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STATE OF WASHINGTONHEALTH CARE AUTHORITYREQUEST FOR PROPOSALS (RFP)RFP NO. 2020HCA11PROJECT TITLE: SUD Prevention and Mental Health Promotion Online Reporting SystemPROPOSAL DUE DATE: October 20, 2020 by 2:00 p.m. Pacific Standard TimeE-mailed bids will be accepted. Faxed bids will not.ESTIMATED TIME PERIOD FOR CONTRACT: November 18, 2020 to November 18, 2026.The Health Care Authority reserves the right to extend the contract for up to five (5) additional 1year periods.BIDDER ELIGIBILITY: This procurement is open to those Bidders that satisfy the minimumqualifications stated herein and that are available for work in Washington State.
1. INTRODUCTION. 4DEFINITIONS.4ESTIMATED SCHEDULE OF PROCUREMENT ACTIVITIES .5PURPOSE AND BACKGROUND .5OBJECTIVES AND SCOPE OF WORK .6MINIMUM QUALIFICATIONS . 10DESIRED QUALIFICATIONS . 10FUNDING . 11FEDERAL FUNDING ACCOUNTABILITY AND TRANSPARENCY ACT . 11PERIOD OF PERFORMANCE . 11CONTRACTING WITH CURRENT OR FORMER STATE EMPLOYEES . 12ADA . 122. GENERAL INFORMATION FOR BIDDERS . 13RFP COORDINATOR . 13PRE-PROPOSAL CONFERENCE . 13LETTER OF INTENT TO PROPOSE . 13SUBMISSION OF PROPOSALS. 14PROPRIETARY INFORMATION / PUBLIC DISCLOSURE . 14REVISIONS TO THE RFP . 14DIVERSE BUSINESS INCLUSION PLAN . 15ACCEPTANCE PERIOD . 15COMPLAINT PROCESS . 15RESPONSIVENESS . 15MOST FAVORABLE TERMS . 16CONTRACT AND GENERAL TERMS & CONDITIONS . 16COSTS TO PROPOSE . 16RECEIPT OF INSUFFICIENT NUMBER OF PROPOSALS . 16NO OBLIGATION TO CONTRACT . 16REJECTION OF PROPOSALS . 16COMMITMENT OF FUNDS. 16ELECTRONIC PAYMENT . 17INSURANCE COVERAGE . 173. PROPOSAL CONTENTS . 20LETTER OF SUBMITTAL (M) . 20HCA RFP No. 2020HCA11Page 2 of 38
SUBCONTRACTORS (M) . 21SECURITY REQUIREMENTS (M) . 21ORGANIZATIONAL CAPABILITIES (MS) . 22ADDITIONAL BIDDER INFORMATION (M) . 25TECHNICAL PROPOSAL (MS) . 26FUNCTIONAL PROPOSAL (MS) . 26EXECUTIVE ORDER 18-03 (MS). 27COST PROPOSAL (MS) . 274. EVALUATION AND CONTRACT AWARD . 30EVALUATION PROCEDURE. 30EVALUATION TABLE . 30SCORING METHODOLOGY: Written Proposal . 31SCORING METHODOLOGY: Cost Proposal . 32PRODUCT DEMONSTRATIONS MAY BE REQUIRED . 33SUBSTANTIALLY EQUIVALENT SCORES . 34NOTIFICATION TO BIDDERS . 34DEBRIEFING OF UNSUCCESSFUL BIDDERS . 34PROTEST PROCEDURE . 34RFP ExhibitsExhibit A:Exhibit B:Exhibit C:Exhibit D:Exhibit E:Exhibit F:Certifications and AssurancesDiverse Business Inclusion PlanExecutive Order 18-03Draft Contract (Posted separately)Functional Proposal (Posted separately)Technical Proposal (Posted separately)RFP Appendices(All RFP Appendices have been posted separately)Appendix A:Appendix B:Appendix C:Appendix D:OCIO IT Security Standard 141.10RCW 40.14RCW 42.56WA Prevention Logic ModelHCA RFP No. 2020HCA11Page 3 of 38
1. INTRODUCTIONDEFINITIONSDefinitions for the purposes of this RFP include:Apparent Successful Bidder (ASB) – The Bidder selected as the entity to perform the anticipatedservices under this RFP, subject to completion of contract negotiations and execution of a writtencontract.Bidder – Individual or company interested in the RFP that submits a proposal in order to attain acontract with the Health Care Authority.Contractor – The Bidder who is awarded and enters into the Contract for SUD Prevention and MHPromotion Online Reporting System.The Center for Substance Abuse Prevention (CSAP) - The Substance Abuse and Mental HealthServices Administration (SAMHSA) that works with federal, state, public, and private organizations todevelop comprehensive prevention systems.Division of Behavioral Health and Recovery (DBHR) - The Division of the Washington StateHealth Care Authority that provides program support for behavioral health including substance usedisorder prevention and treatment, mental health promotion and treatment, and recovery supportservices.Health Care Authority (HCA) – An executive agency of the state of Washington that is issuing thisRFP.The Institute of Medicine Model (IOM) - Often referred to as a continuum of services, care, orprevention, classifies prevention interventions according to their target population. Classification bypopulation provides clarity to the differing objectives of various interventions and matches theobjectives to the needs of the target population.Mandatory (M) –The Bidder must comply with the requirement, and the Response will be evaluatedon a pass/fail basis.Mandatory Scored (MS) –The Bidder must comply with the requirement, and the Response will bescored.Office of Chief Information Officer (OCIO) – An executive agency of the state of Washington.Prime Contractor –The Bidder who accepts full responsibility for successful performance of theentire Scope of Work requested in this RFP.Proposal – A formal offer submitted in response to this solicitation.Request for Proposals (RFP) – Formal procurement document in which a service or need isidentified but no specific method to achieve it has been chosen. The purpose of an RFP is to permitthe bidder community to suggest various approaches to meet the need at a given price.Subcontractor – One not in the employment of Bidder, who is performing all or part of the businessactivities under this RFP under a separate contract with Bidder. The term “Subcontractor” meansSubcontractor(s) of any tier.Substance Use Disorder (SUD) - A cluster of cognitive, behavioral, and physiological symptomsindicating that an individual continues using the susbstance despite significant substance-relatedHCA RFP No. 2020HCA11Page 4 of 38
problems. The diagnosis of a Substance Use Disorder is based on a pathological pattern of behaviorsrelated to the use of the substances.ESTIMATED SCHEDULE OF PROCUREMENT ACTIVITIESThis RFP is being issued under the following Schedule. The Response deadlines are Mandatory andnon-negotiable. Failure to meet any of the required deadlines (dates and times) may result indisqualification from participation.Issue Request for ProposalsSeptember 4, 2020Letter of Intent to ProposeSeptember 22, 2020Questions DueSeptember 29, 2020 –2:00PMPre-Proposal ConferenceOctober 5, 2020Answers PostedOctober 8, 2020Proposals DueOctober 20, 20202:00PMEvaluate ProposalsOctober 22, 2020 –October 29, 2020Product Demonstrations Finalists, if requiredNovember 4, 2020 –November 5, 2020Announce “Apparent Successful Bidder” and send notification viae-mail to unsuccessful BiddersNovember 12, 2020Debrief Request DeadlineNovember 17, 2020Begin Contract NegotiationsNovember 18, 2020NOTE: All times are Pacific TimeHCA reserves the right in its sole discretion to revise the above schedule and to waive informalities ordeficiencies.PURPOSE AND BACKGROUNDThe Washington State Health Care Authority, hereafter called “HCA,” is initiating this Request forProposals (RFP) for a Substance Use Disorder (SUD) Prevention and Mental Health PromotionOnline Reporting System (SUD Px MHP) along with system implementation services.This competitive solicitation is issued in order to assist the Division of Behavioral Health andRecovery (DBHR) of HCA, which receives federal and state funding, to contract with agencies at thecounty, Tribe, and community level for delivery of prevention services throughout the state. DBHRuses the current SUD-MH Management Information System (MIS) to determine each agency’sprevention plan and, monitor their progress and impact. Washington State does this by abiding by anevidence-based, best-practices substance use disorder prevention structure where a data-drivenneeds assessment determines the appropriate prevention programs and develops strategicimplementation plans.An MIS is a relational database management system used to store data in tables as opposed to a flatfile storage system. This system is used to inform decision-making and increases the ease of the userin the coordination, control, analysis, and visualization of information. HCA uses the current MIS todevelop data driven policy and funding decisions related to prevention services and mental healthHCA RFP No. 2020HCA11Page 5 of 38
