STATE OF IDAHO
THE DEPARTMENT OF HEALTH AND WELFARE
REQUEST FOR PROPOSAL (RFP)
WRFP1602 / IPRO RFP16000559
Idaho Child Support Enforcement System (ICSES)
Migration Project
Issue Date 03-08-16
TABLE OF CONTENTS
Page
1. RFP ADMINISTRATIVE INFORMATION 1
2. INSTRUCTIONS FOR SUBMISSION OF PROPOSALS 5
3. PROPOSAL FORMAT 6
4. SCOPE OF WORK 11
5. COST PROPOSAL 20
6. PROPOSAL REVIEW AND EVALUATION 20
APPENDIX A--Cost Proposal and Billing Procedure 23
APPENDIX B--Performance Metrics 26
APPENDIX C--SPECIAL TERMS AND CONDITIONS 28
APPENDIX D--Riders 33
ATTACHMENT 1—OFFEROR QUESTIONS 36
ATTACHMENT 2—REFERENCES 38
ATTACHMENT 3—PRE-PROPOSAL CONFERENCE REGISTRATION FORM 42
ATTACHMENT 4—CASE LIFECYCLE OVERVIEW 43
ATTACHMENT 5—BUSINESS WORKGROUP UNITS AND FUNCTIONS 44
ATTACHMENT 6—INTERFACE DIAGRAM 45
ATTACHMENT 7—CURRENT ICSES APPLICATION AND DATABASE STATISTICS 46
ATTACHMENT 8—TECHNOLOGY STACK 47
ATTACHMENT 9—ICSES TARGET ENVIRONMENTS 48
ATTACHMENT 10— NON-DISCLOSURE AGREEMENT 49
ATTACHMENT 11—OFFEROR’S REQUEST FOR PROPOSAL (RFP) CHECKLIST 52
_RFP____ i date of issuance
1. RFP ADMINISTRATIVE INFORMATION
RFP Title: / Idaho Child Support Enforcement System (ICSES) Migration ProjectRFP Project Description: / The Idaho Department of Health and Welfare is seeking proposals for solutions and services to migrate the existing ICSES off the State of Idaho mainframe.
RFP Lead: / Bev Berends
Grants/Contracts Officer
Email address:
Fax: 208-639-5715
Deliver Sealed Proposal Package to: / Bev Berends
Idaho Department of Health and Welfare
450 West State Street
Boise, ID 83702
Pre-Proposal Conference Registration Deadline: / Monday, March 21, 2016, 1:00 p.m. Mountain Time
Pre-Proposal Conference:
Location: / Tuesday, March 22, 2016, 1:00 p.m. Mountain Time
Idaho Department of Health and Welfare
Pete T. Cenarrusa Building
450 West State Street, Conference Room 2A
Boise, ID 83702
Please allow additional time to check in with the 1st floor Security Station.
Deadline To Receive Questions: / Monday, March 28, 2016, 11:59:59 p.m. Mountain Time
RFP Closing Date: / Wednesday, April 20, 2016, 5:00 p.m. Mountain Time
Proposal Opening Date: / Thursday, April 21, 2016, 8:30 a.m. Mountain Time
Idaho Department of Health and Welfare
Pete T. Cenarrusa Building
450 West State Street
Boise, ID 83702
Oral Presentations / Tentatively scheduled for the week of May 9, 2016.
Initial Term of Contract and Renewals: / The initial term of the contract is anticipated to be eighteen (18) months: June 1, 2016 – November 30, 2017. Upon mutual agreement, the contract may be extended or amended. The total contract term, including all extensions, is not anticipated to exceed four (4) years.
1.1 Purpose
The purpose of this solicitation is to obtain competitive sealed proposals for solutions and services to migrate the existing Idaho Department of Health and Welfare, Division of Welfare (Department) Idaho Child Support Enforcement System (ICSES) off a mainframe to a web-based platform. The migration project includes identifying and implementing a solution to:
· Convert ICSES code from mainframe programming languages (Natural and COBOL) to Java.
· Migrate (move) the ICSES Adaptable DAta BAse System (ADABAS) files to Microsoft Structured Query Language (SQL) Server.
· Allow the Department to host the migrated web-based system internally. Other Department applications have already migrated from a mainframe platform to a web-based platform and are now hosted by the Department. Once ICSES is migrated to a web-based platform, it will also be hosted by the Department.
