COMPETITIVE SOLICITATION #2032-761 REQUEST FOR PROPOSALS

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COMPETITIVE SOLICITATION#2032-761REQUEST FOR PROPOSALSProject Title: Vocational Rehabilitation (VR) Business ModernizationManagement Project (BMMP) Case Management SystemEstimated ContractPerformance Period:3/2021 through 3/2024Response Due Date:All Responses must be received in theirentirety by 3:00 p.m. Pacific Time onNovember 20, 2020 unless an Amendment isissued modifying the Solicitation Scheduleset forth in Section C.1 of this SolicitationDocument.Submit Response To:Responses must be submitted to:Kerra Lynch & Ryan Johnson,RFP CoordinatorsDepartment of Social and Health ServicesFacilities, Finance, and Analytics Admin.Central Contracts and Legal ServicesEmail:Kerra.Lynch@dshs.wa.govSolicitation and AmendmentsWill Be Posted on:DSHS Procurement d-contractingWEBS le WEBS Commodity Codes: 952-43, 208-11, 920-07Competitive Solicitation #2032-761Page 1 of 32

TABLE OF CONTENTSSection A. Contract Requirements .Section B. Definitions .Section C. Explanation of Solicitation Process . .Section D. Instructions Regarding Content, Format andSubmission of Responses . . Section E. Evaluation of Responses. .Section F. Debriefing and Protest Procedure. Section G. Contracting Procedures . .Attachments:Attachment A:Attachment B:Attachment C:Attachment D:Sample ContractSample Bid Submission LetterBidder Certifications and AssurancesBidder Response FormCompetitive Solicitation #2032-761Page 2 of 32

SECTION ACONTRACT REQUIREMENTS1.PurposeThis competitive solicitation is issued in order to assist the Department of VocationalRehabilitation (DVR) Administration, Division of the Washington State Department ofSocial and Health Services (DSHS) in seeking qualified contractor(s) for theimplementation of a new case management solution system.2.BackgroundThe DSHS Division of Vocational Rehabilitation uses a custom case managementsystem called “Service Tracking and Reporting System (STARS)” to document, trackand report information about its program participants, services delivered, outcomes, andexpenditures. STARS was built and implemented in 1995-1996 and has been updatedand upgraded to continuously meet the agency’s case management needs. TheDivision has determined that STARS is reaching the end of its life cycle and has made adecision to implement a commercial-off-the-shelf case management system to replaceSTARS.DVR employs approximately 300 staff located in small, medium, and large communitiesacross the state. STARS is central to DVR’s work, and the majority of DVR staff use thesystem daily to perform their work. While the system supports a number ofadministrative functions, its primary purpose is to store information and data that isrequired to be reported to the federal agency that administers and provides funding forstate vocational rehabilitation programs – the United States Department of Education,Rehabilitation Services Administration. VR agencies must report extensive participant,service, outcome, and expenditure data. The case management system supports theDivision’s business processes and flow from initial application to case closure, includingdocumenting participant demographic and eligibility information, all services delivered,outcomes, and services authorized and paid on behalf of program participants.Individuals eligible for services from DVR include individuals with disabilities whoexperience barriers to employment and require vocational rehabilitation services toachieve and/or maintain employment. The Division serves 9,000 to 10,000 individualsper year.In addition to the core VR services described above, DVR administers two smallerprograms to special populations. Both programs have federal reporting requirementsand case management needs. The first program is Pre-Employment Transition Services(or Pre-ETS). Pre-ETS is a program that serves secondary school students withdisabilities and is designed to expose students with disabilities to career information andexploration while still in high school. Pre-ETS includes a number of services outlined infederal law. Students may receive only Pre-ETS or they may apply for and bedetermined eligible for core VR services and receive services under both programs.DVR staff time spent delivering Pre-ETS services is also required. Pre-ETS participantinformation, services, and staff time must be tracked and reported separately from coreVR services.The other program that falls outside core VR services is the Business EngagementCompetitive Solicitation #2032-761Page 3 of 32

