DEPARTMENT OF DEVELOPMENTAL SERVICES 1600 NINTH STREET, Room 220, MS2-7 SACRAMENTO, CA TDD (For the Hearing Impaired) (916)

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1 STATE OF CALIFORNIA--HEALTH AND HUMAN SERVICES AGENCY ARNOLD SCHWARZENEGGER, Governor DEPARTMENT OF DEVELOPMENTAL SERVICES 1600 NINTH STREET, Room 220, MS2-7 SACRAMENTO, CA TDD (For the Hearing Impaired) (916) April 28, 2010 Notice to Prospective Proposers You are invited to review and respond to the Department of Developmental Services (DDS), Request for Quote (RFQ), entitled, RFQ Number HD In submitting your proposal, you must comply with the instructions found herein. The proposals must be received in the office of DDS no later than, May 13, 2010, 4:00 PM, Pacific Standard Time (PST). Proposals received after the specified date and time will be rejected. The term of this agreement is June 2, 2010 or the date the agreement is signed and approved, through June 30, The state reserves the right to extend the contract term up to one (1) year at the same rates as proposed in the original quote. Proposers requiring clarification of the intent and content of this RFQ, or on the competitive proposal process, may request clarification only by submitting written questions via or fax to: CA Department of Developmental Services Lina Aboushanab, Chief DCTSS th Street, Room 220, MS 2-7 Sacramento, CA (916) FAX (916) lina.aboushanab@dds.ca.gov To ensure a response, questions must be received by May 5, 2010, 4:00 PM, PST. Questions received by this date will be answered via and sent to all RFQ recipients within twentyfour (24) hours, without identifying the source of the query. Any attempt by a Proposer to initiate contact with any DDS staff, other than the Chief, DCTSS, regarding this RFQ process may disqualify the Proposer from further consideration. Please note that no verbal information given will be binding upon the Department of Developmental Services unless such information is issued in writing as an official addendum. DVBE PARTICIPATION REQUIREMENTS ARE WAIVED FOR THIS SOLICITATION. Building Partnerships, Supporting Choices

2 Preference Programs California-based companies submitting proposals to DDS for this RFQ may apply for the following preference programs if applicable: Small Business Preference. The five percent Small Business Preference will be applied to Certified Small Business bids. An explanation of the Small Business Preference program can be found at: Target Area Contract Preference Act (TACPA) Form Std 830 Enterprise Zone Act (EZA) Form Std 831 Local Agency Military Base Recovery Area Act (LAMBRA) Form Std 832 Preference Program Requirements Summary These programs include a range of preferences for certain work sites and work force composition. For further information about these programs see the following Web site: If the Proposer claims preferences under any of these programs, the Proposer must complete and return the appropriate forms incorporated in the solicitation. Proposers are not required to apply for TACPA/EZA/LAMBRA preferences, and denial of preference requests is not a basis for rejection of the proposal. Building Partnerships, Supporting Choices

3 State of California Department of Developmental Services Request for Quote (RFQ) #HD Project April 28, 2010

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5 Table of Contents Page 5 of 39 I. INTRODUCTION...7 II. III. BACKGROUND...7 HARDWARE REQUIREMENTS...8 IV. PERIOD OF PERFORMANCE...8 V. SCOPE...8 VI. DELIVERABLES...10 VII. ANNUAL MAINTENANCE FEES...12 VIII. KEY PERSONNEL QUALIFICATIONS AND EXPERIENCE...12 IX. MINIMUM QUALIFICATIONS FOR THE PROPOSER...13 X. RFQ TIMELINES...13 XI. PROPOSER SELECTION - Best Value...13 XII. PROPOSAL SUBMISSION INSTRUCTIONS...14 XIII. PAYMENT AND INVOICES...19 XIV. POINTS OF CONTACT...19 XV. DDS FURNISHED ITEMS...20 XVI. RESPONSIBILITIES OF PARTIES...20 XVII. AWARDEE PARAMETERS...21 XVIII. DOCUMENT FORMAT...21 XIX. XX. CONFIDENTIALITY...21 PROPOSER SELECTION SCORING SHEET - BEST VALUE...22 XXI. EVALUATION PROCESS...23 XXII. FINALIST DEMONSTRATION...25 ATTACHMENT 1 Required Attachment Checklist ATTACHMENT 2 Minimum Qualifications Certification..29 ATTACHMENT 3 Cost Proposal ATTACHMENT 4 Proposal/Proposer Certification Sheet ATTACHMENT 5 Proposer Firm References.35

6 Table of Contents Page 6 of 39 ATTACHMENT 6 Warranties Certification..37 ATTACHMENT 7 Key Personnel Qualifications and Experience.39 ATTACHMENT 8, Software Requirements (Excel Spreadsheet)..... * EXHIBIT A HIPAA.* EXHIBIT B Bidder Instructions.* EXHIBIT C General Provisions-Information Technology......* Target Area Contract Preference Act (TACPA)....* Enterprise Zone Act (EZA).....* Local Agency Military Base Recovery Area Act (LAMBRA).* Preference Program Requirements Summary. * *No page number available, separate document(s) and file(s) attached to RFQ.

