STATE OF FLORIDA DEPARTMENT OF HEALTH DIVISION OF FAMILY HEALTH SERVICES BUREAU OF WIC & NUTRITION SERVICES DOH INVITATION TO NEGOTIATE FOR

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1 STATE OF FLORIDA DEPARTMENT OF HEALTH DIVISION OF FAMILY HEALTH SERVICES BUREAU OF WIC & NUTRITION SERVICES DOH INVITATION TO NEGOTIATE FOR WIC Data System and Maintenance, Support, and Enhancement Services Vendor Name Vendor Mailing Address City-State-Zip Telephone Number Address Federal Employer Identification Number (FEID) Authorized Signature (Manual) Authorized Signature (Typed) and Title - 1 -

2 TIMELINE DOH EVENT DUE DATE LOCATION ITN Advertised Questions submitted in writing. December 9, 2009 Prior to 2:00 PM EST January 7, 2010 Vendor Bid System: Submit to: Florida Department of Health Purchasing Patti J. Spain, Suite Bald Cypress Way, Bin B07 Tallahassee, Fl Fax: (850) Answers to Questions Sealed Proposals/Replies Due and Opened Anticipated Evaluation of Proposals Negotiations Anticipated to Begin January 26, 2010 Must be received PRIOR to: 2:00 PM EST February 17, 2010 Beginning February 18, 2010 March 30, 2010 Anticipated Posting of Intent to Award May 3, 2010 Posted electronically via the following Internet site: Florida Department of Health Purchasing Patti J. Spain, Suite Bald Cypress Way, Bin B07 Tallahassee, Fl Individual Evaluation of proposals Note: any Evaluation Team Meetings will be publicly noticed. Vendor negotiations are not public meetings; however, they are recorded. Vendor bid system:

3 TABLE OF CONTENTS TIMELINE SECTION 1.0 GENERAL INSTRUCTIONS TO RESPONDENTS (PUR 1001)...10 SECTION 2.0 GENERAL TERMS AND CONDITIONS (PUR 1000)...10 SECTION 3.0 INTRODUCTORY MATERIALS STATEMENT OF PURPOSE BUSINESS NEEDS CURRENT SYSTEM PROPOSED SYSTEM TERM DEFINITIONS...13 SECTION 4.0 TECHNICAL SPECIFICATIONS SCOPE OF SERVICE PROGRAMMATIC AUTHORITY MAJOR PROGRAM GOALS CLIENT GENERAL DESCRIPTION CLIENT ELIGIBILITY CLIENT DETERMINATION CLIENT CONTRACT LIMITS TASK LIST

4 GENERAL REQUIREMENTS PROJECT MANAGEMENT REQUIREMENTS SYSTEM FUNCTIONAL AND NON-FUNCTIONAL REQUIREMENTS PROJECT PLANNING AND DEFINITION PHASE REQUIREMENTS CONFIRMATION / DESIGN OF SYSTEM MODIFICATIONS PHASE SYSTEM TRANSFER / MODIFICATION PHASE USER ACCEPTANCE TESTING PHASE SYSTEM PILOT PHASE SYSTEM ROLLOUT PHASE CLOSURE / TRANSITION TO OPERATIONS & MAINTENANCE OPERATIONS AND MAINTENANCE DELIVERABLE APPROVAL PROCESS - GENERAL TASK LIMITS STAFFING LEVELS STAFFING REQUIREMENTS FOR THE PROJECT PHASES STAFFING REQUIREMENTS FOR OPERATIONS & MAINTENANCE PROFESSIONAL QUALIFICATION STAFFING CHANGES REFERENCES SERVICE DELIVERY LOCATION

5 4.15 SERVICE TIMES CHANGES IN LOCATION EQUIPMENT SERVICE UNITS REPORTS RECORDS AND DOCUMENTATION OUTCOMES AND OUTPUTS (PERFORMANCE MEASURES) PROVIDER UNIQUE ACTIVITIES COORDINATION WITH OTHER ENTITIES DEPARTMENT OBLIGATIONS DEPARTMENT DETERMINATIONS FINANCIAL SPECIFICATIONS FUNDING SOURCE ALLOWABLE COSTS INVOICING AND PAYMENT OF INVOICE RECIPIENT/SUB-RECIPIENT OF STATE AND FEDERAL FUNDS COST PROPOSAL PRICING SCHEDULE A SUMMARY OF TOTAL PROPOSAL PRICING SCHEDULE B-1 EQUIPMENT, SOFTWARE, AND ANNUAL MAINTENANCE PRICING SCHEDULE B-2 PROJECT PHASES

6 PRICING SCHEDULE C OPERATIONS & MAINTENANCE SERVICES REQUIRED DOCUMENTATION PROPOSAL CHECKLISTS EVALUATION OF PROPOSALS TECHNICAL PROPOSAL POINTS (700 POINTS) COST PROPOSAL POINTS (300 POINTS) DESCRIPTION OF APPROACH TO PERFORMING TASK TECHNICAL PROPOSAL INSTRUCTIONS TAB 1 TITLE PAGE AND SUMMARY TAB 2 - REQUIRED FORMS TAB 3 ORGANIZATIONAL CAPACITY TAB 4 SYSTEM REQUIREMENTS TAB 5 - TECHNICAL APPROACH TO PLANNING - DESIGN TAB 6 - TECHNICAL APPROACH TO TRANSFER / MODIFICATION TAB 7 - TECHNICAL APPROACH TO UAT AND PILOT TAB 8 TECHNICAL APPROACH TO ROLLOUT AND CLOSURE TAB 9 - TECHNICAL APPROACH TO OPERATIONS / MAINTENANCE TAB 10 STAFFING TAB 11 OTHER SUPPORT MATERIAL DESCRIPTION OF STAFFING AND ORGANIZATIONAL CAPACITY

