Statement of Work Solicitation - State of Ohio Procurement



NOTICEThis opportunity is being released to DBITS Contractors pre-qualified as a result of MBE RFP #0A1139 and RFP #0A1147. ONLY Contractors pre-qualified in Category Five the Technology Upgrade / Migration and Transformation Category are eligible to submit proposal responses AND to submit inquiries. The State does not intend to respond to inquiries or to accept proposals submitted by organizations not pre-qualified in this Technology Category.An alphabetical listing of Contractors pre-qualified to participate in this opportunity follows:0A1139American Business Solutions, Inc.Ardent Technologies, Inc.Ascendum Solutions LLCCDO Technologies Inc.Cluster Software, IncCompTech Computer Technologies, Inc.Digitek Software, Inc.Diversatec Resources, Inc.Diversified Systems, Inc.ERP Analysts Inc.Evanhoe & Associates IncFlairsoft, LtdHalcyon Solutions, Inc.Logic Soft, Inc.Menya Communications, Ltd.MPOWER SOLUTIONS LLCOptimum Technology, inc.Proteam Solutions, IncSophisticated Systems, Inc.Srisys, Inc.Stellar Innovations & Solutions Inc.Strategic Systems, Inc.TMH SolutionsUNICON International Inc.Vana Solutions LLCVentech Solutions, Inc.Vertex Computer Systems Inc.0A1147AccentureAdvocate Solutions LLCAxia ConsultingCapGemini AmericaCapTech VenturesCGI Technologies and Solutions, Inc.CMA Consulting ServicesComputer Aid, Inc.g2o, LLCHMB, Inc.IBMIITInsight Public SectorKunz, Leigh & AssociatesMAXIMUS Human Services, Inc.MGT of America, Inc.Navigator Management Partners LLCPCM Sales, Inc.Persistent SystemsPlanet TechnologiesPrelude SystemQuantrum LLCQuick SolutionsR. Dorsey & CompanyRadiant TechnologyRSM USA LLPSense CorpSystems Technology Group, Inc.The Greentree GroupUnicon International. Inc.236220127000State of OhioOhio Department of Developmental Disabilities Application Upgrade for Dynamics365 Project Statement of WorkDBITS Solicitation ID No.Solicitation Release DateDBDMR-20-05-0032/26/2020Section 1: PurposeThe purpose of this Project Statement of Work (SOW) is to provide the Ohio Department of Developmental Disabilities (DODD) with information technology services in the Technology Upgrade/Migration and Transformation Category. A qualified Contractor, herein after referred to as the “Contractor”, must 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. Table of Contents Section 1: PurposeSection 2: Background InformationSection 3: Scope of WorkSection 4: Deliverables ManagementSection 5: SOW Response Submission RequirementsSection 6: SOW Evaluation CriteriaSection 7: SOW Calendar of EventsSection 8: Inquiry ProcessSection 9: Submission Instructions and LocationsSection 10: Limitation of LiabilitySupplements: Supplement 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:Feb 26, 2020Inquiry Period Begins:Feb 26, 2020Inquiry Period Ends:Mar 4, 2020 at 8:00AMProposal Response Due Date:Mar 13, 2020 at 1:00PMSection 2: Background Information2.1Agency InformationAgency NameThe Ohio Department of Developmental Disabilities (DODD)Contact NameCurt AndersonContact Phone1-614-387-8781Bill to AddressOhio Department of Developmental Disabilities (DODD)Kim Lewis30 East Broad Street, 12th FloorColumbus, Ohio 432152.2Project InformationProject NameApplication Upgrade to Unified Interface for Dynamics 365Project Background & ObjectiveThe Ohio Department of Developmental Disabilities (DODD) is initiating a project to upgrade its portfolio of applications built on the Microsoft Dynamics 365 platform from the current version of Legacy web client to the modern, responsive Unified Interface for Common Data Service apps. All of the DODD applications for this upgrade are hosted on Microsoft Dynamics 365 Cloud (SAAS) instance running version 9.1 with Wave 2.The application forms within Dynamics365 have been customized for navigation and display of data in a way that does not readily translate into the Unified Interface architecture. The Contractor must assess the user experience of the current system and ensure that UI provides a user experience that is similar and minimizes multiple clicks for navigation, data entry and display.DODD expects that applications upgrades will be completed in three phases. The project milestones section outlines the applications for each phase although offerors may propose a different group of applications for each phase or additional phases. Completion of the upgrade must occur by October 1, 2020.The objectives of this project are as follows:Analyze DODD’s business applications architecture, code base, schema design, integrations, security and dependencies that are part of its three Dynamics 365 instances and develop the strategy to upgrade all environments to Unified Interface (UI);Perform builds, UI testing, integration testing and production deployment;Refactor application code