STATE OF FLORIDA DEPARTMENT OF CHILDREN AND FAMILIES Office of Substance Abuse and Mental Health

Transcription

1 STATE OF FLORIDA DEPARTMENT OF CHILDREN AND FAMILIES Office of Substance Abuse and Mental Health INVITATION TO NEGOTIATE (ITN) The Financial and Service Accountability Management System (FASAMS) Project ITN#: 02U17DS1 Release Date: FEBRUARY 17, 2017 DCF ITN: #02U17DS1 FASAMS PROJECT 1 of 68

2 TABLE OF CONTENTS SECTION 1. INTRODUCTION Service Introduction to the Procurement Statement of Purpose Problem Statement Challenges FASAMS Business Goals and Objectives Solution Overview FASAMS Project Approach FASAMS Phase III Implementation Project Phases Assumptions Project High Level Milestones Term of the Agreement Contact Person and Procurement Manager Contract Terms Definitions Supporting Documentation Small, Minority, and Florida Certified Veterans Business Participation SECTION 2. ITN PROCESS General Overview of the Process Official Notices and Public Records Protests and Disputes Limitations on Contacting Department Personnel and Others Schedule of Events and Deadlines Solicitation Conference Written Inquiries Notice of Intent to Submit a Reply Receipt of Replies Form PUR 1001 (ATTACHMENT IV) Department s Reserved Rights SECTION 3. SPECIFICATIONS Mandatory Requirements DCF ITN: #02U17DS1 FASAMS PROJECT 2 of 68

3 3.2 Minimum Financial Specifications Vendor Registration in MyFloridaMarketPlace Composition of the Contract Order of Precedence SECTION 4. INSTRUCTIONS FOR RESPONDING TO THE ITN How to Submit a Reply Content of the Programmatic Reply Content of the Financial Reply Public Records and Trade Secrets Department not Obligated to Defend Vendor Claims SECTION 5. THE SELECTION METHODOLOGY Selection Criteria Application of Mandatory Requirements Evaluation Phase Methodology for Ranking and Shortlisting Programmatic and Cost Scoring Negotiation Process for Final Selection Final Selection and Notice of Intent to Award Contract APPENDIX I: NOTICE OF INTENT TO SUBMIT A REPLY APPENDIX II: CERTIFICATE OF SIGNATURE AUTHORITY APPENDIX III: VENDOR S CERTIFICATIONS APPENDIX IV: QUESTION SUBMITTAL FORM APPENDIX V: MANDATORY REQUIREMENTS CHECKLIST APPENDIX VI: SUBCONTRACTOR LIST APPENDIX VII: GLOSSARY OF TERMS LIST OF ATTACHMENTS ATTACHMENT I: FASAMS STANDARD INTEGRATED CONTRACT PART ATTACHMENT II: FASAMS STANDARD INTEGRATED CONTRACT PART ATTACHMENT III: PUR ATTACHMENT IV: PUR ATTACHMENT V: REQUIREMENTS RESPONSE MATRIX ATTACHMENT VI: COST PROPOSAL WORKBOOK DCF ITN: #02U17DS1 FASAMS PROJECT 3 of 68

4 SECTION 1. INTRODUCTION 1.1 Service Introduction to the Procurement The Department of Children and Families (Department), Office of Substance Abuse and Mental Health (SAMH) is issuing this solicitation in accordance with Section , Florida Statues, for the purpose of obtaining design, development, and implementation (DDI) and operations and maintenance (O&M) services for a Substance Abuse and Mental Health Financial and Services Accountability Management System (FASAMS). Any vendor interested in submitting a reply must comply with any and all terms and conditions described in this Invitation to Negotiate (ITN). 1.2 Statement of Purpose The Department is seeking proposals from qualified vendors to: 1. Design, develop, and implement a FASAMS data warehouse with business intelligence and analytics capabilities (DW/BI) that supports service budgeting, service delivery, service payment and performance outcome management as described in ATTACHMENT II: FASAMS STANDARD INTEGRATED CONTRACT PART Provide O&M services for the new system and the hardware and software to support a thirdparty cloud-based hosted solution as described in ATTACHMENT II: FASAMS STANDARD INTEGRATED CONTRACT PART-2. The Department s SAMH Program Offices are responsible for the administration and management of the state s public substance abuse and mental health systems, and are charged with providing services for children and adults with serious mental illnesses and with substance abuse disorders. These services support a critical component of the Department s mission of advancing individual and family recovery and resiliency. The Department s SAMH program headquarters are located in Tallahassee, FL. Statewide substance abuse and mental health services are delivered locally through contracts with community substance abuse and mental health providers. SAMH services are administered throughout 20 circuits statewide, which are grouped into six regions. There are also seven state mental health treatment facilities for individuals with mental health needs that require longer-term treatment. The DCF SAMH programs are responsible for the administration and provision of services to over 300,000 individuals with an annual budget of more than $1 billion. DCF has the fiduciary responsibility for assuring the funding received for SAMH services from federal grants and state appropriations is used for the intended purposes. Extensive reporting on outcome measures, services provided and treatment episodes is required by the Florida legislature and Substance Abuse and Mental Health Services Administration (SAMHSA), the primary federal funding agency. The Substance Abuse and Mental Health Information System (SAMHIS) is currently used by the Department to collect, maintain, analyze, and report data on persons served in state funded mental health treatment facilities and in state-contracted community substance abuse and mental health provider organizations. The SAMHIS data warehouse currently integrates information on clients of SAMH services socio-demographic and clinical data with information on providers of SAMH behavioral health services, provider sites, programs, performance targets, and outcomes. The SAMHIS data warehouse currently does not have contractual and financial data at the required level of detail and structure. DCF ITN: #02U17DS1 FASAMS PROJECT 4 of 68