7 PROPOSED STAFFING - PROJECT PROPOSED STAFFING MAINTENANCE AND SUPPORT CORPORATE BACKGROUND CORPORATE FINANCIAL CAPABILITY CORPORATE EXPERIENCE CORPORATE REFERENCES CORPORATE COMPLIANCE WITH FEDERAL REQUIREMENTS...80 SECTION 5.0 SPECIAL INSTRUCTIONS TO RESPONDENTS INSTRUCTIONS FOR SUBMITTING PROPOSALS PUBLIC RECORDS AND TRADE SECRETS INSTRUCTIONS FOR FORMATTING PROPOSALS OFFERORS INQUIRIES MANDATORY SITE VISIT / PRE-PROPOSAL CONFERENCE SPECIAL ACCOMMODATIONS SUBCONTRACTORS...82 SECTION 6.0 SPECIAL CONDITIONS COST OF PREPARATION OFFEROR REGISTRATION IDENTICAL TIE PROPOSALS RENEWAL

8 6.5 VERBAL INSTRUCTIONS PROCEDURE ADDENDA UNAUTHORIZED ALIENS CERTIFICATE OF AUTHORITY MINORITY PARTICIPATION AND SERVICE-DISABLED VETERANS BUSINESS - PARTICIPATION SOLICITATION GUARANTEE PERFORMANCE BOND STANDARD CONTRACT/PURCHASE ORDER LICENSES, PERMITS, AND TAXES CONFLICT OF INTEREST TERMINATION...85 ATTACHMENT I EVALUATION CRITERIA...86 ATTACHMENT II REQUIRED CERTIFICATIONS...92 ATTACHMENT III DEPARTMENT OF HEALTH REPORTING OF SUBCONTRACTOR EXPENDITURES...93 ATTACHMENT IV STANDARD CONTRACT...95 ATTACHMENT V PURCHASE ORDER TERMS AND CONDITIONS ATTACHMENT VI FINANCIAL AND COMPLIANCE AUDIT ATTACHMENT VII SYSTEM FUNCTIONAL & NON-FUNCTIONAL REQUIREMENTS111 ATTACHMENT VIII WIC DATA SYSTEM INTERFACES WITH RELATED SYSTEMS AND OTHER ORGANIZATIONS

9 ATTACHMENT IX PRICE SCHEDULE A - SUMMARY OF TOTAL PROPOSAL ATTACHMENT X PRICE SCHEDULE B-1 EQUIPMENT, SOFTWARE, AND ANNUAL MAINTENANCE ATTACHMENT XI PRICE SCHEDULE B-2 PROJECT PHASES ATTACHMENT XII PRICE SCHEDULE C OPERATIONS AND MAINTENANCE SERVICES ATTACHMENT XIII TECHNICAL PROPOSAL CHECKLIST ATTACHMENT XIV COST PROPOSAL CHECKLIST

10 SECTION 1.0 GENERAL INSTRUCTIONS TO RESPONDENTS (PUR 1001) This section explains the General Instructions to Offerors (PUR 1001) of the solicitation process. Attachment: This is a downloadable document. Please download and save this document to your computer for further review. There is no need to return this document to the Department of Health. SECTION 2.0 GENERAL TERMS AND CONDITIONS (PUR 1000) This section explains the General Contract Conditions (PUR 1000) of the solicitation process. Attachment: This is a downloadable document. Please download and save this document to your computer for further review. There is no need to return this document to the Department of Health. SECTION 3.0 INTRODUCTORY MATERIALS 3.1 Statement of Purpose The purpose of this Invitation to Negotiate (ITN) is to select and purchase a data system to support the operations of the Florida WIC Program. The purchased system will meet the attached requirements and replace the current WIC Data System. The successful offeror will also provide application maintenance and enhancement services for the system and application and system support services for the WIC staff performing user help and maintenance and operations functions. 3.2 Business Needs The Florida WIC Program is administered by the Bureau of WIC and Nutrition Services in the Department of Health (DOH), and is managed locally by 42 WIC local agencies. These local agencies provide services in approximately 223 sites, serving all 67 counties in Florida. During Federal Fiscal Year (FFY) 2008, Florida WIC served a monthly average of 462,839 participants. In April 2009, 510,757 participants were served. The operation of the Florida WIC Program is supported by the WIC Data System. This system is a centralized, real-time mainframe system, designed in 1990, and fully implemented in October Over the past 17 years, the WIC Data System has been enhanced with needed modifications and its mainframe platform upgraded. However, Florida WIC s operational and strategic needs have outgrown the current system s capability and functionality. The program must now invest in current technology in order to meet its operational and strategic needs. These business needs include: Improve the efficiency of WIC local agency operations to meet the growing demand for program services Support all WIC business process areas with needed system functionality Provide a cost-effective foundation for the development of WIC Electronic Benefits Transfer (EBT) Florida WIC has procured a contractor to conduct an EBT Feasibility and Planning Study and develop the required state and federal business case approval documents. Florida WIC intends 10