base to use the new Mircosoft API’s that replace the deprecated XRM.Page and XRM.Utility API’s;Design and Implement Model driven apps for each of the DODD business applications customizing sitemaps and ribbons to create a better Navigation experience;Implement Unified Interface Forms, Tabs, custom controls and update web resources for the custom and out of the box entities used by DODD business applications;Upgrade all Business process flows to the Unified UI Process flows architecture;Implement Interactive user dashboards;Rationalize alerts and notifications to optimize user experience;Assess custom web resources, propose and implement alternative supported solutions;Propose areas where Power apps can be used to improve user experience;Convert Classic D365 Workflows that do not contain custom workflow activities to Microsoft Flows as part of the migration;Upgrade codebase from using OData 2.0 API endpoint to OData 4.0/WebAPI standards and utilizing asynchronous methods;Replace usage of Alert.js with supported solution;Implement release management and ALM processes that utilize CI / CD pipelines of Azure DevOps for automated deployments of Dynamics 365 solutions for all environments;Meet or exceed current performance baselines provided by the customer for: a) Form loads and API processing;Provide sixty (60) days of support for problem resolution that includes problem analysis, performing changes to code, forms, API’s, configuration parameters, builds and related work to resolve the issue; and Develop training material and conduct training on systems configuration and best practices for developing and managing applications within Dynamics365.Expected Project Duration Project duration is expected to be 6 to 8 months.2.3Project ScheduleDate Task7 Days from initiationProject Start11 Days from initiationProject Kick Off and Project Plan30 Days from initiationComplete assessment of current architecture, develop strategy for migration with detail action plan and begin execution of action plan.October 1, 2020Complete upgrade to UI.2.4Project MilestonesDate Milestone4 Days from initiation Contractor resources on-site.11 Days from initiationProject Kick Off Meeting conducted.Project Plan delivered.Project Schedule (WBS using MS Project or compatible) munication Plan delivered.Risk Management Plan delivered.Quality Management Plan delivered.30 Days from initiationComplete assessment of current architecture, develop strategy for migration with a detailed action plan and begin execution of action plan. Identify and document recommendations for improved systems design using UI features, complete iteration planning and release plan developed for phased delivery of applications to production.50 Days from initiationPhase 1 applications upgraded to Unified UI and released to production.ImagineIS and Case Notes.County Board Cost Reports (CBCR).Early Intervention Grants System (EIGS). 100 Days from initiationPhase 2 applications upgraded to Unified UI and released to production.Individual Demographic System (IDS).Assessment Center applications – AAI, DDP, SFBAO, PASSR, PA and OTS.150 Days from initiationPhase 3 applications upgraded to Unified UI and released to production.Level of Care and Ohio Benefits (LOC/OB).Pre-Admission Counselling (PAC).Waiver Enrollment System (WES).Review Data System (RDS), Restrictive Measures Notification (RMN).Proposal and implementation of changes to simplify the dashboard and alert notifications.Proposal and implementation of Microsoft Canvas Apps to remove custom services.Proposal and implementation to replace Classic Dynamics 365 Flows with Microsoft Flows.October 1, 2020All applications must be upgraded and operational in the production environments. Warranty support will start when all applications have been converted and are operational in production.November 30, 2020End of Warranty SupportEnd of support.2.5Contractor’s Work Effort RequirementThe Contractor may subcontract up to 25% of the effort.2.6Ohio Certified MBE Set-Aside Requirement None.Section 3: Scope of Work3.1Description of Scope of WorkDODD’s current portfolio of business-critical applications are hosted on three Commercial Microsoft Dynamics CRM 365 instances known as ERMS, PRMS and FRMS all in the Microsoft Cloud environment. The majority of the applications reside in the ERMS instances and provide functionality with the DODD Individuals Intake, Eligibility, Assessment, Waiver Enrollment and Case Management functions. The applications in the PRMS instance provide functionality in the area of Provider Certification, Licensure and Compliance. The applications in the FRMS instance are centered on Fiscal areas such Cost Reporting and Grant Management.The Dynamic CRM based applications use the Microsoft architecture comprising of Azure AD/Office 365 for