1.2 Pre-Proposal Conference
A non-mandatory pre-proposal conference will be held at the location and time as indicated in Section 1, page 1 of this RFP. This will be your opportunity to ask questions, in person, with the Department staff. All interested parties are invited to participate either by attending the conference or by an established call in number. Those choosing to participate in the pre-proposal conference by phone or in-person must pre-register to receive meeting details by submitting the completed Pre-Proposal Conference Registration Form (Attachment 3) via e-mail to Bev Berends, RFP Lead, at no later than 1:00 p.m. Mountain Time on Monday, March 21, 2016. Offerors are strongly encouraged to submit questions to the RFP Lead prior to the pre-proposal conference. Any oral answers given by the State during the pre-proposal conference are unofficial, and will not be binding on the State. Conference attendance is at the participant’s own expense. Attendance shall be limited to three (3) representatives from each offeror as space is limited.
1.3 Questions
Questions must be submitted, in writing, to the RFP Lead, by the date and time indicated in Section 1, page 1, of this RFP in order to be considered. Written questions must be submitted using Attachment 1 Offeror Questions and sent via e-mail to the RFP Lead. Official answers to all written questions will be posted on the state’s eProcurement System as an amendment to this RFP.
Any questions regarding the State of Idaho Standard Contract Terms and Conditions found at http://purchasing.idaho.gov/terms_and_conditions.html and/or Special Terms and Conditions (See Appendix C) must ALSO be submitted in writing, using Attachment 1 Offeror Questions, by the deadline to receive questions. The State will not consider proposed modifications to these requirements after the date and time set for receiving questions. Questions regarding these requirements must contain the following:
1.3.1 The rationale for the specific requirement being unacceptable to the party submitting the question (define the deficiency).
1.3.2 Recommended verbiage for the State’s consideration that is consistent in content, context, and form with the State’s requirement that is being questioned.
1.3.3 Explanation of how the State’s acceptance of the recommended verbiage is fair and equitable to both the State and to the party submitting the question.
Proposals which condition the offer based upon the State accepting other terms and conditions not found in the RFP or which take exception to the State’s terms and conditions, will be found non-responsive, and no further consideration of the proposal will be given.
1.4 Background Information
In Idaho, the Child Support IV-D Program is State supervised and administered. The Department manages Child Support Services and serves as the State IV-D agency responsible for the overall administration of the program. The Child Support Program (CSP) is a statewide program with specialized units located in seven (7) locations in Idaho. The CSP is responsible for Child Support Operations which includes performing Self-Assessment studies for all local IV-D offices statewide, receipting all incoming interstate cases in the Central Registry, State Parent Locator Services, Tax Offset program, Financial Institution Data Match, Statewide Lien Registry, State Directory of New Hires, State Case Registry, and the State Disbursement Unit (SDU). The SDU, also known as Idaho Child Support Receipting, is where all child support payments are processed and is operated through a state contract with Systems & Methods Inc. (SMI). For an overview of the Child Support case lifecycle see Attachment 4 – Case Lifecycle Overview and Business Process Mapping. For a more detailed description of the functions and users of the system, see Attachment 5 - Business Workgroup Units and Functions.
The Department developed, maintains, and operates ICSES which became operational in December 1996, had significant enhancements in 2008 – 2010, and has had only minor enhancements and regular maintenance since July 1, 2010.
ICSES consists of two (2) major components:
· The external online interface for customers and partners.
· The internal system used to manage the child support enforcement case lifecycle that runs on a mainframe platform.
1.4.1 Based on collaboration with health and human services counterparts in other states, the Department received valuable input regarding the process for migrating from mainframe technology to web-based technology in a modern technology stack. Given this, the Department has identified the following components for the development/migration effort:
1.4.1.1 Database Migration – It is the Department’s expectation that the mainframe database structure and data can be migrated to a relational database management system by configuration rules and tools provided by the Contractor. Other than requirements gathering and technology setup, there is little need for technical resources provided by the Department. Therefore, it is the Department’s expectation that the Contractor shall provide resources to accomplish this portion of the project.
1.4.1.2 Migration of Core Application Code – It is the Department’s expectation that the application code can be migrated to Java by configuration rules and tools provided by the Contractor. Other than requirements gathering and technology setup, there is little need for technical resources provided by the Department. Therefore it is the Department’s expectation that the Contractor shall provide resources to accomplish this portion of the project.
1.4.1.3 Forms and Notifications – Currently in ICSES, there are two (2) technologies that are used to generate forms and send notifications to partners and customers. One (1) of those is a custom application that was developed in technology that is no longer supported by technology vendors. The other is commercial software that runs in the mainframe environment. For Department applications that have already been moved off the mainframe that required a Forms and Notifications capability, the Department purchased Adobe Experience Manager, a commercial forms and notification software package. It is the Department’s intention to move the current forms and notification processing to Adobe. For this component of the project, the Department will provide resources to move the forms, but may require coordination with the Contractor.
1.4.1.4 Data Exchange Interfaces with Partners – An overview of the ICSES interface is provided in Attachment 6 – Interface Diagram.