7 I. INTRODUCTION Page 7 of 39 The California Department of Developmental Services (DDS) is the agency through which the State of California provides services and supports to individuals with developmental disabilities. These disabilities include mental retardation, cerebral palsy, epilepsy, autism and related conditions. Services are provided through state-operated Developmental Centers and Community Facilities, and contracts with 21 nonprofit Regional Centers. The Regional Centers serve as a local resource to help find and access the services and supports available to individuals with developmental disabilities and their families. The Developmental Centers provide services to individuals who have been determined by Regional Centers to require programs, training, care, treatment and supervision in a structured health facility setting on a 24-hour basis. The enterprise platform for the Regional Centers and the Developmental Centers is the IBM iseries platform. DDS 24-Hour Facilities and Number of Occupied Residences (Units) Facility Intermediate Care Skilled Nursing Totals Units Units Fairview Developmental Center Lanterman Developmental Center Porterville Developmental Center Sonoma Developmental Center Canyon Springs Community Facility Totals The DDS Mission statement is as follows: The Department of Developmental Services (DDS) is committed to providing leadership that results in quality services to the people of California and assures the opportunity for individuals with developmental disabilities to exercise their right to make choices. For more information about DDS, please refer to the Web site at II. BACKGROUND The Developmental Centers Technology Support Section (DCTSS) of DDS is responsible for the operation and maintenance of multiple health information systems in support of four (4) state operated Developmental Centers located in Sonoma, Costa Mesa, Porterville, and Pomona and one (1) state operated Community Facility located in Cathedral City. These health information systems reside on an IBM iseries model 520 located at each of the four (4) Developmental Centers. There is one (1) multiple partitioned iseries model 520 located at DDS Headquarters that supports the one (1) state operated community facility on one partition, a development environment on the second partition and a test environment on the third partition. All of the computer software source code is written in the RPGIII/RPGIV programming languages and maintained at DDS Headquarters. Any software application fixes and/or enhancements, once tested and approved are then installed in a production environment on the iseries located at each Developmental Center site. These five (5) iseries machines are using TCPIP in a wide area intranet network at each site. Client Access is being used to manage the iseries and to provide technical staff with access to each iseries. The JWalk product by Seagull is also used to access applications on each iseries. There are also six (6) Web servers running natively on the iseries.

8 III. HARDWARE REQUIREMENTS Page 8 of 39 The selected software application must run on an IBM iseries platform running IBM's V5R4M0 of i5o/s or greater and utilize the DB/2 Database for the iseries. IV. PERIOD OF PERFORMANCE The term of this Agreement is June 2, 2010, or the date the Agreement is signed and approved, through June 30, The State reserves the right to extend the contract term up to (1) one year at the same rates as proposed in the original quote. This contract is subject to budget approval and exemption approval for the Governor s Executive Order S DDS does not accept alternate agreement language from any Vendor. The DDS General Provisions-Information Technology are not negotiable. Please refer to Exhibit C. No oral understanding or agreement shall be binding on either party. V. SCOPE The California Department of Developmental Services (DDS) intends to award a contract to a qualified firm to provide a software application for the purpose of implementing the Minimum Data Set () as required by the Centers for Medicare and Medicaid Services (CMS). The software application must adhere to Attachment 8, Software Requirements, and shall include modules for Client Assessments and Care Plans and must run on an IBM iseries platform running IBM's V5R4M0 of i5o/s or greater and utilize the DB/2 Database for the iseries. DDS expects the software to conform to best practices in Web design techniques as applied to such items as: Home Page Page Layout Menu Design Navigation Links Text Appearance Graphic Design Color Accessibility Search Information about Web design and usability can be found at the following Web sites: U.S. Department of Health and Human Services (HHS), in partnership with the U.S. General Services Administration. ISO :2008 Ergonomics of human-system interaction -- Part 151: Guidance on World Wide Web user interfaces.

9 Page 9 of 39 The goal for DDS is to purchase not only a functional software product but also a highly responsive and easy-to-use Web based product. The Awardee will: 1. Analyze DDS existing systems of ADT and ER2000 for interface purposes. 2. Provide a real-time interface with ER2000 to obtain employee data. 3. Provide a real-time interface with ADT to obtain consumer demographic data. 4. Provide a real-time interface with ER2000 to obtain consumer clinical data. 5. Convert all existing MDS 2.0 data. 6. Provide implementation support. 7. Provide training. 8. Provide project management. 9. Provide training materials. 10. Provide system documentation. The Awardee shall offer an Enterprise License to the Department of Developmental Services that is not limited by the number of servers or users. DDS s health information systems that the Awardee would be expected to analyze include: ADT ER2000 MDS 2.0. ADT is an Admission, Discharge, Transfer system. ADT provides automation of the client s profile, client census, bed retention and bed control, client admission and discharge processing, pre-admission screening, client transfer and out-of-hospital processing, client tracking and client statistical reporting for management and research purposes. The Awardee s software application is expected to interface with ADT to obtain client demographic data. ER2000 is a Physician s Order Entry and Communication System. Clinical data is entered, maintained, viewed, and printed by physicians, nurses, psychologists, and other health care professionals. ER2000 captures ICD9 diagnoses, allergies, alerts, heights, weights, and many other types of clinical information. The Awardee s software application is expected to interface with ER2000 to obtain consumer clinical data. The Minimum Data Set 2.0 (MDS) system captures federally mandated information for clinical assessment of all residents who reside in Medicare or Medicaid certified nursing homes. MDS information is transmitted electronically by nursing homes to the MDS database in their respective States. MDS information from the State databases is captured into the national MDS database at CMS. DDS s current MDS 2.0 would be replaced with the new software application. The Awardee shall convert all existing MDS 2.0 data.