promotion. HCA has also used the current MIS to respond to federal and legislative asks for reportsand outcome data.HCA intends to award one (1) contract to provide the services described in this RFP.OBJECTIVES AND SCOPE OF WORKHCA is seeking to contract with a vendor for a SUD Prevention and Mental Health Promotion OnlineReporting System (SUD-MH MIS) to expand capabilities, increase interoperability between existingsystems, and integration with disparate entities or sources of prevention service data. HCA’s primarygoal is to obtain a system that not only meets our current business needs but can grow with ourchanging business environment. HCA will review proposals for: (1) Cloud hosted, Software-as-aService (SaaS) solutions; Commercial-Off-The-Shelf (COTS) solutions; or (3) a custom-built solution.HCA currently contracts for a SUD-MH MIS system, which is set to expire on June 30, 2021. The current MIS system does not interact with other systems within HCA and there is noneed for the development of a database crosswalk between prevention systems andtreatment systems at this particular point; however, HCA highly anticipates that there is anincreasingly compelling need for this interactivity and, interoperability with federal programs. If there is a transition between HCA and current contractor, the current contractor will worktowards migrating data out of the current system and will work together with HCA and thenew contractor to ensure a smooth transition of data and services. The current system was developed to operate most effectively using Chrome as the interfacewith our MIS. This is what we instruct our 500 users to use for interfacing with the SUD-MHMIS solution. For data and reports that the business program area team develops, a file folder of ourmonthly roll-up is downloaded from the MIS solution and input into a secured drive where thedata is used (xls files) for developing reports. Additional statistical analysis is applied to thedata using SAS and from there, it is automatically pulled into a web-based Tableaudashboard on cumulative and monthly Px metrics. When we need ad doc data reports, whichis often, the reports developed are delivered to us via excel spreadsheets. We then extractthe relevant information and include it in our reports for state and federal asks. Within our report’s module of the MIS solution, users can extract reports (based on templatemetrics) that can be downloaded as pdf or xls files. Those users use adobe or Microsoft suiteto access the completed product.HCA RFP No. 2020HCA11Page 6 of 38
Maintenance and Operations (M&O) services will be amended as needed in future contractamendments.System CapabilitiesAt a minimum, the Bidder’s proposed solution must provide:1. An expanded, integrated and interoperable data tracking system. The end goal is tocreate a comprehensive data system that is capable of exchanging service data withproviding contractors in the state regarding SUD-MH MIS via a:a. SaaS cloud hosted solution,b. Commercial Off-The-Shelf (COTS) or,c. New custom build.2. If a commercially-available software product is selected it is either hosted by the vendorin the cloud or hosted by HCA via Amazon Web Services (AWS). Any proposed MISsystem is expected to have private cloud hosting capability, in addition to beingfunctionally complete and highly configurable, to eliminate or minimize softwaredevelopment or customization.3. A system that is architected with best practices which can produce the HCA’s desiredoutputs, and follows the HCA and state Office of Cyber Security (OCS) and privacystandards. The proposed system must be capable of integrating seamlessly with thecurrent data management system and also provide the following:a. Substance Abuse Mental Health Services Administration (SAMHSA) Block andDiscretionary grant reporting;b. State fund reporting; andc. Ad hoc reporting.4. A solution that continues to integrate data received with historical data, and provides arange of services to assist contractors with their needs relating to the data managementsystem. Bidders must clearly and effectively communicate the benefits of an allencompassing integrated information exchange of participant data so the end goals are aHCA RFP No. 2020HCA11Page 7 of 38