authentication. Authorization is managed using Business Units, Roles and Team in D365. These applications use a mix of out of the box Mircosoft entities and custom entities created by DODD. The applications use plugins and workflows to handle complex business processes. Document management is accomplished with the integration to SharePoint Online. In addition, REST-based Web Services are also in use and SSIS is used to manage data integration to On-premise applications.DODD has implemented instances for development, quality assurance, user acceptance testing and training environments. All source code is managed in Team Foundation Server/Azure DevOps for version management and tracking work tasks.There are two .Net based Web Portals hosted on-premise that integrate with ERMS and these integrations will not require any type of modifications although the expectation is that they will be tested by our in-house QA team to ensure system is working as expected. The following table lays out the different software elements in the ERMS instance for the applications that are relevant for the upgrade project. The following table lays out the different software elements in the FRMS instance for the applications that are relevant for the upgrade.The following table lays out the different software elements in the PRMS instance for the applications that are relevant for the upgrade.The scope of work for each of the instance includes but is not limited to:Analyze DODD’s Dynamics365 applications to include code base, entities, attributes, integrations, security configuration and develop the strategy and perform the upgrade to Unified Interface in all environments. Artifacts that must be developed for this requirement include but are not limited to Architecture and Design documents, Implementation Plans, User Stories and Tasking, Iteration Plan, test plans, version and branch management, application deployment and release planning;Design and Implement Model driven apps for each of the DODD business applications customizing sitemaps and ribbons to improve the Navigation experience. This work will include working with DODD’s internal IT staff and business users to develop Unified Interface applications with appropriate grouping of tiles, building the left Navigation, form navigations, ellipses and search functions;Refactor the applications code base to use the new Client APIs published by Microsoft that replace the deprecated XRM.Page and XRM.Utility APIs;Implement Unified Interface Forms, Tabs, custom controls and update web resources for the custom and out of the box entities used by the applications. All of the forms for the entities listed in the tables in section 3.1 for the three D365 instances must be converted to Unified UI. DODD staff will review and approve the conversion to UI;Reconfiguring of Web resources and XRM API calls must be replaced with Client API calls;Custom controls must be modified or created to enable responsive web design that is in alignment with UI;Upgrade all process flows to Unified UI Process flows including custom and out of the box business process flows for all applications. The current functionality of the Process Flow must be maintained however exploring any opportunity to minimize manual clicks from users and improving user experience is expected as part of the upgrade;Existing dashboards must be reviewed and upgraded to use interactive dashboard layouts;Analyze custom web resources, propose and implement by replacing the custom services to use Microsoft Canvas Apps. DODD will evaluate the implementation plan and costs and make determination if this work will be performed; Analyze the use of Classic D365 Workflows and develop steps to replace with Microsoft Flows. DODD will evaluate the implementation plan and costs and make determination if this work will be performed;Upgrade codebase from using OData 2.0 API endpoint to OData 4.0/WebAPI standards and implementing asynchronous methods. All the OData 2,0 API calls must re-coded to use the up to date REST based Web API standards;Replace usage of Alert.js with solution supported by Microsoft; Implement release management and ALM processes that utilize CI / CD pipelines of Azure DevOps for automated deployments of applications within the Dynamics 365 architecture;Meet or exceed current performance baselines provided by the customer for Form loads and API response time;Perform system integration testing and User Acceptance Testing in coordination with DODD resources and ensure that all defects are identified and remediated as agreed upon;Provide postproduction implementation support for systems for 60 days; andDocument and Train DODD staff on the technical changes implemented for the upgrade and enhancements to processes, tools and software.3.2Assumptions and ConstraintsAssumptionsNo new software