5 1.3 Problem Statement Recurring audit findings 1 have questioned the ability of the Department to assure they are maximizing revenue and optimizing the allocation of federal and state funds for substance abuse and mental health services across local communities of care. The information stored in SAMHIS does not provide the Department with the necessary capabilities to meet General Appropriations Act (GAA) and SAMHSA reporting requirements. The information in SAMHIS does not provide the information at the level of detail needed for the Department to link the budget it receives from the GAA to: Provider contracts Services provided Invoices submitted Services paid for and for whom Service outcomes SAMH data is currently collected across the State in hundreds of different sites and organizations. Data standardization across these organizations has not been established and has resulted in the following challenges: Validation problems cause significant delays in getting data from source systems loaded into SAMHIS Data files are in legacy fixed-length format instead of a flexible text format (e.g. XML) The absence of data format standardization requires one-off transformation code to extract and validate data (greatly increasing the cost and complexity of data management). The absence of validation rule standardization that require one-off interpretation of validation code and implementations. The absence of a statewide coordinated change and configuration management process makes it difficult and costly and very time consuming to implement system changes statewide. 1.4 Challenges SAMH currently maintains direct contracts with Providers of SAMH services. In addition to its direct provider contracts, SAMH maintains contracts with seven regional Behavioral Health Managing Entities (MEs). MEs do not provide directs services but rather are recipients of federal and state funds who by contract with the Department, execute sub-contracts with regional systems of care to meet specific geographic behavioral health needs for the provision of SAMH services. SAMHIS is used to collect ME and Provider information on the provision of services to SAMH clients, the submission and payment of invoices from SAMH to the Providers and MEs and, the payment of invoices from the MEs to regional SAMH sub-contracted providers across local communities of care. 1 State of Florida Auditor General, Department of Children and Families and Selected Behavioral Health Managing Entities Oversight of Substance Abuse and Mental Health Services, Operational Audit. Report No , David W. Martin, CPA March 2015, ps DCF ITN: #02U17DS1 FASAMS PROJECT 5 of 68

6 The SAMHIS data is currently collected in hundreds of different provider sites and organizations. The sub-contracted providers submit their detailed records to their ME, who aggregates and reformats the data from all sub-contracted providers and passes it on to SAMH. SAMH loads this information into the SAMHIS data warehouse and generates the necessary state and federal reports. The current challenges and limitations facing the Department are as follows: SAMHIS does not contain all of the required services and financial data to meet federal and state reporting requirements. Although detailed financial and services information is being passed from the provider to the ME, the financial information passed to SAMH is in aggregate format. This limits the ability to tie detailed service records to the related and specific financial records. As a result, the Department loses visibility into the provider s actual expenditures for the specific services provided. SAMHIS does not have the capability of linking service events to treatment episodes to define an episode of care for a SAMH recipient of substance abuse, mental health or both types of program services. The lack of both information and structure for clearly delineating an episode of care for SAMH clients within SAMHIS makes it difficult to define, track and measure treatment and performance outcomes. There are also issues relating services that cross annual periods. Section (3)(h) Florida Statues directs the Department to create a unique identifier for SAMH clients to track the provision of behavioral health services across communities of care. Currently the lack of identity matching makes it difficult to match up SAMH client information from multiple treatment locations, providers of services, and payors of services for the purposes of care and fund coordination. The current process for loading source data from multiple systems statewide into SAMHIS is cumbersome and impacts contract performance measures due to a variety of challenges. Source data is collected from multiple systems utilizing varying formats and valid values. As a result, extracting and loading the data can require one-off versions of code greatly increasing the cost and complexity of data management. There is a lack of validation rule standardization which requires one-off interpretation of validation code and implementations. 1.5 FASAMS Business Goals and Objectives The FASAMS solution is expected to meet the Department s business goals and objectives in accordance with Section , Florida Statues to satisfy the legislative intention as defined in Specific Appropriation 302A with the addition of a client unique identifier defined in Section (3)(h) Florida Statues for improvements to Florida s system for the delivery of behavioral health services. The FASAMS business goals include the following: Goal # 1 - Improved Service Accountability 1. The ability to collect, report and analyze individual client co-occurring substance abuse and mental health provider episodes of care; admission episodes, treatments episodes and all associated services events across the provider communities of care. DCF ITN: #02U17DS1 FASAMS PROJECT 6 of 68