value added to their communities and limit wherever possible any added overhead orstrain on any given community’s resources.Implementation ServicesProject Management ServicesThe ASB will provide project management services to support the HCA’s implementation of aSUD-MH MIS system; including, schedule management, risk management, andcommunication management. These services are to be provided in compliance with the jectManagementpolicieshttps://ocio.wa.gov/policies (i.e., Policy 121, 131) and in coordination with the HCA’s CIO’sStrategic Services (S2) policies, principles, standards and practices. Additionally, it will includeregular status reporting that provides the CIO’s S2 and the OCIO with the progress ofscheduled and planned activities, as well as the status of any decisions, action items, risks,issues, and/or defects.Deliverables Implementation PlanGo/No-Go ChecklistWarranty PlanTransition PlanProject Status Reports (bi-weekly)Project Schedule (inclusive of weekly updates)Project Budget and Spending Plan ReportingOrganizational Change Management (OCM) PlanProject Management Plan (e.g., Risk Management Plan, Communication Plan)Software Quality Assurance Management PlanResource Management Plan; including State and Vendor staffProject Logs (i.e., Decisions, Risks, Issues and, Action Items)Requirements ElaborationRequirements Traceability Matrix* Bidder may include any other recommended deliverables as part of their proposed solution.ConfigurationThe ASB will provide the configuration services to support the HCA’s implementation of theSUD-MH MIS system. Other configuration services that the ASB will provide, include but arenot limited to, the setup and configuration of any component that is being proposed as part ofthe overall system to support HCA’s SUD-MH MIS capabilities. This configuration may includemultiple environments (e.g., test, training, and production) depending on the recommendationswithin the proposed systems.The ASB will ensure that the requested functionalities detailed in Exhibit E are completed inaccordance with project scope, schedule, and budget.Deliverables Functional Specification Document(s)Design Document(s)System Documentation (include reference architecture model)HCA RFP No. 2020HCA11Page 8 of 38
Configuration Management Plan* Bidder may include any other recommended deliverables as part of their proposed solution.Testing ServicesThe ASB will provide testing services including the development of needed user stories and/ortest cases that will support unit, functional, integration, and User Acceptance Testing (UAT) ofthe system. This includes activities required to test and validate the system, data, andintegration with all components. It is expected that the ASB will support UAT, but that this phaseof testing will be completed by the HCA. UAT support will include providing sample user storiesand/or test cases as well as resolution for identified defects found during testing.Deliverables Master Test Plan Functional Integration System Performance User AcceptanceTest Environment(s)Test Cases, Text Scripts and/or User StoriesTest Results Report(s)* Bidder may include any other recommended deliverables as part of their proposed solution.Data Conversion and MigrationThe ASB will provide data conversion and migration and must identify, cleanse, convert andmigrate HCA specified data.Deliverables Data Conversion Plan that covers identification of data sources, the scope of datato be converted, development of extract, transformation and load routinesData Validation and Reconciliation StrategyData DictionaryData backups throughout the conversion and migration processData Mapping Documento Table nameo Column nameo Data typeo Business definitiono Functional areao Last modified dateValidation reports to show progress in the data analysis and test data conversionData migration issues logTraining ServicesThe ASB will provide training services to support HCA’s implementation of the proposedsolution; including, formal knowledge transfer and training sessions on the components andprocesses needed to fully support the proposed system. These training sessions should bedesigned and budgeted by the ASB to include:HCA RFP No. 2020HCA11Page 9 of 38