10 VI. DELIVERABLES Page 10 of 39 Deliverable 1. Weekly status reports to the DCTSS Chief detailing: a. Weekly Status The success, continuation, failure, or resolution of each prior week s activity. The activities planned for the current week. b. Bi-Weekly Status a. Updated implementation plan. 2. DDS Approved Implementation Plan and schedule to include: a. List of implementation phases. b. Brief description of the tasks within each phase. c. Task resources. d. Task Location indicate whether task is performed remotely or onsite at DDS Headquarters, or DDS Developmental Centers by indicating Remote, DDS- HQ, or DDS-DC respectively. e. Time elapsed effort days required to complete each task within the phase. Effort days are a measure of the time required to complete the task from beginning to end assuming an eight (8) hour day. This time does not include weekends or holidays. For example, an effort of 80 hours would equal 10 effort days. f. Subtotal for each phase. g. Grand total for the project. 3. Software Installation at DDS HQ. TBD 4. DDS approved technical design document for the interface. TBD 5. System flow/process flow diagram. 6. DDS approved training plan and schedule to include: a. System training to the Project Team. b. General and specific training by discipline and roles. 7. Training materials as follows: a. An electronic copy of training materials that can be modified using MS Word and MS Power Point. b. Ten (10) printed copies of the System Users Manual. c. An electronic copy of the system User Manual. Due Date Noon each Monday subject to change according to the needs of the DCTSS Chief. Within sixty (60) days from the start of the contract. TBD 8. Hardware and performance evaluation document. TBD At least two months before training begins. 9. An Interface between the Vendor s system and the following DDS systems: a. Admission Discharge Transfer (ADT) system; demographic data. b. ER2000 system; clinical and employee data. TBD

11 Deliverable 10. HCS will provide finalized Interface Specification, Database TBD definitions and options to start and stop interface with audit processes to verify that the interfaced data is in sync with DDS systems, and the ability, where possible, to correct out of sync conditions. Page 11 of 39 Due Date 11. DDS approved test plan. TBD 12. System administrator manual to include but not limited to the TBD following: a. Installation procedures. b. System set up procedures. c. Web server configuration. d. General troubleshooting guidelines. e. Frequently Asked Questions (FAQs). f. Software updates procedures. g. Backup/Recovery procedures. h. Journaling requirements. 13. Twenty two (22) days of combined on-site/remote software TBD training as follows: a. 4 days for Headquarters IT staff and Project Coordinators. b. 18 days for the four Developmental Centers with our Master Trainers and other designated DC staff. c. There will be a minimum of 4 days on-site training in one location. d. Each session will have approximately 12 attendees. 14. Perform Successful System Test that includes: TBD a. Interface b. Any modifications c. All software modules including d. Documented test results 15. Conversion of all existing MDS 2.0 data. TBD 16. Go-live and successful transmission of data to CMS from all DDS sites listed on page 5. TBD 17. Post go-live services. TBD (Key deliverables are in bold) The DDS will attempt to turn around approvals, documents, reviews, etc., within 5-15 business days, excluding State holidays and mandatory furloughs. Major tasks, i.e. building data bases, may take 2-3 months.

12 VII. ANNUAL MAINTENANCE FEES Page 12 of 39 The initial annual maintenance fee will commence after go-live at all DDS sites listed on page 7. Subsequent annual maintenance fees will be due on the anniversary date of the go-live date at all DDS sites. Any annual increase in the maintenance fee is limited to one percent (1%). The Awardee shall begin to correct any reproducible program error (bug) or malfunction in their software or in any enhancement or modifications thereof supplied within eight (8) hours from notification by DDS. Awardee agrees to provide timely updates to meet changes to MDS Federal regulations. VIII. KEY PERSONNEL QUALIFICATIONS AND EXPERIENCE The Awardee s personnel assigned to perform the work involving the interface, conversion, and implementation must possess the following knowledge, skills and abilities in the following areas: A. Technical 1. IBM iseries programming and technical skills as follows: a. A minimum of five (5) years of experience working with IBM iseries. b. A minimum of five (5) years of experience programming in RPG III / IV. c. A minimum of five (5) years of experience working with DB2 on the iseries. d. A minimum of five (5) years of experience working with IBM iseries CL programs. 2. IBM iseries programming and technical skills shall be within the past two (2) years. 3. It is also desirable that Awardee personnel possess a minimum of two (2) years of programming and analysis experience with medical application systems such as pharmacy, physician s orders, clinical records, dietary, MDS. B. Clinical 1. A minimum three (3) years of experience planning, preparing documents, training and implementing MDS 2.0 and related software product. 2. Current knowledge of the change, impact, and requirements for transitioning from the MDS 2.0 to. C. Project Management 1. A minimum three (3) years experience in Project Management and software implementation.