or hardware will be purchased for this project aside from acquiring / reassigning D365 licenses to the project team working on the upgrade.DODD will provide support to configure additional D365 Development sandbox instances through the State OIT Office 365 Administrators to support this project.DODD will provide documentation on the existing architecture, roles and related information although the currency of this documentation can’t be guaranteed. Source control and related change control will utilize Microsoft Team Foundation/Azure DevOps and resources proposed for the project have extensive experience in this area. The Contractor must not copy, delete or remove any data belonging to DODD, its partners and/or affiliates.ConstraintsSpace for up to ten (10) on-site resources will be provided by DODD. At a minimum, the Project Manager, DevOps lead, UI Senior Developer, Test lead and BA lead must be on-site. The Project Manager may be remote and at a minimum must be on-site 2 to 3 days every other week unless other mutually agreed upon conditions are established. 3.3 Detailed Description of DeliverablesThe deliverables defined are high level and Contractors may propose a set of deliverables and payment schedule based on their previous experience with projects of this type. Deliverables are to be provided on the dates specified in the SOW or a mutually agreed upon date. If there is a delay the Contractor is required to contact the Agency contract manager in writing with a reason for the delay and the proposed schedule. The request for a revised schedule must include the impact on related tasks and the overall project. The Agency contract manager or designate must provide approval in writing for project deliverable changes.All deliverables must be submitted in a format approved by the Agency’s contract manager. The agency will complete a review of the deliverables within seven (7) working days of the date of receipt. All deliverables must have acceptance criteria established and a time period for testing or acceptance. Deliverable NameDeliverable DescriptionKick-off & Project PlanProject plan with clearly documented milestones, tasks and deliverables.Assessment, Architecture and Migration PlanComplete assessment of current architecture, develop and document strategy for migration with detail action plan and begin execution of action plan. Iteration Planning complete and release plan developed for Phased delivery of applications to production. Artifacts that need to be developed for this requirement include but not limited to Architecture and Design documents, Implementation Plans, User Stories and Tasking, Iteration Plan, test plans, version and branch management, application deployment and release planning.Phase 1 – Production implementation.Phase 1 applications are upgraded, released to production, initiate production support.ImagineIS and Case Notes.County Board Cost Reports (CBCR).Early Intervention Grants System (EIGS).Provide training materials and reference documentation that supports ongoing maintenance and making enhancements to these applications.Phase 2 – Production implementation. Phase 2 applications are upgraded, released to production, initiate production support. Individual Demographic System (IDS).Assessment Center applications – AAI, DDP, SFBAO, PASSR, PA and OTS.Provide training materials and reference documentation that supports ongoing maintenance and making enhancements to these applications.Phase 3 – Production implementation. Phase 3 applications are upgraded, released to production, initiate production support. Level of Care and Ohio Benefits (LOC/OB).Pre-Admission Counselling (PAC).Waiver Enrollment System (WES).Review Data System (RDS), Restrictive Measures Notification (RMN).Implement replacement of custom services to use Microsoft Power Apps.Define scope of work, identify where changes are required, obtain user signoff and implement the changes. DODD will evaluate the SOW and specifications and make a determination if this work will be performed via change order.Implement replacement of Classic D365 Workflows to use Microsoft Flows. Define scope of work, identify where changes are required, obtain user signoff and implement the changes. DODD will evaluate the SOW and specifications and make a determination if this work will be performed via change order.Provide Transition support for issue resolution and training on building and maintaining applications using Microsoft Unified Interface, Microsoft Canvas Apps and Microsoft Flows.Provide technical support to resolve issues with all applications migrated to UI for a period of 60 days. Support must include technical problem determination and implementing corrections to the system configuration and code to correct the defect.Develop training sessions and conduct at a