Advanced Training – A maximum of 50 individualsAdministration and Operations – A maximum of 5 individualsDeliverables Training Plan(s)Training Environment(s)Training Material (e.g., classroom and online tutorial)Training Summary ReportUser Guides* Bidder may include any other recommended deliverables as part of their proposed solution.Post-Deployment ServicesOperation and Maintenance (O&M) ServicesThe ASB shall perform O&M upon the SUD-MH MIS’s initial “Go-Live” implementation date.This includes activities necessary to update, operate, and maintain the proposed system sothat it continues to meet all requirements defined in this RFP. Any additional support will requirea contract amendment.Deliverables Software Patches and/or UpgradesChange Request(s)Operational Level Agreement(s)O&M ScheduleO&M Support PlanSystem UpdatesO&M Procedures Manual* Bidder may include any other recommended deliverables as part of their proposed solution.MINIMUM QUALIFICATIONSThe following are the minimum qualifications for Bidders:Licensed to do business in the State of Washington or provide a commitment that it willbecome licensed in Washington within 30 Calendar Days of being selected as the ASB.The Bidder must have five (5) or more years’ experience in the development with datamanagement system market.The Bidder directs their own IT resources for development of their own IT solution beingproposed or, sub-contracts out for IT development for the Bidder’s solution being proposedherein.DESIRED QUALIFICATIONSThe following are the desired qualifications for Bidders:HCA RFP No. 2020HCA11Page 10 of 38
Bidder has familiarity with Washington’s approved list of Evidence-Based, Research-Based,and Promising Programs, sourced from various National EBP lists, and reviewed forWashington’s standards of rigor and cost benefit requirements.Bidder has experience working with American Indian / Alaskan Native populations.Bidder has familiarity with the following research that contributes to Washington’senhancement of the Strategic Prevention Framework Planning Model: Communities that Care Social Development Strategy as a prevention system Collective Impact, Governance of Collective Impact, and Backbone Organizations Risk and Protective FactorsBidder is able to demonstrate knowledge and experience with the Substance Abuse andMental Health Services Administration (SAMHSA) Substance Abuse Block Grant (SABG)reporting requirements and deliverables; including Center for Substance Abuse andPrevention (CSAP) Codes and Strategies, and Institute of Medicine (IOM) Categories.Bidder is able to demonstrate knowledge and experience using the Strategic PreventionFramework (SPF) http://www.samhsa.gov/spf planning model for program planning,implementation, and outcome evaluation, linking long term consequences and behavioralhealth problems to a connecting intervening variable, with an identified program and/orstrategies, and evaluating for short term outcomes.FUNDINGHCA has a current maximum budgeted amount of 225,000 for the implementation and startupphase. The operations and maintenance allotted budget is current set at 200,000 annually. Theimplementation, startup phase, and operations and maintenance budgets are inclusive of all relevanttaxes.Any contract awarded as a result of this procurement is contingent upon the availability of funding.FEDERAL FUNDING ACCOUNTABILITY AND TRANSPARENCY ACTIf the resulting contract is supported by federal funds, such contract may require compliance with theFederal Funding Accountability and Transparency Act (FFATA or the Transparency Act). Thepurpose of the Transparency Act is to make information available online so the public can see howfederal funds are spent.To comply with the act and be eligible to enter into this contract, the Apparent Successful Bidder’sorganization must have a Data Universal Numbering System (DUNS ) number. A DUNS numberprovides a method to verify data about your organization. If the organization does not already haveone, it may receive a DUNS number free of charge by contacting Dun and Bradstreet atwww.dnb.com.The Apparent Successful Bidder may be required to complete a Federal Funding Accountability andTransparency Act (FFATA) Data Collection Form which must be returned with the signed contract. Ifapplicable, the contract will not be executed until this form has been properly completed, executed,and received by the agency.PERIOD OF PERFORMANCEContract is estimated to be executed in November 2020 in order to begin implementation on January2021. The contract’s Go-Live date will be July 1, 2021 through June 30, 2026.Amendments extending the period of performance, if any, will be at the sole discretion of HCA.HCA RFP No. 2020HCA11Page 11 of 38