11 to seek state and federal approvals to begin procurement of a WIC EBT system during State Fiscal Year (SFY) (July 2010 June 2011). Under this scenario, there may be an opportunity and need to coordinate the projects for the proposed data system and proposed EBT system. 3.3 Current System The operation of the Florida WIC Program is supported by the WIC Data System. This system is a centralized, real-time mainframe system, designed in 1990, and fully implemented in October The system runs on an IBM series 890 mainframe, using CICS for transaction processing, DB2 for database management, and COBOL as the application programming language. The user interface is character-based and accessed via a 3270 terminal emulation package, running on desktop computers, connected to the mainframe via the Florida DOH network. The system is hosted by the Florida Department of Children and Families (DCF). In March 2009, there were 1,392 users accessing the WIC Data System. The WIC Data System employs a real-time interface with the Florida On-line Recipient Integrated Data Access (FLORIDA) system which contains enrollment and participation information for Medicaid, Temporary Cash Assistance, and Food Stamps. This one-way interface is used to confirm WIC adjunctive eligibility. The staff also has access to the Florida Medicaid Management Information System (FMMIS) for secondary review of adjunctive eligibility. The Florida WIC Program has a contract with the Capital City Bank for the processing and payment of acceptable cashed WIC food instruments and the production of a file of cashed and rejected instruments which is transmitted monthly to the WIC Data System. The average monthly volume of food instruments processed during the period from April 2008 through March 2009 was 1.35 million. The WIC Data system is maintained by a staff of three full-time contract programmers reporting to a manager in the Florida DCF. The user help function is shared between WIC Local Agency staff, State Office staff, and the Florida DOH Help Desk, which responds to network and desktop application issues. Business and system statistics that indicate the scope and volume of the Florida WIC operation are shown in the tables below. Table 1: Business Statistics Item Statistic # Clients issued a check in March ,941 Average # Certifications per month (4/08 3/09) 79,453 # Individual Nutrition Education Services provided in March 112, Average # Food Instruments Issued per month (4/08 3/09) 1,541,042 Average # Food Instruments Redeemed per month (4/08 3/09) 1,349,655 # Vendors in March ,013 # Vendors authorized (4/08 3/09) 151 # Vendors deauthorized (4/08 3/09)

12 Table 2: Systems Statistics Item Statistic # On-line clinic sites in May # Batch (off-line) clinic sites in May # Users in March ,392 # Workstations in March ,392 # Check Printers in May # Report / Other Printers in May # Transactions mainframe (7/07 6/08) 122,457, Proposed System Florida WIC considers the best approach to meeting its operational and strategic needs is to transfer a web-based WIC data system currently supporting another state s WIC program and modify it to meet Florida WIC requirements. The key functionality of the proposed system includes: The federal system requirements as specified in the USDA/FNS Functional Requirements Document (FReD), version , Summer 2002 Florida-specific requirements requested by Local Agency representatives for improving operations and the quality of management information, Interfaces to the FLORIDA system for income and adjunctive eligibility determination and vendor price survey data (WIC Vendor Portal). Florida-specific non-functional requirements for system attributes, including WIC EBT readiness as specified in the Appendix E. Electronic Benefit Transfer Systems of the USDA/FNS Functional Requirements Document (FReD), version , Summer 2002 any updates. The major technical requirements of the proposed system include: A web based user interface using either a MS SQL Server or Oracle database management system Secure digitization and storage of paper documents and signatures Local agency database capability for disaster recovery Use of existing Florida DOH desktop computers and printers Use of the existing Florida DOH network System performance and reliability equal or better than present measures Easy modification to meet current and future Florida-specific requirements, including external system interfaces and WIC EBT Compliance with applicable Florida DOH IT standards for hardware, software, connectivity, and security Florida WIC considers the best approach to meeting its maintenance and operations needs is to continue in-house operation and outsource maintenance/enhancement to the successful offeror. The application maintenance and enhancement services will include the development of needed software fixes and enhancements and second level technical support for the in-house 12

13 user help and operations staff. This arrangement will provide Florida WIC with the experience to evaluate its longer term options to continue outsourcing or move to in-house application maintenance/enhancement. 3.5 Term The initial term of the contract resulting from this solicitation shall be five (5) years from the effective date of the contract. 3.6 Definitions Term Capital City Bank CFR Department EBT Definition The entity that currently provides banking services to Florida WIC. The Code of Federal Regulations (CFR) is the codification of the general and permanent rules published in the Federal Register by the executive departments and agencies of the Federal Government. It is currently divided into 50 titles that represent broad areas subject to Federal regulation. The Florida Department of Health. Also referred to as the department. Electronic Benefits Transfer (of WIC benefits to eligible WIC participants). FFY Federal Fiscal Year (October 1 September 30). FLORIDA System Florida On-line Recipient Integrated Data Access system statewide system that determines eligibility for and tracks applicants to and participation in the Supplemental Nutrition Assistance Program (SNAP, formerly Food Stamps), Temporary Cash Assistance (TCA), and Medicaid assistance. Florida DCF Florida DOH Florida DOH IT Florida DOH Network Florida WIC FMMIS Florida Department of Children and Families - provides hosting, maintenance/enhancement, and support services for the current WIC Data System. Florida Department of Health parent organization of the Bureau of WIC and Nutrition Services in the Division of Family Health Services. Florida Department of Health Division of Information Technology. Florida Department of Health intranet network. Administers the USDA/FNS Special Supplemental Nutrition Program for Women, Infants and Children. Florida Medicaid Management Information System statewide system that tracks Medicaid eligibility, claims, and payment, operated by the 13