program. These include services delivered by DVR staff to employers in Washington toraise awareness, educate, and advise businesses related to hiring people withdisabilities. DVR is required to track and report services provided to businesses.Other functions performed in STARS include service authorizations and paymentsrelated to the delivery of services purchased by the Division from external vendors onbehalf of program participants. STARS also provides users with a number of standardcaseload-related reports used for managing caseload activities and progress. Multipleinterfaces support the exchange of data with external federal and state agency partners,and to internal web applications that pull information from STARS.Location and Regular Business HoursDVR operates under the Governor’s Safe Start guidelines for government operations. Itis anticipated the majority of work to be performed will be at the Contractor’s work site.Work space can be made available, if necessary, for on-site work. DVR’s regularbusiness hours are 8 a.m. to 5 p.m. Monday through Friday, PST. The DVR main officeis located at 4565 7th Avenue, 4th Floor, Lacey, Washington 98503.3.Project Scopea) Solution(1) Organizational Scope:Agency employees delivering and supporting direct service delivery andprogram operations will use the new solution.(2) Functional Scope: Document participant information related to establishing a case servicerecord, such as the VR application for services, demographic information,disability information, receipt of public benefits, legal work status, etc.Document all participant services, determinations, activities, and progressthroughout the VR process from initial application to case closure(application, eligibility/priority category, Individualized Plan forEmployment, employment, closure).Ability to generate customer correspondence upon completion of specificcase actions.Print user-friendly documents and reports for participant signature or use– IPE, consents, etc.Outlook integration for emailing participants and scheduling appointmentsGenerates and records authorizing documents related to the purchase ofvendor services on behalf of DVR participants, including vendormanagement, contracted services and rates. Entry of payments related tocompleted vendor services.Documents participant information and activities related to the delivery ofPre-Employment Transition Services.Documents Business Engagement services delivered and activitiescompleted.Competitive Solicitation #2032-761Page 4 of 32

Accurately produces updates requirements for all necessary federalreports (RSA-911, RSA 2, RSA-722, SF-425, ETA-9169, etc.) and anythat are required in the future.Provide case management and performance reporting at all levels of theorganization (counselor, office, unit, region and statewide).Establishes data interfaces with external entities including stategovernment enterprise systems.Document storage, organization and retrieval related to informationcollected by DVR related to a case service record. Ability to uploaddocuments to a case service record, support the agency record retentionrules, and compatibility with common document management systems.Create and store electronic signatures.Support system user set up, system administration, and security.(3) Technical Scope: Configure Single Sign On.Integration - pertains to the capability of connecting two or more disparatesystem(s) to share and exchange data:1. State’s financial systems (AFRS).2. DSHS Client Registry, DSHS/ESA for SSI/SSDI data,DSHS/ALTSA/MSD via SQL on each end, ESD, State Board ofCommunity and Technical Colleges (SBCTC), Workforce TrainingBoard as well as fiscal batches and other batches as required.Fully compliant with all accessibility standards.Integrate vendor solution to the agency technical architecture:1. Network infrastructure.2. Security.3. System infrastructure and application standards.(4) Optional Functional Scope Items: Customer loaned equipment tracking and disposition.Fair hearing management.Quality assurance tools.Case review functions.Tracking tool for Consents/Release of Information.Portals (customer, vendor, partner, business, etc.).Survey tool.b) Implementation ServicesThe scope of implementation, maintenance and support services are outlined in theSample Contract.Bidder shall identify the key personnel it shall utilize in performing this Contract, andtheir experience and qualifications, as part of its Response. If awarded a Contract,Bidder shall not make changes to such Key Personnel during the term of theContract except as requested or approved by DSHS.Competitive Solicitation #2032-761Page 5 of 32