HCA reserves the right to extend the contract for five (5) additional 1-year option periods.CONTRACTING WITH CURRENT OR FORMER STATE EMPLOYEESSpecific restrictions apply to contracting with current or former state employees pursuant to chapter42.52 of the Revised Code of Washington. Bidders should familiarize themselves with therequirements prior to submitting a proposal that includes current or former state employees.ADAHCA complies with the Americans with Disabilities Act (ADA). Applicants may contact the RFPCoordinator to receive written information in another format (e.g., large print, audio, accessibleelectronic formats and other formats).HCA RFP No. 2020HCA11Page 12 of 38
2.GENERAL INFORMATION FOR BIDDERSRFP COORDINATORThe RFP Coordinator is the sole point of contact in HCA for this procurement. All communicationbetween the Bidder and HCA upon release of this RFP must be with the RFP Coordinator, as follows:NameE-Mail AddressDanielle MortensonHCAProcurements@hca.wa.govAny other communication will be considered unofficial and non-binding on HCA. Bidders are to relyon written statements issued by the RFP Coordinator. Communication directed to parties other thanthe RFP Coordinator may result in disqualification of the Bidder.PRE-PROPOSAL CONFERENCEA pre-proposal conference is scheduled to be held on October 5, 2020 at 10:00 a.m., Pacific Time viaa conference call or webinar. All prospective Bidders should attend; however, attendance is notmandatory. Bidders who submit a Letter of Intent by the date described in Section 2.3, EstimatedSchedule of Procurement Activities, will be provided call-in information by the RFP Coordinator.HCA will be bound only to HCA written answers to questions. Questions arising at the pre-proposalconference or in subsequent communication with the RFP Coordinator will be documented andanswered in written form. A copy of the questions and answers will be sent to each prospectiveBidder that has made the RFP Coordinator aware of its interest in this procurement, and will beposted on WEBS.LETTER OF INTENT TO PROPOSETo be eligible to submit a Proposal, a Bidder must submit a Letter of Intent to Propose. The Letter ofIntent to Propose must be emailed to the RFP Coordinator, listed in Section 2, and must be receivedby the RFP Coordinator no later than the date and time stated in the Procurement Schedule, SectionError! Reference source not found. The subject line of the email must include the following:2020HCA11 – Letter of Intent to Propose – [Your entity’s name].The Letter of Intent to Propose may be attached to the email as a separate document, in Word orPDF, or the information may be contained in the body of the email.Information in the Letter of Intent to Propose should be placed in the following order:Bidder’s Organization Name;Bidder’s authorized representative for this RFP (who must be named the authorizedrepresentative identified in the Bidder’s Proposal);Title of authorized representative;Address, telephone number, and email address;Statement of intent to propose; andA statement of how the Bidder meets ALL of the minimum and any of the desiredrequirements specified in Sections 1.55 and 1.6 of this RFP.HCA may use the Letters of Intent to Propose as a pre-screening to determine whether MinimumQualifications are met.HCA RFP No. 2020HCA11Page 13 of 38
SUBMISSION OF PROPOSALSThe proposal must be received by the RFP Coordinator no later than the Proposal Due deadline inSection Error! Reference source not found., Estimated Schedule of Procurement.Proposals must be submitted electronically as an attachment to an e-mail to the RFP Coordinator atthe e-mail address listed in Section 2.1. Attachments to e-mail should be in Microsoft Word format orPDF. Zipped files cannot be received by HCA and cannot be used for submission of proposals. Thecover submittal letter and the Certifications and Assurances form must have a scanned signature ofthe individual within the organization authorized to bind the Bidder to the offer. HCA does
HCA will review proposals for: (1) Cloud hosted, Software-as-a-Service (SaaS) solutions; Commercial-Off-The-Shelf (COTS) solutions; or (3) a custom-built solution. HCA currently contracts for a SUD-MH MIS system, which is set to expire on June 30, 2021. The current MIS system does not interact with other systems within HCA and there is no