14 Term FReD ITN Local Agency Offeror Definition Agency for Health Care Administration (ACHA). Florida WIC staff currently have inquiry-only access to the system for secondary review of adjunctive eligibility. Federal Requirements Document for a Model WIC Information System contains a comprehensive description of functional requirements to support the WIC Program. Invitation To Negotiate the competitive procurement document issued by Florida WIC. A Florida agency that contracts with the Florida Department of Health to provide WIC services in a designated service area, typically a county or group of counties. An entity that responds to the competitive procurement document issued by Florida WIC. SFY State Fiscal Year (July 1 June 30). State State Office Successful offeror The State of Florida. Also referred to as the state. The state entity that directly manages the Florida WIC Program within the Bureau of WIC and Nutrition Services in the Division of Family Health Services. The vendor awarded the contract to transfer, modify, maintain, enhance, and support the proposed WIC Data System. Also known as the Contractor. USDA/FNS United States Department of Agriculture, Food and Nutrition Service - administers the nutrition assistance programs of the U.S. Department of Agriculture. SECTION 4.0 TECHNICAL SPECIFICATIONS 4.1 Scope of Service The scope of service in this ITN includes the following: The transfer and modification of a web-based WIC data system that is successfully supporting another state WIC program that meets the specified functional and nonfunctional requirements, including: o specified interfaces with other State of Florida systems and the banking contractor o the basic capability to process WIC EBT transactions o compliance with all applicable federal and state laws and regulations The conversion of all applicable data from the current system to the new system 14

15 Assistance, guidance, and support in planning and conducting the: o implementation of the new system o training of users on the new system Provision of second-level support to client services staff and technical staff Provision of application maintenance, application enhancement, and warranty services The development of other deliverables needed to ensure: o management of the successful offeror s portion of the project is consistent with the practices and standards of the Florida DOH Project Management hodology o the quality of the system development process, project, and products are satisfactory to Florida WIC and its stakeholders 4.2 Programmatic Authority The successful offeror must comply with all applicable Federal laws, regulations, action transmittals, program instructions, review guides and similar documentation related to the following: Citation Topic 7 CFR 246 Special Supplemental Nutrition Program for Women, Infants and Children (WIC) 7 CFR Food Delivery Systems (EBT) 7 CFR 3016 Departmental Regulations for Uniform Administrative Requirements for Grants and Cooperative Agreements to State and Local Governments Program Administration 2 CFR 225 Cost Principles for State, Local, and Indian Tribal (formerly OMB Circular A-87) OMB Circular A 133 Compliance Supplement Governments Audits of States, Local Governments, and Non-Profit Organizations for Supplemental Nutrition Program for Women, Infants, and Children The Catalog of Federal Domestic Assistance (CFDA) number for the Florida WIC program funding is This project is funded by the U.S. Department of Agriculture/Food and Nutrition Service pursuant to the authority of 7 CFR 246 and the Child Nutrition Act of 1966, Section 17, as amended. The provider must also comply with all applicable State of Florida laws and regulations. 4.3 Major Program Goals The Florida Special Supplemental Nutrition Program for Women, Infants, and Children (WIC), receives U.S. Department of Agriculture Food and Nutrition Service (USDA/FNS) funds to serve low-to moderate income women who are pregnant, breastfeeding, or postpartum, infants up to one year of age, and children under 5 years of age, all of whom are at nutritional risk. WIC provides the following benefits at no cost to its clients: healthy nutritious foods, nutrition education and counseling, breastfeeding support, and referrals for health care. 15

16 The Florida WIC Program is administered by the Bureau of WIC and Nutrition Services in the Department of Health (DOH), and is managed locally by 42 WIC local agencies. These local agencies provide services in approximately 223 sites, serving all 67 counties in Florida. To provide benefits to eligible clients, Florida WIC operates a statewide client eligibility and food instrument (WIC check) printing system hosted by the Department of Children and Families (DCF) data processing center. The local WIC agency users access the mainframe located in Tallahassee to create or update client records, select food packages, and print WIC checks. The DCF data center generates management reports, reconciles redeemed WIC checks to issuance records, and produces a daily electronic record of check issuance for the Capital City Bank, which provides check clearing services. Local WIC agencies issue negotiable checks to program participants who purchase approved WIC foods in authorized retail grocery stores. There are approximately 2,000 retail grocery stores (vendors) currently authorized to accept WIC checks in Florida. These stores accept the checks as payment for WIC foods and deposit their checks in any local bank. The checks then transit the Federal Reserve to the financial institution that serves as the WIC program s clearing bank. Current annual expenditures for food are approximately $370 million per year. 4.4 Client General Description This section does not apply to this solicitation. 4.5 Client Eligibility This section does not apply to this solicitation. 4.6 Client Determination This section does not apply to this solicitation. 4.7 Client Contract Limits This section does not apply to this solicitation. 4.8 Task List This section describes the tasks required by this ITN. The tasks are organized into four groups: General, system, and documents delivery requirements Project management requirements System functional and non-functional requirements Project phase requirements. The description of each task includes the objectives, activities, deliverables, and any specific items that are included or must be considered in task performance. Offerors to this ITN must explain in satisfactory detail their ability and method for completing all of the tasks in this section. The successful offeror will perform these tasks under a contract that may result from this procurement unless the tasks are modified during negotiations General Requirements 16