4.Bidder Minimum QualificationsAll Bidders must meet the following minimum qualifications:a) Experience Requirements:(1) The Bidder must have a contract that was initiated and executed with astate agency for the implementation of a Vocational Rehabilitation (VR)solution under the federal Rehabilitation Services Administration (RSA),within the U.S. Department of Education within the last 2 years,performing work as follows:i. Developing, implementing, and managing systems and/orapplications such as VR application for services, documentparticipant information related to establishing a case servicerecord, demographic information, disability information, receipt ofpublic benefits, and legal work status.b) License Requirement:The Bidder must be licensed or obtain a license to do business in the State ofWashington prior to contract execution.Bidders who do not meet these minimum qualifications may be deemed nonresponsive and may be disqualified from further consideration.5.Mandatory System RequirementsMandatory system requirements are all listed in the requirements tab in AttachmentD, and must be implemented by February 01, 2021.6.Period of Contract PerformanceDSHS intends to award one Contract for the Services described in this CompetitiveSolicitation.The period of implementation for this Contract is suspected to commence on oraround 3/1/2021 through 2/28/2023. The initial term of Support and Maintenancefor this contract shall be 3/1/2023 through 2/29/2024. The Support andMaintenance of the contract may be extended by amendment up to Four (4) timesfor up to Two (2) year per amendment, in the sole discretion of DSHS.Additional services that are appropriate to the scope of this Solicitation, asdetermined by DSHS, may be added to the Contract in a mutually agreeableamendment.7.FundingDSHS has budgeted an amount not to exceed 4,000,000 including all taxes for thesoftware, implementation, interface, and data conversion services outlined for thisProject. DSHS may reject any Response in excess of that amount. Any ContractCompetitive Solicitation #2032-761Page 6 of 32

awarded is contingent upon the availability of funding. Fees for hosting, support andmaintenance are not included in the budgeted amount above.Competitive Solicitation #2032-761Page 7 of 32

SECTION BDEFINITIONSAdditional definitions for Contract-specific terms are found in the Sample Contract setforth as Attachment A to this Solicitation and shall apply to those terms as they are usedin this Solicitation. The following terms have the meanings set forth below:Agency or DSHS – The Washington State Department of Social and Health Services.Amendment – A unilateral change to the Solicitation that is issued by DSHS at its solediscretion and posted on WEBS.Apparent Successful Bidder (ASB) – A Bidder submitting a Response to this Solicitationthat is evaluated and is identified and announced by DSHS as providing the best valueto the Agency. Upon execution of a Contract, the ASB is referred to as the successfulbidder or the Contractor.Authorized Representative – An individual designated by the Bidder to act on its behalfwho has the authority to legally bind the Bidder concerning the terms and conditions setforth in this Solicitation and related documents.Bid - An offer, proposal or quote for goods or services and all related materials preparedand submitted by a Bidder in response to this Solicitation. The terms Bid, Quotation,Response and Proposal are all intended to mean the same thing.Bidder – An individual, organization, public or private agency or other entity submitting abid, quotation, response or proposal in response to this Solicitation.Contract – A written agreement entered into between a successful Bidder and DSHS asa result of this Solicitation.Complaint – A process that may be followed by a Bidder prior to the deadline for bidsubmission to alert DSHS of certain types of asserted deficiencies in the Solicitation.Coordinator or Solicitation Coordinator – An individual or designee who is employed byDSHS within the DSHS Central Contracts and Legal Services Office and who isresponsible for conducting this Solicitation.Debriefing – a short meeting an Unsuccessful Bidder may request with the Coordinatorfollowing the announcement of the Apparent Successful Bidder for the purpose ofreceiving information regarding the review and evaluation of that Bidder’s Response.Procurement - The broad process of identifying goods and services for purchase oracquisition, of effecting the purchase or acquisition, and of managing the purchase oracquisition. This Solicitation is a part of an overall Procurement process. Despite thebroader meaning attributed to “procurement”, for purposes of this Solicitation, the termsSolicitation, RF* and Procurement are interchangeable.Project - The undertaking or work for which contracted Services are being requestedpursuant to this Solicitation.Protest – A process that may be followed by a Bidder after the announcement of theCompetitive Solicitation #2032-761Page 8 of 32