There are many interfaces that consume ICSES data and ICSES consumes data from many interfaces. This information should be considered in your response to Scope of Work section III.C. Interfaces are categorized as:
· Data is moved in and out of ICSES via file transfer with the following technologies:
o Secure FTP
o CyberFusion
o Connect:Direct
· ICSES consumes some Simple Object Access Protocol (SOAP) based web services to obtain data from other systems.
· Some consumers access data in ICSES by logging into the system.
· Some consumers access data in the ICSES database via middleware technologies such as ETBroker or Neon Shadow.
· The ICSES external customer and partner portals access ICSES (mainframe) data via Neon Shadow.
1.4.2 The Idaho Department of Health and Welfare is regulated by the following regulations and guidelines.
AuthorityNIST / SP 800-53 Security and Privacy Controls http://www.nist.org/nist_plugins/content/content.php?content.18
FIPS / 200 Minimum Security Controls http://csrc.nist.gov/publications/fips/fips200/FIPS-200-final-march.pdf
IRS / 1075 Tax Information Security Guidelines https://www.irs.gov/pub/irs-pdf/p1075.pdf
ITA / Idaho Technology Authority Policies and Associated Standards and Guidelines http://ita.idaho.gov/resources.html
1.5 System Code
The Department will make the system code of ICSES available to interested vendors. In order to obtain this information, vendors must complete and sign Attachment 10 – Non-Disclosure Agreement (NDA) and return it to the RFP Lead at . Once the signed NDA is received and signed by the Department, the RFP Lead will provide the information to the requesting vendors. Vendors are encouraged to submit their signed NDA as soon as possible in order to allow maximum time to do an analysis of the system code prior to the pre-proposal conference. Vendors may submit questions regarding their analysis and the code prior to the pre-proposal conference in order to obtain the greatest benefit from the conference.
2. INSTRUCTIONS FOR SUBMISSION OF PROPOSALS
2.1 The current versions of the State of Idaho Standard Contract Terms and Conditions and Solicitation Instructions to Vendors are incorporated by reference into this solicitation, and attached or referenced in any resulting contract, as if set forth in their entirety. Both documents can be downloaded at http://purchasing.idaho.gov/terms_and_conditions.html; or copies obtained by contacting the Division of Purchasing at 208-327-7465 or . Failure by any submitting vendor to obtain a copy of these documents shall in no way constitute or be deemed a waiver by the State of any term, condition or requirement contained in the referenced documents; and no liability will be assumed by the Department for a submitting vendor's failure to consider the State of Idaho Standard Contract Terms and Conditions and Solicitation Instructions to Vendors in preparing its response to the solicitation.
SPECIAL TERMS PRECEDENCE: The Department’s Special Terms and Conditions take precedence in this RFP. The Department’s Special Terms and Conditions are included with this solicitation as Appendix C.
2.2 Proposals must be submitted manually. The Department will accept hardcopy (manual) proposals ONLY. No electronic submissions through IPRO will be accepted. Due to the reduction in mail delivery services per day to the Department, it is recommended that proposals be submitted via FedEx, UPS, or hand carried.
2.3 The proposal must be submitted with a state supplied signature page, located on the IPRO header page as an attachment, which must contain an ORIGINAL HANDWRITTEN signature executed in INK OR AN ELECTRONIC SIGNATURE, and be returned with the relevant Solicitation documents. PHOTOCOPIED SIGNATURES or FACSIMILE SIGNATURES are NOT ACCEPTABLE (and will result in a finding that your proposal is non-responsive). Your Signature Page should be included at the FRONT of your Technical Proposal.
2.3.1 The following information must be placed in the lower left corner of your proposal package:
SEALED PROPOSAL
RFP LEAD: Bev Berends
SEALED PROPOSAL FOR: ICSES System Migration Project
RFP NUMBER: WRFP1602 / IPRO RFP16000559
CLOSES: 04-20-16
The offeror’s name should appear on the outside of the package.
2.3.2 Each proposal must be submitted in one (1) original with three (3) copies of the Technical Proposal and one (1) original of the Cost Proposal.
2.3.3 Offerors must also submit one (1) electronic copy of the full proposal, including the Cost Proposal and any attachments, on CD or USB device. Word or Excel format is required (the only exception is for financials or brochures). The format and content must be the same as the manually submitted proposal. The electronic version must NOT be password protected or locked in any way. If your proposal contains trade secret information which you have identified, submit an electronic redacted copy of the Technical Proposal with all trade secret information removed or blacked out. Do not seal the electronic copy with your sealed Technical Proposal or your sealed Cost Proposal. The electronic copy should be labeled with the offeror’s name.
2.3.4 The Technical Proposal must be sealed and identified as “Technical Proposal – WRFP1602 / IPRO RFP16000559 ICSES System Migration Project” and include the required cover letter (See Section 3.3). The offeror’s name should appear on the outside of the package.