17 General Business Requirements The following requirements apply throughout the project to all software creation and modification, programming work, hardware delivery and installation, documents, communications, work activities, and work products associated with this project: Workplace Conduct The successful offeror must work and act at all times in a professional, ethical, and lawful manner. All representatives and employees of the successful offeror are subject to the same standards of professionalism as well as all applicable state/departmental rules of workplace conduct and safety. The location of work is described in Section Service Delivery Location The hours of work are described in Section Service Times Control of Work The successful offeror must control all of its work to ensure a timely and quality delivery: No work shall be presented to Florida WIC without adequate review by quality assurance and/or management staff. No system component may be delivered to Florida WIC for formal review before the successful offeror has completed all appropriate testing. No document may be delivered to Florida WIC for formal review in a draft form. All deliverables must be presented with management signature certifying it s readiness for formal review by Florida WIC Deliverable and Service Warranty The successful offeror shall provide a warranty provision for the deliverables and services resulting from any contract and contract renewals that may result from this ITN, commencing on the first day following formal written acceptance of the system by the department. The minimum warranty period is one (1) year after final acceptance of the system or delivery of the software, whichever is later. All system problems reported during the one year warranty period, even if the repair extends beyond the first year, will be covered. During the warranty period, successful offeror must promptly correct any element of the system which fails to perform in accordance with the requirements of the ITN, contract, and/or published specifications at no charge to the department. Corrective action by the successful offeror includes, but is not limited to: redesigning, repairing or replacing the nonconforming element. 17

18 The warranty shall provide that all hardware, software and firmware is free from imperfections in design and free from any and all defects and is able to perform continuously and satisfactorily under normal operating conditions. The warranty shall provide that all software deliverables do not contain surreptitious code including, but not limited to: Back door, time bomb, drop dead device, or any other software routine designed to disable a computer program automatically with the passage of time or under the positive control of a person other than the licensee of the software. Any virus, Trojan horse, spyware, worm or any other software routine or component designed to permit unauthorized access to disable, erase, or otherwise harm software, equipment, or data; or to perform any other such actions. The one year warranty following acceptance must include all parts, labor, and travel expenses. The successful offeror shall assign all applicable third party warranties for deliverables to the department Modifications to Meet New Requirements During the contract period, if changes occur in federal and/or state system standards, and they require modifications to hardware, software, or components, such changes will be handled through the agreed-upon change management process. The successful offeror shall perform the following modifications at no charge to the department: Minor or routine system and software modifications. Successful offeror -opted modifications to all previously-installed systems. If third-party software upgrades are required, the successful offeror shall notify the department. The purchase of any upgrades of third-party software will be the responsibility of the department Security and Confidentiality of Data and Materials The successful offeror shall take all reasonable and necessary steps to maintain the security, confidentiality, and prevention of loss of any data, documents, files, or other materials received from the department, or any other State agencies, while in the possession of the successful offeror Ownership of Deliverables The department will have all ownership rights of any software or software modifications and associated documentation designed, developed, or installed with Federal funding. This includes but is not limited to: all actual and prospective data, material, proposals, manuals, designs, training documents, other documentation (including working papers), software, and software modifications (including object code, source code, and documentation) 18

19 developed by the successful offeror or its subcontractors for the department pursuant to this ITN. Proprietary vendor software packages and operating systems (OS) that are provided at established catalog or market prices and sold or leased to the public are not subject to these ownership provisions. Please note: Federal funding is not available for proprietary applications software developed specifically for FNS programs. USDA/FNS will have a royalty-free, nonexclusive, and irrevocable license to use, and to authorize others to use, the software and documentation developed pursuant to this ITN. This includes the copyright in any work developed under a grant, sub grant, or contract under a grant or sub grant; and any rights of copyright to which a grantee, sub grantee or a contractor purchases ownership with grant support. Proprietary vendor software packages and operating systems (OS) that are provided at established catalog or market prices and sold or leased to the public are not subject to these ownership provisions Software Deliverable Requirements Software deliverables include, but are not limited to software products, development tools, support tools, data migration software, integration software, and installation software. The successful offeror shall: Provide a system development method that represents a waterfall software development process, not an iterative development process, to assure that Florida WIC has approved each major step of the project before the successful offeror proceeds to the next phase. Please note: There will be no Agile or Rational Unified Processes (RUP) used to manage the project. (The successful offeror can use Agile or RUP internally, but the project plan will not use the Initiation, Elaboration, Construction and Transition phases for reporting and control purposes.) Provide management signature and certification that any software deliverable presented to Florida WIC for approval or acceptance conforms to and performs in accordance with its functional and non-functional requirements without material deficiencies. Provide the user, system and technical documentation, and suggested test cases needed for user acceptance testing with the request to conduct user acceptance testing of the deliverable. Assist Florida WIC technical staff as needed in the installation and configuration of the software deliverable in the appropriate environment(s) for formal review and testing. Provide contingency plans and de-installation procedures with each software deliverable. Respond promptly to unacceptable items or issues, revising and resubmitting the deliverable, test data, and results within 15 business days of receipt of the documented item or issue from Florida WIC. 19