13 Page 13 of 39 IX. MINIMUM QUALIFICATIONS FOR THE PROPOSER A proposing firm must meet all of the following minimum qualifications to DDS satisfaction to be given further consideration. The Proposer must complete the Minimum Qualification Certification (Attachment 2). Failure to satisfy any of the minimum qualifications will result in the immediate rejection of the proposal. 1. As of April 1, 2010, the proposing firm must be a legal business entity for at least five (5) years as evidenced by the submission of a copy of the Proposer s business license. 2. As of April 1, 2010, Proposer must have been in business selling or developing the MDS software application for at least three (3) years. X. RFQ TIMELINES Event Date Time RFQ Available to Prospective Proposers April 28, :00pm Written Question Submittal Deadline May 5, :00pm Response to Written Questions May 6, :00pm Final Date for Proposal Submission May 13, :00pm Evaluation May 17, 2010 Public Cost Opening May 18, :00am Finalist Demonstration May 19, 2010 Notice of Intent to Award May 20, 2010 Proposed Award Date May 28, 2010 DDS will use its best efforts to adhere to the time schedule. However, DDS reserves the right to amend the time schedule, as it deems necessary. XI. PROPOSER SELECTION - Best Value Contract award for this RFQ is determined by value effective acquisition criteria. The contract award, if made, will be the responsible bidder submitting a responsive bid that scores the highest points in accordance with the evaluation methodology as described below. A point structure will be used to rate the Proposer s responses in the following areas: Section III, Hardware Requirements are Pass/Fail. Section VIII, Key Personnel Qualifications and Experience, see Attachment 7. Section IX, Minimum Qualifications For The Proposer are Pass/Fail, see Attachment 2. Attachment 8, Software Requirements Cost Proposal, see Attachment 3. DDS reserves the right to interview any of the proposed firm s personnel. Proposer selection will be based on the Proposer that provides the best value to DDS. (See Proposer Selection Scoring Sheet on page 22).

14 Page 14 of 39 XII. PROPOSAL SUBMISSION INSTRUCTIONS 1. To be eligible for evaluation, the proposal must adhere strictly to the format set forth below; failure to do so may result in disqualification. Proposals must address each of the required sections indicated below. Please label and separate each section to allow for ease of review by the team of reviewers. The content and sequence of the proposal will be as follows: Section Title Required Attachment Checklist (Attachment 1) a. Cover Letter b. Table of Contents c. Executive Summary d. Firm Information e. Cost Proposal (Attachment 3) f. Key Personnel Qualifications and Experience (Attachment 7) g. Attachment 8, Software Requirements h. Project Timeline Minimum Qualifications Certification (Attachment 2) Proposal/Proposer Certification Sheet (Attachment 4) Proposer Firm References (Attachment 5) Warranties Certification (Attachment 6) Resumes for Key Personnel a. Cover Letter A maximum one page cover letter must include: i. Name of the Proposer firm; ii. Organizational structure of the firm (e.g., corporation, partnership, etc.); iii. Address, telephone number, and fax number; iv. Name, telephone number, and address of the firm s representative who is designated as primary liaison to DDS; v. Name, title, telephone number, and address of the representative who is authorized to bind the firm in contract; vi. Should the Proposer firm s proposal contain proprietary information, a statement to that effect must be included in the cover letter. b. Table of Contents Immediately following the cover letter, there must be a Table of Contents of the material included in the proposal. The Table of Contents must clearly identify the proposal section/subsection and the applicable page numbers. c. Executive Summary This section shall include a statement that exemplifies the commitment of the Proposer to perform the work within the time period specified, a statement as to why the firm believes it to be the best qualified to perform the commitment, and a statement of the services provided that may make their firm unique from their competitors.

15 Page 15 of 39 d. Firm Information i. The Proposer must provide a description of the firm s qualifications and experience relevant to the minimum qualifications and any necessary substantiating information. ii. The Proposer must submit a statement indicating what year the firm was founded; what is the primary business of the firm; and the length of time the firm has been providing MDS products and/or services. iii. The Proposer must provide information on the locations of the headquarters office and branch offices that will be providing services under the agreement. Identify the individual who has overall responsibility for the firm s operations. iv. The Proposer must provide a description of the operational structure of the firm, including the following: What services are centralized? How many employees are there at location(s), which will be providing services? How many of these employees will be performing services related to this agreement? Include an organization chart. v. If the Proposer is a joint venture, the qualifications of each firm comprising the joint venture must be separately identified, and the firm that is to serve as the primary firm must be noted, if applicable. vi. The Proposer shall provide information on the circumstances and status of any nonroutine investigation, examination, complaint, disciplinary action or other proceeding commenced by any State or Federal regulatory body or professional organization during the past three (3) years. vii. The Proposer must provide three (3) references. This information must be submitted on the Proposer Firm References, Attachment 5. DDS reserves the right to contact any of the persons/companies provided, and also retains the right to conduct reference checks beyond that supplied by the Proposer. viii. The Proposer must provide five (5) years of financial documentation that can be either audited financial statements or Federal tax returns if a sole proprietor. The Proposer must provide documentation if registered with the California Secretary of State. e. Cost Proposal Proposers must submit their fees in the format prescribed in Attachment 3, Cost Proposal. The Proposer will provide a description of total cost for the offered product and/or services. The cost proposal will be broken down in the following categories: i ii One Time Costs. These are any costs only paid for once. Examples include but are not limited to: product licensing and software modification. Ongoing Costs. These are costs associated with ongoing operation and maintenance of the product on an annual basis (see Attachment 3, Cost Proposal). Examples include but are not limited to: annual software licensing, hosting services, and product maintenance fees.