minimum of three training sessions. Update systems architecture documentation, systems maintenance procedures and provide a report of outstanding recommendations and technical issues.Deliverable NameDue Date(If applicable)Payment Eligible?Yes/NoAcceptance CriteriaConduct Project Kick-off Mtg. Provide the following documentation:Project PlanProject Schedule (WBS using MS Project or compatible)Contingency PlanCommunication PlanRisk Management PlanQuality Management Plan11 Days from SOW initiationNoDODD reviewed and accepted project plan, completed kick-off meeting and documentation.Assessment, Architecture and Migration Plan.30 Days from initiationYes10%Complete assessment of current architecture, develop and document strategy for migration with detail action plan and begin execution of action plan. Product Backlog Items and User Stories have been identified and estimated; Iteration Planning must be completed; and The release plan developed for Phased delivery of applications to production. Artifacts that need to be developed for this requirement include but not limited to Architecture and Design documents, Implementation Plans, User Stories and Tasking, Iteration Plan, test plans, version and branch management, application deployment and release planningImplementation of Phase 1 list of application upgrades to Unified UI in all pre-production and production environment.TBDYes15%Successful migration of Phase 1 applications upgraded to Unified UI and released to production with production support.ImagineIS and Case Notes.County Board Cost Reports (CBCR).Early Intervention Grants System (EIGS).Provider Services Management (PSM).Implementation of Phase 2 list of application upgrades to Unified UI in all pre-production and production environment.TBDYes 35%Successful migration of Phase 2 applications upgraded to Unified UI and released to production with production support.Individual Demographic System (IDS) Assessment Center applications – AAI, DDP, SFBAO, PASSR, PA and OTS.Implementation of Phase 3 list of application upgrade to Unified UI in all pre-production and production environment.October 1, 2020Yes25%Phase 3 list of applications upgraded to Unified UI and released to production with production supportLevel of Care and Ohio Benefits (LOC/OB)Pre-Admission Counselling (PAC)Waiver Enrollment System (WES)Review Data System (RDS), Restrictive Measures Notification (RMNImplement replacement of custom services to use Microsoft Power Apps.TBDYes0% Proposed SOW is accepted by DODD and work is performed to implement and test the changes.Implement replacement of Classic D365 Workflows to use Microsoft Flows.TBDYes0%Proposed SOW is accepted by DODD and work is performed to implement and test the changes.Transition support and training on building and maintaining applications using Microsoft Unified Interface, Microsoft Canvas Apps and Microsoft Flows.Updated systems architecture documentation, systems maintenance procedures and report of outstanding recommendations and technical issues.TBDYes15%A minimum of three training sessions of at least 2 hours minimum for up to (10) DODD personnel in each session.Approval of documentation content and completion of post-production support comprising at a minimum of one resource for 60 business days of support. 3.4Roles and ResponsibilitiesProject or Management Activity/Responsibility PositionsContractorAgencyState of Ohio Project Manager – Coordinates internal SME and technical support.XState subject matter experts for current configuration, up to three (3) as needed.XPrimary project manager responsible for project success.XSoftware and infrastructure support specialists to design and implement changes.XRestrictions on Data Location and WorkThe Contractor must perform all work specified in the SOW Solicitation and keep all State data within the United States. The State may reject any SOW Response that proposes to do work outside the United States.Project staff must be located within the USA and Contractor must provide location and what type of work will be conducted offsite. All costs associated with use of offsite office space and related resources is the responsibility of the Contractor. DODD prefers that the Project Manager, DevOps lead, UI Senior Developer, Test lead and BA lead for the project be on-site.Resource Requirements DODD will provide the following resources for this engagement:All software licensing and related servers;Adequate facilities, equipment and tools such as workspace, computer hardware and network access, development tools, offices space, phones, photocopiers, fax machines, State of Ohio email for all team members to the extent commercially reasonable; andTechnical and subject matter experts to support project tasks as needed.Section 4: Deliverables Management4.1Submission/FormatPM Artifact/Project Work ProductSubmission FormatProject Plan and Schedule.Project plan with weekly updates throughout the project, via email.MS Project and/or PDF.Weekly Project Status Report.Weekly submission to the DODD Project Manager, via email.MS Word Document.Requirements, systems design, training and other documents generated from project.Via email.MS Office suite compatible. PDF documents are not acceptable for any documentation generated from this project. 