20 Scan all software deliverables with the up-to-date commercial virus detection software to detect and remove any viruses from the software prior to delivering it to the department. Note: acceptance of software deliverables will depend on successful completion of User Acceptance Testing (UAT) and a Pilot Test Document Deliverable Requirements The successful offeror shall: Produce all document deliverables using the templates agreed upon by the successful offeror and Florida WIC. Templates furnished by the successful offeror must include the following elements: o Cover page o Author contact information o Document revision history o Header or footer identifying the document and date o Footers with page numbers o Table of contents o Purpose of Document o Executive Summary o Appendices as needed o List of sources or references as needed Produce all document deliverables using the standard software of Florida WIC. The standard software as of the publication of this ITN includes the 2003 versions of: o Microsoft Word o Microsoft Excel o Microsoft Outlook o Microsoft Access o Microsoft Visio o Microsoft Project o WBS Chart Pro o Adobe version 7.0 Provide copies of all document deliverables in electronic (1 copy) format unless otherwise approved by Florida WIC. Deliver all electronic files without password protection. Florida WIC will maintain the official archive of project artifacts and will make copies available to the successful offeror. 20

21 Provide management signature and certification that the document deliverable is accurate and ready for review before submitting it to Florida WIC for approval or acceptance Project Management Requirements Objective: Activities: To ensure that the project is adequately planned and managed and that the project s products are delivered with the required quality per the contract cost and timeframe. The project management approach used for the proposed project will be the Florida DOH Information Technology Project Management hodology. The successful offeror will complete the project management deliverables jointly with Florida WIC using the Florida DOH Project Management templates. Deliverables: Project Management Plan Content: Describes how the project will be managed through a series of subsidiary management plans. Due at initiation of the project, updated and delivered as needed over the duration of the project. Florida WIC will furnish these templates Deliverable Expectations Document Project Schedule Content: describes in detail the successful offeror s approach and plan for preparing each deliverable. Due at initiation of the project, updated and delivered as needed over the duration of the project. Florida WIC will furnish this template. Content: Using MS Project 2003, shows phases, tasks, resources, and milestone dates and will include the following attributes: Begins on the agreed-upon Start Date Resource leveled for successful offeror resources All tasks must have predecessors and successors Contains a critical path Achieves a Monte Carlo software simulation score of 80% or higher probability of completion by the proposed end date Consists of a Master Schedule and sub-project schedules for each state fiscal year of the project All deliverables are costed so that these items, the project phases, and state fiscal year and federal fiscal year totals from the schedules are consistent with the agreed upon prices, the project budget, and the Spending Plan 21

22 Spending Plan Baselined upon acceptance by Florida WIC. Due at initiation of the project; updated as frequently as needed over the duration of the project, and reported weekly. Content: Based on the agreed upon prices, the project budget, and project schedules, shows monthly expenditures by category for each state and federal fiscal year spanned by the project. Due at initiation of the project, updated and delivered as needed over the duration of the project. Florida WIC will furnish this template Project Responsibility Matrix Content: Shows who is responsible for each deliverable, who approves it, who supports its development, who needs to be consulted, and who needs to be informed about it. Due at initiation of the project, updated and delivered as needed over the duration of the project. Florida WIC will furnish this template Risk Management Database Content: Lists and describes assumptions, risks, probabilities, and responses. Due at initiation of the project; updated over the duration of the project, reported weekly. Florida WIC will furnish this template Issues Management Database Content: Lists and describes any problems encountered, the response, and status. Due at initiation of the project, updated over the duration of the project, reported weekly. Florida WIC will furnish this template Action Items Database Content: Lists and describes any tasks assigned during the project execution that are too small to be added to the project schedule, yet still need to be completed in order for the project to advance. Due at initiation of the project, updated over the duration of the project, reported weekly. Florida WIC will furnish this template Lessons Learned Database Content: Lists and describes the significant process/product knowledge gained from the project. Due at initiation of the project, updated over the duration of the project, reported weekly. Florida WIC will furnish this template. 22