7 2. The ability to collect, report and analyze episodes of care for SAMH recipients of DCF services across DCF programs. 3. The ability to analyze and report if the SAMH services provided are meeting the expected outcomes for SAMH clients within and across a community of care Goal # 2 Improved Financial Accountability 1. The FASAMS solution will facilitate improved fund coordination through: a. The ability to collect, report and analyze detailed information on the billed and paid services provided to SAMH clients by providers of substance abuse and mental health services. b. The ability to collect, report and analyze information on the GAA Allocation of Budget Schedule of Funds for ME and provider contracts, the allocation of appropriated funds for SAMH provider contracts, the invoiced cost of services by provider contract against appropriated funds and the actual cost of services invoiced by provider for SAMH recipients across provider communities of care. c. The ability to analyze the comparative cost of reimbursements for Medicaid covered services and GAA covered services to identify opportunities for increasing federal funding for behavioral health care services Goal # 3: Improved Performance Outcomes 1. The FASAMS solution will ensure compliance with Federal Reporting requirements through: a. Standardization and consolidation of required data for Federal, National Outcome Measures (NOMs) and the Treatment Episode Data Set (TEDS) performance outcome reporting. b. Integration of the Uniform Grant Guidance (UGG) system and performance requirements for compliance and monitoring of federal grant appropriations, sub-recipient contracts and performance outcomes. c. The ability to collect, report and analyze Federal and national performance outcome measures based on detailed service, client, and financial information to identify future treatment interventions and improve systems of care and restoration of SAMH clients to the community. 2. The FASAMS solution will ensure compliance with State Reporting requirements through: a. Standardization and consolidation of required data for State Annual and Performance reporting b. The ability to collect, report and analyze State performance outcome measures based on detailed service, client and financial information to identify future treatment interventions, improve systems of care, and restoration of SAMH clients to the community. 3. The FASAMS solution will improve Service Outcome Reporting requirements through: a. The ability to analyze and report on met and unmet service needs within communities of care. DCF ITN: #02U17DS1 FASAMS PROJECT 7 of 68

8 b. The ability to identify service improvements based on performance outcome reporting and analysis. c. The ability to report and analyze treatment plan outcomes for SAMH clients to improve provider stabilization, assessment and assignment of services to achieve desired treatment outcomes. 4. The FASAMS solution will improve Financial Outcome Reporting requirements through: a. The ability to report and analyze GAA budget appropriations and actual expenditures for invoiced services against target population outcomes for budget, and service planning. b. The ability to report and analyze the actual cost of services within communities of care for future budgeting purposes and improvement of revenue maximization and performance outcomes. 5. The FASAMS solution will improve Contract Performance Reporting requirements through: a. Standardization and consolidation of required SAMH provider contract data to improve contract monitoring and performance outcome reporting. b. The ability for FASAMS Users for example, Department Contract Managers, to generate contract performance outcome reports. c. The ability to identify and improve performance outcome measures based on the analysis of detailed provider information year over year. d. The ability to tie FASAMS provider performance outcomes to Federal, NOMS and state outcomes year over year to align performance outcomes with the allocation and maximization of funds for services within and across communities of care Goals # 4: Improved Data Sharing with DCF OCW, DCF ESS and AHCA 1. FASAMS will improve data sharing through the: a. Exchange information between (SAMH) FASAMS and the Office of Child Welfare (OCW) Florida Safety Family Network (FSFN) to identify within each system those recipients who have received SAMH and OCW services. b. Exchange of information between FASAMS and the office of Economic Self Sufficiency s (ESS) Automated Community Connection to Economic Self Sufficiency (ACCESS) to identify SAMH clients who are eligible for Medicaid and have or are receiving Temporary Assistance for Needy Families (TANF) and Supplemental Nutrition Assistance Program (SNAP) benefits. c. Exchange of information between ESS ACCESS and FASAMS to assign SAMH clients in FASAMS a unique client identifier for the purposes of achieving care coordination across communities of care. d. Exchange of information with the Agency for Health Care Administration s (AHCA) Florida Medicaid Management Information System (FMMIS) to identify SAMH recipients of services who were Medicaid eligible at the time of service and received Medicaid payment for services. DCF ITN: #02U17DS1 FASAMS PROJECT 8 of 68

9 1.5.5 Goal # 5: Improved Data Management with DCF SAMH Providers and Agency Partners 1. FASAMS will enable the effective and efficient exchange of FASAMS data through: a. A published detailed data dictionary and set of user manuals b. A common set of validation rules and processes to be shared across Providers, ME s, and DCF c. Validation rules will be transparent (done through configuration tables which can be understood by business users and accessed by DCF system administrators for simple changes) d. Data governance to coordinate validation rule changes across FASAMS community of care e. Feedback mechanisms to notify and track data validation failures and resolutions. f. Feedback mechanisms to notify data managers of data errors in FASAMS, and external systems, and track which errors have been corrected within FASAMS or by external systems. Standardized data formats to enable improved consistency and quality while reducing manual effort associated with sharing data across the community of care. g. Improved ability to perform self-service analytics through improvements to data content and structure. 1.6 Solution Overview The Florida Legislature, through Section , Section (3)(h) Florida Statues and Specific Appropriation 302A, has funded and authorized the Department to develop and implement FASAMS to fulfill the following statutory requirements: A uniform fiscal and services accounting management information system; A uniform reporting system with uniform definitions and reporting categories; and A uniform system with automated interfaces to the Department s child welfare information system and the Agency for Health Care Administration s Medicaid Management Information System. The creation of a unique identifier for clients receiving behavioral health services through the ME to coordinate care. The FASAMS data warehouse, data analytics and reporting capabilities will enable FASAMS users to answer the question of who received what services, from whom, at what costs, and for what outcomes. The expected results from the implementation of the FASAMS solution are standardized data management processes that increase operating efficiencies and reduce operating costs. The diagram below Exhibit 1: FASAMS Business Intelligence and Data Warehouse Capabilities provides a high level representation of the FASAMS components. The diagram below is not intended to be a diagram of the required solution, but rather to provide context of the capabilities and source systems included in the scope of the FASAMS solution. At its core FASAMS is a data warehouse which enables reporting and analysis of financial, services and performance outcome information. Data for the data warehouse is supplied using an XML format through various types of interfaces. The source data may require transformation prior to loading it into FASAMS. Business Intelligence Analytics will be performed using DCF s Tableau Server. DCF ITN: #02U17DS1 FASAMS PROJECT 9 of 68

10 1.6.1 Data Sources Exhibit 1: FASAMS Business Intelligence and Data Warehouse Capabilities FASAMS data will need to be collected from several source systems. The DCF Information Data System (IDS) and SAMHIS, which are relational data warehouses. The DCF Contract Administration Reporting System (CARS), the DCF State Mental Health Treatment Facility Systems (SMHTFS), and MEs have collections of files that will need to be processed. Please refer to Section 1.15 Supporting Documentation for the link to the FASAMS Procurement Library containing a list of referential data models for information sharing between the source systems and the FASAMS solution Automated Interfaces Automated interfaces will be established with: The Department s Office of Child Welfare (OCW) child welfare information system, the Florida Family Safety Network (FSFN) to perform reporting and analytics on SAMH clients who are recipients of Child Welfare services. DCF ITN: #02U17DS1 FASAMS PROJECT 10 of 68

11 Florida Agency for Health Care Administration s (AHCA) Florida Medicaid Management Information System (FMMIS) to enable the Department to collect, analyze and report data pertaining to Medicaid Enrollments, Medicaid Encounters, and Medicaid Paid Claims, which will be used to ensure that revenue is maximized for recipients of DCF services provided to DCF eligible clients. The Department s Office of Economic Self-Sufficiency (ESS) Automated Community Connection to Economic Self-Sufficiency (ACCESS) system to request a unique identifier and client eligibility information to enable the Department to effectively track SAMH clients in the multiple provider and agency systems. The Extensible Markup Language (XML) format will be used to standardize data file transfers. Health care industry standard Electronic data Interchange (EDI) XML record formats (e.g. Accredited Standards Committee (ASC) X12 835/837 and X12 271) will be used to provide consistency and reduce the duplicative effort required to extract, format, and load data across localized record formats. Refer to Section 1.15 Supporting Documentation for the link to the FASAMS Procurement Library containing the FMMIS Companion Guides for the listed formats. These interfaces are anticipated to run as batch jobs. The frequency of the transmission of the interface files will be determined during the FASAMS Phase III implementation project, however it is anticipated, at a minimum, the jobs will run monthly Data Warehouse This is where FASAMS data will reside. Financial and services data will be collected, validated, in some cases reformatted, then loaded into the data warehouse. It should be noted that the plan is to merge the existing SAMHIS ADMDW data warehouse into FASAMS during this phase of the FASAMS project. The FASAMS Data warehouse will provide several capabilities and improvements over the existing SAMHIS data warehouse. The data warehouse FASAMS will contain the required services and financial data elements. Refer to Section 1.14 Definitions for the link to the FASAMS Procurement Library containing referential data models for the FASAMS data warehouse and a list of the SAMHIS data tables and table sizes. Detailed ME sub-contracted Provider financial and services information will be passed from the MEs to the Department so service records can be related to financial records. The Department ESS ACCESS program is currently working with the SAMH program to create a unique identifier (UID) for SAMH clients in FASAMS. The population of the ACCESS UID for SAMH clients in FASAMS and across other Department, ME and Provider systems will be accomplished using a batch process. The collection and management of multiple client unique identifiers from FASAMS s source systems will facilitate the match up of services, financial and performance information of SAMH clients receiving services from Providers at multiple treatment locations across episodes of care. Validation problems will be minimized by implementing configuration management of validation rules/code and including providers and ME s within the governance process. DCF ITN: #02U17DS1 FASAMS PROJECT 11 of 68

12 In the short term, FASAMS will place additional demands on the MEs/Providers to support record changes and data validation. The longer-term impact of improved validation coordination, and use of data standards, would be to allow the MEs to spend less time wrestling with financial/services data calls and validation issues BI Analytics The main intent of FASAMS is to increase transparency of financial and services data. BI Analytics will be done using DCF s existing Tableau Server. This will allow SAMH to take advantage of the existing enterprise agreement for licensing of internal users. The Vendor will be required to create data tables to facilitate State and Federal reporting in Tableau. SAMH is also planning to use the Tableau Server to do self-service analytics Data Sharing Information from FASAMS database will be used to support reconciliation with the state financial system (FLAIR). FASAMS data will be shared with the FSFN system to enable improved coordination of care (e.g. to provide caseworkers and, child and adult protection investigators with information on household members who have received treatment for mental health or substance abuse) User Access The DCF Tableau Server will be used to present data to authorized users of FASAMS data warehouse. Secure user access to FASAMS data warehouse will be role-based. Data will be read only. Data correction notifications will be sent to the source system for correction. Direct data access to the tables will be limited to batch jobs. SAMH will be the primary users of this system with super users having the ability to query the data without Vendor intervention. ME s and Providers may also be granted access to data as defined during FASAMS design. 1.7 FASAMS Project Approach The Department has planned for a multi-phase approach to the FASAMS project. 1. Phase I: Planning and Requirements Development (Completed) 2. Phase II: Procurement of an Implementation, Maintenance and Operations Vendor (Current) 3. Phase III: Implementation of a FASAMS Data Warehouse, Business and Analytics Platform and Interfaces. (Future) 4. Phase IV: FASAMS Operations and Maintenance. It is anticipated that FASAMS solution will be a cloud-based hosted solution with maintenance services provided by the Vendor. (Future) 1.8 FASAMS Phase III Implementation Project Phases The FASAMS Implementation Project will be broken down into 3 major phases: Implementation, Warranty, and O&M FASAMS Implementation During the Implementation stage FASAMS will be designed, developed and implemented. DDI may be performed as a single deployment across all of the ME s and contract types (sometimes referred to as a big bang approach). Another option would be to segment DDI into deployments (referred to as an iterative approach). For example, the first deployment would design, develop and implement all of the interfaces, data warehouse, and analytics for one group of ME s and Contract Types, the second DCF ITN: #02U17DS1 FASAMS PROJECT 12 of 68

13 deployment would design, develop, and implement whatever additional requirements are needed to support the second group of ME s and Contract Types. If subsequent deployments are planned, these would follow the same design, develop and implement process. DDI deployments could be sequential or if sufficient internal and external resources are available, the deployments could overlap. Whichever deployment approach is used should balance things such as speed to value, costs, risks, and organizational impact FASAMS Warranty The warranty stage is focused on correction of application errors which were introduced during DDI. The warranty period lasts for a period from the end of the DDI deployments. The first month after deployment is typically where most warranty issues will be discovered. For this reason, it is important that the System Integration vendor (SI) maintain key senior resources during this time period (referred to as hyper care). The following 11 months of warranty are considered sustainment. Any errors that occur in the original system would be corrected by the SI. The numbers of development errors detected and corrected after the first month of deployment should decrease significantly after the first month of deployment. Depending on SAMH business needs staffing may either be reduced or shifted to other activities (e.g. incorporation of SAMHIS interfaces or functional enhancements) FASAMS Operations and Maintenance The Operations and Maintenance phase starts at the end of implementation. With iterative deployments, O&M would begin at the end of the first deployment warranty period and incorporate the new deployments as they are cut over. 1.9 Assumptions 1. FASAMS will use modern cloud-based analytics solutions for data integration, data warehousing and business intelligence (BI) capabilities. 2. The Department welcomes innovative data warehouse and cloud analytics solutions. The Department seeks to leverage lower costs for up-front hardware and infrastructure; greater agility and shorter time to value; the ability to scale more quickly, easily and cheaply for larger data sets; self-service capabilities for nontechnical users; support for mobile analytics; and the option to pay for usage via subscription pricing. 3. Identity matching will play a significant role in enabling data BI/DW. This project assumes the FASAMS ACCESS UID project will be completed prior to the FASAMS project, and will require identity matching capabilities within FASAMS solution. 4. Assume industry standard record formats (e.g. XML, ANSI X12) will be used to transfer data into FASAMS project Project High Level Milestones Below is a list of high level project milestones for the FASAMS Phase III: Implementation project. The Department is seeking implementation approaches and use of methodologies that provide value at speed to the Department. Contract Award is targeted for June of 2017, with a contract start date of July 1, DCF ITN: #02U17DS1 FASAMS PROJECT 13 of 68

14 Project Planning will be conducted for thirty (30) days following the execution of the contract award. Implementation activities will commence following the completion of the project planning activities with example milestones listed below. o o o o o o o o o o o Validate Business, Functional, Metadata, and Technical Requirements Migration (ETL) Tools Environment Established BI Environment Established Mandatory Reports Built Interfaces Completed Migration Tools and Procedures Validated Publish information exchange standards Data Validation Service Beta Testing Data Validation Service Production Implementation Completed O&M Begins Completion of the FASAMS implementation is planned for June of Term of the Agreement The anticipated start date of the resulting contract is July 1, The anticipated duration of the contract is three (3) years after the date of the execution of the contract. The contract may be renewed for a period not to exceed three (3) years or for the term of the original contract, whichever period is longer. Such renewal shall be made by mutual agreement and shall be contingent upon satisfactory performance evaluations as determined by the Department and shall be subject to the availability of funds. Any renewal must shall be in writing and shall be subject to the same terms and conditions as set forth in the initial contract including any amendments Contact Person and Procurement Manager This ITN is issued by the State of Florida, Department of Children and Families. The sole contact point for all communication regarding this ITN is: Florida Department of Children and Families David Shepard Mailing Address: Florida Department of Children and Families 1317 Winewood Boulevard, Building 5, Room 150 Tallahassee, FL David.Shepard@myflfamilies.com All contact with the Procurement Manager shall be in writing via electronic mail, U.S. Mail, or other common courier. Use of for contact is not permitted outside of the list of scheduled events and deadlines listed in Section 2.5 Scheduled Events and Deadlines. DCF ITN: #02U17DS1 FASAMS PROJECT 14 of 68

15 1.13 Contract Terms Families Glossary of Contract Terms, which is incorporated herein by reference, maintained in the Contract Manager s file and located at the following website: Definitions The program or service specific terms and definitions that apply to this ITN can be found in APPENDIX VII: Glossary of Terms, and on the DCF SAMH FASAMS website at: Supporting Documentation The supporting documentation and associated links to download documentation can be found in the FASAMS Procurement Library on the DCF SAMH FASAMS website at: ATTACHMENT V: REQUIREMENTS RESPONSE MATRIX and ATTACHMENT VI: COST PROPOSAL WORKBOOK are included in the FASAMS Procurement Library at the link provided in this section above Small, Minority, and Florida Certified Veterans Business Participation Contract terms used in this document can be found in the Florida Department of Children and Small Businesses, Certified Minority and Florida Certified Veteran Business Enterprises are encouraged to participate in any scheduled conferences, conference calls, pre-solicitation, or preproposal meetings. All vendors shall be accorded fair and equal treatment. SECTION 2. ITN PROCESS 2.1 General Overview of the Process The ITN process is divided into two (2) phases, the Evaluation Phase and the Negotiation Phase. The Evaluation Phase involves the Department s initial evaluation of replies. During the Evaluation Phase, all responsive replies will be evaluated against the evaluation criteria set forth in this ITN. The Department will then select one (1) or more vendors (Shortlist) within the competitive range to participate in negotiations. A vendor will be deemed responsive unless determined to be nonresponsive as defined in this solicitation document. The Negotiation Phase involves negotiations with the vendor(s). During the Negotiation Phase, the Department may request revised replies and best and final offers based on the negotiations. Following negotiations, the Department will post a notice of intended contract award, identifying the vendor(s) that provides the best value. 2.2 Official Notices and Public Records Notices Regarding the ITN All notices, decisions, intended decisions, addenda and other matters relating to this procurement will be electronically posted on the Department of Management Services (DMS) Vendor Bid System (VBS) located at: To find postings at such location: 1. Click on Search Advertisements DCF ITN: #02U17DS1 FASAMS PROJECT 15 of 68

16 2. Under Agency select Department of Children and Families 3. Scroll down to the bottom of the screen and click on Initiate Search It is the responsibility of prospective vendors to check the VBS for addenda, notices of decisions and other information or clarifications to this ITN Public Records All electronic and written communications pertaining to this ITN, whether sent from or received by the Department, are subject to the Florida public records laws located in Chapter 119, Florida Statutes. Section 4.4 of this ITN addresses the submission of trade secret and other information exempted from public inspection. 2.3 Protests and Disputes Any protest concerning this solicitation shall be made in accordance with subsections (3) and (2), Florida Statutes (F.S.), and Chapter , Florida Administrative Code. FAILURE TO FILE A PROTEST WITHIN THE TIME PRESCRIBED IN SUBSECTION (3), F.S., OR FAILURE TO POST THE BOND OR OTHER SECURITY REQUIRED BY LAW WITHIN THE TIME ALLOWED FOR FILING A BOND, SHALL CONSTITUTE A WAIVER OF PROCEEDINGS UNDER CHAPTER 120, F.S. 2.4 Limitations on Contacting Department Personnel and Others General Limitations Respondents to this solicitation or persons acting on their behalf may not contact, between the release of the solicitation and the end of the 72-hour period following the agency posting the notice of intended award, excluding Saturdays, Sundays, and state approved holidays, any employee or officer of the executive or legislative branch concerning any aspect of this solicitation, except in writing to the Procurement Manager or as provided in the solicitation documents. Violation of this provision may be grounds for rejecting a response. As part of a response to a Department request for additional or clarifying information, vendor representatives may communicate directly with other Department personnel or consultants identified by the Procurement Manager for such purposes Limitations During Negotiations During the Negotiation Phase of this ITN: (i) any contact and communication between the members of the negotiations team for the prospective vendor(s) with whom the Department is negotiating and the negotiation team for the Department is permissible, but only "on the record" (as required by subsection (2), F.S.) during the negotiations meetings; (ii) communication between the Lead Negotiator for the prospective vendor(s) with whom the Department is negotiating and the lead negotiator for the Department outside of the negotiations meetings is permissible so long as it is in writing; and (iii) communications between prospective vendor representatives and other Department representatives is permissible only as determined in writing by the Procurement Manager. As part of an activity initiated by the Department during the negotiations phase, such as service or product demonstration, testing or development, vendor representatives may communicate directly with other Department personnel or consultants identified by the Procurement Manager or the Lead Negotiator for such purposes. DCF ITN: #02U17DS1 FASAMS PROJECT 16 of 68

17 2.4.3 Violation of Contact Limitations Violations of Section 2.4 of this ITN will be grounds for rejecting a proposal, if determined by the Department to be material in nature. 2.5 Schedule of Events and Deadlines Activity Date Time (Eastern) Address Section Reference ITN advertised and released on Florida VBS: *Solicitation Conference (Call) to be held: Submission of written inquiries must be received by: Anticipated date for posting Department's Response to Inquiries: Notice of Intent to Submit a Reply: Sealed Replies must be received by the Department: 2/17/2017 5:00 p.m. DMS VBS Electronic Posting site: vbs_www.main_menu 3/9/ :00 a.m. Attn: David Shepard Procurement Manager Dept. of Children & Families David.Shepard@myflfamilies.com Conference Call Number: Participant Code: /10/2017 5:00 p.m. Attn: David Shepard Procurement Manager Dept. of Children & Families David.Shepard@myflfamilies.com 3/22/2017 5:00 p.m. DMS VBS Electronic Posting site: vbs_www.main_menu 3/27/2017 5:00 p.m. Attn: David Shepard Procurement Manager Dept. of Children & Families David.Shepard@myflfamilies.com 3/31/2017 5:00 p.m. Attn: David Shepard Procurement Manager Dept. of Children & Families David.Shepard@myflfamilies.com , 4.1 DCF ITN: #02U17DS1 FASAMS PROJECT 17 of 68

18 Activity Date Time (Eastern) Address Section Reference *Reply Opening and Review of Mandatory Requirements: 4/3/2017 1:00-2:00 p.m. Department of Children and Families 1317 Winewood Boulevard Building 3, Conference Room 202 Tallahassee, FL , 5.2 *Debriefing Meeting of the Evaluators and ranking of the replies: Anticipated posting of qualified Vendors (shortlist) for Negotiation: 4/25/ :00 a.m. Department of Children and Families 1317 Winewood Boulevard Building 3, Conference Room 202 Tallahassee, FL /1/2017 5:00 p.m. DMS VBS Electronic Posting site: Anticipated negotiation period: 5/8/2017 6/2/ :00 a.m. Department of Children and Families 1317 Winewood Boulevard Building 3, Conference Room 202 Tallahassee, FL *Meeting of Negotiation Team to Develop Recommendation for Award: Anticipated posting of Intended Contract Award: 6/23/ :00 a.m. Department of Children and Families 1317 Winewood Boulevard Building 3, Conference Room 202 Tallahassee, FL /28/2017 5:00 p.m. DMS VBS Electronic Posting site: Anticipated Effective Date of Contract: 7/12/2017 N/A N/A 1.8 *All vendors are hereby notified that meetings noted with an asterisk above (*) are public meetings open to the public and may be electronically recorded by any member of the audience. Although the public is invited, no comments or questions will be taken from vendors or other members of the public (except for the Solicitation Conference, during which comments and questions will be taken from vendors). DCF ITN: #02U17DS1 FASAMS PROJECT 18 of 68

19 All times in the event schedule are local times for the Eastern Time Zone. Although the Department may choose to use additional means of publicizing the results of this ITN, posting on the VBS is the only official notice recognized for the purpose of determining timeliness in the event of protest. 2.6 Solicitation Conference The purpose of the Solicitation Conference is to review the ITN with interested vendors. The Department encourages all prospective vendors to participate in the Solicitation Conference, during which prospective vendors may pose questions. The Solicitation Conference for this ITN will be held at the time and date specified in Section 2.5. Participation in the Solicitation Conference is NOT a prerequisite for acceptance of replies from prospective vendors. The Department shall be only bound by written information that is contained within the solicitation documents or formally posted as an addendum or a response to questions. 2.7 Written Inquiries Prospective vendor questions will only be accepted if submitted as written inquires to the Procurement Manager as specified in Section 1.12, and received on or before the date and time specified in Section 2.5. Vendors should use the template provided in APPENDIX IV: QUESTION SUBMITTAL FORM of this ITN to submit written inquiries, preferably in electronic form. Written inquires will not be accepted by facsimile. The responses to all inquiries will be made available by the date and time specified in Section 2.5 through electronic posting on the VBS at: Notice of Intent to Submit a Reply Vendors who are interested in responding to this ITN are encouraged to send a Notice of Intent to Submit a Reply (APPENDIX I) to the Procurement Manager specified in Section 1.12, on or before the date and time specified in Section Receipt of Replies Reply Deadline Replies must be received by the Department no later than the date/time and at the address provided in Section 2.5. Any replies that are not received at the specified address, by the specified date and time, will not be evaluated. All methods of delivery or transmittal to the Department s contact person remain the responsibility of the prospective vendor and the risk of non-receipt or delayed receipt shall be borne exclusively by the prospective vendor Binding Replies By submitting a reply, each vendor agrees its reply shall remain a valid offer for at least one-hundred and eighty (180) calendar days after the reply opening date and, in the event the contract award is delayed by appeal or protest, such one-hundred and eighty (180) calendar day period is extended until entry of a final order in response to such appeal or protest Changes to Replies After Submission Prohibited Once the reply opening deadline has passed, no changes, modifications, or additions to the reply submitted will be accepted by or be binding upon the Department until the Department initiates negotiations or requests revised replies. The Department reserves the right to correct minor irregularities, but is under no obligation to do so. DCF ITN: #02U17DS1 FASAMS PROJECT 19 of 68

20 2.9.4 Right to Rely on Department Information In selecting vendor(s) for negotiation and in making a final selection, the Department reserves the right to rely on information about a vendor in the Department s records or known to its personnel Receipt Statement Replies not received at the specified place or by the specified date and time, or both, will be rejected and returned unopened to the vendor by the Department. The Department will retain one unopened original for use in the event of a dispute Request to Withdraw Reply A written request to withdraw a reply, signed by the vendor, may be considered if received by the Department within 72 hours after the reply opening time and date as specified in Section 2.5 above. A request received in accordance with this provision may be granted by the Department upon proof of the impossibility to perform based upon an obvious vendor error Cost of Preparation of Reply By submitting a reply, a vendor agrees that the Department is not liable for any costs incurred by the vendor in responding to this ITN Form PUR 1001 (ATTACHMENT IV) The standard General Instructions to Respondents Form PUR 1001 (10/06) is hereby attached to this ITN by reference as if fully recited herein. Sections 3, 4, 5, 14, and 18 of Form PUR 1001 are not applicable to this solicitation. In the event of any conflict between Form PUR 1001 and this ITN, the terms of this ITN shall take precedence over Form PUR 1001, unless the conflicting term is required by Florida law, in which case the term contained in Form PUR 1001 shall take precedence. Form PUR 1001 (ATTACHMENT IV) and is also available at: Department s Reserved Rights Waiver of Minor Irregularities The Department reserves the right to waive minor irregularities when doing so would be in the best interest of the State of Florida. A minor irregularity is a variation from the terms and conditions of this ITN which does not affect the price of the reply or give the vendor a substantial advantage over other vendors and thereby restrict or stifle competition and does not adversely impact the interest of the Department. At its option, the Department may correct minor irregularities but is under no obligation to do so. When correcting minor irregularities, the Department may request the vendor provide clarifying information or additional materials to correct the minor irregularity. However, the Department will not request and the vendor shall not provide additional materials that affect the price of the proposal or give the vendor an advantage or benefit not enjoyed by other vendors Right to Inspect, Investigate, and Rely on Information In ranking replies for negotiation and in making a final selection, the Department reserves the right to inspect a vendor s facilities and operations, to investigate any vendor representations and to rely on information about a vendor in the Department s records or known to its personnel Rejection of All Replies DCF ITN: #02U17DS1 FASAMS PROJECT 20 of 68

21 The Department reserves the right to reject any or all replies at any time, including after an award is made, when doing so would be in the best interest of the State of Florida. By rejecting any or all replies the Department assumes no liability to any vendor Withdrawal of ITN The Department reserves the right to withdraw the ITN at any time, including after an award is made, when doing so would be in the best interest of the State of Florida. By withdrawing the ITN the Department assumes no liability to any vendor Reserved Rights After Notice of Award The Department reserves the right to schedule additional negotiation sessions with a vendor or vendors identified in the posting of a Notice of Award to establish final terms and conditions for contracts with the/those vendor(s) The Department reserves the right, after posting notice thereof, to withdraw or amend its Notice of Award and reopen negotiations with any vendor(s) at any time prior to execution of a contract Other Reserved Rights The Department reserves all rights described elsewhere in this ITN. SECTION 3. SPECIFICATIONS 3.1 Mandatory Requirements The vendor must meet the requirements of Section A reply that fails to meet the Mandatory Requirements will be deemed nonresponsive and will not be evaluated Minimum Programmatic Specifications The selected vendor shall perform the tasks outlined in ATTACHMENT II: FASAMS STANDARD INTEGRATED CONTRACT PART-2 in accordance with all terms thereof, which is being posted on the VBS with this ITN, and incorporated by reference. 3.2 Minimum Financial Specifications The selected vendor shall be compensated in the manner set forth in ATTACHMENT II: FASAMS STANDARD INTEGRATED CONTRACT PART-2 in accordance with all terms therein, which is being posted on the VBS with this ITN, and incorporated by reference Funding Sources Funding for FASAMS project has been establish through State Special Appropriation 302A, State Fiscal Year GAA Section 321A and Back of Bill Section 37, Chapter 216, Florida Statutes Allowable Costs Not applicable Funding for Services Only There will be no funds awarded or associated with the resulting contract for start-up or readiness activities. Such costs will be borne exclusively by the selected vendor. DCF ITN: #02U17DS1 FASAMS PROJECT 21 of 68