16 Page 16 of 39 iii Rate Structure. These are hourly and/or daily rates the Proposer would charge for services that DDS might request for out of scope items. f. Key Personnel Qualifications and Experience i ii The Proposer must identify the principal supervisory and management staff, including partners, managers, supervisors (seniors) and specialists, who would be assigned to the DDS account. The Proposer must identify the areas of commitment such persons will be assigned and who will be working onsite at DDS. The Proposer must fill out Attachment 7, Key Personnel Qualifications and Experience, cross reference Section VIII. iii The Proposer must submit resumes for each of the people assigned to the DDS account. DDS reserves the right to interview any of the firm s proposed personnel. iv The selected Proposer shall not substitute or reduce members of the project team without prior approval from DDS. Resumes and required certifications of the proposed substitute personnel must be submitted to DDS at the time the request to change team members is made. g. Attachment 8, Software Requirements Instructions The Proposer must perform a self evaluation of the product and/or services that will be provided in comparison to the numbered criteria DDS has defined. Using Attachment 8, Software Requirements (MS Excel spreadsheet), the Proposer is to electronically fill in the cell next to each numbered criteria using either a 4,2,1, 0. The spreadsheet should automatically total each column at the bottom. Definitions of the point scale are: i. Standard. The requirement is met by existing software system. ii. Modification. The requirement will be met by modifying existing software system. iii. Future. The requirement will be met in the future and is in development. iv. Not possible. The requirement cannot be met by the existing system and modification is not feasible. h. Project Timeline The Proposer will deliver an implementation plan and schedule to include: i ii List of implementation phases. Brief description of the tasks within each phase. iii Task Location indicate whether task is performed remotely or onsite at DDS Headquarters, or DDS Developmental Centers by indicating Remote, DDS-HQ, or DDS-DC respectively.

17 Page 17 of 39 iv Time elapsed effort days required to complete each task within the phase. Effort days are a measure of the time required to complete the task from beginning to end assuming an eight (8) hour day. This time does not include weekends, holidays or mandatory furloughs. For example, an effort of 80 hours would equate to 10 effort days. v Subtotal for the phase. vi Grand total for the project. 2. Submission of Proposal a. Submit your proposal in two separate packages as follows: Package #1, contains seven (7) copies each of all documents except the Cost Proposal. One of the seven copies must have original signatures and be labeled MASTER COPY. Additionally, one (1) copy of Attachment 8, Software Requirements, (Excel Spreadsheet) must be submitted on a CD. Package #2, outside label must say COST PROPOSAL. The package contains seven (7) copies of the Cost Proposal. One of the seven copies must have original signatures and be labeled MASTER COPY. b. Package #1 Master Copy shall be placed in a loose-leaf, three-ringed binder, which displays the Proposer s name on the outside front cover and the spine. Other copies may be spiral bound. c. The cost proposal will have a public opening on May 18, 2010 at DDS Headquarters, th Street, Sacramento, CA. (See RFQ Timeline). Proposers will be notified of the room and time. d. All proposals must be delivered to the CA Department of Developmental Services by May 13, 2010, 4:00 p.m., PST. Proposals received after this date and time will not be considered. e. Proposals must be delivered to the address below. The sealed proposal envelopes/packages must be plainly marked with the RFQ number and title, your firm s name and address, and must be marked with DO NOT OPEN, as shown below: RFQ NUMBER HD CA Department of Developmental Services Customer Support Section, Greg Trahey, Contract Analyst th Street, Room 300, MS 3-18 Sacramento, CA MAIL ROOM DO NOT OPEN Proposals not submitted under sealed cover may be rejected. If the proposal is made under a fictitious name or business title, the actual legal name of the Proposer must be provided.

18 Page 18 of 39 e. All proposals shall include the documents identified in Required Attachment Checklist, Attachment 1. Proposals not including the proper required Attachments shall be deemed non-responsive. A non-responsive proposal is one that does not meet the basic proposal requirements. f. Proposals must be submitted for the performance of all the services described herein. Any deviation from the work specifications will not be considered and will cause a proposal to be rejected. g. A proposal may be rejected if it is conditional or incomplete, deemed non-responsive, or if it contains any alterations of form or other irregularities of any kind. DDS may reject any or all proposals and may waive any immaterial deviation in a proposal. DDS waiver of immaterial defect shall in no way modify the RFQ document or excuse the Proposer from full compliance with all requirements if awarded the agreement. h. Costs for developing proposals in anticipation of award of the agreement are entirely the responsibility of the Proposer and shall not be charged to DDS. i. An individual who is authorized to contractually bind the proposing firm shall sign the Proposal/Proposer Certification Sheet, Attachment 4. The signature must indicate the title or position that the individual holds in the firm. An unsigned proposal may be rejected. j. A Proposer may modify a proposal, after its submission, by withdrawing its original proposal and resubmitting a new proposal prior to the proposal submission deadline date. Proposal modifications offered in any other manner, oral or written, will not be considered. k. A Proposer may withdraw its proposal by submitting a written withdrawal request to DDS, signed by the Proposer or an agent authorized, through the contact person named in Section i above. A Proposer may thereafter submit a new proposal prior to the proposal submission deadline. Proposals may not be withdrawn without cause subsequent to proposal submission deadline. l. DDS may modify the RFQ prior to the date fixed for submission of proposals by issuing an addendum to all parties that received a proposal package. m. DDS reserves the right to reject all proposals for reasonable cause. If the costs of all proposals are excessive, DDS is not required to award an agreement. n. Proposers are cautioned to not rely on DDS during the evaluation to discover and report to the Proposer any defects and errors in the submitted documents. Proposers, before submitting their documents, should carefully proof them for errors and adherence to the RFQ requirements. o. More than one proposal from an individual, firm, partnership, corporation or association under the same or different names will not be considered. Reasonable grounds for believing that any Proposer has submitted more than one proposal for the work contemplated herein will cause the rejection of all proposals submitted by that Proposer. If there is reason for believing that collusion exists among the Proposers, none of the participants of such collusion will be considered in this or future procurements.