23 Weekly Status Reports Content: Developed with successful offeror input via conference call or in-person meeting, provides the current status of project activities, accomplishments, action items, risks, and issues. Project Schedule items include tasks started and completed, the estimated time to complete, and any changes in the start and finish dates. The Status Report will be delivered via to the WIC Project Manager (PM) one business day in advance of the agreed upon day of the weekly meeting. The Florida WIC PM will update the project schedule based on this input. Schedule and Budget status will be evaluated using performance indices; i.e., Schedule Performance Index (SPI) and Cost Performance Index (CPI), among others. Reported weekly over the duration of the project. Florida WIC will furnish this template System Functional and Non-functional Requirements Objective: Activities: To transfer and modify a web-based WIC data system that meets the Florida WIC functional and non-functional requirements. The successful offeror shall provide a web-based WIC data system that is operating in another state and configured and modified to meet the attached functional and non-functional requirements to the satisfaction of Florida WIC. Deliverables: System Requirements Response Content: Describes the offeror s responses to all of the requirements as illustrated in Attachment VII - System Functional and Non-functional Requirements. The responses shall be entered in the.xls version of the worksheet in the last two columns of tabs : Offeror Response: describes requirements coverage per the following codes: o o o o 0 Cannot support requirement: the function is not supported in the base product and the base product cannot be configured or customized software cannot be developed to meet the required functionality. 1 Modification required: the function requires custom changes to the base product or software development apart from the base product design, and a process, structure, or custom software needs to be developed to meet the requirement and/or integrate with other software. 2 Configuration required: the function can be met by configuring the base product. Configuring means coding is NOT required and the needed options can be set through a user and/or administrative interface. 3 Included in base product: the function is included in the base product and is fully demonstrable. 23

24 If modification is required: describes the extent of customization if the answer to the item above is 0 or 1. The offeror will describe the extent of customization needed per the following codes: o 1 Trivial: less than 8 hours of effort required to complete the customization o 2 Low: 9 to 80 hours of effort o 3 Medium: hours of effort o 4 High: 161 hours and above Attachment VII - System Functional and Non-functional Requirements is a.pdf version used to illustrate the worksheet. The offeror must use the.xls version of the System Functional and Non-functional Requirements to respond. This file can be downloaded from the Florida WIC web site: The.XLS version must be submitted with the offeror s technical proposal on a CD as a Microsoft Excel 2003 file. Please include a printed copy of the entire worksheet containing the offeror s response to the system requirements in each technical proposal submitted. For the successful offeror, a current version will be due at the initiation of the project and will be updated and delivered as needed over the duration of the project Project Planning and Definition Phase Objective: Activities: To establish how the project will work, put key project management artifacts into practice, and plan the definition of all of the requirements and deliverables that the successful offeror will construct. Obtain Florida WIC approval to move to the next phase. The successful offeror and Florida WIC will jointly complete the key project management deliverables as described in Section Florida WIC will furnish the templates for these items; the templates will define the content of the project management deliverables. The project management deliverables will provide the control mechanisms to plan, guide, and track the project s progress. The successful offeror will participate in a project kickoff meeting conducted with Florida WIC in Tallahassee and begin the ongoing process of weekly status reporting. The successful offeror will develop a Requirements Confirmation Plan to validate the Florida WIC requirements with the functionality of the transfer system. The foundation of this Plan will be the requirements confirmation sessions that will be conducted with Florida WIC subject matter experts and management. The successful offeror will also develop a System Modification and Transfer Plan that describes the approach to system transfer, modification, and implementation. The successful offeror will develop the Next Phase document deliverable templates and submit its Phase Completion Checklist with a request for approval to move to the next phase. Florida WIC will review and approve all deliverables and decide on moving to the requirements confirmation and design of system modifications phase. 24

25 Deliverables: Project Management Documents Content: As described in #4.8.2, these documents will provide the basis to ensure that the project is adequately planned and managed and that the project s products are delivered with the required quality per the contract cost and timeframe. The successful offeror will complete the deliverables jointly with Florida WIC using the Florida DOH Project Management templates. Due at initiation of the project, updated and delivered as needed over the duration of the project. Includes, but is not limited to: Project Management Plan (and subsidiary plans), # , , Deliverables Expectation Document, # Project Responsibility Matrix, # Risk Management Database, # Issues Management Database, # Action Items Database, # Lessons Learned Database, # Requirements Confirmation Plan Content: Describes the successful offeror s approach, plan, and methods for confirming Florida WIC functional and non-functional requirements, comparing these requirements to the proposed transfer system, and documenting the modifications and enhancements needed to meet the requirements. The format of the deliverable is open to the successful offeror provided it meets the Florida WIC Document Deliverable Requirements, # System Transfer and Modification Plan Content: Describes the successful offeror s approach, plan, and methods for transferring and modifying the proposed Florida WIC Data System. The format of the document is open to the successful offeror provided it meets the Florida WIC Document Deliverable Requirements, # Includes, but is not limited to: The flow and process of structured system development, including customer approvals The programming standards that will apply for each language used The method of system documentation for tables, programs, screens, reports, scripts, routines, batch jobs, communications, networking, and all other components, both internal (within programs) and external (standalone documents and reference materials) The methods for preserving version control and data integrity 25

