMO-1The Contractor must provide ongoing administration support required to manage software updates, patches, and data management for their proposed ments:MO-2The Contractor must provide system maintenance activities necessary to correct all operational ments:MO-3The Contractor must provide oversight to ensure all manuals, including but not limited to end user manuals, internal procedure manuals, and operating procedures manuals, are updated at a minimum, every 3 months and every release or as directed by the ments:SecurityS-1The Contractor's software must operate at the moderate level baseline as defined in the current National Institute of Standards and Technology (NIST) 800-53 [moderate baseline requirements], be consistent with Federal Information Security Management Act (FISMA) requirements, and offer a customizable and extendable capability based on open-standards APIs that enable integration with third party applications. Comments:S-2The Contractor must provide the BWC with 24x7 visibility into the services through a real-time, web-based “dashboard” capability that enables them to monitor, in real or near real time, the Services’ performance against the established SLAs and operational ments:S-3The Contractor must prepare security related administrator documentation. Distribution of administrator documentation must be limited to technical resources responsible for the administration and security of the information system. Administrator documentation must contain:- Details regarding the secure configuration, installation, and operation of the information system;- Effective use and maintenance of security functions/mechanisms; and- Known vulnerabilities regarding configuration and the use of administrative or privileged ments:Inline response required:Offeror must provide an inline response to all of the activities and requirements of Task 5.Task 6 - Key Deliverable: The Contractor must provide a Final Report that:Defines the project objectives and how key activities were executed for the processes included; Provides lessons learned; andDescribes the business and IT roles, both Contractor and BWC, for supporting the AEA solution.Inline response required:Offeror must provide an inline response to all of the activities and requirements of Task 6.Performance ExpectationsThis section sets forth the performance specifications for the Service Level Agreements (SLAs) to be established between the Contractor and the State. The 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 Contract during the Software Licensing, Maintenance and Support period which begins once BWC has accepted and placed the System into production. 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. For each year of Software Licensing, Maintenance and Support, which is prepaid, the State will holdback 10% of the annual Software Licensing, Maintenance and Support costs.The Contractor agrees that 10% of the Not to Exceed fixed price for the annual Software Licensing, Maintenance and Support will be at risk (“Fee at Risk”). The Fee at Risk will be calculated as follows: Total Fee at Risk for Year = Total Not to Exceed Fixed Price for the annual Software Licensing, Maintenance and Support x 10 % Furthermore, in order to apply the Fee at Risk, the following quarterly calculation will be used:Quarterly Fee at Risk = Total Fee at Risk for Year 4The Contractor will be assessed for each SLA failure and the “Performance Credit” will not exceed the quarterly Fee at Risk for that period. The Performance Credit is the amount due to the State for the failure of SLAs. For SLAs measured on a quarterly basis, the quarterly fee at risk applies and is cumulative. On an annual basis, 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 will be deducted from the next annual maintenance payment, unless the State requests a payment in the amount of the Performance Credit. Any remaining amount from the 10% holdback will be added to the next annual maintenance due to the Contractor.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 project, 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 once BWC has accepted and placed the System in production.Quarterly Service Level ReportOn a quarterly basis, the Contractor must provide a written report (the “Quarterly 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 quarterly performance credit for each SLA;the year-to-date total performance credit balance for each SLA and all SLAs;upon state request, a “Root-Cause Analysis” and corrective action plan with respect to any SLA where the Individual SLA was failed during the preceding quarter; andtrend or statistical analysis with respect to each SLA as requested by the State.The Quarterly Service Level Report will be due no later than the fifth (5th) business day of the following quarter.SLA NamePerformance EvaluatedNon-Conformance RemedyFrequency of MeasurementIncident Resolution Service LevelThe Incident resolution Service LevelWill measure the percentage of reported incidents that were resolved within 24 hours of initial report. The Contractor will count all reported incidents that occur during the measurement pliance with the Incident Resolution Service Level is expected to be greater than 85%This SLA is calculated as follows:Fee at RiskQuarterly % Compliance = Total Number of Incidents Resolved / Total Number of Incidents X 100System Availibility Service LevelThe System Availibility Service Level: will measure the percentage of system availability as compared to the total amount of time in the reporting pliance with the System Availibility Service Level is expected to be greater than 96%This SLA is calculated as follows: Fee at RiskQuarterly % Compliance = (Total Time System was Availible / Total Time in Reporting Period) X 100Inline response required:Offeror must provide an inline acknowledgement and acceptance to the above Performance Expectations. ................
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