4.2Reports and MeetingsThe Contractor is required to provide the Agency contract manager with weekly written progress reports for this project. These are due to the Agency contract manager by the close of business on Monday of each week throughout the life of the project.The progress reports must cover all work performed and completed during agreed upon period of the report. The report must also contain planed upcoming work for the next reporting period. The progress report must identify issues encountered or outstanding and provide an explanation of the cause and resolution steps. The Contractor will be responsible for conducting weekly status meetings with the Agency contract manager. The meetings will be held on mutually agreed upon date, time and location. Status meetings may be conducted in person or via phone. 4.3Period of PerformanceThe period of performance begins on the date the contract purchase order is provided to the Contractor and ends upon completion of the project deliverables or termination of the project by DODD. Performance is based on the delivery and acceptance of each deliverable.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 10% 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 SOWx10 %=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” 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 (1) 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 isexpected to be greater than 85%.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 85%.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 RiskMonthlyScheduled Reports Service LevelThe Scheduled Reports Service Level will measure the receipt of Reports within SLA schedule or other established time frames.This SLA is calculated as follows: “Scheduled Reporting Performance” equals “(Total Number of Reports Required – Total Reports Missed/Missing)” divided by “Total Number of Reports Required”.Fee at RiskMonthly4.5State Staffing PlanStaff/Stakeholder NameProject RolePercent AllocatedDODD Project ManagerProvides oversight of the Contractor’s project team and works in coordination with the Contractor’s Project Manager to ensure project execution and timeliness.20%DODD Application ManagerApplication subject matter expert.10%Four (4) - DODD Technical Staff Technical subject matter expert.20%Section 5: SOW Response Submission Requirements5.1Response 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;Pre-Qualified Contractor Experience Requirements;Subcontractors Documentation;Assumptions;Payment Address;Staffing plan, personnel resumes, time commitment, organizational chart;Contingency Plan;Project Plan;Project Schedule (WBS using MS Project or compatible);Communication Plan;Risk Management Plan;Quality Management Plan;Acceptance of Supplement 1 – State IT Policy, Standard and Service Requirements;Acceptance of Supplement 2 – State Information Security and Privacy Requirements, State Data Handling Requirements;Fee Structure including Estimated Work Effort for each Task/Deliverable; andRate Card.Include the following:1. Cover Letter:a. Must be in the form of a standard business letter;b. Must be signed by an individual authorized to legally bind the Pre-Qualified Contractor;c. Must include a statement regarding the Pre-Qualified Contractor’s legal structure (e.g. an Ohio corporation), Federal tax identification number, and principal place of business; please list any Ohio locations or branches;d. Must include a list of the people who prepared the Proposal, including their titles; ande. Must include the name, address, e-mail, phone number, and fax number of a contact person who has the authority to answer questions regarding the Proposal.2. Pre-Qualified Contractors Experience Requirements:Mandatory Requirements: Five (5) years prior experience conducting systems assessments, developing action plans and managing systems development projects using Microsoft products or similar technology; andThe Pre-Qualified Contractor staffing plan for the DevOps lead and UI Senior Developer must possess working knowledge of the following: Microsoft Dynamics 365 Customer Engagement – Customizing and Extending CRM;Plugin development with C# .Net;SharePoint Online and Microsoft SQL server;JavaScript Framework – Angular, jQuery, typescript;Office 365 and Azure AD;Power Apps and CDS;Microsoft Flows; andMicrosoft Team Foundation Server and Azure DevOps.Scored Requirements: Each proposal must include a brief executive summary of the services the Pre-Qualified Contractor proposes to provide and one (1) representative sample of previously completed projects as it relates to this proposal (e.g. detailed requirements documents, analysis);The Pre-Qualified Contractor’s experience, capability, and capacity to provide staffing and development support for systems security using Microsoft Active Directory, Microsoft Identity Management (MIM), Microsoft Azure and related Microsoft tools used for access control; andDemonstrated experience of multiple implementations for multiple organizations of Microsoft Dynamics 365 application upgrade to Unified UI / Designing and implementing applications in Unified UI for organizations that have over 10 Microsoft Dynamics 365 applications using cloud architectures serving internal and external end users.3. Subcontractor Documentation: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 if applicable, 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 and one (1) representative sample of previously completed projects as it relates to this SOW (e.g. detailed requirements document, analysis, statement of work);Must describe the Subcontractor’s experience, capability, and capacity to provide Technology Upgrade/Migration and Transformation, provide specific detailed information demonstrating experience similar in nature to the type of work described in this SOW from each of the resources identified in Section 5, Item 6 Staffing Plan;A commitment to do the work if the Contractor is selected; andA statement that the Subcontractor has read and understood the RFP and will comply with the requirements of the RFP.4. 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 RFP that the assumption is applicable to. The Pre-Qualified Contractor should not include assumptions elsewhere in their response.5. Payment Address: The Pre-Qualified Contractor must give the address to which the State should send payments under the Contract.6. Staffing plan, personnel resumes, time commitment, organizational chartThe Contractor must identify Contractor and sub-contractor staff and time commitment. Identify hourly rates for personnel, as applicable.The Contractor and sub-contractor must include resumes for each resource identified and organizational chart for entire team, using a format similar to the table below.Contractor NameRoleContractor or Sub-contractor?No. HoursHourly Rate7. Contingency PlanThe Contractor must identify and provide a contingency plan, should the Contractor and/or subcontractor staff fail to meet the Project Schedule, Project Milestones or fail to complete the deliverables according to schedule. Include alternative strategies to be used to ensure project success if specified risk events occur. 8. Project PlanThe Contractor must Identify and describe the plan to produce effective documents and complete the deliverable requirements. Describe the primary tasks, how long each task will take and when each task will be completed to meet the final deadline.9. Project Schedule (WBS using MS Project or compatible)The Contractor must describe the Project Schedule including planning, planned vs. actuals for monitoring performance, milestones, and detailed tasks. Using MS Project 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 work.10. Communication Plan The Contractor must describe the format and method for weekly updates on project status and escalation procedures that DODD will take if contract deliverables are not being met.11. Risk Management Plan The Contractor must describe their Risk Management Plan requirements including the risk factors, associated risks and likelihood of occurrence including consequences for each risk. Describe your plan for mitigating selected risks and plan for keeping people informed about those risks throughout the project.12. Quality Management PlanThe Contractor must describe their quality policies, procedures, and standards relevant to the project for both project deliverables and project processes. Define who is responsible for the quality of the delivered project artifacts and deliverables.13. Acceptance of Supplement 1 – 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.14. Acceptance of Supplement 2 – 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.15. Fee Structure including Estimated Work Effort for each Task/DeliverablePayment will be scheduled upon approval and acceptance of the below Tasks/Deliverables by the Contract Manager within the usual payment terms of the State.Deliverable NameTotal Estimated Work Effort (Hours)Not-to-Exceed Fixed Price for DeliverableKick-off & Project Documentation DeliveredNo paymentTotal Not-to-Exceed Fixed Cost for all Deliverables100% of Contractual Price16. Rate CardThe primary purpose of obtaining this Rate Card information is to establish baseline hourly rates in the event that change orders are necessary. The DBITS contract is not intended to be used for hourly based time and materials work. (NOTE – The Rate Card collects rate information for named resources)Offerors must submit a Rate Care that includes hourly rates for all services the Contractor offers, including but not limited to those listed. Enter the Rate Card information in this section. Resource TitleHourly Rate$$$Section 6: SOW Evaluation CriteriaMandatory Requirements: Accept/RejectPrequalified DBITS Contractor – Category 5 Technology Upgrade/Migration and TransformationMandatory RequirementsDoes Not MeetMeetsFive (5) years prior experience conducting systems assessments, developing action plans and managing systems development projects using Microsoft products or similar technology.RejectAcceptThe Pre-Qualified Contractor staffing plan must possess working knowledge of the following: Microsoft Dynamics 365 Customer Engagement – Customizing and Extending CRM;Plugin development with C# .Net;SharePoint Online and Microsoft SQL server;JavaScript Framework – Angular, jQuery, typescript;Office 365 and Azure AD;Power Apps and CDS;Microsoft Flows; andMicrosoft Team Foundation Server and Azure DevOps.RejectAcceptScored RequirementsWeightDoes Not MeetMeetsExceedsFive (5) years prior experience conducting systems assessments, developing action plans and managing systems development projects using Microsoft products or similar technology.1057Demonstrated experience of multiple implementations for multiple organizations of Microsoft Dynamics 365 application upgrade to Unified UI / Designing and implementing applications in Unified UI for organizations that have over ten (10) Microsoft Dynamics 365 application implementations using cloud architectures serving internal and external end users.2057Staffing plan and project approach that demonstrates ability to meet project deliverables. 2057Price 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 offeror. The offeror with the highest point total for the Technical Proposal will receive 700 points. The remaining offerors 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 offeror with the lowest proposed total cost for evaluation purposes will receive 300 points. The remaining offerors will receive a percentage of the maximum cost points available based upon the following formula: Cost Summary Points = (Lowest Total Cost for Evaluation Purposes/Offeror’s Total Cost for Evaluation Purposes) x 300 Total Points Score: The total points score is calculated using the following formula: Total Points = Technical Proposal Points + Cost Summary PointsSection 7: SOW Solicitation Calendar of EventsFirm DatesSOW Solicitation Released to Pre-Qualified ContractorsFeb 26, 2020Inquiry Period BeginsFeb 26, 2020Inquiry Period Ends Mar 4, 2020 at 8:00AMProposal Response Due Date Mar 13, 2020 at 1:00PMAnticipated DatesEstimated Date for Selection of Awarded Contractor March, 2020Estimated Commencement Date of WorkApril, 2020 All times listed are Eastern Standard Time (EST).Section 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 the Navigation Bar on the right, select “Bid Opportunities Search”;Enter the SOW Solicitation ID number found on the first page of this SOW Solicitation in the “Document/Bid Number:” box;Click the “Search” button;Click on the Document/Bid Number to go to the document information page,On the document information 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 Contractor’s representative who is responsible for the inquiry, Name of the Contractor, Representative’s business phone number, andRepresentative’s email address;Type the inquiry in the space provided including:A reference to the relevant part of this SOW Solicitation,The heading for the provision under question, and The page number of the SOW Solicitation where the provision can be found; andClick 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 RFP.Section 9: Submission Instructions & LocationEach Pre-Qualified Contractor must submit four (4), sealed and signed copies of its Proposal Response and each submission must be clearly marked “DODD Access Controls Enhancements” on the outside of its package along with Pre-Qualified Contractor’s name. A single electronic copy of the complete Proposal Response must also be submitted with the printed Proposal Responses. Electronic submissions should be on a CD or DVD. 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 should 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 ServicesAttention: Kim Lewis30 East Broad Street, 12th FloorColumbus, Ohio 43215Proprietary 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. ................
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