apparent Successful Bidder to alert DSHS to certain types of alleged errors in theevaluation of the Solicitation.RCW – The Revised Code of Washington. All references to RCW chapters or sectionsshall include any successor, amended, or replacement statute.Responsible Bidder – An individual, organization, public or private agency, or other entitythat has demonstrated the capability to meet all the requirements of the Solicitation andto meet the elements of responsibility. (See RCW 39.26.160 (2))Responsive Bidder – An individual, organization, public or private agency, or other entitywho has submitted a Bid that fully conforms in all material respects to the Solicitationand all its requirements, in both form and substance.RFP – The request for proposals, set forth in this Solicitation document.Scope of Work – The Project or work scope set forth in this Solicitation Document thatidentifies DSHS’ contractual needs and requirements.Services – Labor, work, analysis, or similar activities provided by a contractor toaccomplish a specific scope of work.Small Business - An in-state business, including a sole proprietorship, corporation,partnership, or other legal entity, that: (a) certifies, under penalty of perjury, that it isowned and operated independently from all other businesses and has either:(i) fifty or fewer employees; or (ii) a gross revenue of less than seven million dollarsannually as reported on its federal income tax return or its return filed with thedepartment of revenue over the previous three consecutive years; or (b) Is certified withthe office of women and minority business enterprises under chapter 39.19 RCW.Solicitation or Competitive Solicitation – A formal process providing and equal and openopportunity for bidders culminating in a selection based upon predetermined criteria. ACompetitive Solicitation requests the submission of bids, quotations or proposals for theconsideration of DSHS in contracting to meet its needs. This RF* is a Solicitation.Solicitation Document – This RFP document, including all attachments and allamendments that are issued by the Coordinator.Statement of Work – The detailed description services to be performed by the Contractorand set forth in the Contract.Subcontractor – An individual or other entity contracted by Bidder to perform part of theservices or to provide goods under the Contract resulting from this Solicitation.Subcontractors, if allowed, are subject to the advance approval of DSHS.Vocational Rehabilitation – Administered by the Rehabilitation Services Administration(RSA), this program provides services for individuals with disabilities, consistent withtheir strengths, resources, priorities, concerns, abilities, capabilities, interests, andinformed choice, so that they may prepare for and engage in competitive integratedemployment or supported employment and achieve economic self-sufficiency.Competitive Solicitation #2032-761Page 9 of 32

WEBS – Washington’s Electronic Business Solution, the Bidder notification systemfound at https://pr-webs-vendor.des.wa.gov/ and maintained by the Washington StateDepartment of Enterprise Services.Competitive Solicitation #2032-761Page 10 of 32

SECTION CEXPLANATION OF SOLICITATION PROCESS1.Solicitation ScheduleThe Solicitation Schedule set forth below outlines the tentative schedule for importantevents relating to this Solicitation. Except as modified in an Amendment issued by theCoordinator, the dates and times listed through the date of Response Submission aremandatory deadlines. The remaining dates are estimates and may change without theposting of an Amendment. Failure to meet the Response deadline will result in Bidderdisqualification.ItemActionDate1.DSHS posts Competitive Solicitation.10/8/20202.Prospective Bidders should register as a Vendor on WEBS using one of the As Soon Ascommodities code on the cover page of this Solicitation as soon as possible Possibleto receive notifications.Mandatory virtual Bidder’s conference10/21/20203.4.Bidder may submit written questions or requests for change in Contract 10/27/2020Requirements until 3:00 p.m. Pacific Time.5.DSHS will post responses to written questions.6.7.Bidders may submit written Complaints by 3:00 p.m. Pacific Time (five 11/13/2020business days before Response is Due).Bidder must submit Response by 3:00 p.m. Pacific Time11/20/20208.DSHS evaluation of written Responses9.11/4/202012/7/2020thru12/18/2020Oral interview, presentations, and/or usability session evaluations 1/4/2021completed (if requested by DSHS)thru1/13/202110.Implementation Planning Sessions11.BAFO11.Announcement of Apparent Successful Bidder(s) on WEBS and beginning of 2/1/2021contract negotiationsDSHS notifies unsuccessful Unsuccessful Bidders may request a debriefing conference until 3:00 p.m. 2/5/2021Pacific TimeCompetitive Solicitation #2032-761Page 11 of 32

ItemActionDate14.DSHS holds debriefing conferences, if requested15.2/8/2021thru2/9/2021Deadline for submission of Protests by unsuccessful Bidders who 2/16/2021participated in a debriefing conferenceDSHS considers Protests, if any, and issues determination2/25/202116Contract Execution/Start Date15

Competitive Solicitation #2032-761 Page 1 of 32. COMPETITIVE SOLICITATION #2032-761 . R. EQUEST FOR PROPOSALS. . Developing, implementing, and managing systems and/or applications such as VR application for services, document participant information related to establishing a case service

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