26 The methods for documenting system architecture and major design elements and providing high-level overviews The methods for handling change control, including approvals, scope determinations, and updating documentation The methods for testing and promoting changes as they apply to each programming language or method The methods for establishing and maintaining the Requirements Traceability Matrix Next Phase Templates Content: Used for deliverables in the Requirements Confirmation and Design of System Modifications Phase. The formats of the templates are open to the successful offeror provided it meets the Florida WIC Document Deliverable Requirements, # Includes: Requirements Traceability Matrix Template Content: Traces each requirement to its product destination. Includes, but is not limited to: o Requirement number o Description o Location (code, document) o Demonstrated by o Proven by artifact o Accepted by o Date Verified o Who Validated o Pass/Fail o Status (open, closed) o Comments Functional Design Document Template Content: Describes in detail how the functional and non-functional requirements will be met through the functions of the proposed transfer system. Includes, but is not limited to: o Business Processes o System Users o Constraints o Structure of System o Data Design and Control 26

27 o o o o o User Interface External System Interfaces Reports Security Structure Requirements Cross-reference System Transfer & Modification Design Template Content: Describes in detail the structure, components, interfaces, data, and hardware to support system functions and meet the functional and non-functional requirements. Includes, but is not limited to: o Purpose o o o o o o o o o o o System Architecture, Logical and Physical Data Models, including all appropriate diagrams modeling system structure, behavior, and interaction; e.g., data flow, entity relationship, etc. Data Dictionary Domain Design Data Design User Interface Design Other Interfaces (e.g., document scanners, signature pads, external system interfaces) Configuration Other Design Features Reference Documents (e.g., Data Migration Plan, External System Interface Plan, Security Plan) Glossary Appendices Data Migration Plan Template Content: Describes the successful offeror s approach, plan, and methods to migrate data from the current WIC Data System to the proposed transfer system. Includes, but is not limited to: o Data Migration Tasks o Resources o Schedule o Assumptions/constraints o Data repositories o File layouts (as-is, to-be) 27

28 o o o o o o o Field definitions and valid values Conversion and translation specifications by field Business rules, assumptions, and defaults Exception handling Clean-up Testing and Validation Security Requirements External System Interfaces Plan Template Content: Describes the successful offeror s approach, plan, and methods to establish interfaces with external systems using the functional and system design templates. Includes, but is not limited to: o Successful offeror Migration Tasks o Resources o Schedule o Assumptions/constraints o Interface Requirements and Specifications o Testing and Validation o Exception handling o Security Requirements Configuration Management Plan Template Content: Describes the successful offeror s approach, plan, and methods to identify and manage the status of the deliverables, work products, and related items that comprise the various baseline collections of documents, software, and hardware over the duration of the project. Includes, but is not limited to: o Purpose / Scope o Roles / Responsibilities o Identification / Control o Document / Data Management o Software Management o Hardware Management o Reports 28

29 Test Plan Template Content: Describes the successful offeror s approach, plan, and methods for testing the proposed transfer system plus a Test Case Template (see ). Includes, but is not limited to: o Test Tasks o Resources, including Development and Test Environments, Test Management software o Schedule o Assumptions/constraints o Unit Tests o Integration Tests o System Tests o Data Migration o Stress / Performance o Business Continuity o FL DOH IT Security Scan o FL DOH IT ADA Scan o Test Case Template (see ) Security Plan Template Content: Describes the successful offeror s approach, plan and methods for maintaining physical, hardware, software, and data security and integrity over the duration of the project and how these measures can be applied during ongoing Operations and Maintenance. Includes, but is not limited to: o Policies, Standards, and Regulations o Identification and Assessment of Risks o Design and Implementation of Safeguards Physical Hardware Software Data o Continuing Evaluation and Adjustment 29

30 Phase Completion Checklist / Readiness Certificate for Requirements Confirmation and Design of System Modifications Content: The successful offeror will create, follow, and complete a checklist of items needed to demonstrate the success of the Project Planning and Definition phase and product/project readiness to move to the next phase. Includes, but is not limited to: Written checklist / readiness certificate FL WIC Approval to Proceed to Next Phase Content: Written approval from Florida WIC to move to the next phase of the project Requirements Confirmation and Design of System Modifications Phase Objectives: To confirm the requirements and the design of system modifications and develop the functional and technical documentation deliverables to guide system modifications. Procure equipment for the next phase. Update the training and implementation plans and project management documents based on decisions made in this phase. Obtain Florida WIC approval to move to the next phase. Activities: The successful offeror and Florida WIC will jointly complete requirements confirmation sessions with Florida WIC subject matter experts and management. The number and duration of the sessions will be sufficient to cover all of the Florida WIC process areas and the corresponding functional and non-functional requirements. The successful offeror will lead the sessions, accurately document the proceedings and decisions, and summarize all in an updated Requirements Traceability Matrix. Based on the requirements confirmation sessions, the successful offeror will develop a functional design document and a system transfer and modification specification. The functional design document will describe the functional specifications for all inputs, processes, and outputs of the system. The system transfer and modification specification will describe the technical specifications for the structure, components, interfaces, data, and hardware to support the system functions, including a walkthrough with key Florida WIC technical staff. The successful offeror and Florida WIC will jointly develop plans for data migration, external system interfaces, and security. The successful offeror will deliver a configuration management plan, test plans and test cases for all tests except user acceptance, and an updated requirements traceability matrix. The successful offeror will update the Training/Implementation Plan drafted by Florida WIC and the Requirements Traceability Matrix based on the deliverables of this phase. Florida WIC will procure the equipment for the next phase. The successful offeror and Florida WIC will jointly update the project management deliverables. 30