19 Page 19 of 39 XIII. PAYMENT AND INVOICES Payment and invoices are deliverable based. The Vendor shall invoice the DDS at the completion of the following key deliverables. Deliverable #2. DDS Approved Implementation Plan - 10% of Total One Time Costs Deliverable #3. Software Installation at DDS HQ- 40% of Total One Time Costs Deliverable #9. Interface- 10% of Total One Time Costs Deliverable #14. Successful System Test- 10% of Total One Time Costs Deliverable #16. Go-live and successful transmission of data to CMS from all DDS sites - 20% of Total One Time Costs Deliverable #17. Post go-live services - 10% of Total One Time Costs Total One Time Costs are based on Attachment 3, page 1 All invoices must reference the contract number and be submitted directly to: CA Department of Developmental Services Attn: Lina Aboushanab, Chief DCTSS th Street, Room 220, MS 2-7 Sacramento, CA XIV. POINTS OF CONTACT DDS Primary Management Contact: Name, Title: Lina Aboushanab, Chief, DCTSS Address th Street Room 220, MS 2-7 Sacramento, CA Phone Number, Ext Fax Number address lina.aboushanab@dds.ca.gov DDS Department Staff Contact: Name, Title: Gary Burns, Senior Technical Support Address th Street, Room 220, MS 2-7 Phone Number, Ext Fax Number address gary.burns@dds.ca.gov Name, Title: Nanette Canterbury, Project Manager / Business Analyst Address th Street, Room 220, MS 2-7 Phone Number, Ext Fax Number address nanette.canterbury@dds.ca.gov

20 Page 20 of 39 XV. DDS FURNISHED ITEMS The following items shall be provided by the DDS to support this effort: Office space for the duration of the Agreement, including: desk, chair, telephone, printer access and connectivity to the iseries. All policies and procedures regarding the use of state facilities will be applicable. XVI. RESPONSIBILITIES OF PARTIES The following section describes specific responsibilities of the Awardee and the DDS. 1. Awardee Responsibilities a. The Awardee will designate a person to whom all project communications may be addressed and who has the authority to act on all aspects of the services. This person will review the RFQ and associated documents with the DDS to ensure understanding of the responsibilities of both parties. b. The Awardee shall comply with all applicable DDS policies and procedures, including, but not limited to, operations and maintenance policies, and security policies. c. Prior to termination of the Agreement, the Awardee shall return all DDS property, including security badges. d. All phases and all deliverables of this project shall be completed and/or produced by employees of the Awardee. 2. DDS Responsibilities a. The DDS shall designate a person to whom all Awardee communications may be addressed and who has the authority to act on all aspects of the services. This person will review the RFQ and associated documents with the Awardee to ensure understanding of the responsibilities of both parties. b. The DDS will provide information regarding the business structure of the DDS as required by the Awardee to provide the services under this RFQ. The DDS will provide information as required by the Awardee to perform its responsibilities and schedule the availability of the DDS personnel for interviews as required by the Awardee. c. The DDS will attempt to turn around approvals, documents, reviews, etc., within 5-15 business days, excluding State holidays and mandatory furloughs. Major tasks, i.e. building data bases, may take 2-3 months.

21 Page 21 of 39 ADDITIONAL CRITERIA XVII. AWARDEE PARAMETERS The Awardee will provide the services described by this RFQ, subject to the following: The DDS will not reimburse for any expenses incurred by the Awardee in the execution of activities as described by the RFQ, except as specifically preauthorized in writing by the DDS. Work that needs to be conducted at any DDS site will be performed during normal business hours; 8:00 a.m. to 5:00 p.m., Monday-Friday, State holiday and furlough days excluded, except when authorized in writing by DDS. XVIII. DOCUMENT FORMAT Unless explicitly provided in this RFQ, any reports will be provided in Microsoft Office format, including processing documents, spreadsheets, presentations, and databases. The media of delivery will be compatible with the DDS document storage devices. XIX. CONFIDENTIALITY In addition to the terms and conditions of the contract pertaining to Confidentiality, the Awardee will sign all confidentiality/privacy/security/conflict of interest, and other necessary agreements, if applicable and as required by the DDS to successfully provide the services described in this RFQ. Awardee will also abide by the attached Exhibit A for HIPAA privacy.

22 XX. PROPOSER SELECTION SCORING SHEET - BEST VALUE VENDOR NAME: CRITERIA PASS FAIL Page 22 of 39 1 Platform/Hardware Requirements 2 Minimum Qualifications for the Proposer 3 Key Personnel Qualifications and Experience 5% Weight POINTS PERCENTAGE WEIGHTED SCORE Possible Points Technical Clinical Project Management Actual Points 4 Software Requirements 55% Weight 4 Points for each criteria: Standard 2 Points for each criteria: Modification 1 Point for each criteria: Future No points Not Possible POINTS Possible= (194 x 4 = 776) PERCENTAGE WEIGHTED SCORE 5 COST One-Time and On-Going 35% Weight Least expensive= 25 points and subsequent offers to receive points as appropriate based on proximity to lowest responsible offer. A. One-Time Costs Least expensive= 10 points and subsequent offers to receive points as appropriate based on proximity to lowest responsible offer. B. On-Going Costs Total Combined A. and B. POINTS PERCENTAGE WEIGHTED SCORE 6 COST Rate Structure 5 % Weight POINTS PERCENTAGE WEIGHTED SCORE Least expensive= 5 points and subsequent offers to receive points as appropriate based on proximity to lowest responsible offer. C. Rate Structure LEGEND: Actual Points Possible Points = Percentage Weight X Percentage = Weighted Score 7 FINAL WEIGHTED SCORE 8 CA PREFERENCE PROGRAM SCORE (If Applicable) RATED BY DDS:

23 Page 23 of 39 XXI. EVALUATION PROCESS 1. The proposal must be organized to correspond with all requirements and formats set forth in this RFQ. The proposal should be clear, concise and must be complete. All information must be contained in the proposal. No assumptions will be made by DDS regarding the intentions of the Proposer in submitting the proposal. Written proposals must be bound and organized in a manner to facilitate ease of review by evaluators. All sections will be used in the evaluation. Proposers not providing all requested information may be rejected. 2. All proposals submitted will be evaluated for form and content in accordance with the provisions stated in the final solicitation document. Clarifications may be requested from the Proposer at any phase of the evaluation process for the purpose of clarifying ambiguities in the information presented in the proposal. 3. Proposals and any subsequent presentations should be submitted with the most favorable terms the Proposer can offer. If DDS is unable to execute an Agreement with the apparent successful competitor, DDS reserves the right to award the Agreement to the next highest scoring responsive and responsible Proposer whose proposal conforms to the requirements of this solicitation document. 4. The purpose of the proposal evaluation process is two-fold: (1) to assess the responses for compliance with the minimum qualifications, content and format requirements; and (2) to identify the Proposers that have the highest probability of satisfactorily performing the services as described herein. The evaluation process will be conducted in a comprehensive and impartial manner as set forth herein: 5. Evaluation a. Each proposal package will be date and time stamped when received. b. Each proposal package will be inspected to ascertain that it is properly sealed and labeled. Proposals not passing this inspection may not be accepted. c. All proposals will remain sealed and in a secured area until opening, at which time all proposals will be opened together. Contents of all proposals may be considered public information when a Notice of Intent to Award is posted. d. All proposals will be reviewed to determine if they satisfy all of the following sections specified in: Section III, Hardware Requirements Section IX, Minimum Qualifications for the Proposer Section XII, Proposal Submission Instructions 6. Award and Protest Any bidder s issues regarding solicitation requirements must be resolved (or attempts to resolve them must have been made) before a protest may be submitted according to the procedure below. These issues will first be resolved by the contact for the solicitation or if they result in a protest, the protest will be submitted to DGS Procurement Division Deputy Director to hear and resolve issues and whose decision will be final. If a bidder has

24 Page 24 of 39 submitted a bid which it believes to be totally responsive to the requirements of the RFQ and to be the bid that should have been selected according to the evaluation procedure in the solicitation section on Evaluation and the bidder believes the State has incorrectly selected another bidder for award, the bidder may submit a protest of the selection as described below. Protests regarding selection of the successful vendor will be heard and resolved by the Victim Compensation and Government Claims Board whose decision will be final. All protests of award must be made in writing, signed by an individual authorized to bind the bidder contractually and financially, and contain a statement of the reason(s) for protest; citing the law, rule, regulation or procedure on which the protest is based. The protester must provide facts and evidence to support the claim. Protests must be mailed or delivered to: Street and Mailing Address: Deputy Director Procurement Division 707 Third Street, Second Floor South West Sacramento, CA Facsimile No.: (916) All protests to the RFQ or protests concerning the evaluation, recommendation, or other aspects of the selection process must be received by the DGS Procurement Division Deputy Director as promptly as possible, but not later than the date indicated in the Notification of Intent to Award. Certified or registered mail must be used unless delivered in person, in which case the protester should obtain a receipt of delivery 7. Disposition of Proposals a. Proposals that contain proprietary information should have a statement to that effect included in the technical proposal with a list of all so designated pages following the Executive Summary. (Please label Proprietary Information in the upper right hand corner of any pages so designated.) DDS will use reasonable efforts to exempt such pages or items from public disclosure, except to the extent provided in any resulting contract or the extent required by law. b. DDS makes no representations or warranties that such efforts will be successful. Please note that the entire proposal cannot be considered proprietary. c. Proposal packages may be returned only at the Proposer s expense. 8. Standard Conditions of Service a. All performance under the agreement shall be completed on or before the termination date of the agreement. b. DDS does not accept alternate agreement language from a prospective contractor. A proposal with such language will be considered a counter proposal and will be rejected. The DDS General Provisions-Information Technology are not negotiable. Please refer to Exhibit C. c. No oral understanding or agreement shall be binding on either party.

25 Page 25 of 39 XXII. FINALIST DEMONSTRATION A demonstration of the proposed system may be requested of the Finalist receiving the highest overall score in the evaluation. The demonstration is intended to afford DDS the ability to verify the claims made by the Finalist in response to the RFQ, corroborate the evaluation of the proposal, and confirm that the proposed software is actually in operation. The Finalist will be notified to perform the demonstration. The Finalist must make the arrangements for a Web demo at no cost to DDS. Failure of the Finalist to demonstrate that the claims made by the proposal, in response to the RFQ are in fact true, may be sufficient to cause the proposal to be deemed non-responsive. DDS reserves the right to determine whether or not the demonstration has been acceptable. The demonstration will follow an agenda provided by the Finalist and be scheduled for as long as the Finalist needs to validate the software against Attachment 8, Software Requirements.

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27 Attachment 1 Page 27 of 39 REQUIRED ATTACHMENT CHECK LIST A complete proposal package will consist of the items identified below. Complete this checklist to confirm the items in your proposal. Place a check mark or X next to each item that you are submitting to DDS. For your proposal to be responsive, all required Attachments must be submitted, including this checklist. Submit your proposal in two separate packages as follows: Package #1, contains seven (7) copies each, of all documents except the cost proposal. One of the seven copies must have original signatures and be labeled MASTER COPY. Additionally, one (1) copy of Attachment 8, Software Requirements (Excel Spreadsheet) must be submitted on a CD. Package #2, outside label must say COST PROPOSAL. The package contains seven (7) copies of the Cost Proposal. One of the seven copies must have original signatures and be labeled MASTER COPY. Package #1 Master Copy shall be placed in a loose-leaf, three-ringed binder, which displays the Proposer s name on the outside front cover and the spine. Other copies may be spiral bound Attachment: Attachment Name/Description: Attachment 1 Required Attachment Check List Cover Letter Table of Contents Executive Summary Firm Information Project Timeline Attachment 2 Minimum Qualifications Certification Attachment 3 Cost Proposal Attachment 4 Proposal/Proposer Certification Sheet Attachment 5 Proposer Firm References Attachment 6 Warranties Certification Attachment 7 Key Personnel Qualifications and Experience Resumes Attachment 8 Software Requirements (Excel Spreadsheet) CD Attachment 8 Software Requirements (Excel Spreadsheet) If applicable, Std 830 (TACPA), Std 831 (EZA), Std 832 (LAMBRA)

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29 Attachment 2 Page 29 of 39 MINIMUM QUALIFICATIONS CERTIFICATION The Proposer must meet the following minimum qualifications, to DDS satisfaction, to be given further consideration for a contract award. The Proposer must certify in writing, by signing this certification that the firm meets the applicable minimum qualifications. Failure to satisfy the minimum qualifications, based on DDS' sole judgment, will result in the immediate rejection of the proposal. 1. As of April 1, 2010, the proposing firm must be a legal business entity for at least five (5) years and licensed to do business in California as evidenced by the submission of a copy of the Proposer s business license. 2. As of April 1, 2010, Proposer must have been in business selling or developing the MDS software application for at least three (3) years. Name of Firm Proposer's Authorized Signature Printed Name Title Date

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31 Attachment 3, page 1 Page 31 of 39 COST PROPOSAL Name of Firm Cost proposed should be based on the Scope, Requirements, and Deliverables sections and the software application product to be purchased. Travel and per diem can not exceed the published State rates, see Department of Personnel Administration web site DPA - Travel Reimbursements. DDS anticipates approximately concurrent users. The cost worksheet will be used to determine the Proposers total costs for purposes of assigning points toward the awarding of the contract. A. One-Time Costs Hours Cost 1. Enterprise Software Cost N/A 2. Interface Development 3. Implementation 4. Training 5. Conversion 6. Travel N/A 7. Modifications 8. Other Total One-Time Costs Please Explain Other: Costs quoted in this RFQ are good for 180 days. Any reductions in Software Licensing and/or costs/rates shall be offered to the State. AUTHORIZED SIGNATURE:

32 Attachment 3, page 2 Page 32 of 39 COST PROPOSAL B. On-Going Costs (Annually) 1. Annual Maintenance Fee: Any annual increase in the maintenance fee is limited to one percent (1%). Total On-Going Costs C. Rate Structure (To be used for Change Management, Scope Adjustment, Additional Needs) 1. Project Management Hourly Rate: 2. Analysis Hourly Rate: 3. Programming Hourly Rate: 4. Training Daily Rate: 5. Other (specify) AUTHORIZED SIGNATURE:

33 Attachment 4, Page 1 Page 33 of 39 PROPOSAL/PROPOSER CERTIFICATION SHEET This Proposal/Proposer Certification Sheet must be signed and returned along with all the "required Attachments" as an entire package. A. The signature affixed hereon and dated is the individual who is authorized to bind the Proposer contractually. B. The signature affixed hereon and dated certifies compliance with all the requirements of this proposal document. The signature below authorizes the verification of this certification. C. The signature affixed hereon and dated certifies that the proposal is a firm and irrevocable offer to enter into an agreement with a term of up to three (3) years. An Unsigned Proposal/Proposer Certification Sheet May Be Cause For Rejection 1. Name of Firm 2. Telephone Number ( ) FAX: ( ) 3. Address 2a. Address Indicate your organization type: 4. Sole Proprietorship 5. Partnership 6. Corporation Indicate the applicable employee and/or corporation number: 7. Federal Employee ID No. (FEIN) 8. California Corporation No. Indicate primary contact person, if different from individual signing this certification sheet: 9. Name and Title 10. Telephone Number 11. Address ( ) Fax: ( ) 12. Proposer s Name (Print) 13. Title 14. Signature 15. Date 16. Are you certified with the CA Department of General Services, Office of Small Business Certification and Resources (OSBCR) as: a. Small Business Enterprise Yes No b. Disabled Veteran If yes, enter certification number below: Business Enterprise Yes No If yes, enter your service code below: