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STATE OF NEW MEXICO
The New Mexico Human Services Department
Income Support Division
REQUEST FOR PROPOSALS
RFP No. 10-630-00-17771
ISD2 SYSTEM REPLACEMENT
PROJECT
PRE- Release DRAFT Available Date: 12-10-2010
Issue Date: 12-28-2010
Amendment 1 Issue Date: 01-19-2011
Proposal Due Date: 03-08-2011
STATE OF NEW MEXICO REQUEST FOR PROPOSALS
Human Services Department RFP #: 10-630-00-17771
Income Support Division ISD2 SYSTEM REPLACEMENT PROJECT
Table of Contents
1. INTRODUCTION ............................................................................................................................... 1
1.A. PUROSE OF THIS REQUEST FOR PROPOSALS ........................................................ 1
1.B. VISION ............................................................................................................................. 1
1.C. SUMMARY SCOPE OF WORK ..................................................................................... 2
1.D. SCOPE OF PROCUREMENT.......................................................................................... 4
1.E. PROCUREMENT MANAGER ........................................................................................ 4
1.F. DEFINITION OF TERMINOLOGY ................................................................................ 5
1.G. BACKGROUND INFORMATION ................................................................................ 10
1.G.1 HSD Mission .................................................................................................................. 10
1.G.2 HSD Goals and Values ................................................................................................... 10
1.G.3 Organization of the Procuring Agency ........................................................................... 11
1.G.4 Current ISD2 System ...................................................................................................... 12
1.H. PROCUREMENT LIBRARY......................................................................................... 12
2. CONDITIONS GOVERNING THE PROCUREMENT ............................................................................ 14
2.A. SEQUENCE OF EVENTS.............................................................................................. 14
2.B. EXPLANATION OF EVENTS ...................................................................................... 15
2.B.1 Issue of RFP .................................................................................................................... 15
2.B.2 Pre-Proposal Conference ................................................................................................ 15
2.B.3 Distribution List Response.............................................................................................. 16
2.B.4 Deadline to Submit Additional Questions ...................................................................... 16
2.B.5 Response to Written Questions/RFP Amendments ........................................................ 16
2.B.6 Submission of Proposals ................................................................................................. 17
2.B.7 Presentation/Demonstration Agenda .............................................................................. 17
2.B.8 Proposal Evaluation ........................................................................................................ 18
2.B.9 Selection of Finalists....................................................................................................... 18
2.B.10 Best and Final Offers from Finalists ............................................................................... 18
2.B.11 Proposal Presentation/Demonstration by Finalists ......................................................... 19
2.B.12 Finalize Contract ............................................................................................................. 19
2.B.13 Contract Award ............................................................................................................... 19
2.B.14 Protest Deadline .............................................................................................................. 19
2.B.15 Contract Initiation ........................................................................................................... 20
2.C. GENERAL REQUIREMENTS ...................................................................................... 20
2.C.1 Acceptance of Conditions Governing the Procurement .................................................. 20
2.C.2 Incurring Cost ................................................................................................................. 20
2.C.3 Contractor Responsibility ............................................................................................... 20
2.C.4 Subcontractors ................................................................................................................ 21
2.C.5 Amended Proposals ........................................................................................................ 21
2.C.6 Offeror’s Rights to Withdraw Proposal .......................................................................... 21
2.C.7 Proposal Offer Firm ........................................................................................................ 21
2.C.8 Disclosure of Proposal Contents ..................................................................................... 21
2.C.9 No Obligation ................................................................................................................. 22
2.C.10 Termination..................................................................................................................... 22
2.C.11 Sufficient Appropriation ................................................................................................. 22
2.C.12 Legal Review .................................................................................................................. 22
2.C.13 Governing Law ............................................................................................................... 22
2.C.14 Basis for Proposal ........................................................................................................... 22
2.C.15 Contract Terms and Conditions ...................................................................................... 22
Amendment 1 Page i
STATE OF NEW MEXICO REQUEST FOR PROPOSALS
Human Services Department RFP #: 10-630-00-17771
Income Support Division ISD2 SYSTEM REPLACEMENT PROJECT
2.C.16 Offeror’s Terms and Conditions ..................................................................................... 23
2.C.17 Contract Deviations ........................................................................................................ 23
2.C.18 Offeror Qualifications ..................................................................................................... 23
2.C.19 Right to Waive Minor Irregularities ............................................................................... 23
2.C.20 Change in Contractor Representatives ............................................................................ 24
2.C.21 Notice.............................................................................................................................. 24
2.C.22 Procuring Agency Rights ................................................................................................ 24
2.C.23 Right to Publish .............................................................................................................. 24
2.C.24 Ownership of Proposals .................................................................................................. 24
2.C.25 Confidentiality ................................................................................................................ 24
2.C.26 Electronic Mail Address Required .................................................................................. 25
2.C.27 Use of Electronic Versions of this RFP .......................................................................... 25
2.C.28 License Transfer ............................................................................................................. 25
2.C.29 New Mexico Employees Health Coverage ..................................................................... 25
2.C.30 Campaign Contribution Disclosure Form ....................................................................... 25
2.C.31 Suspension of Debarment Form ..................................................................................... 25
2.C.32 Letter of Transmittal ....................................................................................................... 26
2.C.33 Pay Equity....................................................................................................................... 26
3. RESPONSE FORMAT AND ORGANIZATION ...................................................................................... 27
3.A. NUMBER OF RESPONSES .......................................................................................... 27
3.B. NUMBER OF COPIES ................................................................................................... 27
3.C. PROPOSAL FORMAT ................................................................................................... 27
3.C.1 Binder #1 – Functional Response ................................................................................... 28
3.C.2 Binder #2 – Technical Response .................................................................................... 28
3.C.3 Binder #3 – Project Management Response ................................................................... 28
3.C.4 Binder #4 – Offeror Experience...................................................................................... 28
3.C.5 Binder #5 – Additional Specifications/Contract Terms and Conditions......................... 29
3.C.6 Binder #6 (A through N) – Supporting Materials ........................................................... 29
3.C.7 Binder #7 – Cost Proposal .............................................................................................. 29
4. SPECIFICATIONS ............................................................................................................................. 30
4.A. INFORMATION TO AID IN THE DEVELOPMENT OF THE PROPOSAL .............. 30
4.A.1 Procuring Agency Technical Environment, Facilities and Tools ................................... 30
4.A.2 Existing ISD systems ...................................................................................................... 30
4.A.3 Data Center ..................................................................................................................... 36
4.A.4 Print Centers: .................................................................................................................. 36
4.A.5 Current Business Metrics ................................................................................................ 36
4.A.6 ISD Field Offices ............................................................................................................ 37
4.A.7 ISD Staffing .................................................................................................................... 39
4.B. PROJECT GOVERNANCE ........................................................................................... 40
4.B.1 Procuring Agency/PMO Staff, Roles, and Responsibilities ........................................... 40
4.B.2 Contractor Staff, Roles, and Responsibilities ................................................................. 48
4.B.3 Work Location ................................................................................................................ 48
4.C. PROPOSED SOLUTION ............................................................................................... 50
4.C.1 Proposed Functional Solution ......................................................................................... 50
4.C.2 Functional Requirements Matrix .................................................................................... 51
4.C.3 Proposed Approach to Include Mandated Changes for PPACA..................................... 52
4.C.4 Optional Functionality .................................................................................................... 53
Amendment 1 Page ii
STATE OF NEW MEXICO REQUEST FOR PROPOSALS
Human Services Department RFP #: 10-630-00-17771
Income Support Division ISD2 SYSTEM REPLACEMENT PROJECT
4.C.5 Proposed Technical Architecture/Equipment Configuration .......................................... 53
4.C.6 Technical Requirements Matrix...................................................................................... 58
4.D. PROJECT MANAGEMENT .......................................................................................... 61
4.D.1 Preliminary Project Plan and Deliverables ..................................................................... 61
4.D.2 Project Organization Chart and Description ................................................................. 118
4.D.3 Planning Assumptions and Dependencies .................................................................... 119
4.D.4 Project Status Reporting ............................................................................................... 119
4.D.5 System Development Life Cycle (SDLC) and Methodology ....................................... 120
4.D.6 System Development Tools .......................................................................................... 120
4.D.7 Quality Assurance Methodology and Tools ................................................................. 120
4.D.8 Risk Management ......................................................................................................... 120
4.D.9 Issue Management ........................................................................................................ 120
4.D.10 Change Management .................................................................................................... 121
4.D.11 Miscellaneous Project Support ..................................................................................... 121
4.E.OFFEROR EXPERIENCE .......................................................................................................... 124
4.E.1 Corporate Experience ................................................................................................... 124
4.E.2 Subcontractor Experience ............................................................................................. 124
4.E.3 Identification of Key Personnel .................................................................................... 125
4.E.4 Resumes and References .............................................................................................. 127
4.F. VALUE-ADDED PRODUCTS OR SERVICES (Optional) ....................................................... 128
4.G. COST SPECIFICATIONS ............................................................................................ 129
4.G.1 Technical Environments, Development, Implementation and Deployment ................. 129
4.G.2 System Maintenance, Product and Operations Support ................................................ 129
4.G.3 Value Added Services................................................................................................... 130
4.H. ADDITIONAL SPECIFICATIONS - CORPORATE .................................................. 130
4.H.1 Financial Stability ......................................................................................................... 130
4.H.2 Performance Bond ........................................................................................................ 131
4.H.3 Retainage ...................................................................................................................... 131
4.H.4 New Mexico Employees Health Coverage Form ......................................................... 131
4.H.5 Campaign Contribution Form ....................................................................................... 131
4.H.6 Pay Equity..................................................................................................................... 132
4.H.7 Suspension and Debarment Requirement ..................................................................... 132
4.H.8 Offer Certification ........................................................................................................ 132
4.I. ADDITIONAL SPECIFICATIONS - SOFTWARE ................................................................... 132
4.I.1 Proposed System in Production .................................................................................... 132
4.I.2 License Agreement (Licensed Software Only) ............................................................. 133
4.I.3 Software Licenses Maintenance and Support ............................................................... 133
4.I.4 Software in Escrow (Licensed Software Only) ............................................................ 133
4.J. ADDITIONAL SPECIFICATIONS - MISCELLANEOUS ....................................................... 133
4.J.1 Mandated Changes........................................................................................................ 133
4.J.2 Presentation and Demonstration ................................................................................... 133
4.J.3 Project Office ................................................................................................................ 134
4.J.4 Warranty ....................................................................................................................... 134
4.J.5 CMS Guidance for Exchange and Medicaid IT Systems ............................................. 134
4.J.6 Federal Funding for Medicaid Eligibility Determination and Enrollment
Activities, CMS-2346-P ........................................................................................................ 135
Amendment 1 Page iii
STATE OF NEW MEXICO REQUEST FOR PROPOSALS
Human Services Department RFP #: 10-630-00-17771
Income Support Division ISD2 SYSTEM REPLACEMENT PROJECT
5. EVALUATION ........................................................................................................................... 138
5.A. EVALUATION POINT TABLE/SUMMARY............................................................. 138
5.B. EVALUATION FACTORS .......................................................................................... 138
5.B.1 Functional Solution/Technical Solution (300 points) ................................................... 138
5.B.2 Project Management Approach (200 points) ................................................................ 138
5.B.3 Experience (150 points) ................................................................................................ 139
5.B.4 Demonstration and Interviews (100 points) .................................................................. 139
5.B.5 Cost Proposal (250 points) ............................................................................................ 139
5.B.6 New Mexico Employees Health Coverage (Mandatory) .............................................. 139
5.B.7 Campaign Contribution Disclosure Form (Mandatory) ................................................ 139
5.B.8 Compliance with Executive Order 2009-049—Pay Equity (Mandatory) ..................... 139
5.B.9 Financial Stability (Mandatory) .................................................................................... 140
5.B.10 Statement of Litigation (Mandatory) ............................................................................ 140
5.B.11 Felony Disclosure (Mandatory) .................................................................................... 140
5.B.12 Offeror Certification (Mandatory) ................................................................................ 140
5.B.13 Federal Funding for Medicaid Eligibility Determination and Enrollment
Activities, CMS-2346-P (Mandatory) ................................................................................... 140
5.C. EVALUATION PROCESS........................................................................................... 140
6. APPENDICES ........................................................................................................................... 141
6.A. APPENDIX A – ACKNOWLEDGMENT OF RECEIPT FORM ................................ 142
6.B. APPENDIX B – LETTER OF TRANSMITTAL FORM ............................................. 143
6.C. APPENDIX C – FUNCTIONAL REQUIREMENTS MATRIX ................................. 145
6.D. APPENDIX D – TECHNICAL REQUIREMENTS MATRIX .................................... 192
6.E. APPENDIX E – PROPOSAL COST RESPONSE FORMS......................................... 214
6.E.1 Appendix E.1 – ISD2R Implementation ....................................................................... 214
6.E.2 Appendix E.2 – Optional 1 Year Maintenance and Support......................................... 219
6.E.3 Appendix E.3 – Value Added Services ........................................................................ 220
6.F. APPENDIX F – CONTRACT TERMS AND CONDITIONS ..................................... 221
6.G. APPENDIX G – MANDATORY REQUIREMENT CHECKLIST ............................. 249
6.H. APPENDIX H – CORPORATE/SUBCONTRACTOR REFERENCE FORM ........... 256
6.I. APPENDIX I – KEY STAFF REFERENCE FORM ................................................... 258
6.J. APPENDIX J – CAMPAIGN CONTRIBUTION DISCLOSURE FORM .................. 259
6.K. APPENDIX K – NEW MEXICO EMPLOYEES HEALTH COVERAGE FORM ..... 261
6.L. APPENDIX L – SUSPENSION AND DEBARMENT REQUIREMENT .................. 262
6.M. APPENDIX M – ACROYNMS .................................................................................... 264
6.N. APPENDIX N – Question and Answer Form ............................................................... 269
6.O. APPENDIX O – Sample Infrastructure Diagram.......................................................... 270
6.P. APPENDIX P – Hardware/Software Inventory ............................................................ 271
6.Q. APPENDIX Q – CMS Guidance for Exchange and Medicaid IT Systems .................. 273
Amendment 1 Page iv
STATE OF NEW MEXICO REQUEST FOR PROPOSALS
Human Services Department RFP #: 10-630-00-17771
Income Support Division ISD2 SYSTEM REPLACEMENT PROJECT
1. INTRODUCTION
1.A. PUROSE OF THIS REQUEST FOR PROPOSALS
The Procuring Agency (State of New Mexico - Human Services Department (HSD)) is issuing
this RFP to obtain competitive proposals from qualified organizations to design, develop, and
implement a replacement Eligibility System for the Income Support Division (ISD). The current
system includes eligibility determination for Temporary Assistance for Needy Families (TANF),
Supplemental Nutrition Assistance Program (SNAP), Low-Income Home Energy Assistance
Program (LIHEAP), State-funded cash assistance programs, Refugee Cash Assistance (RCA) and
over 30 categories of Medicaid. The current system also includes sub-systems such as Claims
and the Client Tracking System (CTS).
The Procuring Agency is looking for proposals for which a substantial portion of source code
already exists at the time of the proposal submission. It is expected that a Proposed Solution will
be based on transfer code from another state, a Commercial Off-The-Shelf (COTS) product, or a
hybrid of a transfer system and COTS product that would require some development and/or
customization. The Procuring Agency will not consider procuring professional services to design
and develop a new ISD2 replacement system “from scratch”.
The Procuring Agency will only consider solutions that completely fulfill the Mandatory
requirements of this RFP. The Procuring Agency will not accept proposals for partial solutions.
Offerors may submit multiple proposals; however each proposal shall fully comply with all
mandatory requirements.
The deadline for Patient Protection and Affordable Care Act (PPACA), mandated by Federal
government, is January 1, 2014. The PPACA requires implementation of new Medicaid rules,
an interface with the Health Insurance Exchanges (HIX), and a mechanism to provide eligibility
determination based on applications submitted through a web portal.
The Offeror should propose the implementation of a Complete System, to be implemented by
January 1, 2014. This is the preferred option.
If the Offeror is unable to propose a Complete System to be implemented by January 1, 2014,
then the Offeror shall provide an Alternative Solution which includes the Medicaid eligibility
portion deployed and in production by January 1, 2014, and other portions of the Complete
System, deployed no later than January 1, 2015.
1.B. VISION
The ISD2 (Integrated Service Delivery 2) System Replacement Project will feature the following
high-level functionality:
A state-of-the-art system that provides the functionality of all Mandatory requirements set
forth in this RFP, including those associated with PPACA and the HIX. The new system will
replace the existing eligibility system (ISD2).
A web-based system that is easily modifiable, flexible, and scalable to accommodate
changing requirements and programs. The new system will replace the legacy technologies of
COBOL, VSAM, IDMS, and CICS.
Amendment 1 Page 1
STATE OF NEW MEXICO REQUEST FOR PROPOSALS
Human Services Department RFP #: 10-630-00-17771
Income Support Division ISD2 SYSTEM REPLACEMENT PROJECT
All data and applications integrated within a single solution. The replacement system shall
integrate all data and applications associated with sub-systems. All applications will run off
of a single data source. The new system will incorporate New Mexico Works (New
Mexico’s name for Temporary Assistance for Needy Families (TANF)), Supplemental
Nutrition Assistance Program (SNAP), Low-Income Home Energy Assistance Program
(LIHEAP), State-funded cash assistance, Refugee Cash Assistance (RCA), over 30 categories
of Medicaid, Claims and Workflow.
Streamlined data entry, eligibility determination, and tracking of household and client
information will improve Workflow and processing efficiencies.
Once entered, data will be used across multiple functions of the system. The replacement
system can support both process and case centric business models.
Master Client Index (MCI) to avoid duplicate case and client data, and to facilitate data
retrieval.
A public facing web-portal that fully integrates with the proposed replacement system and
that will provide the capabilities to include but not limited to: eligibility screening,
application for benefits, redetermination submission, reporting of case changes, and viewing
case status and history.
A comprehensive suite of built-in-reports and a user-friendly ad hoc reporting system.
Sufficient flexibility to comply with changing State and Federal requirements over the
program lifetime.
A configurable rules-based engine or comparable technology and validation mechanism to
ensure the most accurate data are represented, allowing for quick and accurate determination
of eligibility.
Flexibility to allow the management of business rules by non-technical staff, and not
requiring a level of expertise that would hinder the ability to implement, alter, and maintain
current and new programs.
Built in interfacing capability with the ability to interact with the proposed Enterprise Service
Bus (ESB).
Built within the framework of Service Oriented Architecture (SOA) to easily facilitate system
interfaces.
Ability to integrate with other initiatives (e.g. Child Support Enforcement System (CSES),
Electronic Document Management, and others).
Scalable and adaptable to allow programs to grow, including the necessary changes to
support the full implementation of the PPACA as required by federal law.
A multi-tiered security mechanism that utilizes user and role based security and application
access capabilities.
Built within the Medicaid Information Technology Architecture (MITA) to facilitate ease of
participation in the exchange and interaction of data.
1.C. SUMMARY SCOPE OF WORK
The State of New Mexico Human Services Department (HSD) is undertaking replacement of the
Income Support Division’s (ISD) current Integrated Service Delivery 2 System, known as
“ISD2.” ISD2 is an automated eligibility determination, benefit delivery, and case management
system that supports the administration of HSD’s assistance programs. The system processes
eligibility determination, benefit calculations and delivery, and establishment of claims, as well as
interfaces with other HSD systems including the Child Support Enforcement System (CSES) and
the Medicaid Management Information System (MMIS). The system also interfaces with
Amendment 1 Page 2
STATE OF NEW MEXICO REQUEST FOR PROPOSALS
Human Services Department RFP #: 10-630-00-17771
Income Support Division ISD2 SYSTEM REPLACEMENT PROJECT
external entities including other New Mexico State Agencies, Federal Agencies, and Contracting
support agencies.
The scope of work includes replacement of the current functionality within the ISD2 system and
incorporation of the functionality of other applications, including but not limited to Workflow and
Tracking functionality, LIHEAP, Claims; and New Mexico Works (NMW) case management
systems. The project scope also includes replacing or incorporating the existing customer web-
portal known as Your Eligibility System New Mexico (YES-NM). The system shall meet the
implementation requirements of PPACA by January 1, 2014.
This procurement will result in a single source award to a Contractor who shall be wholly
responsible for performance of the Contract whether or not Subcontractors are used.
The use of in-state Subcontractors is strongly encouraged where appropriate.
The ISD2 replacement system will operate in a modern web environment with a backend SQL-
compliant database, and configurable functionality for specifying business logic. The Offeror
will be responsible for full life-cycle activities as proposed, including but not limited to: data
conversion, requirements gathering and verification, analysis, design, application development
and modification, system testing, user acceptance testing support, hardware and software
configuration, installation and deployment, training and knowledge transfer related to the ISD2
replacement system, and performing of all assigned duties associated with system replacement.
Project activities are expected to be performed in a Contractor supplied Project Office in Santa
Fe, NM. The Contractor will be working in conjunction with the Project Management Office
(PMO); the Procuring Agency Information Technology Division (ITD), Income Support Division
(ISD), and Medical Assistance Division (MAD) staff; and a contingent of Procuring Agency
business subject matter experts, as well as employees of other contracted vendors. The project
implementation is expected to require from two and one-half to three and one-half years to
complete.
The replacement system shall satisfy HIX interface requirements. The system shall pass the
federal mandated review (in User Acceptance Testing) by January 1, 2013, and be fully
operational by January 1, 2014.
The scope of work shall also include the delivery and installation of hardware and software plus
the professional services deemed necessary to complete the successful implementation of the
replacement for the ISD2 System. The ISD2 System Replacement Project tasks include, but are
not limited to: data conversion, requirements refinement, component construction, system
customization and development, environment builds, architectural design, configuration,
integration, hardware and software deployment, procedure development, implementation,
training, knowledge transfer, and maintenance and operations support. The Contractor shall
customize and implement the ISD2 replacement system. The customization shall be based on the
Procuring Agency System Requirements Specifications and the documents referenced in the
Procurement Library. The Contractor will take into consideration business aspects, technical
aspects, and the platform and database requirements as specified by the Procuring Agency. The
ISD2 replacement system shall include HIX interface requirements. The scope of work may
include Electronic Document Management and Workflow.
The Offeror’s proposal shall include one year of Maintenance and Operations support, system
warranty, bug fixes, and implementation of enhancements.
Amendment 1 Page 3
STATE OF NEW MEXICO REQUEST FOR PROPOSALS
Human Services Department RFP #: 10-630-00-17771
Income Support Division ISD2 SYSTEM REPLACEMENT PROJECT
1.D. SCOPE OF PROCUREMENT
The scope of the procurement encompasses the acquisition and implementation of a replacement
for the current ISD2 system. The scope includes integration with, or replacement of YES-NM.
The scope includes the acquisition of proposed hardware, software and development tools that
may be required to implement, operate and maintain the customized Proposed System, plus the
professional services deemed necessary to complete the implementation of the Proposed Solution.
The software may be licensed or ownership may be acquired with ongoing maintenance services
and upgrades. The professional services may include analysis and planning, design,
programming, training, data conversion, operational support and other professional services
directly related to the installation, customization, implementation and operation of the Proposed
System.
An integrated Electronic Document Management hardware and software solution may be
acquired in conjunction with the Proposed System, including the required professional services
deemed necessary to implement the Proposed Solution, plus training and maintenance services.
The scope of procurement may also include the Offeror’s proposed value added Products or
Services.
The Procuring Agency reserves the right to purchase hardware, software, development tools and
related professional services from the Offeror.
The Finalist Offerors shall demonstrate their Proposed System to the Evaluation Committee.
This procurement will result in a single source award.
The Contract shall begin on July 1, 2011 or as soon as possible thereafter for a term of three
years. The Contract may be extended or renewed based upon mutual agreement of the parties for
an additional one-year term or a portion thereof. In no case will the Contract including all
renewals thereof, exceed a total of four (4) years in duration.
1.E. PROCUREMENT MANAGER
The Procuring Agency has designated a Procurement Manager who is responsible for the conduct
of this procurement.
Offeror PROPOSALS and BEST AND FINAL OFFERS shall be addressed and delivered as
follows:
Eluid Martinez
Procurement Manager
ISD2 System Replacement Project RFP
Purchasing Division, General Services Department
Joseph M. Montoya State Office Building, Room 2016
1100 St. Francis Drive
Santa Fe, NM 87505
Telephone: (505) 476-3979
Fax Number: (505) 476-3950
Email: Eluid.Martinez@state.nm.us
Amendment 1 Page 4
STATE OF NEW MEXICO REQUEST FOR PROPOSALS
Human Services Department RFP #: 10-630-00-17771
Income Support Division ISD2 SYSTEM REPLACEMENT PROJECT
All OTHER CORRESPONDENCE via US Mail, facsimile, or express carrier shall be
addressed as follows:
Eluid Martinez, Procurement Manager
Human Services Department
Information Technology Division
729 St Michaels Dr. Room 80
Plaza San Miguel
Santa Fe, NM 87505
Telephone: (505) 476-3979
Fax Number: (505) 476-3950
Email: Eluid.Martinez@state.nm.us
Any inquiries or requests regarding this procurement should be submitted to the Procurement
Manager in writing. Offerors may contact ONLY the Procurement Manager regarding the
procurement. Other state employees or members of the state PMO do not have the authority to
respond on behalf of the Procuring Agency.
1.F. DEFINITION OF TERMINOLOGY
This section contains definitions that are used throughout this procurement document, including
appropriate abbreviations. These definitions do not apply to the New Mexico Employees Health
Coverage Form. Those definitions are found in the paragraph following this section.
“Agency” or “Procuring Agency” means the New Mexico Human Services Department
(NMHSD) or (HSD) whose headquarters office are located at 2009 S. Pacheco, Pollon
Plaza, Santa Fe, NM 87505.
“Alternative Solution” means that the Medicaid portion of the replacement system is
installed and implemented first with the remaining portions being implemented after
January 1, 2014.
“Best and Final Offer” means an amendment to the Finalist’s proposal in accordance
with paragraph 1.4.1.41, Best and Final Offerors, 1.4.1 NMAC. A best and final offer
may amend any aspect of a Finalist’s proposal.
“CICS” means the Customer Information Control System
“Close of Business” means 5:00 PM Mountain Standard or Mountain Daylight Time,
whichever is in effect on the date provided in the RFP.
“COE” is an acronym for Category of Eligibility.
“Contract” means any agreement for the procurement of items of tangible personal
property, services or construction derived from an RFP.
“Contract Manager” means the individual appointed by the Procuring Agency to
perform the Contract administration duties and responsibilities described in the Contract
resulting from this RFP.
“Contractor” means a successful Offeror who enters into a binding Contract.
“Commercial Off-The-Shelf” or “COTS” means a collection of computer source and/or
object code that, with modifications defined by the Procuring Agency, shall meet the
system requirements and specifications set forth in the RFP. The Procuring Agency shall
Amendment 1 Page 5
STATE OF NEW MEXICO REQUEST FOR PROPOSALS
Human Services Department RFP #: 10-630-00-17771
Income Support Division ISD2 SYSTEM REPLACEMENT PROJECT
have the right to use the modified software in accordance with the licensing provisions
contained in the executed Contract.
“Complete System” means that all Mandatory functional, technical, and system
requirements have been met.
“Deliverable” means any measurable, tangible, verifiable outcome, result, or item that
shall be produced to complete a project or part of a project and to receive payment. A
Deliverable may be composed of one or more interrelated project Work Products.
“Demonstration Prototype” means the unmodified Proposed System with example data
and dummy interfaces and/or files that are required to properly demonstrate the
functionality of the Proposed System.
“Department of Information Technology” or “DoIT” means the New Mexico
Department of Information Technology which has Project oversight authority and is
responsible for operating all communications related items and the State’s Data Center
located at 715 Alta Vista in Santa Fe.
“Determination” means the written documentation related to the decision of a
Procurement Manager including findings of fact supporting a decision. A Determination
becomes part of the procurement file to which it pertains.
“DFA” means the Department of Finance and Administration for the State of New
Mexico.
“Electronic Document Management” means an integrated capability to capture, store,
and manage document content for both inbound and outbound documents that may be
accessed at a future date by Procuring Agency personnel on-line.
“Evaluation Committee” means a body appointed by the Procuring Agency
management to perform the evaluation of Offeror proposals.
“Evaluation Committee Report” means a report prepared by the Procurement Manager
and the Evaluation Committee for submission to the State Agency Purchasing Agent for
Contract award that contains all written Determinations resulting from the conduct of a
procurement requiring the evaluation of competitive sealed proposals.
"Executive Level Representative" means the Cabinet Secretary or Deputy Secretary(ies)
empowered with the authority to represent and make decisions on behalf of the Procuring
Agency executives.
“Executive Steering Committee” means the Executive Sponsor, the Business Owner,
the Technical Owner, and other key State staff.
“Finalist” is defined as an Offeror who meets all the Mandatory specifications of the
Request for Proposal and whose score on evaluation factors is sufficiently high to qualify
that Offeror’s proposal for further consideration by the Evaluation Committee.
“Framework” means a collection of computer source code, with modifications defined
by the Procuring Agency, which meets the system requirements and specifications set
forth in the RFP.
“Joint Application Design” or “JAD” means sessions conducted with business subject
matter experts to validate and demonstrate system functionality. These sessions include
all screens, reports, forms, inputs and outputs, policy, business rules and process rules
Amendment 1 Page 6
STATE OF NEW MEXICO REQUEST FOR PROPOSALS
Human Services Department RFP #: 10-630-00-17771
Income Support Division ISD2 SYSTEM REPLACEMENT PROJECT
related to each requirement. These sessions are conducted based on a mutually agreed
upon schedule.
“Joint Requirements Management” or “JRM” means a joint session with business
subject matter experts and a facilitator to iteratively elaborate the functional requirements
for a specific functional area or use case.
“Key Personnel” means the staff provided by a Contractor or a Subcontractor. Key
Personnel will include at a minimum the project manager(s), application development
manager, implementation manager, lead trainer(s), system architect, database
administrator, and the Offeror’s company executive with the responsibility for the overall
performance of the Contract. Key Personnel staff will appear on-site or be located in the
Project Office.
“LAN” means the Local Area Network.
“Licensor” means the Contractor or Subcontractor who can grant a software usage
license to the Procuring Agency.
“Mandatory” – The terms “shall,” “will,” and “is required,” identify a Mandatory item
or factor (as opposed to “Desirable”). Failure to meet a Mandatory item or factor will
result in the rejection of the Offeror’s proposal.
“Milestone” means a significant event in a project, usually the completion of a major
Deliverable.
“Mountain Time” means Mountain Standard Time or Mountain Daylight Saving Time,
whichever is in effect on the date specified.
“Offeror” means any person, corporation, or partnership that chooses to submit a
proposal as a Contractor.
“Optional” – The terms “may,” “can,” “should,” “preferably,” or “prefers” identify a
discretionary item or factor (as opposed to “Mandatory”).
“Prime Contractor” means a Contractor who has full responsibility for the coordinating
and controlling of all aspects of the project, including support to be provided by any
Subcontractor(s). The Prime Contractor will be the sole point of contact with the
Procuring Agency relative to Contract performance, shall be the signatory to the final
Contract, and is responsible for the overall performance of Deliverables under the
Contract.
“Procurement Library” means a repository of documents and/or links to documents that
contain information the Procuring Agency believes may be helpful for the Offeror for the
preparation of a Responsive Proposal.
“Procurement Manager” mean the person authorized by the Procuring Agency to
manage or administer a procurement requiring the evaluation of competitive sealed
proposals.
“Product” means the software source or object code, system technical documentation,
user documentation, training materials or other items of tangible personal property
developed by or delivered from the Contractor to the Procuring Agency under the terms
and conditions of the Contract.
“Project” means the ISD2 System Replacement Project.
Amendment 1 Page 7
STATE OF NEW MEXICO REQUEST FOR PROPOSALS
Human Services Department RFP #: 10-630-00-17771
Income Support Division ISD2 SYSTEM REPLACEMENT PROJECT
“Project Manager” means a qualified person appointed by Procuring Agency who is
responsible for all aspects of the Project.
“Project Management Office” or “PMO” means a Contractor acquired via a
competitive solicitation that provides professional services for a full-time, on-site
Information Technology (IT) PMO along with State support staff. The PMO shall
oversee the replacement of the current ISD2 System. The services requested include but
are not limited to: assisting in the development of RFPs, Federal reports, State reports,
and all communications necessary for this project. The PMO shall be responsible for
facilitating the implementation of the ISD2 System Replacement Project, including
developing the overall strategy and Project Management Plan to meet the goals and
objectives outlined in the charter, gaining stakeholder agreement to the plan, monitoring
the budget, and monitoring the execution of the ISD2 System Replacement Project.
“Project Office” shall mean a Contractor supplied facility located in Santa Fe, NM that
is fully equipped with computer equipment, telephone, network access, facsimile, copy
machine, meeting rooms large enough for joint team meetings and training sessions, as
well as suitable office space for the in-state portion of the Contractor’s project team, plus
up to 25 (estimated) members of the Procuring Agency’s personnel.
“Proposed System” means the Contractor’s starting point, an assembly of an operational
group of computer programs that will perform, without modification, a significant portion
of the functional requirements contained in this RFP. The Proposed System may be a
Framework system, a COTS system, or a “no charge” government-to-government
transfer system from another state, or a hybrid of a transfers system and COTS products
that would require some development and/or customization. The Proposed System shall
include sufficient system interfaces and conversion tools for the Contractor to design,
develop, test, train, implement, interface, tune, and operate a Proposed Solution.
“Proposed Solution” means the Proposed System with modifications or application
system development that meets the Procuring Agency’s requirements as set forth in this
RFP. The Proposed Solution shall include Workflow functionality.
“Request for Proposals” or “RFP” means all documents, including those attached or
incorporated by reference, used for soliciting proposals.
“Requirements” means the system functions that are related to the organization’s goals
and business opportunities. Requirements are defined by the project team and are usually
prioritized.
“Responsive Offer” or “Responsive Proposal” means an Offer or proposal that
conforms in all material respects to the requirements set forth in the request for proposals.
Material respects of a request for proposals include, but are not limited to, price, quality,
quantity or delivery requirements.
“Responsible Offeror” means an Offeror who submits a responsive proposal and who
has furnished, when required, information and data to prove that its financial resources,
production or service facilities, personnel, service reputation, and experience are
adequate to make satisfactory delivery of the services or items of tangible personal
property described in the Offeror’s proposal.
“Sequence of Events” is a table containing a list of the events and scheduled date(s) for
the events that govern the conduct of this procurement.
Amendment 1 Page 8
STATE OF NEW MEXICO REQUEST FOR PROPOSALS
Human Services Department RFP #: 10-630-00-17771
Income Support Division ISD2 SYSTEM REPLACEMENT PROJECT
“Systems Development Life Cycle” or “SDLC” means the process of creating or
altering information systems, and the models and methodologies that people use to
develop these systems.
“SHARE” means the State of New Mexico’s PeopleSoft enterprise resource planning
(ERP) system. SHARE combines the state’s accounting, human resource, payroll, and
purchasing functions into an integrated statewide system.
“Solicited and Awarded” means an Invitation to Bid (ITB) or RFP was made available
to the general public through any means, after January 1, 2008 AND the Contract(s)
sought as a result of that solicitation was/were awarded after January 1, 2008.
“Solicitations” means an RFP.
“State” or “the State” means the State of New Mexico.
“State Purchasing Agent” or “SPA” means the purchasing agent for the State of New
Mexico or a designated representative.
“Subcontractor” means a person who performs work under an agreement with the Prime
Contractor, rather than the Employer who hired the general Contractor.
“Workflow” means a defined process that uses automated task generation to route
information to the appropriate personnel so that each step within the process is addressed,
routed and tracked correctly.
“Work Product” means the documented results of the Scope of Work activities
developed and reviewed per the requirements stated within the RFP. One or more Work
Products collectively form a Deliverable.
“Your Eligibility System New Mexico” or “YES-NM” is a web-based system that
provides on-line access to application for public assistance/eligibility screening for the
programs administered by the Procuring Agency. This web-based system may be
accessed at the following URL: https://www.yes.state.nm.us/selfservice/
The following definitions are used in and apply only to the New Mexico Employees Health
Coverage Form:
“Contractor” means an Employer Contracting with the State Agency of New Mexico,
which Employer has, had, or anticipates having six (6) or more employees who worked,
are working, or are expected to work an average of at least twenty hours per week over a
six-month period, with said six month period being at any time during the year prior to
seeking the Contract(s) with the state, or any time during the term of the Contract(s) with
the state.
“Employer” means any for-profit or not-for-profit business, regardless of location, that
employs one or more persons that qualify as a “New Mexico Employee”. (See below.)
Such definition does not include governmental entities.
“Offer” means to make available to all New Mexico Employees, without unreasonable
restriction, enrollment in one or more health coverage plans and to actively seek and
encourage participation in order to achieve the goals of the Executive Order. This could
include state publicly financed public health coverage programs such as Insure New
Mexico!
Amendment 1 Page 9
STATE OF NEW MEXICO REQUEST FOR PROPOSALS
Human Services Department RFP #: 10-630-00-17771
Income Support Division ISD2 SYSTEM REPLACEMENT PROJECT
“New Mexico Employee” means any resident of the State of New Mexico, performing
the majority of their work within the State of New Mexico, for any Employer regardless
of the location of the Employer’s office or offices.
Offerors are advised that the terms “Offeror” and “Contractor” are sometimes used
interchangeably.
Additional definitions and acronyms are listed in Appendix M, “Acronyms”.
1.G. BACKGROUND INFORMATION
This section provides background on the Human Services Department, the Income Support
Division, and the operating environment of the Procuring Agency which may be helpful to the
Offeror in preparing the proposal. The information is provided as an overview and is not
intended to be a complete and exhaustive description.
The following information regarding HSD’s mission and goals is a reiteration of published data at
http://www.hsd.state.nm.us/.
1.G.1 HSD Mission
To reduce the impact of poverty on people living in New Mexico.
To assure low-income and individuals with disabilities in New Mexico equal
participation in the life of their communities.
1.G.2 HSD Goals and Values
The HSD goals reflect the Secretary’s commitment to providing the best service possible
to our clients through three core values: Access, Quality, and Accountability.
ACCESS: The Procuring Agency strives for access to support and services for New
Mexicans to move toward self-sufficiency in life.
QUALITY: The Procuring Agency commits to quality by providing services in a
respectful manner and services that produce results.
ACCOUNTABILITY: The Procuring Agency engages in accountability to all of our
customers (clients, employees, the public, and taxpayers) through monitoring, careful
explanations, and correct decisions.
The values of Access, Quality, and Accountability are provided by the Goals of HSD:
Goal 1: Insure New Mexico
Provide small Employers more options for affordable health insurance
Provide New Mexicans more opportunities for health insurance
Goal 2: Improve Health for New Mexicans
Increase immunizations for children and adolescents
Improve health, developmental and educational outcomes of newborns
Link low-income children, seniors, veterans, and disabled individuals to
needed health care services
Amendment 1 Page 10
STATE OF NEW MEXICO REQUEST FOR PROPOSALS
Human Services Department RFP #: 10-630-00-17771
Income Support Division ISD2 SYSTEM REPLACEMENT PROJECT
Goal 3: Combat Hunger and Improve Nutrition
Reduce hunger and food insecurity among New Mexico’s children
Reduce child and adolescent obesity and diabetes in all populations
Provide meals for senior and disabled individuals
Goal 4: Improve Behavioral Health
Reduce suicide among young and high-risk individuals
Improve access, quality, and value of mental health and substance abuse
Provide enhanced services for high-risk and high need individuals
Increase rural, frontier, and border access to behavioral health services
Goal 5: Protect and Support Vulnerable Populations
Enforce “zero tolerance” of abuse, neglect, or exploitation of children,
seniors, and vulnerable adults
Assist seniors and others with limited or no prescription drug coverage
Increase utility assistance to low-income households
Goal 6: Develop the Procuring Agency Workforce and Infrastructure
Increase the number of physical health care, allied professionals and oral
health workers
Enhance New Mexico’s behavioral health workforce
Expand health care access in rural and underserved areas through Telehealth
Services
Expand health care for school age children and youth through school-based
health services
Provide “no wrong door” to state services through enterprise eligibility
information technology and common resource directory capacity
Improve administrative effectiveness
1.G.3 Organization of the Procuring Agency
The State of New Mexico Human Services Department is a cabinet-level Agency in the
Executive Branch of New Mexico State government. The Procuring Agency is headed
by a Cabinet Secretary appointed by the Governor and confirmed by the New Mexico
State Senate. The Procuring Agency consists of the Office of the Secretary and the
following business units:
Administrative Services Division (ASD)
Behavioral Health Services Division (BHSD)
Child Support Enforcement Division (CSED)
Information Technology Division (ITD)
Income Support Division (ISD)
Medical Assistance Division (MAD)
Office of General Counsel (OGC)
Office of Human Resources (OHR)
Office of Inspector General (OIG)
Amendment 1 Page 11
STATE OF NEW MEXICO REQUEST FOR PROPOSALS
Human Services Department RFP #: 10-630-00-17771
Income Support Division ISD2 SYSTEM REPLACEMENT PROJECT
1.G.3.a New Mexico Human Services Department Resources and Locations:
HSD’s operating budget is over $4 billion. Approximately seventy percent (70%) of
HSD’s revenue is from Federal sources, twenty-eight percent (28%) is from the State
General Fund, and two percent (2%) is from Other State Funds.
In 2010, the Procuring Agency had more than 1,950 authorized Full Time
Equivalents (FTE’s) and Contracts with community-based service providers
throughout the State. There are 34 ISD field office locations statewide and three
satellite offices, for a total of 37 offices. ISD also provides services at several
itinerate sites throughout the state. There are 12 CSED field office locations
statewide, with an additional four satellite offices. There are also eight quality
control offices statewide.
The Procuring Agency’s central offices are located in four Santa Fe office buildings:
Pollon Plaza (Office of the Secretary, Income Support Division, Child Support
Enforcement Division, and Office of General Counsel); Ark Plaza (Medical
Assistance Division); Plaza San Miguel (Administrative Services Division,
Information Technology Division, Office of Inspector General); and Plaza La Prensa
(Behavioral Health Division, and Office of Human Resources).
1.G.4 Current ISD2 System
Currently, ISD2 is an eligibility determination and case management system that supports
the administration of public assistance programs. The system is also used in the
establishment of claims and has numerous interfaces. This application has been in
operation for over 23 years on legacy technologies of COBOL, VSAM, IDMS, and
CICS. It was designed and has been operating with program modules that were
developed in the 1970’s.
The system has far exceeded its life expectancy. It can no longer sufficiently support
business operations due to the increasing needs and changing requirements of the
Procuring Agency, the State of New Mexico, and the Federal government. This system
will NOT be able to comply with the requirements associated with PPACA. Continuing
to rely on the current ISD2 system puts HSD at the risk of facing catastrophic system
failure.
If the current system is not replaced, HSD will fail to meet the PPACA deadlines.
HSD intends to migrate from the mainframe platform to a platform that is flexible,
scalable, modular, and conforms to a Service Oriented Architecture (SOA) and MITA
standards. This approach will allow HSD to create interoperable, standards-based
services that can easily be changed, combined and reused.
1.H. PROCUREMENT LIBRARY
The Procuring Agency has established a Procurement Library for this competitive solicitation.
An electronic copy of the Procurement Library may be requested from the Procuring Agency (see
Section 1.E, “Procurement Manager” for address of where to send “other correspondence”). All
information within the Procurement Library must be treated as CONFIDENTIAL information.
Offerors will be required to sign a Confidentiality Agreement prior to release of the information.
Amendment 1 Page 12
STATE OF NEW MEXICO REQUEST FOR PROPOSALS
Human Services Department RFP #: 10-630-00-17771
Income Support Division ISD2 SYSTEM REPLACEMENT PROJECT
The Procurement Library includes the following documents:
YES NM Functional and Technical Design Document
HSD Network Diagram
ISD2 VSAM File Layout (Client and Case)
ISD2 Database Structure (DB2 – History)
IRU, CTS, LIHEAP, Claims Database structure
List of ISD and MAD Federal Reports
DoIT Project Management Plan Template
Following is a list of websites that will be useful to Offerors for the preparation of their
responses:
ISD State Plans:
http://www.hsd.state.nm.us/isd/ISDPlans.html
ISD & MAD – Policy and Procedural Information:
http://www.hsd.state.nm.us/isd/registers/PolicyProceduralInfo.html
http://www.hsd.state.nm.us/mad/CEligibilityManual.html
ISD Monthly Statistical Reports:
http://www.hsd.state.nm.us/isd/reports.html
Procurement Code Regulations, 1.4.1NMAC:
http://www.generalservices.state.nm.us/spd/pregulations.html
Executive Order 2009-049 and Equity reporting Forms:
http://www.generalservices.state.nm.us/spd/pay_e.html
DoIT Standards and Procedures:
http://www.DoIT.state.nm.us/standards.html
New Mexico Administrative Code:
http://www.nmcpr.state.nm.us/nmac/_title08/title08.htm
http://www.nmcpr.state.nm.us/NMAC/_title08/T08C100.htm
http://www.nmcpr.state.nm.us/NMAC/_title08/T08C102.htm
http://www.nmcpr.state.nm.us/NMAC/_title08/T08C106.htm
http://www.nmcpr.state.nm.us/NMAC/_title08/T08C119.htm
http://www.nmcpr.state.nm.us/NMAC/_title08/T08C139.htm
New Mexico Statutes and Rules:
http://www.nmcpr.state.nm.us/NMAC/_title08/T08C150.htm
http://www.conwaygreene.com/nmsu/lpext.dll?f=templates&fn=main-h.htm&2.0
State Records Center and Archives:
http://www.nmcpr.state.nm.us/
Centers for Medicaid and Medicare Services (CMS) Websites:
http://www.cms.gov/apps/docs/Joint-IT-Guidance-11-3-10-FINAL.pdf
http://www.federalregister.gov/articles/2010/11/08/2010-27971/medicaid-federal-
funding-for-medicaid-eligibility-determination-and-enrollment-activities
Amendment 1 Page 13
STATE OF NEW MEXICO REQUEST FOR PROPOSALS
Human Services Department RFP #: 10-630-00-17771
Income Support Division ISD2 SYSTEM REPLACEMENT PROJECT
2. CONDITIONS GOVERNING THE PROCUREMENT
This section of the RFP contains the schedule for the procurement and describes the major procurement
events as well as the conditions governing the procurement.
2.A. SEQUENCE OF EVENTS
The Procurement Manager will make every effort to adhere to the following schedule. However,
the schedule is subject to change.
PROCUREMENT SCHEDULE
Action Responsibility Date
1 Issue RFP Procuring Agency
Purchasing Division 12/28/10
2 Pre-Proposal Conference Procuring Agency
Potential Offerors 01/06/11
3 Distribution List Response Potential Offerors
01/06/11
4 Deadline To Submit Additional Questions Potential Offerors
01/10/11
5 Response to Written Questions/RFP Procuring Agency
Amendments 01/24/11
6 Submission of Proposals Offerors 03/08/11
7 Distribute Presentation / Demonstration Procuring Agency 03/08/11
Agenda
8* Proposal Evaluation Evaluation Committee 03/09/11 -
04/15/11
9* Selection of Finalists Procuring Agency 04/15/11
10* Best and Final Offers from Finalists Offerors 05/02/11
11* Proposal Presentation and Demonstrations by Offerors 05/03/11 –
Finalists 05/09/11
12* Finalize Contract Procuring Agency 05/31/11
Offeror
13* Contract Award State Purchasing Agent 06/15/11
14* Protest Deadline Offerors 15 days
after award
15* Contract Initiation Procuring Agency 07/01/11
Offeror
* Dates subject to change based on number of responses to evaluate and final approval from
Federal partners.
Amendment 1 Page 14
STATE OF NEW MEXICO REQUEST FOR PROPOSALS
Human Services Department RFP #: 10-630-00-17771
Income Support Division ISD2 SYSTEM REPLACEMENT PROJECT
2.B. EXPLANATION OF EVENTS
The following paragraphs describe the activities listed in the Sequence of Events shown in
Section 2.A, “Sequence of Events”.
2.B.1 Issue of RFP
This RFP is being issued on the date indicated in the Sequence of Events by the
Procuring Agency and the Purchasing Division of the General Services Department. The
RFP and amendments, if any, may be downloaded from the following Purchasing
Division web site for potential Offerors who possess a vendor registration number and
password:
http://spain.generalservices.state.nm.us/SPDLogin/
Potential Offerors who do not possess a vendor registration number and password need to
download, complete and file the vendor registration form found at the following web site
to obtain a copy of the RFP and amendments thereto:
http://www.generalservices.state.nm.us/spd/vendapp.pdf
The form shall be accompanied by the vendor registration fee.
2.B.2 Pre-Proposal Conference
A pre-proposal conference will be held on the date indicated in the Sequence of Events
beginning at 1:00 PM Mountain Standard Time at the New Mexico Human Service
Department as follows:
Human Services Department
Administrative Services Division
729 St Michaels Dr.
Large Conference Room #33
Plaza San Miguel
Santa Fe, NM 87505
Potential Offerors are encouraged to submit written questions in advance of the
conference to the Procurement Manager (See Section 1.E, “Procurement Manager”) via
email. (Offerors are instructed to use the form presented in Appendix N, “Question and
Answer Form”.) The identity of the organization submitting the question(s) will not be
revealed. Additional written questions may be submitted at the conference. All non-
legal written questions will be unofficially addressed at the conference. The answers to
such questions are not official until they are distributed in writing to the potential
Offerors named on the Procurement Distribution List. Legal questions shall be addressed
in writing with the issuance of written answers and/or RFP amendment(s).
A public log will be kept of the names of potential Offerors that attended the pre-proposal
conference. Copies of this log may be obtained from the Procurement Manager after the
conclusion of the conference.
Since the seating space at the pre-release conference location is limited, potential
Offerors are requested to limited their attendees to three (3) per company. Others
Amendment 1 Page 15
STATE OF NEW MEXICO REQUEST FOR PROPOSALS
Human Services Department RFP #: 10-630-00-17771
Income Support Division ISD2 SYSTEM REPLACEMENT PROJECT
wishing to attend the conference may do so by dialing in on a telephone conference line
that will be established for that purpose.
Attendance at the pre-proposal conference is not a prerequisite for submission of a
proposal.
2.B.3 Distribution List Response
Potential Offerors should hand deliver or return by facsimile or by registered or certified
mail the “Acknowledgement of Receipt of Request for Proposals Form” that
accompanies this document (See Appendix A, “Acknowledgement of Receipt Form”) to
have their organization placed on the Procurement Distribution List. This form should be
signed by an authorized representative of the organization, dated, and returned by Close
of Business on the date indicated in the form to the Procurement Manager.
The procurement distribution list will be used for the distribution of written responses to
questions and any RFP amendments.
Failure to return this form shall constitute a presumption of receipt and rejection of the
RFP, and the potential Offeror’s organization name shall not appear on the distribution
list.
2.B.4 Deadline to Submit Additional Questions
Potential Offerors may submit additional written questions as to the intent or clarity of
this RFP until Close of Business on the date indicated in the Sequence of Events. All
written questions shall be delivered to the Procurement Manager (see Section 1.E,
“Procurement Manager”) via e-mail with the questions contained in an attached
Microsoft Word 2007 document. (Offerors are instructed to use the form presented in
Appendix N, “Question and Answer Form”.)
Note: Recommended changes to the Contract Terms and Conditions may be submitted at
any time prior to the deadline for the submission of proposals.
2.B.5 Response to Written Questions/RFP Amendments
Written responses to written questions and any RFP amendments will be distributed on or
before the date indicated in the Sequence of Events, or as soon as possible thereafter, to
all potential Offerors whose organization name appears on the procurement distribution
list. An Acknowledgement of Receipt Form will accompany the distribution package.
The form should be signed by the Offeror’s representative, dated, and hand-delivered or
returned by facsimile or by registered or certified mail by the date indicated thereon.
Failure to return this form shall constitute a presumption of receipt and withdrawal from
the procurement process. Therefore, the Offeror’s organization name shall be deleted
from the procurement distribution list. The questions and answers will also be published
on the same web page containing the RFP and amendments.
All of the submitted legal recommended changes and/or questions may or may not be
answered by this date in the schedule. If a legal question or recommended change has
Amendment 1 Page 16
STATE OF NEW MEXICO REQUEST FOR PROPOSALS
Human Services Department RFP #: 10-630-00-17771
Income Support Division ISD2 SYSTEM REPLACEMENT PROJECT
not been answered or addressed in writing, potential Offerors shall assume the
recommendation/change has been denied.
Additional written requests for clarification of distributed answers and/or amendments
shall be received by the Procurement Manager via e-mail no later than seven (7) days
after the answers and/or amendments were issued.
2.B.6 Submission of Proposals
ALL OFFEROR PROPOSALS SHALL BE RECEIVED BY THE PROCUREMENT
MANAGER OR DESIGNEE FOR REVIEW AND EVALUATION NO LATER THAN
2:00 PM MOUNTAIN TIME ON THE DATE INDICATED IN THE SEQUENCE OF
EVENTS. Proposals received after this deadline will not be accepted. The date and time
will be recorded on each proposal. Proposals shall be addressed and delivered to the
Procurement Manager at the following address:
Eluid Martinez
Procurement Manager
ISD2 System Replacement Project RFP
Purchasing Division, General Services Department
Joseph M. Montoya State Office Building, Room 2016
1100 St. Francis Drive
Santa Fe, New Mexico 87505
Proposals should be delivered in the format described in Section 3, “Response Format
and Organization”. Proposals shall be sealed and labeled on the outside of the package to
clearly indicate a response to the “ISD2 System Replacement Project Request for
Proposals RFP# 10-630-00-17771”. Proposals submitted by electronic means or
facsimile will not be accepted. The Purchasing Division is located at the southwest
corner of the intersection of Cordova Road and St. Francis Drive, Santa Fe, New Mexico.
A public log will be kept of the names of all Offeror organizations that submitted
proposals. Pursuant to §13-1-116 NMSA 1978, the contents of any proposal shall not be
disclosed to competing Offerors prior to Contract award.
2.B.7 Presentation/Demonstration Agenda
To ensure that Finalist Offerors have an equal opportunity for adequate preparation, the
demonstration agenda will be posted on the Procuring Agency’s web site at
http://www.generalservices.state.nm.us/spd/on the date indicated in the Sequence of
Events. Potential Offerors may download the documents and data in preparation for their
potential selection as a Finalist Offeror.
The demonstration agenda will identify the functions to be performed during the Finalist
Offerors’ demonstrations of their proposed solutions. This material will be the
foundation for the evaluation of the demonstration phase of this procurement. The
Evaluation Committee may, at its option, request that a Finalist Offeror demonstrate any
function, product, or system capability included in the Offeror’s proposal.
Amendment 1 Page 17
STATE OF NEW MEXICO REQUEST FOR PROPOSALS
Human Services Department RFP #: 10-630-00-17771
Income Support Division ISD2 SYSTEM REPLACEMENT PROJECT
2.B.8 Proposal Evaluation
The evaluation of proposals will be performed by an Evaluation Committee appointed by
Procuring Agency management. The evaluation process will take place during the dates
indicated in the Sequence of Events. During this time, the Procurement Manager may, at
his option, initiate discussions with Offerors who submit responsive or potentially
responsive proposals for the purpose of clarifying aspects of the proposals, but proposals
may be accepted and evaluated without such discussion. Offerors SHALL NOT initiate
discussions.
2.B.9 Selection of Finalists
The Evaluation Committee, with Procuring Agency management approval, will select the
Finalist Offerors, and the Procurement Manager will notify the Finalist Offerors on the
date indicated in the Sequence of Events. Finalist Offerors will be invited to participate
in the subsequent steps of the procurement. The schedule for the presentations/
demonstrations will be determined by lot at this time. Finalist Offerors need to be
prepared to conduct their presentation and demonstration during the period set aside for
presentations/demonstrations specified in the Sequence of Events.
The Procuring Agency reserves the right to extend or change the presentation/
demonstration periods if it is in the best interest of the Procuring Agency to do so.
Upon selection of the Finalist Offerors, the Procuring Agency will provide additional
scenarios to be included in the Offerors’ demonstrations.
2.B.10 Best and Final Offers from Finalists
Finalist Offerors may be asked or required to submit revisions to their proposals for the
purpose of obtaining Best and Final Offers by the date indicated in the Sequence of
Events, NO LATER THAN 2:00 MOUNTAIN TIME. Best and Final Offers received
after this deadline will not be accepted and the Offeror’s original proposal, without
amendments, shall constitute the Best and Final Offer for evaluation. The date and time
will be recorded on each Best and Final Offer. Finalist Offerors shall submit one (1)
signed original and seven (7) copies of their Best and Final Offer to the Procurement
Manager as follows:
Eluid Martinez
Procurement Manager
ISD2 System Replacement Project RFP
Purchasing Division, General Services Department
Joseph M. Montoya State Office Building, Room 2016
1100 St. Francis Drive
Santa Fe, New Mexico 87505
Best and Final Offers shall be sealed and labeled on the outside of the package to clearly
indicate a response to the “ISD2 System Replacement Project Request for Proposals
RFP## 10-630-00-17771”. Best and Final Offers submitted by electronic means or
facsimile will not be accepted.
Amendment 1 Page 18
STATE OF NEW MEXICO REQUEST FOR PROPOSALS
Human Services Department RFP #: 10-630-00-17771
Income Support Division ISD2 SYSTEM REPLACEMENT PROJECT
2.B.11 Proposal Presentation/Demonstration by Finalists
Finalist Offerors will be required to present their proposals, Demonstration Prototype
systems, and any demonstration data to the Evaluation Committee. Each Finalist Offeror
will be given requirements and an agenda for the presentation in advance.
The presentations/demonstrations will be held at the following location:
Human Services Department
Administrative Services Division
729 St Michaels Dr.
Large Conference Room #33
Plaza San Miguel
Santa Fe, NM 87505
2.B.12 Finalize Contract
The Contract will be finalized with the Offeror deemed most advantageous to the
Procuring Agency by the date indicated in the Sequence of Events or as soon as possible
thereafter. In the event that mutually agreeable terms cannot be reached within the time
specified, the Procuring Agency reserves the right to finalize a Contract with the next
most advantageous Offeror without undertaking a new procurement process or to cancel
the award.
2.B.13 Contract Award
After review of the Evaluation Committee Report, the recommendation of the Procuring
Agency management and the signed Contract, the State Agency Purchasing Agent will
award the Contract on the date indicated in the Sequence of Events or as soon as possible
thereafter. This date is subject to change at the discretion of the State Purchasing Agent.
The Contract shall be awarded to the Offeror whose proposal is most advantageous,
taking into consideration the evaluation factors set forth in the RFP. The most
advantageous proposal may or may not have received the most points.
The award is subject to appropriate state approvals and timely receipt of the performance
bond. If the performance bond is not delivered on time, the Procuring Agency reserves
the right to cancel the award and negotiate a Contract with another Offeror.
2.B.14 Protest Deadline
Any protest by an Offeror shall be timely and in conformance with §13-1-172 NMSA
1978 and applicable procurement regulations. The fifteen (15)-day (calendar days)
protest period for responsive Offerors shall begin on the day following the Contract
award and will end as of 5:00 PM Mountain Standard Time 15 calendar days after the
Contract Award. Protests shall be written and shall include the name and address of the
protestor and the Request for Proposals number. It shall also contain a statement of
grounds for protest including appropriate supporting exhibits, and it shall specify the
ruling requested from the State Purchasing Agent.
Amendment 1 Page 19
STATE OF NEW MEXICO REQUEST FOR PROPOSALS
Human Services Department RFP #: 10-630-00-17771
Income Support Division ISD2 SYSTEM REPLACEMENT PROJECT
Protests shall be delivered to the State Purchasing Agent as follows:
State Purchasing Agent
Joseph M. Montoya State Office Building, Room 2016
1100 St. Francis Drive
Santa Fe, New Mexico 87505
Mailing Address:
PO Drawer 6850
Santa Fe, NM 87502-6850
Protests received after the deadline will not be accepted.
2.B.15 Contract Initiation
It is the intent of the Procuring Agency to start the project by the date indicated in the
Sequence of Events or as soon as possible thereafter.
2.C. GENERAL REQUIREMENTS
This procurement will be conducted in accordance with the Procurement Code Regulations, 1.4.1
New Mexico Administrative Code (NMAC).
Proposals containing false or misleading statements, or which provide project contacts that do not
support an attribute or condition claimed by the Offeror, may be rejected. If in the opinion of the
Procuring Agency, such statement, attribute, or condition is intended to mislead the Procuring
Agency in its evaluation of the proposal, and the attribute, condition or capability is a requirement
of this proposal, the proposal shall be rejected.
2.C.1 Acceptance of Conditions Governing the Procurement
Offerors shall indicate their acceptance of the Conditions Governing the Procurement
section in the letter of transmittal. Submission of a proposal constitutes acceptance of the
evaluation factors contained in Section 5, “Evaluation” of this RFP.
2.C.2 Incurring Cost
Any cost incurred by the Offeror in preparation, transmittal, presentation of any proposal
or material submitted in response to this RFP shall be borne solely by the Offeror.
Any cost incurred by the Offeror for set up and demonstration of the proposed system
shall be borne solely by the Offeror.
2.C.3 Contractor Responsibility
Any Contract that may result from the RFP shall specify that the Prime Contractor is
solely responsible for fulfillment of the Contract with the Procuring Agency. The
Procuring Agency will make Contract payments only to the Prime Contractor.
Amendment 1 Page 20
STATE OF NEW MEXICO REQUEST FOR PROPOSALS
Human Services Department RFP #: 10-630-00-17771
Income Support Division ISD2 SYSTEM REPLACEMENT PROJECT
2.C.4 Subcontractors
Use of Subcontractors shall be clearly explained in the proposal, and major
Subcontractors shall be identified by name. The Prime Contractor shall be wholly
responsible for the entire performance of Deliverables whether or not Subcontractors are
used.
2.C.5 Amended Proposals
An Offeror may submit an amended proposal before the deadline for receipt of proposals.
Such amended proposals shall be complete replacements for a previously submitted
proposal and shall be clearly identified as such in the transmittal letter. The Procuring
Agency personnel will not merge, collage, or assemble proposal materials.
2.C.6 Offeror’s Rights to Withdraw Proposal
Offerors will be allowed to withdraw their proposals at any time prior to the deadline for
receipt of proposals. The Offeror shall submit a written withdrawal request signed by the
Offeror’s duly authorized representative addressed to the Procurement Manager.
The approval or denial of withdrawal requests received after the deadline for receipt of
the proposals is governed by the applicable procurement regulations.
2.C.7 Proposal Offer Firm
Responses to this RFP, including proposal prices, will be considered firm for one
hundred twenty (120) days after the due date for receipt of proposals or ninety (90) days
after receipt of a Best and Final Offer, if one is submitted.
2.C.8 Disclosure of Proposal Contents
The proposals will be kept confidential until a Contract is awarded. At that time, all
proposals and documents pertaining to the proposals will be open to the public, except for
the material that is proprietary or confidential. The Procurement Manager will not
disclose or make public any pages of a proposal on which the Offeror has stamped or
imprinted “proprietary” or “confidential” subject to the following requirements.
Proprietary or confidential data shall be readily separable from the proposal in order to
facilitate eventual public inspections of the non-confidential portion of the proposal.
Confidential data are normally restricted to confidential financial information concerning
the Offeror’s organization and data that qualify as a trade secret in accordance with the
Uniform Trade Secrets Act [§57-3A-1 to 57-3A-7 NMSA 1978]. The price of products
Offered or the cost of services proposed shall not be designated as proprietary or
confidential information.
If a request is received for disclosure of data for which an Offeror has made a written
request for confidentiality, the State Purchasing Agent shall examine the Offeror’s
request and make a written Determination that specifies which portions of the proposal
should be disclosed. Unless the Offeror takes legal action to prevent the disclosure, the
Amendment 1 Page 21
STATE OF NEW MEXICO REQUEST FOR PROPOSALS
Human Services Department RFP #: 10-630-00-17771
Income Support Division ISD2 SYSTEM REPLACEMENT PROJECT
proposal will be so disclosed. The proposal shall be open to public inspection subject to
any continuing prohibition on the disclosure of confidential data.
2.C.9 No Obligation
The procurement in no manner obligates the State of New Mexico or any of its agencies
to the eventual rental, lease, purchase, etc., of any equipment, software, or services
offered until a valid written Contract is awarded and approved by appropriate authorities
including the DoIT and the State Purchasing Agent.
2.C.10 Termination
This RFP may be canceled at any time, and any and all proposals may be rejected in
whole or in part when the Procuring Agency determines such action to be in the best
interest of the State of New Mexico.
2.C.11 Sufficient Appropriation
Any Contract awarded as a result of the RFP process may be terminated if sufficient
appropriations or authorizations do not exist. Such termination will be effected by
sending written notice to the Contractor. The Procuring Agency’s decision as to whether
sufficient appropriations and authorizations are available will be accepted by the
Contractor as final.
2.C.12 Legal Review
The Procuring Agency requires that all Offerors agree to be bound by the General
Requirements section contained in this RFP. Any Offeror concerns shall be promptly
brought to the attention of the Procurement Manager.
2.C.13 Governing Law
This procurement and any agreement with Offerors that may result shall be governed by
the laws of the State of New Mexico.
2.C.14 Basis for Proposal
Only information supplied by the Procuring Agency in writing through the Procurement
Manager, or in this RFP, or posted on an official web site should be used as the basis for
the preparation of Offeror proposals.
2.C.15 Contract Terms and Conditions
The Contract between the Procuring Agency and a selected Offeror will follow the
format specified by the DoIT and contain the terms and conditions set forth in Appendix
Amendment 1 Page 22
STATE OF NEW MEXICO REQUEST FOR PROPOSALS
Human Services Department RFP #: 10-630-00-17771
Income Support Division ISD2 SYSTEM REPLACEMENT PROJECT
F, “Contract Terms and Conditions.” If necessary, the Procuring Agency reserves the
right to negotiate with a successful Offeror provisions in addition to those contained in
the RFP. The contents of this RFP, as revised and/or supplemented, and the selected
Offeror’s proposal will be incorporated into and become part of the Contract
In the event that an Offeror objects to any of the terms and conditions, contained in
Appendix F, “Contract Terms and Conditions”, the Offeror shall propose specific
alternative language. The Procuring Agency may or may not accept the alternative
language. General references to the Offeror’s terms and conditions or attempts at
complete substitutions are not acceptable to the Procuring Agency and will result in
disqualification of the Offeror’s proposal.
Offerors shall provide a brief discussion of the purpose and impact, if any, of each
proposed changed followed by the specific proposed alternate wording.
2.C.16 Offeror’s Terms and Conditions
Offerors shall submit with the proposal a complete set of any additional terms and
conditions that they expect to have included in a Contract negotiated with the Procuring
Agency.
2.C.17 Contract Deviations
Any additional terms and conditions that may be the subject of negotiation will be
discussed only between the Procuring Agency and the selected Offeror and shall not be
deemed an opportunity to amend the selected Offeror’s proposal.
2.C.18 Offeror Qualifications
The Evaluation Committee may make such investigations as necessary to determine the
ability of the Offeror to adhere to the requirements specified within this RFP. The
Evaluation Committee will reject the proposal of any Offeror who is not a Responsible
Offeror or fails to submit a Responsive Proposal as defined in §13-1-83 and §13-1-85
NMSA 1978.
2.C.19 Right to Waive Minor Irregularities
The Evaluation Committee reserves the right to waive minor irregularities. The
Evaluation Committee also reserves the right to waive Mandatory requirements provided
that all of the otherwise Responsive Proposals fail to meet the same Mandatory
requirements and/or doing so does not otherwise materially affect the procurement. This
right is at the sole discretion of the Evaluation Committee.
Amendment 1 Page 23
STATE OF NEW MEXICO REQUEST FOR PROPOSALS
Human Services Department RFP #: 10-630-00-17771
Income Support Division ISD2 SYSTEM REPLACEMENT PROJECT
2.C.20 Change in Contractor Representatives
The Procuring Agency reserves the right to require a change in Contractor representatives
if the assigned representatives are not, in the opinion of the Procuring Agency, meeting
its needs adequately.
2.C.21 Notice
The Procurement Code, §13-1-28 through §13-1-199 NMSA, imposes civil and
misdemeanor criminal penalties for its violation. In addition, the New Mexico criminal
statutes impose felony penalties for bribes, gratuities, and kickbacks.
2.C.22 Procuring Agency Rights
The Procuring Agency reserves the right to accept all or a portion of an Offeror’s
proposal including the right to purchase software or services from SPA approved price
agreements.
2.C.23 Right to Publish
Throughout the duration of this procurement process and Contract term, potential
Offerors, Offerors, and Contractor shall secure from the Procuring Agency written
approval prior to the release of any information that pertains to the potential work or
activities covered by this procurement or the subsequent Contract. Failure to adhere to
this requirement may result in disqualification of the Offeror’s proposal or termination of
the Contract.
2.C.24 Ownership of Proposals
The designated “ORIGINAL” binders of all proposals shall remain with the Purchasing
Division. Those documents will become the property of the Purchasing Division and the
State of New Mexico. The remaining binders submitted in response to the RFP shall be
available to be picked up by the Offerors after the expiration of the protest period in
accordance to instructions provided by the Procurement Manager with the following
exception. One complete set of binders of the selected Offeror’s proposal including the
Best and Final Offer, if one was submitted, plus all presentation handouts and/or
demonstration materials shall be placed into the Procuring Agency procurement file.
Those documents will become the property of the Procuring Agency and the State of
New Mexico. The contents of all binders that are not retrieved within the timeframe
specified by the Procurement Manager shall be destroyed.
2.C.25 Confidentiality
Any confidential information provided to, or developed by, the Contractor in the
performance of the Contract resulting from this RFP shall be kept confidential and shall
not be made available to any individual or organization by the Contractor without the
prior written approval of the Procuring Agency. The Contractor agrees to protect the
Amendment 1 Page 24
STATE OF NEW MEXICO REQUEST FOR PROPOSALS
Human Services Department RFP #: 10-630-00-17771
Income Support Division ISD2 SYSTEM REPLACEMENT PROJECT
confidentiality of all confidential information and not to publish or disclose such
information to any third party without the Procuring Agency's written permission.
2.C.26 Electronic Mail Address Required
A large part of the communication regarding this procurement will be conducted by
electronic mail (e-mail). Offeror shall have a valid e-mail address to receive this
correspondence. (See also Section 2.B.6, “Response to Written Questions/RFP
Amendments”).
2.C.27 Use of Electronic Versions of this RFP
This RFP is being made available by electronic means. If accepted by such means, the
Offeror acknowledges and accepts full responsibility to insure that no changes are made
to the RFP. In the event of conflict between a version of the RFP in the Offeror’s
possession and the version maintained by the SPA, the version maintained by the SPA
shall govern.
2.C.28 License Transfer
The Prime Contractor will transfer the licenses to all third-party supporting software or
tools that will be required for the operation or maintenance of the replacement system to
the Procuring Agency at an agreed date after the replacement system has been
implemented.
2.C.29 New Mexico Employees Health Coverage
Offerors shall complete, sign, and return the New Mexico Employees Health Coverage
Form (See Appendix K, “New Mexico Employees Health Coverage Form”) as a part of
their proposal. Failure to complete and return the form will result in
disqualification.
2.C.30 Campaign Contribution Disclosure Form
Offerors shall complete, sign, and return the Campaign Contribution Disclosure Form
(See Appendix J, “Campaign Contributions Disclosure Form”) as a part of their proposal.
This requirement applies regardless of whether a covered contribution was made or not
for the positions of Governor and Lieutenant Governor. Failure to complete and return
the form with the proposal will result in disqualification.
2.C.31 Suspension of Debarment Form
Offerors shall complete, sign, and return the Suspension and Debarment Form (See
Appendix L, “Suspension and Debarment Requirement”) as a part of their proposal.
Failure to complete and return the form with the proposal will result in
disqualification.
Amendment 1 Page 25
STATE OF NEW MEXICO REQUEST FOR PROPOSALS
Human Services Department RFP #: 10-630-00-17771
Income Support Division ISD2 SYSTEM REPLACEMENT PROJECT
2.C.32 Letter of Transmittal
Each proposal shall be accompanied by a signed letter of transmittal (See Appendix B,
“Letter of Transmittal Form”). CAUTION: The proposal shall be binding without
restriction. Offerors shall not include language in the Letter of Transmittal such as
“subject to successful negotiation” or words to that effect. The letter of transmittal
SHALL follow the format provided and it shall be signed by the appropriate Offeror
representatives. Failure to follow these instructions shall result in the rejection of the
proposal.
2.C.33 Pay Equity
As of October 1, 2010, all Offerors responding to any request for proposals (RFP)
procurement must submit, as part of their response, a statement of concurrence that they
agree to comply with the Employee Pay Equity Reporting provisions set forth in Article
27 of Appendix F, Contract Terms and Conditions, if they are not exempt from such
reporting due to one of the three exemptions. The reports can be obtained by Contractors
from the State Purchasing website on the Governor’s Pay Equity Initiative which also
includes the Implementation Guidance.
Amendment 1 Page 26
STATE OF NEW MEXICO REQUEST FOR PROPOSALS
Human Services Department RFP #: 10-630-00-17771
Income Support Division ISD2 SYSTEM REPLACEMENT PROJECT
3. RESPONSE FORMAT AND ORGANIZATION
3.A. NUMBER OF RESPONSES
Offerors may submit multiple proposals; however each proposal shall be complete and fully
comply with all mandatory requirements set forth in this section.
3.B. NUMBER OF COPIES
Offerors shall provide:
one (1) original and (7) identical copies of Binders #1,# 2,# 3, and #4;
one (1) original and (2) copies of the response to Additional Specifications and
Contract Terms and Conditions (Binder #5),
one (1) original and two (2) copies of supporting materials (Binder #6),
one (1) original and two (72) copies of the Cost Proposal (Binder #7),
seven (7) CDs containing all Sections of the proposal and specifically excluding the
Cost Proposal, and
two (2) CDs containing the Cost Proposal,
The proposals shall be delivered to the location specified in Section 2.B.7, “Submission of
Proposals”, on or before the closing date and time for receipt of proposals. The original binders
shall be marked “ORIGINAL”.
The Cost Proposal Binder #7 shall be sealed in an envelope/box separately from the remainder of
the proposal.
3.C. PROPOSAL FORMAT
All proposals shall be typewritten on standard 8 ½ x 11 paper (larger paper is permissible for
charts, spreadsheets, etc.) and placed within binders with tabs delineating each section.
The proposal shall be organized and indexed in the following format and shall contain, at a
minimum, all listed items in the sequence indicated. Any proposal that does not adhere to these
requirements may be deemed non-responsive and rejected on that basis.
All forms provided in the RFP shall be thoroughly completed and included in the appropriate
section of the proposal. ALL DISCUSSION OF PROPOSED COSTS, RATES, OR
EXPENSES SHALL OCCUR ONLY IN BINDER #7 WITH THE COST RESPONSE
FORMS.
The Executive Summary shall be included by Offerors to provide the Evaluation Committee and
members of the Procuring Agency management with an overview of the technical and business
features of the proposal; however, this material will not be used in the evaluation process unless
specifically referenced from other portions of the Offeror’s proposal.
Offerors may attach supporting materials that they feel may improve the quality of their
responses. However, these supporting materials should be included as items in a separate
appendix in Binder #6. If necessary, Binder #6 may span more than one physical binder. In that
case, the binders shall be labeled Binder #6-A through Binder #6-N (as many as necessary), and
include appropriate tabs.
Amendment 1 Page 27
STATE OF NEW MEXICO REQUEST FOR PROPOSALS
Human Services Department RFP #: 10-630-00-17771
Income Support Division ISD2 SYSTEM REPLACEMENT PROJECT
3.C.1 Binder #1 – Functional Response
Letter of Transmittal (Appendix B)
Mandatory Requirements Checklist (Appendix G)
Table of Contents
1. Executive Summary
2. Proposed Functional Solution (4.C.1)
3. Functional Requirements Matrix (4.C.2 and Appendix C)
4. Proposed Approach to Include Mandated Changes for PPACA (4.C.3)
5. Optional Functionality (4.C.4)
3.C.2 Binder #2 – Technical Response
1. Proposed Technical Architecture/Equipment Configuration (4.C.5)
2. Technical Requirements Matrix (4.C.6 and Appendix D)
3. CMS Guidance for Exchange and Medicaid Information Technology (IT) Systems
(4.J.5)
4. Value-Added Products or Services (4.F)
3.C.3 Binder #3 – Project Management Response
1. Preliminary Project Plan and Deliverables (4.D.1)
2. Project Organization Chart and Description (4.D.2)
3. Planning Assumptions and Dependencies (4.D.3)
4. Project Status Reporting (4.D.4)
5. System Development Life Cycle (SDLC) and Methodology (4.D.5)
6. System Development Tools (4.D.6)
7. Quality Assurance Methodology and Tools (4.D.7)
8. Risk Management (4.D.8)
9. Issue Management (4.D.9)
10. Change Management (4.D.10)
11. Miscellaneous Project Support (4.D.11)
3.C.4 Binder #4 – Offeror Experience
1. Corporate Experience (4.E.1)
2. Subcontractor Experience (4.E.2)
3. Identification of Key Personnel (4.E.3)
4. Resumes and References (4.E.4)
Amendment 1 Page 28
STATE OF NEW MEXICO REQUEST FOR PROPOSALS
Human Services Department RFP #: 10-630-00-17771
Income Support Division ISD2 SYSTEM REPLACEMENT PROJECT
3.C.5 Binder #5 – Additional Specifications/Contract Terms and Conditions
1. Financial Stability (4.H.1)
2. Mandated Changes (4.J.1)
3. Presentation/Demonstration Statement of Concurrence (4.J.2)
4. Project Office (4.J.3)
5. Warranty (4.J.4)
6. Federal Funding for Medicaid Eligibility Determination and Enrollment Activities,
CMS-2346-P (4.J.6)
7. Proposed System in Production (4.I.1)
8. License Agreement (Licensed Software Only) (4.I.2)
9. Software Licenses Maintenance and Support (4.I.3)
10. Software in Escrow (Licensed Software Only) (4.I.4)
11. New Mexico Employees Health Coverage Form (4.H.4)
12. Campaign Contribution Form (4.H.5)
13. Pay Equity (4.H.6)
14. Suspension and Debarment Requirement (4.H.7)
15. Offer Certification (4.H.8)
16. Contract Terms and Conditions (2.C.15)
17. Offeror Terms and Conditions (2.C.16)
3.C.6 Binder #6 (A through N) – Supporting Materials
1. Offeror’s supporting materials
3.C.7 Binder #7 – Cost Proposal
1. Cost Response Forms (4.G.1, 4.G.2, 4.G.3, Appendix E)
2. Performance Bond (4.H.2)
3. Retainage (4.H.3)
Amendment 1 Page 29
STATE OF NEW MEXICO REQUEST FOR PROPOSALS
Human Services Department RFP #: 10-630-00-17771
Income Support Division ISD2 SYSTEM REPLACEMENT PROJECT
4. SPECIFICATIONS
4.A. INFORMATION TO AID IN THE DEVELOPMENT OF THE
PROPOSAL
This section contains system, technical, organizational, and other relevant information Offerors
should use for the preparation of their proposals.
4.A.1 Procuring Agency Technical Environment, Facilities and Tools
The current ISD2 eligibility system is running on an IBM Z/OS v10 mainframe. It is a
custom application written in COBOL, CICS, IDMS and VSAM. The YES-NM system
runs on a Red Hat Linux, using Web Sphere, J2EE, and Oracle.
Technical background information regarding the legacy systems is provided for
informational purposes. Information regarding each application’s functionality and its
supporting technologies is provided in the sections that follow.
Further information on the existing data center, and print strategies are also included. For
information about the existing network, refer to Section 1.H, “Procurement Library”.
The Procuring Agency currently uses Microsoft Project 2007, and Microsoft Office Suite
(Word, Excel, PowerPoint, & Visio). The Contractor shall use these products in preparing
its project deliverables.
4.A.2 Existing ISD systems
4.A.2.a Integrated Services Delivery System 2 (ISD2)
The primary purpose of the Integrated Services Delivery 2 System is to provide
eligibility determination, management of the Case and Client files, and the issuance
of benefits to all recipients for the Income Support Divisions programs:
Supplementary Nutrition Assistance Program (SNAP), Temporary Assistance for
Needy Families (TANF), State-funded cash assistance programs, Refugee Cash
Assistance, and multiple categories of Medicaid.
The System runs on an IBM mainframe running ZOs 1.7 and is written in COBOL II
operating under MVS/CICS with online data stored in VSAM files. There are also a
number of DB2 tables where historical data is stored and is the source of some
reports. The utilities used by the applications include SYNCSORT, SPUFI, QMF,
File-Aid and Platinum.
Amendment 1 Page 30
STATE OF NEW MEXICO REQUEST FOR PROPOSALS
Human Services Department RFP #: 10-630-00-17771
Income Support Division ISD2 SYSTEM REPLACEMENT PROJECT
Integrated Services Delivery System 2
Online Screens 162
Online Programs 364
Batch Programs 889
Average Transactions per day 70,000
Peak Transactions per day 235,000
Environments 1
Databases 1
Reports 650
Other Statistics
Active Users 1257
Response time <1 second
System Uptime 7:00 AM until 6:00 PM Monday through Saturday
(No Saturday Batch cycles)
4.A.2.b Claims System
The Claims system is comprised of online (CICS-COBOL) and batch (COBOL)
components, which access an IDMS database and several VSAM files that support
the tax intercept sub-system. The online system is used by Restitution, ISD, Office of
the Inspector General (OIG) Investigative unit, and Cost Allocation workers to
inquire, add, update and delete debtor claims and payment information. The batch
system runs daily, weekly, monthly, quarterly and annually. On a weekly basis the
Claims system interfaces with FNS’s Treasury Offset Program (TOP).
Claims System
Online Screens 34
Online Programs 34
Batch Programs 164
Average Transactions per day N/A
Peak Transactions per day N/A
System Architecture MVS/COBOL/CICS/IDMS
Environments 1
Databases 1
Reports 98
Other Statistics
Active Users 25
Response time 1 second
System Uptime 7:15 AM - 7:00 PM (After 4:00 PM - Read Only)
Amendment 1 Page 31
STATE OF NEW MEXICO REQUEST FOR PROPOSALS
Human Services Department RFP #: 10-630-00-17771
Income Support Division ISD2 SYSTEM REPLACEMENT PROJECT
4.A.2.c Low Income Home Energy Assistance Program (LIHEAP)
The Low Income Home Energy Assistance Program (LIHEAP) is a federally-funded
program to help eligible low income households meet their home heating or cooling
needs. On an annual basis the base for LIHEAP-eligible households is reset to
contain any categorically eligible households from the ISD2 system. As those clients
and new clients apply for LIHEAP benefits, the ISD2 workers use the online
component of the application to add and update application information and
determine eligibility.
For those clients who are approved for benefits, the batch component of the LIHEAP
application generates reports that are e-mailed to the utility vendors by the LIHEAP
staff for their authorization. For the larger vendors, such as PNM, files are
transmitted via FTP. Once the vendor validates the utility balance and the LIHEAP
system is updated, the LIHEAP application generates the payment. Benefit
payments are issued to clients on Tuesdays and Thursdays. Payment is made either
directly to the client by L-Warrant or to the utility vendor, either by warrant or by
Electronic Funds Transfer (EFT) to the Wells Fargo Bank, the State’s fiscal agent.
Low Income Home Energy Assistance Program
Online Screens 15
Online Programs 44
Batch Programs 232
Average Transactions per day N/A
Peak Transactions per day N/A
System Architecture MVS/COBOL/CICS/VSAM
Environments 1
Databases 1
Reports 30
Other Statistics
Active Users 200+
Response time 1 sec
System Uptime 07:30 AM - 6:00 PM daily
4.A.2.d Client Tracking System (CTS)
The Client Tracking System captures all communication between ISD staff and their
clients as they proceed through the process centric flow. This consolidated view of
information allows ISD employees the ability to quickly view a client’s status and
historical actions taken. The system includes four process queues to facilitate
handling client’s cases efficiently and in a timely manner. CTS also includes a
reporting suite to provide supervisors insight into the activity of their staff and to
ensure that clients are receiving the proper attention.
Amendment 1 Page 32
STATE OF NEW MEXICO REQUEST FOR PROPOSALS
Human Services Department RFP #: 10-630-00-17771
Income Support Division ISD2 SYSTEM REPLACEMENT PROJECT
Client Tracking
System
Online Screens 10
Online Programs All code is attached to screens
Batch Programs Backups
Average Transactions per day db transactions:
12,000 new case notes
2,500 new client encounters
Peak Transactions per day db peak: 14,000 new case notes
System Architecture .Net Framework 2.0 (C#) & SQL Server 2008
Environments 1
Databases 1
Reports 6
Other Statistics
Active Users 700
Response time < 1 sec.
System Uptime 24/7
4.A.2.e Incapacity Review Unit (IRU) System
The Incapacity Review Unit (IRU) application tracks clients drawing benefits due to
disability. The data collected includes basic client demographic data, types of
impairment, and client review dates. The application includes a series of reports to
track staff productivity and analyze case demographic trends.
Incapacity Review Unit System
Online Screens 20
Online Programs All code is attached to screens
Batch Programs Backups
Average Transactions per day db transactions: 100 cases created/updated
Peak Transactions per day db peak: 250 cases created/updated
System Architecture .Net Framework 2.0 (C#) & SQL Server 2008
Environments 1
Databases 1
Reports 13
Other Statistics
Active Users 16
Response time <1 second
System Uptime 24/7
Amendment 1 Page 33
STATE OF NEW MEXICO REQUEST FOR PROPOSALS
Human Services Department RFP #: 10-630-00-17771
Income Support Division ISD2 SYSTEM REPLACEMENT PROJECT
4.A.2.f Fair Hearings System
The Fair Hearings Bureau provides aggrieved individuals the opportunity to confront
the evidence against them and have their evidence considered by an impartial finder
of fact. The Administrative Law Judge (ALJ) utilizes this application to schedule,
track and capture information pertaining to these legal reviews. The data collected
includes basic client demographic data, hearing times and outcomes. The application
includes a series of reports to track ALJ case throughput and analyze case outcomes
and trends.
Fair Hearings System
Online Screens 15
Online Programs All code is attached to screens
Batch Programs Backups
Average Transactions per day db transactions: 25 cases created/updated
Peak Transactions per day db peak: 45 cases created/updated
System Architecture .Net 3.5 Framework (C#) & SQL Server 2008
Environments 1
Databases 1
Reports 8
Other Statistics
Active Users 10
Response time <1 second
System Uptime 24/7
4.A.2.g Case Management System
The Investigations Bureau (IB) and the Restitution Services Bureau (RSB) use the
CMS application to track information relevant to investigations of alleged public
assistance fraud. The system captures case referral information, client demographics,
investigative actions and case outcome data. The application includes a series of
reports to track staff productivity and analyze case demographic and outcome trends.
Amendment 1 Page 34
STATE OF NEW MEXICO REQUEST FOR PROPOSALS
Human Services Department RFP #: 10-630-00-17771
Income Support Division ISD2 SYSTEM REPLACEMENT PROJECT
Case Management System
Online Screens 18
Online Programs All code is attached to screens
Batch Programs backups
Average Transactions per day db transactions: 20 cases created/updated
Peak Transactions per day db peak: 50 cases created/updated
System Architecture .Net 3.5 Framework (C#) & SQL Server 2008
Environments 1
Databases 1
Reports 13
Other Statistics
Active Users 20
Response time <1 second
System Uptime 24/7
4.A.2.h YES-NM Web-Portal
The Procuring Agency has recently implemented a web-portal known as Your
Eligibility System New Mexico (YES-NM). The YES-NM system provides a highly
available and scalable online screening tool for the constituents of New Mexico. The
screening tool is utilized for TANF, SNAP, Medicaid, WIC, and Child Care
programs. The website can be visited at this URL.
https://www.yes.state.nm.us/selfservice/
The architecture and design of the YES NM application is based on core J2EE design
patterns, Oracle and Web Sphere. Additional information is available in the
Procurement Library of this RFP.
YES NM
Online Screens Approximately 30
Online Programs All code is attached to screens
Batch Programs N/A
Average Transactions per day 64
Peak Transactions per day Unknown
System Architecture J2EE, Web Sphere, Oracle
Environments Production and UAT
Databases Oracle
Reports N/A
Other Statistics
Active Users N/A
Response time <1
System Uptime 24/7
Amendment 1 Page 35
STATE OF NEW MEXICO REQUEST FOR PROPOSALS
Human Services Department RFP #: 10-630-00-17771
Income Support Division ISD2 SYSTEM REPLACEMENT PROJECT
4.A.3 Data Center
Current project plans are to host all environments within the SIMS data center located in
Santa Fe. The State will provide the facilities (environmentally prepared floor space) and
required racks for the proposed solution. The Offeror will have 24/7 supervised access
and monitored control of all equipment within this area.
4.A.4 Print Centers:
The Offeror can anticipate at least one high speed dedicated network laser jet printer per
office. Further the Offeror can assume a local printer will be available for each
workstation.
Central printing is accomplished via a third party vendor. The Offeror can anticipate
printing services designed to handle high volume printing and mailing requests as one
time jobs or on an ongoing basis. Print data may either be sent as files ready for print or
as data streams that are merged with form overlays for remote image assembly and
printing.
Central mailing services processes both confidential documents (such as checks,
warrants, medical information and client information) and non-confidential documents.
It is the Procuring Agency’s intention to use the existing third party vendor for print and
central mailing services.
4.A.5 Current Business Metrics
The following tables provide current business metrics to aid the Offerors in sizing their
proposed solution.
Categories of Assistance Individuals Cases
(SNAP) caseload 390,154 165,659
State SNAP 4,139 4,139
Education Works 985 327
State Supplement for Residential Care 53 53
TANF Cash Assistance caseload 53,709 21,091
Refugee Assistance 28 18
General Assistance caseload 3,010 2,782
LIHEAP 194,771 80,013
Medicaid Eligible 466,776 293,622
State Totals 1,113,625 567,704
ISD2 average Daily Transactions 56,492
Amendment 1 Page 36
STATE OF NEW MEXICO REQUEST FOR PROPOSALS
Human Services Department RFP #: 10-630-00-17771
Income Support Division ISD2 SYSTEM REPLACEMENT PROJECT
County Offices
Region Cases Per
Number of offices Caseworker
Region 1 8 934
Region 2 6 842
Region 3 4 1040
Region 4 6 847
Region 5 11 1121
Average 956.8
ISD Offices
Central Office 1
Income Support Division County Offices 34
Centralized Processing 5
Quality Control Office 8
Itinerate Indian Health Services 7
Itinerate Hospital Site 3
4.A.6 ISD Field Offices
The following table provides statistics relevant to the HSD Field Office and caseloads
within the offices.
Number
Field of SNAP Cash Medicaid Total
County
Office Eligibility Cases Cases Cases Cases
Workers
NE Bernalillo Albuquerque 33 16,022 2,330 19,346 37,698
NW Bernalillo Albuquerque 37 12,766 1,736 20,559 35,061
SE Bernalillo Albuquerque 26 11,235 2,065 17,032 30,332
SW Bernalillo Albuquerque 32 14,962 2,564 20,026 37,552
Included in
Catron Socorro Socorro 185 32 287 504
Chaves Roswell 21 5,870 1,087 10,754 17,711
Cibola Grants 8 2,567 354 4,062 6,983
Colfax Raton 4 896 156 1,501 2,553
Amendment 1 Page 37
STATE OF NEW MEXICO REQUEST FOR PROPOSALS
Human Services Department RFP #: 10-630-00-17771
Income Support Division ISD2 SYSTEM REPLACEMENT PROJECT
Curry Clovis 10 3,742 824 6,586 11,152
Included in
DeBaca Santa Rosa Guadalupe 152 29 261 442
E Dona Ana Las Cruces 17 6,024 1,146 10,113 17,283
W Dona Ana Las Cruces 19 7,995 1,476 10,223 19,694
S Dona Ana Anthony 21 6,993 1,676 12,147 20,816
Eddy Artesia 5 1,224 242 2,448 3,914
Eddy Carlsbad 10 2,983 604 4,968 8,555
Grant Silver City 9 2,829 517 3,907 7,253
Guadalupe Santa Rosa 2 487 95 685 1,267
Included in
Harding Las Vegas San Miquel 28 3 47 78
Hidalgo Lordsburg 1 480 99 670 1,249
Lea Hobbs 12 4,086 904 8,282 13,272
Lincoln Ruidoso 3 1,464 209 2,601 4,274
Luna Deming 9 3,144 580 4,549 8,273
McKinley Gallup 23 1,375 122 2,593 4,090
Included in
Mora Las Vegas San Miquel
390 38 518 946
Otero Alamogordo 10 3,893 598 6,346 10,837
Quay Tucumcari 4 1,049 216 1,382 2,647
Rio Arriba & Tierra Amarilla
0 175 30 264 469
Los Alamos
Rio Arriba &
Espanola 16 5,009 781 7,405 13,195
Los Alamos
Roosevelt Portales 6 1,270 141 2,568 3,979
Sandoval Rio Rancho 18 6,781 848 12,538 20,167
San Juan Farmington 24 7,290 261 15,903 23,454
San Miguel Las Vegas 13 3,709 586 4,453 8,748
Santa Fe Santa Fe 22 8,557 1,142 13,329 23,028
Truth or
Sierra Consequences 6 2,060 290 3,084 5,434
(T or C)
Socorro Socorro 7 1,651 246 1,869 3,766
Taos Taos 9 2,833 307 4,831 7,971
Torrance Moriarty 8 2,212 388 3,107 5,707
Union Clayton 1 181 21 402 604
S Valencia Belen 7 2,742 349 3,457 6,548
N Valencia Los Lunas 11 4,534 773 7,202 12,509
Navajo Nation These cases are incorporated into 6,803 43 10,729 17,575
various Counties depending on the
Zuni Nation geographic location of the Household 801 6 1,577 2,384
SCI Unit North Bernalillo 10 103 14 18,298 18,415
Amendment 1 Page 38
STATE OF NEW MEXICO REQUEST FOR PROPOSALS
Human Services Department RFP #: 10-630-00-17771
Income Support Division ISD2 SYSTEM REPLACEMENT PROJECT
SCI Unit South Las Cruces 19 116 14 17,891 18,021
CAP Unit Bernalillo 3 12 0 0 12
Medical
Renewal Santa Fe 2
Program
QMB/SLMB Central Processing Units are utilized by all Counties and do
Recertification Bernalillo 9 not carry caseloads.
(MediSave)
Change
Santa Fe 2
Processing Unit
Totals: 509 169,680 25,942 300,800 496,422
4.A.7 ISD Staffing
The following table provides statistics relevant to the HSD Regional Office staffing.
NE NW CENTRAL SE SW
CENTRAL TOTA
Region OFFICE
REGION REGION REGION REGION REGION
LS
I II III IV V
Total Eligibility Workers 16 65 101 128 80 119 509
by Region
Amendment 1 Page 39
STATE OF NEW MEXICO REQUEST FOR PROPOSALS
Human Services Department RFP #: 10-630-00-17771
Income Support Division ISD2 SYSTEM REPLACEMENT PROJECT
4.B. PROJECT GOVERNANCE
4.B.1 Procuring Agency/PMO Staff, Roles, and Responsibilities
The ISD2R PMO maintains the overall authority and control over the ISD2R efforts. This
is primarily manifested in the ISD2R Executive Steering Committee, comprised of the
Executive Owner, the Business Owner and Technical Owner, which will meet to review
overall plans – and progress against those plans – on a regular basis.
The ESC will rely on the ISD2R PMO for the day-to-day operational oversight necessary
to maintain control of the effort. The PMO provides depth and breadth of knowledge and
experience in project management and technical control processes to ensure project
delivery. The PMO consists of both Procuring Agency and Contract staff. The project
organization is outlined in Section 4.B.1.f, “Current Project Management Office
Organization Chart”.
The ISD2R PMO has been established to maintain overall authority and control of the
ISD2R effort. The overall goal is to deliver ISD2R on time and within budget by driving
focus, accountability, and management reporting.
The PMO is the single entity responsible for the ISD2R. It represents the key
stakeholders of the overall effort. Below is the high level depiction of the PMO.
Amendment 1 Page 40
STATE OF NEW MEXICO REQUEST FOR PROPOSALS
Human Services Department RFP #: 10-630-00-17771
Income Support Division ISD2 SYSTEM REPLACEMENT PROJECT
The PMO has two distinct functions. The Delivery function of the PMO has
responsibility for the management and oversight of the development and implementation
of the ISD2R project. Business strategy, requirements, priorities and actual development
and implementation are coordinated within this group.
The Support function of the PMO includes both project management and support. Project
management provides the approach for governance through the use of standardized
methodologies, tools and templates. Project support provides activities such as budget
management, contracts, communication and special liaisons.
A clear and transparent governance structure ties all these together to create efficient and
effective processes. This structure drives complete and transparent communication
throughout all aspects of the project. It connects owners with processes (issue resolution,
schedule reviews, budget reviews, etc.), and defines meeting structures for clear
transparent communication and overall governance of the project. The goal is to:
Involve all stakeholders
Inform project sponsors
Communicate early and often
The governance structure has both strategic and tactical functions as shown below:
PMO
Executive Steering
Monthly Core
Committee
Team
Weekly
Strategic
Tactical
Field Reports
Policy Budget
Sub Weekly / As Needed
Teams
The governance model provides a structure to reach all stakeholders to create
Involvement
Commitment
Buy-in
Accountability
Ownership
Amendment 1 Page 41
STATE OF NEW MEXICO REQUEST FOR PROPOSALS
Human Services Department RFP #: 10-630-00-17771
Income Support Division ISD2 SYSTEM REPLACEMENT PROJECT
4.B.1.a Executive Steering Committee
PMO
Executive Steering
Executive Steering Monthly Core
Committee
Committee Team
Weekly
Strategic
Tactical
Field Reports
Policy Budget
Sub Sub Teams
Teams
Weekly / As Needed
The Executive Steering Committee (ESC) provides overall strategic direction and
decision making for the ISD2R project. Ultimate decision and budget authority are
with the Executive Sponsor and conducted through the Executive Steering
Committee meetings. Any issue not resolved at lower levels are dealt with by this
group.
Meetings with the Executive Steering Committee will occur monthly for:
Overall leadership, direction and approvals
Project signoff
Ultimate decision point
Final issue resolution
Budget approval
Governor Office escalation
Amendment 1 Page 42
STATE OF NEW MEXICO REQUEST FOR PROPOSALS
Human Services Department RFP #: 10-630-00-17771
Income Support Division ISD2 SYSTEM REPLACEMENT PROJECT
4.B.1.b PMO Core Team
PMO
Executive Steering PMO
Monthly Core
Committee Core
Team
Team
Weekly
Strategic
Tactical
Field Reports
Policy Budget
Sub Sub Teams
Teams
Weekly / As Needed
The PMO Core team is the heart of the PMO and project operations. It is the
transition from strategic to tactical. All strategy and direction from the ESC flow to
the ISD2R project through this team. All status, issues or decisions are worked with
this team prior to the ESC. The group is responsible to manage all aspects of the
project including schedule, scope and budget.
This PMO Core Team meets weekly on a specifically defined schedule. The team
will review schedules, scope, budget, issues and risk to determine necessary actions
or communications. Other project meetings, structures or actions will be
recommended or decided by this team.
The team members are direct reports to the PMO Senior Project Manager. They
include the ISD Business Lead, Business Architect, System Network and Technical
Leads, Project Managers, Contract Managers, Contractor Lead and other key
Contractor staff as identified in Section 4.B.2, “Contractor Staff, Roles, and
Responsibilities”.
Amendment 1 Page 43
STATE OF NEW MEXICO REQUEST FOR PROPOSALS
Human Services Department RFP #: 10-630-00-17771
Income Support Division ISD2 SYSTEM REPLACEMENT PROJECT
4.B.1.c Sub Teams
PMO
Executive Steering
Monthly Core
Committee
Team
Weekly
Strategic
Tactical
Field Reports
Field Policy Budget Reports
Policy Budget
Sub Sub Teams
Sub
Teams
Teams Weekly / As Needed
Sub Teams are formed as necessary throughout the duration of the ISD2R project.
Sub Teams will be lead by Leads or key Contractor staff as identified in Section
4.B.2, “Contractor Staff, Roles, and Responsibilities”. Sub Teams will be focused
with specific tasks or deliverables and primarily managed by the PMO Core Team.
Key sub teams formed, but not limited to, will be communication, policy, reports,
field, legacy systems, infrastructure and conversion. A lead for each sub team will be
identified and responsible for facilitation.
4.B.1.d Other Governance Meetings
Several other meetings will take place on a regular schedule based upon the phase of
the project. They will take place one or more times per week depending on their
criticality. Below, several key meetings are identified:
Issue Resolution Meeting – As issues are captured with the date, owner, description
and due date, they will be monitored as long as they remain unresolved.
The approach for the issues resolution process is:
Identify ownership clearly
Monitor status constantly
Address concerns directly
Escalate unresolved concerns and issues promptly
The issue owner is required to attend each week and provide a status until it has been
resolved. If the issues cannot be resolved or are passing the due date, they will be
escalated to the PMO Core Team and ultimately the Executive Steering Committee if
necessary.
Amendment 1 Page 44
STATE OF NEW MEXICO REQUEST FOR PROPOSALS
Human Services Department RFP #: 10-630-00-17771
Income Support Division ISD2 SYSTEM REPLACEMENT PROJECT
Daily Defect Meeting – When the project is in the user acceptance testing (UAT)
phase, daily meetings will take place to assess the defects, prioritize and plan testing
activities.
Release Management Meeting – As defects are being fixed and released to
production, they will be scheduled through the Release Management Process. This
process may have multiple meetings depending on the phase of the project.
Go Live Meetings – As the project nears the pilot stage, Go Live meetings will be
scheduled to manage all aspects of the implementation. Meeting frequency will
increase as implementation nears. These meetings will include all key Procuring
Agency and Contractor staff, to review all go-live activities including application
readiness, legacy system changes, data conversion, infrastructure, training, site
support and communication.
Below is a sample view of a typical week for the governance of the ISD2R project.
This will be finalized once the Contractor Team is established.
Meeting Schedules
Monday Tuesday Wednesday Thursday Friday
PMO Release
Sub Teams
Core Planning
10:00
10:00 10:00
Executive
Sub Teams Steering
11:00 11:00
Issue
Go Live
Resolution
1:00
1:00
Issue
Resolution
4:00
Daily Defect Daily Defect Daily Defect Daily Defect Daily Defect
Review Review Review Review Review
4:00 4:00 4:00 4:00 4:00
4.B.1.e Schedule Control
One additional component to facilitate the governance of the ISD2R project is
schedule control. Schedule tracking and status are as important as creating realistic
and agreed upon project plans. This is possible with the ability to track specific effort
against a given task or deliverable. It also requires each component of the schedule to
be broken down into tasks at a granular enough level to monitor progress on a weekly
basis. Throughout this project, all types of items will be tracked such as code or
modules to be written, test scenarios to write or execute, defects to pass, training
manuals to write, users to be trained, IDs to be set up, infrastructure to be deployed or
staff to be assigned.
Amendment 1 Page 45
STATE OF NEW MEXICO REQUEST FOR PROPOSALS
Human Services Department RFP #: 10-630-00-17771
Income Support Division ISD2 SYSTEM REPLACEMENT PROJECT
Regardless of the component tracked, the schedule will utilize the following
approach:
Monday Tuesday Wednesday Thursday Friday
Tracking Metrics Executive Status Collect Metrics
Provided to
ISDR2 PMO
Scorecards
Metrics
Resolve Schedule
Validated /
And Status Issues
Schedules
with Teams
Updated
Issue Identification and Resolution
Metrics will be collected starting on Fridays and completed on Monday. The PMO
Project Manager / Scheduler working with the Contractor’s project manager will
validate and update the schedule. Tuesday to Wednesday will be used to work with
individuals to resolve any issues or discrepancies. On Wednesday, the project
scorecards will be created and reviewed by the PMO Core Team. Thursdays the
scorecards will be release and Executive Steering Committee updated. Friday starts
the process over again.
Amendment 1 Page 46
STATE OF NEW MEXICO REQUEST FOR PROPOSALS
Human Services Department RFP #: 10-630-00-17771
Income Support Division ISD2 SYSTEM REPLACEMENT PROJECT
4.B.1.f Current Project Management Office Organization Chart
The following organization chart depicts the governance structure for the ISD2R
project.
4.B.1.g Procuring Agency Resources
For the purpose of preparing proposals, Offerors are to assume that the Procuring
Agency is providing the following resources to support the system implementation
effort:
The Procuring Agency business contingent will be comprised of
approximately fifteen (15) business subject matter experts (for JAD sessions,
UAT testing, etc.).
The Procuring Agency intends to provide approximately twelve (12)
programmers and analysts for the application systems development and
knowledge transfer portions of the project. However, the Procuring Agency
can not commit to the availability of those resources at this time. Therefore,
Offerors should assume that the Procuring Agency technical personnel will
not be available during the first year of the Contract term.
Amendment 1 Page 47
STATE OF NEW MEXICO REQUEST FOR PROPOSALS
Human Services Department RFP #: 10-630-00-17771
Income Support Division ISD2 SYSTEM REPLACEMENT PROJECT
4.B.2 Contractor Staff, Roles, and Responsibilities
Detailed Contractor roles and responsibilities have been documented in the specific
activities and tasks of Section 4.D.1, “Preliminary Project Plans and Deliverables”.
The Contractor will be accountable to the ISD2R PMO, per the governance structure
described in 4.B.1, Procuring Agency/PMO Staff, Roles, and Responsibilities. The
Contractor’s primary responsibility will be to modify/configure an existing base solution
to meet the requirements of this RFP, implement it statewide, and at the Procuring
Agency’s discretion, support it for an additional one year period. The Offeror shall bring
Health and Human Services (HHS) industry experience to the project, as well as industry
product (solution) knowledge required for a successful statewide deployment of the
ISD2R system. The Offeror staff roles that are identified as “Key Personnel” as well as
desired qualifications for these persons can be found in Section 4.E.3, “Identification of
Key Personnel”.
The project organization is outlined in Section 4.B.1.f, “Current Project Management
Office Organization Chart”. At a minimum the Contractor’s onsite lead and project
manager will be part of the PMO and participate in all activities and meetings.
Additionally, other Contractor staff will participate in PMO activities and meetings as
required throughout the duration of the project.
The PMO will establish a number of weekly status meetings to monitor and control the
approved Project Plan. The intent of these meetings will be to identify the true status of
the project and, where progress is not in line with original plans, put corrective action
plans in place to bring the project back on track. These meetings will also serve to keep
all levels of management informed of project status, highlighting major issues and
roadblocks requiring management involvement and/or decisions. Key Contractor staff
will be required to attend these meetings as determined by the PMO. Attendance may be
in person and/or via teleconferencing, as mutually agreed to by the PMO and Contractor.
Contractor shall attend and participate in all project related meetings requested, as well as
Executive Steering Committee meetings if requested by the PMO. The Contractor shall
prepare materials or briefings for these meetings as requested by the PMO.
4.B.3 Work Location
For the purpose of preparing proposals, Offerors shall assume the following:
The majority of the work will be performed at a Contractor-proposed and
Procuring Agency-approved Project Office located in the vicinity of Santa Fe,
NM. The project office should be located within a 10-15 miles radius of the
Santa Fe metro area. The State prefers most of the development/customization of
the system to be done in the proposed project office.
The Contractor shall provide its personnel with the required portable computing
equipment and software.
UAT activities may take place in the Albuquerque metropolitan area.
With the prior written approval of the Procuring Agency, Contractor may have
work performed by Contractor-supplied personnel at another Contractor owned
Amendment 1 Page 48
STATE OF NEW MEXICO REQUEST FOR PROPOSALS
Human Services Department RFP #: 10-630-00-17771
Income Support Division ISD2 SYSTEM REPLACEMENT PROJECT
or operated facility located within the boundaries of the United States of America
and its territories.
The Procuring Agency prefers that the majority of the development of the
replacement system to be performed on-site at the Project Office.
Contractor management staff will be expected to attend scheduled project related
meetings with Procuring Agency staff at the Procuring Agency headquarters, the
Project Office or at other offices by request of the Procuring Agency PMO.
The ISD2 Replacement System will be installed and operated on Procuring
Agency owned equipment at the DoIT Data Center located in Santa Fe, New
Mexico.
The on-going maintenance and support after implementation shall be performed
in the vicinity of Santa Fe, NM.
Amendment 1 Page 49
STATE OF NEW MEXICO REQUEST FOR PROPOSALS
Human Services Department RFP #: 10-630-00-17771
Income Support Division ISD2 SYSTEM REPLACEMENT PROJECT
4.C. PROPOSED SOLUTION
All of the following business specifications are MANDATORY except for Section 4.F, “Value
Added Products or Services”. That means Offerors shall include a response to the Mandatory
specifications in their proposal. The failure of an Offeror to address a Mandatory specification
will result in disqualification of the proposal.
Offerors should respond in the form of a thorough descriptive narrative to each specification.
BRIEF RESPONSES THAT FULLY AND SUCCINCTLY SUPPORT THE
REQUIREMENTS ARE ENCOURAGED.
If properly submitted, the narratives along with the required or optional supporting material will
be evaluated and awarded points accordingly. The responses should be based upon the
information provided in the information paragraphs of this section of the RFP, as well as the
supporting documents contained in the Procurement Library.
4.C.1 Proposed Functional Solution
The Offeror shall propose the transfer and enhancement of an existing state government
application, or a COTS package solution that provides all the functionality required by
Procuring Agency, or a hybrid solution that is comprised of a transfer system and COTS
solution. The Offeror must provide convincing evidence that all the mandatory
requirements in this RFP will be met by the proposed solution. The application must be
adaptable to new functionality required by the PPACA and be compliant with PPACA
deadlines.
The Offeror shall provide a detailed description and functional information about the
proposed solution as it exists today. This section, in conjunction with the responses to
Appendix C, “Functional Requirements Matrix”, will be used to evaluate the fit of the
proposed solution to replace the legacy system.
The Offeror shall provide a descriptive narrative of the proposed solution from an end
user perspective. End users include, but are not limited to:
Field Staff: Clerks, Eligibility Workers, Work Program Administrators, Unit
Supervisors, County Directors, and Regional Operations Managers.
Central Office Staff: Clerks, Management Analysts, Social & Community
Service Coordinators, Program Managers, Bureau Chiefs, Economists, Quality
Assurance Staff, and other various staff.
Partnering Agencies: Community resource organizations and contractors.
The Offeror shall provide a descriptive narrative of the Proposed Solution and all
mandatory system functionality as indicated in Appendix C, “Functional Requirements
Matrix”. This includes, but is not limited to:
Public facing web-portal
User facing web-portal
EDBC
Case disposition flow
Case assignment
Interview scheduling
Amendment 1 Page 50
STATE OF NEW MEXICO REQUEST FOR PROPOSALS
Human Services Department RFP #: 10-630-00-17771
Income Support Division ISD2 SYSTEM REPLACEMENT PROJECT
Screen/dashboard functions
System navigation
Security roles as applicable to end user functionality
E-mail and calendar functions
Alerts and notification
Correspondence functionality
Reports and reporting functionality
Help functionality
Interfaces:
- Federal
- Interdepartmental
- Intradepartmental (Divisional)
Case management functionality (e.g. process queues, electronic case record, etc.)
System flexibility and ease of use for changes to workflow and EDBC
Any optional functionality that the Offeror’s Proposed Solution includes (e.g.
Electronic Document Management)
Any additional value-added functionality that the Offeror’s Proposed Solution
includes
4.C.2 Functional Requirements Matrix
Appendix C, “Functional Requirements Matrix”, encompasses the business functional
requirements for the ISD2R system. The Procuring Agency has individually prioritized
the requirements into two classifications, Mandatory (M) and Optional (O).
Offerors must review the detailed requirements and specifically mark whether their
proposed solution will satisfy the requirement. The Offerors will mark whether a
requirement is met by indicating a Yes (Y) or No (N) in the “Requirements Met” section
in the matrix. The Offerors must provide evidence that all mandatory requirements, as
defined in this matrix will be met. The Offerors will document in the “Reference”
column of the matrix the location in their response to Section 4.C.1, “Proposed
Functional Solution” where each requirement is met. Offerors must indicate the Page
Number where each requirement is addressed by the proposed solution. Optionally, or in
addition, the Offerors may reference supporting materials provided in Binder #6 of their
response.
If the proposed functional solution requirement is not met in the base system, the Offeror
shall propose a solution to the un-met requirement. The proposed solutions must be
addressed in this section of the response, immediately following the Functional
Requirements Matrix. The Requirement Number must be used to reference the proposed
solution.
Similarly, if the proposed functional solution requirement is only partially met in the
base system, the Offeror shall propose a solution to the fully meet the requirement. The
proposed solutions must be addressed in this section of the response, immediately
following the Functional Requirements Matrix. The Requirement Number must be used
to reference the proposed solution.
Amendment 1 Page 51
STATE OF NEW MEXICO REQUEST FOR PROPOSALS
Human Services Department RFP #: 10-630-00-17771
Income Support Division ISD2 SYSTEM REPLACEMENT PROJECT
BRIEF RESPONSES THAT FULLY AND SUCCINCTLY DESCRIBE THE
PROPOSED SOLUTION TO THE UN-MET OR PARTIALLY MET
REQUIREMENTS ARE ENCOURAGED.
Offerors with a proposed solution that does not address the mandatory requirements, or
that is not able to be modified or augmented to meet the mandatory requirements, will
result in the rejection of the Offeror’s proposal.
Upon contract award, and prior to the ISD2R detail design specification development
process, the successful Offerors will work closely with the Procuring Agency to refine all
requirements, and conduct a gap analysis of the proposed solution. Offerors should
review the supplemental material in the online procurement library to ensure that the
requirements are understood.
4.C.3 Proposed Approach to Include Mandated Changes for PPACA
The Offerors shall describe their approach to the inclusion of mandated changes for the
PPACA. The description must demonstrate the Offeror’s approach to defining the
detailed requirements of the PPACA, integrating the defined requirements within the
ISD2R proposed solution, interfacing the ISD2R to the HIX, and developing a plan to
meet the federally mandated deadlines. The PPACA requirements must be in User
Acceptance Testing by January 1, 2013 and implemented in Production by January 1,
2014.
As of the release date of this RFP, HSD is responsible for the Medicaid eligibility aspects
of the PPACA. ISD2R will be required to accept applications and determine Medicaid
eligibility, and will be required to interface with an HIX. The HIX solution for the State
of New Mexico has not yet been finalized.
The approach and plan must address, but is not limited to, the following:
The Offeror shall manage in coordination with the PMO and the project team,
schedule(s) related to all mandated changes for the PPACA, as well as any other
State and Federal program changes, until the final Contract Deliverable has been
accepted. A statement of concurrence is required. The cost for this requirement
shall be recorded in the Proposal Cost Response Forms (Appendix E).
New rules to adjudicate Medicaid eligibility to include, but are not limited to:
- Medicaid coverage of all individuals up to 133% of the Federal Poverty
Level (FPL) using Modified Adjusted Gross Income (MAGI) methodology
(138% FPL with a 5% disregard)
- Use of interfaced IRS income data to determine financial eligibility
- No loss of coverage to individuals who were eligible prior to 2014
Enroll “newly” eligible individuals through multiple channels
Operate with yet-to-be-determined State or HHS Health exchange
Accept referrals from the exchange without further state review
Make referrals to exchange for those found to be ineligible for Medicaid/CHIP
System to verify information from applicants electronically
Incorporate streamlined application used to apply for multiple sources of
coverage and health insurance assistance
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Income Support Division ISD2 SYSTEM REPLACEMENT PROJECT
Produce notices and communications to applicant and beneficiaries concerning
the process, outcomes and their rights to dispute or appeal
Anticipated standard Federal requirements for more timely and detailed reporting
of eligibility and enrollment status statistics
Breakdowns by eligibility groups
Demographic characteristics
Enrollment in managed care plans
Participation in waiver programs (e.g. Children’s Health Insurance Program)
4.C.4 Optional Functionality
Offerors should address Proposed System integration with Electronic Document
Management that has been integrated with, or works most efficiently with, the Proposed
System. The solution as proposed must be a complete solution including installation,
implementation in the field, and training services.
The supplier of the alternative Electronic Document Management / Workflow software
should be included in the proposal as a Subcontractor.
4.C.5 Proposed Technical Architecture/Equipment Configuration
This section should contain a detailed narrative of how the Offeror will use technology to
fulfill the requirements of the project. The Offeror should describe the proposed technical
architecture in sufficient detail to allow for the evaluation of the merits and the impact
that the architecture may have on the Procuring Agency.
Informational data in Section 4.A is provided to assist in completing this section of the
proposal.
The proposed solution shall meet all mandatory technical requirements listed in Section
4.C.6.
Offeror will be required to trace the technical requirements listed in Section 4.C.6 to the
solution proposed.
4.C.5.a Application Architecture:
The Offeror should provide a detailed application architecture including, but not
limited to, diagrams, frameworks, business object model, framework integration, data
model, and narratives where appropriate.
The Procuring Agency is seeking a user-friendly, web-based system which supports
principles of the MITA, and open standards wherever possible. Enterprise
architecture should allow the separate, standalone systems to communicate using
exposed, shared services through a common architecture. SOA and open
standards based software components which are not proprietary to a particular
Offeror will have a prominent role in the implementation of the enterprise
architecture required by the ISD2 Replacement System. The SOA developed for the
ISD2 Replacement System will be used to facilitate functional re-use and data
sharing among loosely coupled services and business objects. Services must be
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STATE OF NEW MEXICO REQUEST FOR PROPOSALS
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Income Support Division ISD2 SYSTEM REPLACEMENT PROJECT
loosely coupled to reduce system dependencies and self-contained pieces of business
functionality deployed as discrete pieces of code and/or data structures that can be
reused.
The Offeror must propose a solution that supports a SOA and Enterprise Service Bus
(ESB) based solution. The ESB must be based on open standards and allow for the
Procuring Agency to leverage existing IT investments. The ESB must be able to
support a variety of standard messaging protocols and transform data into a common
data format. It must allow the ability to change orchestration, rules, data mapping,
and relationships between systems with minimal effort and disruption. The proposed
solution must ensure that primary application functions and data are available via
industry standard APIs (Application Programming Interfaces), web service call, or
other acceptable processes. The architecture must support a Master Client Index that
is facilitated by services.
A description of the Offeror’s approach to ensuring scalability, stability,
maintainability, flexibility, interoperability, supportability, portability, modeling,
productivity, performance, and security should be presented. The Offeror should also
address the scalability of the proposed architecture to demonstrate to the Procuring
Agency that future extensions of the proposed solution will not be cost prohibitive in
terms of the platform infrastructure.
The proposed architecture should use the latest software products and versions
available in the market. The architecture should have the flexibility to upgrade a
portion of software used in the solution with minimal effect on or disruption to other
software products.
Offeror should itemize all software products recommended to meet the technical
requirements, such as: search engines, address verification, notices and
correspondence, rules engine, application server software, database server software,
and other relevant products.
4.C.5.b Infrastructure
Offeror should provide a detail infrastructure architecture including diagrams and
narratives where appropriate. The proposal should include the following but not
limited to:
4.C.5.b.1 Environments
The Offerors shall describe their approach to utilizing multiple environments to
support the software development life cycle for a fully operational architecture
for a system of this magnitude. The Procuring Agency has prepared a list of
suggested technical environments presented below. The proposal must
specifically state how all environments will be used, and how the Offeror would
support and maintain the various environments during development and
implementation of the system. The Offeror must include a network diagram in
the technical proposal that includes the environments, network equipment,
servers, virtualization clusters, and storage. See Appendix O, “Sample
Infrastructure Diagram”.
Amendment 1 Page 54
STATE OF NEW MEXICO REQUEST FOR PROPOSALS
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Income Support Division ISD2 SYSTEM REPLACEMENT PROJECT
These environments are NOT required to reside on distinct hardware. However,
the Offeror must elaborate on how and where multiple environments are
proposed to be supported on the same hardware.
The Offeror may include other environments as deemed appropriate for proper
use and deployment of the proposed solution. The Offeror shall fully describe
any additional proposed environments and the rationale for such environments.
Experimental: An environment managed solely by the Offeror for
testing processes, software upgrades, and any other purposes deemed
necessary by the Offeror or Procuring Agency.
Development: The environment used by the developers to customize,
configure, and extend the solution required.
Conversion: The environment used to convert the legacy data,
including testing of extractions and transformations, prior to actual
loading the data to production.
Integration: The environment where all of the release modules will
be compiled and tested as a single configuration by the Offeror.
QA Testing: The environment for Quality Assurance Testing and
Performance Testing of the release by the Offeror prior to promotion to
UAT.
UAT Testing: The environment for User Acceptance Testing the
release prior to implementing the release into production.
Staging: A test build area used by the PMO to prepare and
validate the build that will be deployed to production.
Production: The end user or final environment where the business of
HSD is conducted. This environment should be available throughout the
defined business hours, including extended hours as required, with
minimal windows of downtime for system maintenance and upgrades.
Training and Post-Training (Practice Area): A test/demo area for
training users that needs to be updated and rebuilt on demand with a
standardized base set of data.
The Offeror should assume that they areshall be responsible for the setup,
maintenance, and continual support of all environments. This includes all
network components, computer hardware platforms, software, servers,
virtualization and the development facility if applicable.
(Note: The Procuring Agency intends to host all environments in the State Data
Center. For logistical reasons, some environments such as development and test
may need to be located in the Project Office.)
The ISD2R Contractor must provide configuration information for the
environments to meet the requirements of this RFP. All environments will be
Co-Located at the State Data Center. The contractor will have direct physical
access to the State Data Center.
Amendment 1 Page 55
STATE OF NEW MEXICO REQUEST FOR PROPOSALS
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Income Support Division ISD2 SYSTEM REPLACEMENT PROJECT
The Contractor is required to communicate any system modifications or additions
required to maintain all mandatory technical and performance expectations due to
software / hardware upgrades as soon as possible, or at least 60 calendar days
prior to the upgrade.
All environments must be controlled by the Contractor’s proposed configuration
management methodology.
Each proposal must outline the configuration requirements to support the set up
and maintenance of all proposed ISD2R environments. To the extent possible,
the Offeror shall factor all known variables into this response, including business
requirements, technical requirements, business continuity requirements, volume
metrics, concurrent users, and transaction response time.
4.C.5.b.2 Technical Activities and Response Instructions
The following technical activities are within the Contractor’s scope for this
project. The Offeror shall describe its approach to providing the services and
activities associated with each of the following:
a. Provide Technical Architecture and Infrastructure Design. Each Offeror
must clearly explain the proposed technical architecture solution. This
includes, but is not limited to, enterprise infrastructure services, Enterprise
Service Bus / Enterprise Data Bus, Service manager, Service Registry,
Business Process Management, and any other relevant aspects of their
solution. The proposal must also explain why the Offeror feels that this
technical architecture and infrastructure design is the best solution.
b. Virtualization. HSD prefers to virtualize systems wherever possible. The
Offeror should describe if and how it will use virtualization to support the
ISD2R system. Virtualization should be included in the Infrastructure
Diagram (Offerors are requested to use Appendix O, “Sample Infrastructure
Diagram”)
c. Evaluation of Existing Security Architecture. The Contractor shall
provide an evaluation of how the proposed technical architecture design fits
within HSD’s existing network security architecture, composed of unique
logical areas separating development / test environments from production
environments. Offerors are requested to use Appendix O, “Sample
Infrastructure Diagram” for a sample diagram.
d. Technical Assistance. Technical assistance to HSD for the sizing,
procurement, maintenance, and installation of essential hardware, systems
software, maintenance, and installation services necessary to support the new
technical architecture.
e. WAN Evaluation Assistance. Evaluation of the HSD Wide-Area-Network
capacity as it relates to the implementation of the proposed software, and
specific recommendations concerning any needed WAN upgrades.
f. Development Hardware and Software Support. The Contractor will be
required to provide and maintain the hardware and systems software
necessary to support the design and development process and unit testing.
Amendment 1 Page 56
STATE OF NEW MEXICO REQUEST FOR PROPOSALS
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Income Support Division ISD2 SYSTEM REPLACEMENT PROJECT
The Offeror will describe the proposed environments hardware and systems
software configuration, as well as its hardware and systems software change
management methodology and tools.
g. ISD2R Software Migration. The Offeror will describe how the ISD2R
software will be migrated to other environments after the development
process is completed. Additionally,
Offeror shall provide a descriptive narrative on its approach for the
proposed code migration flow through the multiple environments.
Additional information as to how maintenance, backup, emergency and
other code movement should be defined.
Offeror shall provide a descriptive narrative on its approach and
methodology for loading and refreshing the data within each proposed
environment, including database maintenance and backup schedules.
The Procuring Agency has long term responsibility (i.e., post contract
completion) for continued execution of the system environments
management. The approach and methodologies established by the Offeror
must be well documented and approved by the PMO.
h. Specify Desktop Requirements. Provide desktop requirements and
specifications necessary to support the new ISD2R System software. The
Procuring Agency will perform all preparations for its desktop computers to
be ready for the new system implementation.
i. Business Continuity. Offeror shall describe a standard methodology for
developing a business continuity plan, continuity capabilities, and high-
availability infrastructure, as well as a detailed explanation of the related
approach, activities, procedures, tools, and templates and how the Offeror
manages these activities and leverages the tools and templates.
j. Disaster Recovery Process. Offeror shall describe architecting,
implementing, and testing a disaster recovery process for the new ISD2R
System. Procuring Agency will provide Disaster Recovery facilities. All
hardware, software, and services shall be in the proposal.
k. Performance Tuning. The Contractor will be expected to provide
performance tuning activities as necessary. The Offeror shall describe its
performance tuning methodologies and techniques for databases, application
servers, web servers, and other software and devices deployed as part of the
proposed solution. This includes batch and online software tuning, as well as
data conversion software tuning.
l. Software Upgrades, Updates and Rollbacks. The Offeror shall describe its
software upgrades, rollbacks and the update methodology, as well as a
detailed explanation of the related approach, activities, procedures, tools,
templates, and how the Offeror manages these activities and leverages the
tools and templates.
m. Database Design and Maintenance. The Offeror shall describe the database
design, schema, and maintenance including, but not limited to, database
backups, restores, indexing, and performance tuning.
Amendment 1 Page 57
STATE OF NEW MEXICO REQUEST FOR PROPOSALS
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Income Support Division ISD2 SYSTEM REPLACEMENT PROJECT
4.C.5.b.3 Hardware / Software specifics
The Offeror should list all hardware and software used in the proposed
architecture. Hardware and software should be listed by environment in the
spreadsheet provided in Appendix P, “Hardware / Software Inventory”.
Hardware and software for Disaster Recovery should be listed separately. This
list should exclude development tools. Development tools are discussed in the
next section.
Offerors shall use Cisco, Dell or HP nomenclature for the configuration. The
total cost of the proposed equipment configuration shall be recorded on the
appropriate lines in Appendix E, Proposal Cost Response Form.
4.C.5.b.4 Tools:
The Offeror should list all the tools used in the proposed network architecture.
The information should include, but is not limited to, software Vendor, version,
open source/shareware, number of licenses required, and other such relevant
information.
4.C.6 Technical Requirements Matrix
Offerors are instructed to complete the Technical Requirements Matrix in Appendix D,
“Technical Requirements Matrix” to document the extent of the technical features of the
proposed solution. The Mandatory/Optional column contains a value (“M”/”O”),
indicating whether a technical requirement is mandatory or optional.
Offerors with a solution that does not meet the mandatory requirements, or that is not
able to be modified or augmented during this project to meet the mandatory
requirements, will result in the rejection of the Offeror’s proposal. Offerors are required
to categorize how their product will address the requirement by using the following
classifications.
Included in Base: Software/Solution supports the requirement without any
changes required. Moreover, the supporting software is native to the solution
without requiring a third party product or plug-in.
Configurable: Software/Solution supports the requirement by changing
configuration settings to prepare the product to meet ISD2R requirements.
For example, a user-changeable rule would indicate that the solution is
“Configurable”. System parameters which can be changed via a system
interface are not configurable items – these are base supported elements.
“Configurable” means rules changes or data driven items beyond simple
parameters will support the feature. See the example below.
Integrated Third Party Product: Software/Solution supports the
requirement with a third party component that is integrated with the system.
Integrated means that access to the feature is direct through the application
and no modification would be required to use this solution in New Mexico.
Modifiable: Software/Solution supports the requirement by simple
modifications to the baseline software code.
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STATE OF NEW MEXICO REQUEST FOR PROPOSALS
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Income Support Division ISD2 SYSTEM REPLACEMENT PROJECT
Expandable/Extensible: Software/Solution supports the requirement by
complex modifications to the code or by adding a third party product that is
not currently integrated.
Not Supported: Software/Solution does not support the requirement, and
may not be modified or expanded to meet the requirement during this project.
As noted above, any mandatory requirements that are marked “Not
Supported” must result in disqualification of the proposal.
The Offerors must provide evidence that all mandatory requirements, as defined in this
matrix will be met. The Offerors will document in the “Reference” column of the matrix
the location in their response to Section 4.C.5, “Proposed Technical Architecture /
Equipment Configuration” where each requirement is met. Offerors must indicate the
Page Number where each requirement is addressed by the proposed solution. Optionally,
or in addition, the Offerors may reference supporting materials provided in Binder #6 of
their response.
If the proposed technical requirement is not met in the base system, and if the
requirement is indicated “Modifiable” or “Expandable/Extensible”, the Offeror must
provide a description of how the proposed solution must be modified, expanded or
extended to include the specified requirement. The proposed solutions must be addressed
in this section of the response, immediately following the Technical Requirements
Matrix. The Requirement Number must be used to reference the proposed solution.
BRIEF RESPONSES THAT FULLY AND SUCCINCTLY DESCRIBE THE
PROPOSED SOLUTION TO THE UN-MET OR PARTIALLY MET
REQUIREMENTS ARE ENCOURAGED.
To assist Offerors in understanding how to respond using this table, some examples are
provided. These examples are provided for additional clarification only, and may be
fictitious. The Offeror’s Page # reference to the documentation must support the extent to
which the requirement is included in the proposed solution.
Example 1: A requirement states that the solution must (i.e. the requirement
is mandatory) provide the Soundex type search keys and fuzzy search logic
to improve search results. If the proposed solution provides Soundex like
search capabilities and these capabilities are part of the source code for the
system, mark the “Included in Base” box.
Example 2: A requirement states that the solution must provide load
balancing of web and application servers in order to improve performance. If
the proposed solution does not currently use load balancing, but if load
balancing could be supported by simply modifying configuration files with
no additional programming, then mark “Configurable” box. Setting the name
of the database or identifying the LDAP repository to use is not
“Configurable” but a simple parameter change for the base. Changing from
single server to load balancing on multiple servers is a fundamental change
in system behavior.
Example 3: A requirements states that the solution must provide a robust
rules engine for managing essential business rules surrounding eligibility
determinations. If this is provided by a third party product that can be reused
without any code modifications, mark the “Integrated 3rd party product” box.
Amendment 1 Page 59
STATE OF NEW MEXICO REQUEST FOR PROPOSALS
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Income Support Division ISD2 SYSTEM REPLACEMENT PROJECT
Example 4: An additional requirement states that the “System must provide
the capability to connect to and use email functionality through direct support
for an integrated POP mail client that can interact with Outlook. This must
include calendar functions as well.” If the proposed solution could support
Outlook by making minor modifications to the mail and calendaring
interfaces, then this is a minor code change. In this case, mark “Modifiable”.
Example 5: An additional requirement states that the system must provide
integrated support for online reports and forms generation and printing,
including both local and central printing capabilities. Suppose the solution
did not provide a mechanism for central printing. However, if central printing
could be provided by adding a third party product or by developing
additional components for the existing solution, mark
“Expandable/Extensible.” Additionally, describe how the solution would be
expanded or extended to meet the requirement.
Example 6: An additional requirement states that the solution should (i.e. the
requirement is optional) include a robust Interactive Voice Response
mechanism, and the proposed solution does not include this functionality,
mark “Not Supported”.
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Income Support Division ISD2 SYSTEM REPLACEMENT PROJECT
4.D. PROJECT MANAGEMENT
4.D.1 Preliminary Project Plan and Deliverables
The successful Contractor shall provide services and staff to perform the following
project activities:
Activity 1 – Project / Contract Management and Support
Activity 2 – Technical Planning and Support
Activity 3 – Requirements Definition / Analysis
Activity 4 – Application Development
Activity 5 – Conversion
Activity 6 – Testing
Activity 7 – Training (Development and Implementation)
Activity 8 – Pilot implementation Support
Activity 9 – Statewide Implementation Support
Activity 10 – Ongoing Production Support
Each activity is described in detail later in this section, including the specific
requirements (i.e., tasks and deliverables) for the activity. Each of these activities should
be performed by a unique set of people (i.e., team or sub-team) responsible only for the
given activity; however, the Offeror is not constrained from organizing their team in any
manner they deem appropriate, provided the requirements of the RFP are met.
To the extent known, requirements for the deliverables have been documented in this
RFP. However, prior to the creation and submission of each deliverable, the Contractor
will work with the PMO to determine and agree upon the final format, content,
acceptance criteria, and review process for the deliverable. The result will be a
Deliverables Expectation Document (DED) for each deliverable.
The Offeror shall propose a format for each Deliverable and gain PMO approval prior to
preparation of the deliverable. This approval process shall include submission of a DED.
The sole purpose of the DED is to ensure that a common understanding exists between
the PMO and the Contractor regarding the scope and content (depth and breadth) of the
deliverable prior to the Contractor beginning work on the deliverable. The complexity of
the DED should be proportional to the complexity of the deliverable. The DED will
contain items such as:
Deliverable objectives
An outline of the deliverable, table of contents, sample format, sample pages, and
a general description of the information that will be contained in the Deliverable
Deliverable acceptance criteria consistent with the requirements of this contract.
Amendment 1 Page 61
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Income Support Division ISD2 SYSTEM REPLACEMENT PROJECT
4.D.1.a Activity 1 – Project / Contract Management and Support
For all tasks within Activity 1, “Project/Contract Management and Support”, the
Offeror must describe how it will meet the task requirements.
4.D.1.a.1 Task 1 – Perform Project Management Functions
Requirements of Task
Upon commencement of the project, the Contractor shall work with the PMO to
perform Project Startup and Initiation for the ISD2R initiative. This shall include
establishment of a Contractor project team in Santa Fe, New Mexico, acclimating
the Contractor team to the ISD2R project, meeting client management and staff,
setting up the work environment, and, with the ISD2R PMO, conducting a formal
kickoff meeting. This should occur within two weeks of contract start.
The ISD2R project requires effective project management to plan, execute, and
control to achieve the desired outcome. The Contractor’s role is critical, as it
provides the business and system knowledge and experience to develop and
complete an aggressive, attainable plan.
With the PMO facilitating, the Contractor shall develop a plan for the project and
gain agreement on the plan from all stakeholders. This plan shall contain the
scope, schedule, staffing plan, cost, risk items, and documented assumptions
associated with the project.
With the PMO facilitating, the Contractor shall execute and control the plan to
achieve the agreed upon objectives of the project. This will include performing
impact assessment on proposed changes in scope (i.e., Change Control Impact
Assessment), identifying risks and issues, developing and executing risk
mitigation plans, assigning specific tasks to specific individuals, tracking
resource effort and progress on tasks, and generally managing the staff and
project activities necessary to complete the project successfully. Communicating
and sharing information with the PMO and other stakeholders in a timely and
accurate manner will also be a critical responsibility of the Contractor.
At the completion of the project, with the PMO facilitating, the Contractor shall
perform project close-out activities. This shall include a review of project
metrics and general “lessons learned” from project participants, and shall
generate a Post-Implementation Evaluation Report (PIER). The PIER should
minimally include a review of the quantity and type of issues encountered,
general root causes for the issues, and recommendations for improvement. A
comparison of actuals to estimates for total effort, staff-months, number of
configuration items, etc. should also be conducted. A formal review of the PIER
document shall be conducted with the PMO. This should be completed within
one month of project implementation.
The Contractor is responsible for managing the interdependencies between the
various Contractor teams/sub-teams (e.g., Technical Planning and Support,
Application Development, Testing, Implementation Support, and Ongoing
Production Support) to efficiently and effectively complete the ISD2R project
work.
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STATE OF NEW MEXICO REQUEST FOR PROPOSALS
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Income Support Division ISD2 SYSTEM REPLACEMENT PROJECT
The ISD2R project requires effective project management to ensure the overall
goals and objectives are met. Periodic reviews of the overall strategy to achieve
these goals and objectives will occur throughout this contract and the Contractor,
with its depth and breadth of industry experience, is a critical participant in these
reviews.
The Procuring Agency’s Project Manager will conduct periodic Executive
Steering Committee meetings to review and gain agreement on ISD2R program
status and direction. The Contractor’s Project Manager will attend these
meetings.
Deliverables from Task
Startup & Planning Document (i.e., Project Plan)
Change Control Impact Assessment (request by request) (duration, effort,
cost, risk)
Issue and risk items
Risk mitigation plans
Task estimates – duration, effort, cost (initial and ongoing)
Resource time (effort) tracking/reporting (weekly, by task)
Individual task assignments
Project Closeout Report (i.e., PIER) – within one month of project
implementation
Roles and Responsibilities Related to Task
Function/Task Responsibility
Develop processes and procedures for development of PMO
the Startup & Planning Document (Project Plan)
Create the “Startup & Planning” Document (i.e., Contractor
create Project Plan content)
Develop processes and procedures for executing and PMO
controlling the project
Execute and control the project Contractor
Provide tools to facilitate the planning, execution, and PMO
control of the project
Participate in Executive Steering Committee meetings Contractor, PMO
Provide Project Closeout input All
Produce Project Closeout Report (e.g., PIER) Contractor
4.D.1.a.2 Task 2 – Perform Contract Management Functions
Requirements of Task
The Contractor is generally responsible for managing the overall contract from
its company’s perspective, including but not limited to:
Financial management – producing bills/invoices
Subcontractor management - managing subcontractors, contracts and
relationships
Scope management
Amendment 1 Page 63
STATE OF NEW MEXICO REQUEST FOR PROPOSALS
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Income Support Division ISD2 SYSTEM REPLACEMENT PROJECT
Deliverables from Task:
Bills/Invoices – as agreed upon
Roles and Responsibilities Related to Task:
Function/Task Responsibility
Manage subcontractors Contractor
Submit invoices Contractor
Review, approve, and pay invoices Procuring Agency
4.D.1.a.3 Task 3 – Manage Project / Contract Management Activities / Staff
Requirements of Task
The successful Contractor shall provide a full-time person (“Contractor Project
Manager”) to act as the focal point for project level discussions and decisions.
The Contractor Project Manager will have overall responsibility for the
management of Contractor staff assigned to the project (contract), as well as the
work produced/delivered by Contractor staff.
The Contractor Project Manager is expected to work with the Project Manager
within the PMO to appropriately staff the project. The Contractor Project
Manager will be responsible for transitioning Contractor staff onto and off of the
project as needs dictate. Management of the overall contract, and any processes
and procedures necessary to ensure the efficient and effective management of the
contract, are also the responsibility of the Contractor Project Manager.
Additional project management, administrative support, or any other staff
necessary to manage the project and contract should also be included here.
Within one month of contract start, the Contractor shall provide a Project /
Contract Management Team Staffing Plan for performing all tasks within Section
4, “Specifications”. This plan shall identify individuals assigned to the team, the
percentage of time assigned to the team, and the total number of Contractor
resources, by month, by role.
Deliverables from Task
Project/Contract Management Team Staffing Plan - due one month after
contract start, with updates as required thereafter.
Status Reports – due to the PMO close of business on first business day
of each week for prior week’s activities. Status reports shall include:
o Major accomplishments
o Major upcoming work
o Significant issues and concerns for the overall project
o Any other issues the Contractor Project Manager feels should be
communicated
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STATE OF NEW MEXICO REQUEST FOR PROPOSALS
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Income Support Division ISD2 SYSTEM REPLACEMENT PROJECT
Roles and Responsibilities Related to Task
Function/Task Responsibility
Provide ISD2R Project Manager with a primary point of Contractor
accountability for all Contractor activities
Participate as critical members of the ISD2R PMO Contractor, PMO
Provide status reports for all Contractor activities, tasks, Contractor
and deliverables
4.D.1.a.4 Task 4 – Project Archives Repository
Requirements of Task
The Contractor shall create and maintain a repository of project-related artifacts
that includes at a minimum: Deliverables and Work Products, project standards,
project organizational charts, and other business, functional, and design materials
collected and created as part of the project that are relevant.
Deliverables from Task
Project Management Repository – due two weeks after contract start,
with continuous updates with complete version control for the duration
of the project
Roles and Responsibilities Related to Task
Function/Task Responsibility
Provide ISD2R Project Management Repository Contractor
Amendment 1 Page 65
STATE OF NEW MEXICO REQUEST FOR PROPOSALS
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Income Support Division ISD2 SYSTEM REPLACEMENT PROJECT
4.D.1.b Activity 2 – Technical Planning and Support
For all tasks within Activity 2, “Technical Planning and Support”, the Offeror
shall describe how it will meet the task requirements. Drafts of the Technical
Architecture Plan, Procurement Plan, and Capacity Plan should be submitted
with the Offeror’s proposal response. The Procuring Agency prefers that the
density of any diagrams be kept low so that the diagrams remain readable. Fold-out
pages are acceptable to enhance readability.
4.D.1.b.1 Task 1 – Define and Procure Application Infrastructure
Requirements of Task
The Offeror shall provide a technical architecture to support development,
testing, training, conversion, and production of the proposed solution. The
Offeror should be prepared to establish the development environment as soon as
possible after the start of the contract.
The technical environments are described in Section 4.C.5, “Proposed Technical
Architecture/Equipment Configuration”.
The Contractor shall provide a Technical Architecture Plan within one month of
contract start. This plan will include detailed architectural diagrams with textual
support for the environments listed above. The Contractor shall keep this plan up
to date as hardware and software are modified, added, or upgraded. Each new
version of the plan must be approved by the Procuring Agency and the PMO
prior to procurement being initiated.
The Technical Architecture Plan will include:
Required servers and the minimal hardware specifications per server,
identifying each server by its purpose and its environment.
Required software for each server, including number of licenses and
versions.
Additional hardware required (such as routers and load balancers),
including recommended vendors, versions, and specifications.
Other software required, including the total number of licenses and the
structure of pricing and usage of the licenses.
An overall detailed architectural diagram(s). The diagram should include
detailed graphics displaying the listed hardware and its relative
placement in the architecture. The Contractor should clearly mark the
communication channels between hardware units, identifying features
such as encryption where appropriate.
Working with the Procuring Agency, the Contractor shall complete and submit a
Technical Reuse Analysis that recommends how best to leverage existing
resources. Resources to consider include existing physical servers, operating
system software, storage area network, database software, application server
software, middleware, data encryption software, disaster recovery and backup
environments, and other relevant information.
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A primary intent of this plan is to identify everything needed from a hardware
and software perspective to render the solution – from development to testing to
training to deployment in the production environment – so there are no surprises
in terms of additional purchases necessary.
The Contractor shall also provide a Procurement Plan within one month of
contract start. The Contractor shall keep this plan up to date as hardware and
software are modified, added, or upgraded, or plans to procure these items
change. Each version must be approved by the Procuring Agency prior to
procurement being initiated. Contractor’s proposal shall use HP, Dell, and Cisco
nomenclature.
The Procurement Plan will include a suggested procurement path for the entire
infrastructure identified in the Technical Architecture Plan, including
Contractors, delivery mechanisms, financing options, and discounts that either
the Contractor or a third party Vendor can provide the Procuring Agency.
However, the Procuring Agency reserves the right to purchase the hardware and
software outside of this contract.
Deliverables from Task
Technical Architecture Plan – due one month after contract start, with
updates as required thereafter.
Technical Reuse Analysis – due one month after contract start, with
updates as required thereafter.
Procurement Plan – due one month after contract start, with updates as
required thereafter.
Roles and Responsibilities Related to Task
Function/Task Responsibility
Procure all ISD2R hardware and software Contractor
Produce Technical Architecture Plan Contractor
Produce Technical Reuse Analysis Contractor
Produce Procurement Plan Contractor
Review deliverables PMO, Procuring
Agency
Approve deliverables Procuring Agency
4.D.1.b.2 Task 2 – Plan for Disaster Recovery and Business Continuity
Requirements of Task
The Contractor is required to produce and maintain explicit disaster recovery and
business continuity plans. Requirements for the system to support disaster
recovery and business continuity are listed in the technical requirements in
Appendix D, “Technical Requirements Matrix”.
The Procuring Agency is responsible for facilities and facility management. This
includes addressing physical security, extended power loss, natural disasters, and
physical loss of a data center. The Contractor is responsible for addressing only
ISD2R system related issues in the plans. The disaster recovery plan shall include
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recovery from any significant interruption in service. The Procuring Agency will
provide a disaster recovery location approximately 50 miles from the State Data
Center.
The Disaster Recovery Plan shall include strategies for backup, failover, and
clustering, as well as strategies to address issues related to high availability and
rapid system restoration. This plan is due 12 months from project start.
As the project evolves and new software and hardware are introduced, or existing
hardware and system software are upgraded and modified, the Disaster Recovery
Plan must be updated.
The Disaster Recovery Plan must be tested within two years of project initiation,
or within six months after the system is implemented statewide, whichever is
later.
Deliverables from Task
Disaster Recovery Plan – due 12 months from project start.
Test 1 of Disaster Recovery Plan – within 2 years of project initiation or
within 6 months of statewide implementation, whichever is later.
Document test results and remediate issues.
Roles and Responsibilities Related to Task
Function/Task Responsibility
Produce Disaster Recovery Plan Contractor
Conduct test of Disaster Recovery Plan Contractor
Review and approve Disaster Recovery Plan PMO
Review and verify disaster recovery test results PMO
Review and approve disaster recovery test results PMO
4.D.1.b.3 Task 3 – Install, Configure, and Maintain Technical Environments
Requirements of Task
The Contractor will be responsible for installing, configuring and maintaining the
technical environments for the ISD2R project. The Contractor will work with the
PMO, with the PMO serving as an advisor in most of the tasks. The installation
and configuration of the software and hardware shall be the responsibility of the
Contractor, as is the maintenance and support of all ISD2R technical
environments for the duration of this project. The Procuring Agency reserves the
option at any time to install, configure and maintain the technical environments.
The Contractor shall provide a classroom training environment separate from the
User Acceptance Testing (UAT) and Production environments. This
environment will provide the same functionality as the ISD2R production
environment and will have a training database sufficient to meet the requirements
for classroom training.
The Contractor shall also provide a post-classroom training environment separate
from the UAT and Production environments. This environment may or may not
be separate from the classroom training environment, but it must not interfere
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with classroom training. This training environment will have the same
functionality as the ISD2R production environment and will have a training
database sufficient to meet the requirements for the practical exercises the user
may perform when back at his/her desk.
The Contractor must provide and maintain a Capacity Plan document for
planning and sizing estimates for all environments, including expected storage
requirements, storage growth rates, network bandwidth, backup media
consumption, anticipated load, and expected maintenance activities. The
Contractor must also identify environmental requirements such as power,
cooling, and humidity controls in the Capacity Plan. The Contractor is
responsible for ongoing updates to this plan throughout the project.
The Contractor must provide a Configuration Management (CM) Plan describing
how configurations for all environments should be identified and managed. The
CM Plan must describe how configurations will be verified and promoted. The
Contractor will utilize the experimental environment for testing configuration
changes. After initial installation, access to UAT through Production
environments will be coordinated through the PMO. The Contractor may make
use of its own internal CM tool, but anything that is to be promoted must be
checked into a repository managed and controlled by the PMO for all
environments from UAT to Production. This includes such things as master
configuration files, migration scripts for software upgrades, and other CM
utilities. The application of most configuration changes for these environments
will be performed by the PMO, requiring that the CM Plan be appropriately
detailed for general use.
In the Installation Plan, the Contractor must describe in detail what is necessary
to install the computer hardware, software and appliances needed for all of the
proposed environments. This should include staffing and effort estimates,
outside contracting resources for services such as power and environmental
control, and estimated timelines for procurement of hardware, software, and
services. The Contractor will execute this plan for installation, fully
documenting all revisions so the process can be repeated, if necessary, by the
PMO or Procuring Agency technical staff.
The Contractor will be responsible for the installation and deployment of all of
the hardware and software. The staff provided by the Contractor must work
closely with the PMO to ensure appropriate knowledge transfer to Procuring
Agency staff for the ongoing maintenance and support of the technical
infrastructure. However, the Contractor shall retain responsibility for
maintenance and support of the technical environments for ISD2R for the
duration of the contract.
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Income Support Division ISD2 SYSTEM REPLACEMENT PROJECT
Deliverables from Task
Capacity Plan – due six weeks after contract start; updated as required
thereafter.
Configuration Management (CM) Plan – due six weeks after contract
start; updated as required thereafter.
Installation Plan – due one month after contract start; updated as required
thereafter.
Technical Environments – due for each identified environment per
timeframe outlined in Contractor’s approved Project Plan.
Roles and Responsibilities Related to Task
Function/Task Responsibility
Setup/install/configure hardware and software for Contractor
identified environments
Assist in setup/installation/configuration of technical PMO
environments
Maintain and support ISD2R technical environments Contractor
Develop Capacity Plans Contractor
Provide input for Capacity Planning PMO
Provide configuration items to enable builds and Contractor
promotions
Build and promote application PMO
Develop Configuration Management Plan Contractor
Monitor/enforce adherence to Configuration PMO
Management Plan
4.D.1.b.4 Task 4 – Manage Contractor Technical Activities / Staff
Requirements of Task
As part of the ongoing development, it is expected that continuous planning will
be required with respect to maintenance of the various environments, including
activities such as hardware and software upgrades, software patches, and regular
hardware maintenance.
A Technical Support Manager will be the primary point of contact for the PMO
for ISD2R technical planning and support activities. This includes resource
assignments for the technical planning and support team, as well as the
monitoring and reporting of team progress. The Technical Support Manager shall
provide weekly status reports regarding technical planning and support activities.
The Technical Support Manager will work with the PMO to plan and implement
technical infrastructure support activities.
The Contractor will have appropriate access to the environments as required to
support the ISD2 Replacement system development, implementation and
Maintenance & Operations. All access equivalents to administrator must be
approved by the Procuring Agency. The Technical Support Manager will be
responsible for the management of these environments, including user security
access.
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Within one month of contract start, the Contractor shall provide a Technical
Team Staffing Plan for performing all tasks within this activity. This plan shall
identify individuals assigned to the team, the percentage of time assigned to the
team, and the total number of full-time equivalents (FTEs), by month, by role.
This plan must include database, system, and network administrators, and any
other resources such as utility programmers for performing technical
infrastructure support and maintenance tasks.
Deliverables from Task
Status Reports – due to the PMO by close of business on the first
business day of each week for the prior week’s activities. Status reports
shall include:
o Major tasks accomplished
o Progress to schedule, including hours spent on tasks in-progress
and an updated estimate of hours remaining for the task
o Clear identification of areas at risk of not meeting schedule
o Additional issues affecting productivity or efficiency
o Any other issues the Technical Support Manager feels should be
communicated
Technical Team Staffing Plan – due one month after contract start, with
updates as required thereafter.
Roles and Responsibilities Related to Task
Function/Task Responsibility
Provide weekly status reports Contractor
Provide Technical Team Staffing Plan Contractor
Manage staff responsible for performing tasks as part of Contractor
this activity
Assist and oversee the Contractor Technical Planning PMO
and Support Team
Review Technical Team Staffing Plan PMO
4.D.1.b.5 Task 5 – Perform Technical Planning and Support Knowledge Transfer
Requirements of Task
It is the Procuring Agency’s intent to be able to perform the technical planning
and support on its own at the completion of this contract. To this end, the
Contractor shall work with the Procuring Agency to perform a “knowledge
transfer” on the technical planning and support tasks identified previously. This
knowledge transfer shall involve Procuring Agency personnel in technical
planning and support activities from the beginning of the project.
The Procuring Agency intends to identify individuals to participate on a full-time
basis in technical planning and support activities. These people will have the
requisite skills to participate on the team as identified by the Contractor in the
System Support Transition Plan (reference Section 4.D.12.b, “Transition of
Application Support to Procuring Agency”). The Contractor is expected to
communicate concerns regarding specific areas/individuals. If the Contractor
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feels there is an elevated level of schedule risk; the Procuring Agency will pursue
other methods of performing the knowledge transfer for the given area in this
situation.
The Procuring Agency staff participating in these activities is meant to provide a
smooth transition of technical support upon completion of the contract. The
Contractor should not rely on these individuals to reduce Contractor staffing
levels on the technical planning and support team during the project; in fact, no
guarantee is made as to the Procuring Agency’s ability to provide these staff.
The Contractor is entirely responsible for meeting the technical planning and
support requirements of this contract, regardless of whether Procuring Agency
staff participate in these activities.
Deliverables from Task
System Support Transition Plan – due six months after contract start.
Documentation/Knowledge Transfer – due by end of contract.
Requisite Skills Document – due two months after contract start.
Roles and Responsibilities Related to Task
Function/Task Responsibility
Document System Support Transition Plan Contractor
Provide ISD and ITD staff for transition Procuring Agency
Perform knowledge transfer (via documentation, Contractor
training, and hands-on experience)
Identify minimum training/experience required by staff Contractor
prior to participation in ISD2R system project activities,
by team and by role
Provide training/experience to staff prior to participation Procuring Agency
in ISD2R project activities
Identify mandatory and suggested training/experience Contractor
for staff, by role, to complete the knowledge transfer
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4.D.1.c Activity 3 – Requirements Definition/Analysis
For all tasks within Activity 3, “Requirements Definition/Analysis”, the Offeror
shall describe how it will meet the task requirements. Of particular interest to the
Procuring Agency is the approach to requirements definition and analysis. A
complete description of the proposed methodology should be included in a draft
of the Requirements Definition/Analysis Plan to be included with Offeror’s
proposal.
Any deviations from suggestions in the RFP should be highlighted and appropriate
justifications provided. Outlines or samples of the deliverables may be submitted
with the proposal, but these should be kept to the minimal number of pages necessary
to communicate the format, organization, and detail proposed.
4.D.1.c.1 Task 1 – Plan for Requirements Definition / Analysis
Requirements of Task
The Contractor shall create an overall approach and plan for requirement
definition and analysis. This approach should identify the method by which
requirements will be collected and analyzed. It should identify iterations,
sequential or parallel processes, and documentation. The plan should include
timeframes and Procuring Agency staff required to conduct this Activity.
The Contractor shall deliver the Requirements Definition/Analysis Plan two
weeks after contract start.
Deliverables from Task
Requirements Definition/Analysis Plan – due two weeks after contract
start; updated as changes occur thereafter.
Roles and Responsibilities Related to Task
Function/Task Responsibility
Create Requirements Definition/Analysis Plan Contractor
Review/Approve Requirements Definition/Analysis Plan PMO
4.D.1.c.2 Task 2 – Perform Analysis / Requirements Definition
Requirements of Task
Functional requirements will be driven by a Gap analysis between what the
system currently provides versus the requirements detailed in Appendix C,
“Functional Requirements Matrix”. The Procuring Agency will be responsible
for providing subject matter experts and other analysts to further define and
clarify requirements.
During this analysis, the Contractor will be responsible for clearly identifying to
the Procuring Agency what the system provides, how the system meets
functional requirements, and what is specific to the State of origin for the system
(if a system is transferred). The Contractor shall provide a Gap Analysis which
identifies specific development/configuration activities required to bring the
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system in line with the Procuring Agency’s requirements. The goal of
requirements definition will be to minimize changes to the proposed solution as it
exists “out of the box”. The Contractor will also produce a Traceability Matrix
from the completed requirements to be used throughout the remainder of the
development effort, and particularly in mapping User Acceptance Test criteria
back to the requirements.
The Contractor will use a requirements management tool that uses traceability
features to track modifications and code changes for this project. The Procuring
Agency will utilize Microsoft Project for scheduling.
The preferred format for requirements documentation is use cases. The
Contractor must provide a Requirements Document, including a detailed
description of the functionality surrounding each high-level requirement. The
Gap Analysis will be an appendix to the Requirements Document.
The Contractor shall also provide a Requirements Overview Document - an
outline of the high-level requirements, their dependencies, and a reference to the
details of each high-level requirement. The Contractor is welcome to provide
alternative formats and approaches consistent with the overall development
methodology.
The Contractor shall identify business processes within the Procuring Agency
that are missing or must be modified to meet a particular functional requirement.
For example, if the system supports a periodic automated balancing of caseloads
within a County / Region location which meets New Mexico’s requirements, but
is different than New Mexico’s current process of manually balancing caseloads,
then this must be listed as a business process modification. The document will be
known as the Business Process Change Document. Final versions of these
documents shall be due with approval to proceed to Pilot Implementation.
The Contractor shall assist the Procuring Agency in redesigning the application
form used by clients to request assistance. This will be necessary to facilitate the
entry of intake and registration data to maximize efficiency and accuracy.
The Contractor shall work with the Procuring Agency to verify that the
application form meets standards set by oversight committees and Procuring
Agency staff, standards set as a result of settlements or ongoing litigation, and
any other standards required by Procuring Agency and Federal laws, regulations,
and rules.
The Contractor shall develop a design-ready System Requirements Repository,
including functional requirements, non-functional requirements, Use Cases, and
detailed business rules. The Contractor shall utilize requirements already
documented by the Procuring Agency in Appendix C, “Functional Requirements
Matrix”.
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Deliverables from Task
Requirements Document, including Gap Analysis and Traceability
Matrix – timeframe to be determined based on Contractor’s methodology
and approach to development.
Requirements Overview Document – timeframe to be determined based
on Contractor’s methodology and approach to development.
Logical Data Model – timeframe to be determined based on Contractor’s
methodology and approach to development.
Business Process Change Document – identifies new or changed
business processes based on the agreed upon (high-level) requirements;
timeframe to be determined based on Contractor’s methodology and
approach to development.
System Requirements Repository – a design documents repository that
includes, but is not limited to, functional requirements, non-functional
requirements, Use Cases, and detailed business rules.
Roles and Responsibilities Related to Task
Function/Task Responsibility
Complete requirements definition/Gap Analysis/ Contractor
Traceability Matrix
Identify impact on current business processes Contractor
Provide business subject matter experts on current PMO
Procuring Agency business policy and procedure
Provide technical subject matter experts on legacy PMO
systems
Coordinate requirements definition with subsequent PMO
systems development activities, ensuring estimates
and resources are obtained and assigned for each task
Approve requirements PMO
Maintain System Requirements Repository Contractor
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4.D.1.d Activity 4 – Application Development
For all tasks within Activity 4, “Application Development”, the Offeror shall
describe how it will meet the task requirements. A complete description of the
proposed development methodology should be included in a draft of the
Application Development Approach Plan. Any deviations from suggestions in the
RFP should be highlighted and appropriate justifications provided.
Outlines or samples of the technical documentation deliverables may be submitted
with the proposal, but these should be kept to the minimal number of pages necessary
to communicate the format, organization, and detail proposed.
A draft of the Organization Chart delineating the Application Development
teams and their interaction with the Procurement Agency should be submitted
with the proposal. Of particular interest to the Procuring Agency is the approach to
organizing the development team (i.e., by business functional area or by technical
area).
4.D.1.d.1 Task 1 – Plan for Application Development
Requirements of Task
The Contractor shall deliver an Application Development Approach Plan one
month after contract start. In this plan, the Contractor shall identify and describe
its proposed development approach. The PMO will review and approve this
plan. The Contractor’s proposed approach must mitigate risk, maximize user
involvement, and result in a structured approach with clear deliverables and
releases.
It is assumed throughout the application development activities that the
Contractor will actively involve Procuring Agency technical staff. The
Application Development Approach Plan shall address this requirement.
Specifically, the plan will recommend training, document how Procuring Agency
staff will be actively mentored, and how development tasks may be assigned to
Procuring Agency staff if/when appropriate. As the project progresses, Procuring
Agency staff should take a more active role in requirements capture, design, and
development, with the eventual goal of the Procuring Agency taking over support
of the application at contract completion. However, Procuring Agency staff
availability and project schedule demands may affect whether or not this goal is
achievable, and the Contractor shall retain responsibility for the delivery of the
required functionality per the schedule requirements.
Deliverables from Task
Application Development Approach Plan – due one month after contract
start; updated as changes occur thereafter.
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Roles and Responsibilities Related to Task
Function/Task Responsibility
Meet application development schedule contractually Contractor
agreed upon
Mentor ITD staff Contractor
Supply Procuring Agency technical staff during Procuring Agency
application development
Assign Procuring Agency staff to specific application Contractor
development tasks
Review Application Development Approach Plan PMO
Approve Application Development Approach Plan PMO
4.D.1.d.2 Task 2 – Design System
Requirements of Task
The design task is intended to translate requirements into a set of deliverables
that can be used to drive and support the building of software artifacts – code,
configuration data, and rules. Each standard unit of development effort - whether
an iteration cycle, a milestone, a functional module, or a release - will typically
require the following items:
A list of proposed schema changes
Web page mockups for new or modified pages
A set of high level classes to be implemented
A textual description of algorithms to be deployed
Business rules to be deployed in the rules engine
Configuration changes in the application or framework to enable the
necessary functionality
Business process diagrams for modified business processes
Descriptions of common user interface objects such as menus and other
navigational items
In addition to the items listed above, Technical Design documentation shall
include a Unit Test Plan and a System Integration Test Plan. The Unit Test Plan
describes how the developer will evaluate the resulting artifacts while testing the
unit independent of all other units. The System Integration Test Plan describes
how the developer will evaluate the resulting artifacts while testing the unit as a
component of the system, emphasizing regression testing for common objects or
other objects that have dependencies to other artifacts. The test plans should
include test data, expected inputs and outputs, and any automated testing to be
utilized.
Database changes will not be promoted and applied to development or higher
environments until reviewed and approved by the PMO. Database changes must
reflect good database design principles, honoring at least third normal form and
proper use of domain related typing wherever possible. Restrictions based on the
underlying application framework must be clearly identified and explained. Any
requests that are rejected shall be documented and justified by the PMO.
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The design documents must be concise and accurate. During testing, developers
shall update the design documents to reflect any clarifications that were made
during development and testing.
Deliverables from Task
Business Designs – timeframe to be determined based on Contractor’s
methodology and approach to development.
Technical Designs – timeframe to be determined based on Contractor’s
methodology and approach to development.
Physical Data Model – timeframe to be determined based on
Contractor’s methodology and approach to development.
Roles and Responsibilities Related to Task
Function/Task Responsibility
Initiate database change requests Contractor
Develop Business and Technical Designs Contractor
Develop Unit Test Plans Contractor
Develop System Integration Test Plan Contractor
Create and maintain the logical and physical data model Contractor
Review and approve database changes PMO
Apply and promote database changes in a timely manner Contractor
Review and approve business designs PMO
Review and approve technical designs PMO
Review and approve test plans PMO
4.D.1.d.3 Task 3 – Build and Unit Test System
Requirements of Task
The Contractor will have sole responsibility for developing source code,
configuration data with respect to frameworks, rules for the rules engine, the
batch schedule, and any scripts required to migrate code through the various
environments. The Contractor shall unit test all of the resulting artifacts. The
Contractor will check the resulting artifacts into the repository managed by the
PMO and mark project artifacts as final when they are ready for promotion.
In addition to unit testing, the Development Team shall perform integration
testing in the development environment, ensuring defects are not introduced
when the unit is combined with the other software.
The Contractor should provide unit and integration test results to the PMO when
an artifact is marked for promotion, including source code, configuration data,
and meta data such as rules used by the rules engine. Test results should include
as many artifacts as possible, minimizing the number of documents that must be
reviewed.
It is possible during development and testing that database changes will arise that
were not part of the original design and requirements capture activities. The
Contractor shall submit these requests to the PMO for application/promotion to
the development environment. The PMO shall review, approve, and apply the
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changes in a timely manner. At no time will emergency schema changes be
made by the Contractor as part of development and testing.
Deliverables from Task
Software artifacts – timeframe to be determined based on Contractor’s
methodology and approach to development.
Roles and Responsibilities Related to Task
Function/Task Responsibility
Construct all software artifacts Contractor
Unit test software artifacts Contractor
Integration test software artifacts Contractor
Initiate/submit database change requests Contractor
Approve and apply database change requests PMO
Review test results PMO
4.D.1.d.4 Task 4 – Develop Technical Documentation
Requirements of Task
The Contractor is required to produce and update technical documentation for the
system, including:
System documentation (e.g. object model, system architecture,
interaction among sub-systems/modules)
Application programming interface (API) documentation,
Operations documentation (e.g. batch schedules and procedures with job
dependencies, special runs processes)
Software migration documentation
Development processes (e.g. management of code repository, check-
in/check-out processes)
Production management documentation (e.g. backup procedures,
annotated configuration files, server start-up/shut-down processes), and
Other documentation that is relevant to maintaining ISD2R ongoing.
Final versions of these documents are due at the completion of Quality Assurance
Testing, as well as interim scheduled production releases as agreed upon by the
Contractor and the Procuring Agency.
The goal of the system documentation is to quickly and accurately communicate
information on the technical architecture and operations of the system, thereby
reducing maintenance and support effort for the system. The low level API
documentation should be automatically produced using appropriate tool, if at all
possible. All publicly facing APIs must be documented to facilitate developer
training and system maintenance.
The Contractor shall also provide Release Notes for every release of the system
to Production. These notes will document the changes in the system from the
previous release, and must be written in terms that are understandable for both
technical staff and end users.
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Deliverables from Task
System documentation (Operations Manual) – due at completion of
Quality Assurance Testing.
API documentation - due at completion of Quality Assurance Testing.
Release Notes – due at completion of Quality Assurance Testing.
Roles and Responsibilities Related to Task
Function/Task Responsibility
Prepare technical documentation Contractor
Review and approve technical documentation PMO
Produce copies of documentation and provide to staff PMO
4.D.1.d.5 Task 5 – Manage Application Development Activities / Staff
Requirements of Task
The Contractor shall supply an identified group of Functional Team Leads and
Technical Team Leads for each major area of the system as defined by the
Contractor. This can include functional areas such as intake or eligibility, or
specific technical areas such as interface design, middleware, and interface
support. The same person may serve as Functional Team Leads/Technical Team
Leads of multiple areas if the Contractor can justify it.
The Development Team shall work with the PMO to develop appropriate
processes and procedures to control the flow of development work, including the
identification of project schedule tasks, task assignments, database change
request processes, requirements, design, and construction reviews, builds, and
promotions. The Application Development Manager shall provide weekly status
reports regarding technical planning and support activities.
Within one monththree months of contract start, the Contractor shall provide a
Development Team Staffing Plan for performing all tasks within this activity.
This plan shall identify individuals assigned to the team, the percentage of time
assigned to the team, and the total number of FTEs, by month, by role. The
Contractor shall also provide an organization chart for the Development Team,
including the role(s) of each staff member.
Deliverables from Task
Development Team Staffing Plan - due three months after contract start,
with updates as required thereafter.
Organization Chart – due one month after contract start; updated as
changes occur thereafter.
Status Reports – due to the PMO close of business on first business day
of each week for prior week’s activities. Status reports shall include:
o Major tasks accomplished.
o Progress to schedule, including hours spent on tasks in-progress
and an updated estimate of hours remaining for the task.
o Clear identification of areas at risk of not meeting schedule.
o Additional issues affecting productivity or efficiency.
o Any other issues the Development Manager identifies.
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Income Support Division ISD2 SYSTEM REPLACEMENT PROJECT
Roles and Responsibilities Related to Task
Function/Task Responsibility
Provide Development Team Staffing Plan Contractor
Provide Organization Chart Contractor
Review and approve staffing plan and organization chart PMO
Provide weekly status reports Contractor
Provide time (effort) tracking information to PMO for Contractor
tasks assigned to the Development Team
Review status reports, escalating issues as appropriate PMO
Update the project schedule based on information PMO
provided by Development Team
Provide management structure and support for Contractor
Development Team
4.D.1.d.6 Task 6 – Perform Application Development Knowledge Transfer
Requirements of Task
It is the Procuring Agency’s intent to be able to perform additional application
development on its own at the completion of this contract. To this end, the
Contractor shall work with the Procuring Agency to perform a “knowledge
transfer” on the technical planning and support tasks identified previously. This
knowledge transfer shall include involving Procuring Agency personnel in
application development activities from the beginning of the project.
The Procuring Agency intends to identify individuals to participate on a full-time
basis in application development activities. The staff will have the requisite skills
to participate on the team as identified by the Contractor in the System Support
Transition Plan (Section 4.d.12.b, “Transition of Application Support to the
Procuring Agency”). The Contractor is expected to communicate concerns
regarding specific areas/individuals if the Contractor feels there is an elevated
level of schedule risk; the Procuring Agency will pursue other methods of
performing the knowledge transfer for the given area in this situation.
The Procuring Agency staff participating in these activities is meant to provide a
smooth transition of application development activities upon completion of the
contract. The Contractor should not rely on these individuals to reduce
Contractor staffing levels on the application development team during the
project; in fact, no guarantee is made as to the Procuring Agency’s ability to
provide these staff. The Contractor is entirely responsible for meeting the
application development requirements of this contract, regardless of
whether ITD staff participate in these activities.
Deliverables from Task
Application Development Knowledge Transfer – due by end of contract.
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Income Support Division ISD2 SYSTEM REPLACEMENT PROJECT
Roles and Responsibilities Related to Task
Function/Task Responsibility
Provide ITD staff with requisite skills for knowledge Procuring Agency
transfer
Perform knowledge transfer (via documentation, Contractor
training, and hands-on experience)
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4.D.1.e Activity 5 – Conversion
For all tasks within Activity 5, “Conversion”, the Offeror shall describe how it will
meet the task requirements. A complete description of the proposed conversion
methodology must be included in a draft of the Statewide Implementation/
Rollout Strategy Document.
4.D.1.e.1 Task 1 – Perform Data Conversion
Requirements of Task
The Contractor shall convert legacy data to the ISD2R system. Conversion shall
include any supplemental data such as default values or mocked up standard data
to make ISD2R a fully functional system. Data conversion, including the validity
of the converted data, is the responsibility of the Contractor.
The Contractor is responsible for producing a Conversion Mapping Document,
which will map the data elements from the ISD2R system to their source(s) in the
legacy systems. This document must identify missing or corrupt data items from
the legacy systems requiring manual cleanup or data entry.
The cleansing of this data is a joint responsibility of the Contractor and Procuring
Agency. The development of automated data cleansing processes will be the
responsibility of the Contractor, with input from the Procuring Agency, Identified
manual cleanup of legacy data prior to Conversion will be the responsibility of
the Procuring Agency.
The Procuring Agency will supply subject matter experts for the legacy systems
(business and technical), data extracts, and direct access to data in legacy and
other systems as needed.
The Procuring Agency will rely heavily upon the Contractor’s experience to
successfully convert data to the new system. Towards this end, the Contractor
shall provide a Conversion Plan six months after project start. This plan shall
identify the approach to completing all conversion activities. The plan will be
updated by the Contractor as conversion plans change. The Conversion Plan
shall address such items as how and when data cleansing is performed, timing
issues in converting to the new system while continuing to support the existing
business, and back-end data reporting and interfacing impacts.
One of the main considerations for the conversion approach is to develop the
criteria for data conversion in conjunction with Procuring Agency staff. For
example, it may be possible to convert the legacy data to ISD2R and maintain the
benefit amount from the legacy system in ISD2R “as is”, until such time as the
worker applies a reported change or completes the next review. The benefit of
such an approach would be to spread the detailed review and cleanup of the cases
over the next year. It would also reduce the client questions and additional
worker effort from potentially having hundreds of cases converted with changed
payment amounts.
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Income Support Division ISD2 SYSTEM REPLACEMENT PROJECT
At this point, the Procuring Agency has determined that the following data be
converted. These criteria will be reviewed again when the Contractor is on-
board.
All electronically available on-line client and case data shall be
converted
All cases, open or closed, with an outstanding recoupment and;
All cases in which an individual has an intentional program violation.
The following information may be helpful to the Offeror in formulating its
response:
Approximately 13 months of case/client data is available in VSAM files
from the online legacy production files;
Approximately 20 months of end-of-month case/client data is available
in the back-end DB2 database;
TANF lifetime limits are available from 1998;
Benefit history is available from approximately 1998.
The Offeror shall propose a solution that allows for the conversion of data from
tape archive of the legacy system(s), on average approximately five years of
offline history. The conversion criteria should be consistent with the ISD2R data
retention requirements that are defined by Procuring Agency archiving rules.
These criteria will be reviewed with the Contractor.
It is the responsibility of the Contractor to determine data conversion
requirements and to develop automated conversion software and scripts for data
cleansing and actual conversion. Procuring Agency staff will be available for
assistance as described above. The Contractor is responsible for designing,
constructing, testing, and executing all conversion software and scripts. The
quality of the data conversion shall be the Contractor’s responsibility.
The Contractor will produce minimally three mock Conversion runs (fewer if
satisfactory results are produced) prior to Pilot Conversion, and prior to each
Implementation rollout thereafter. The Contractor will conduct an audit of data to
be converted before and after conversion to verify the accuracy and correctness
of the data conversion process. PMO shall approve all the results of data
conversion.
The Contractor shall convert legacy data for testing the ISD2R application
throughout development and ensure converted data is available as required. The
Contractor shall report on the progress of conversion on a weekly basis.
Deliverables from Task
Conversion Plan – due six months after contract start; updated as
changes occur thereafter.
Conversion Mapping Document – due six months after contract start.
Conversion Programs (software artifacts) – due three months prior to the
initiation of the Pilot.
Converted Data – due throughout development and; production version
due upon implementation.
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Income Support Division ISD2 SYSTEM REPLACEMENT PROJECT
Roles and Responsibilities Related to Task
Function/Task Responsibility
Provide data conversion expertise to define a viable Contractor
conversion plan/strategy
Answer conversion-related questions about legacy data Procuring Agency
and transfer legacy system (data) knowledge to
Contractor
Perform conversion mapping of data elements Contractor
Assist Contractor in performing conversion mapping PMO
Create and execute data conversion programs Contractor
Provide converted legacy data for testing throughout the Contractor
development cycle
Review and validation of data conversion PMO
Review and approval of data conversion PMO
Approve conversion deliverables PMO
Provide mainframe data extracts for conversion Procuring Agency
Manual data cleanup before and after conversion Contractor
4.D.1.e.2 Task 2 – Conversion Component Library
Requirements of Task
The Contractor shall provide a conversion component inventory and source code
repository that contains all of the necessary programs, scripts, instructions, and
other components developed and required to complete the data conversion. The
inventory and library will identify and include program source code, version
control information, dependencies, process test results, and other details for each
process.
Deliverables from Task
Conversion Component Library.
Roles and Responsibilities Related to Task
Function/Task Responsibility
Create and maintain conversion component library Contractor
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4.D.1.f Activity 6 – Testing
For all tasks within Activity 6, “Testing”, the Offeror shall describe how they will
meet the task requirements. The Offeror must provide a full explanation of the
proposed testing methodology and approach, including staffing, standards, and
automated testing tools utilized. The Offeror is also asked to elaborate on its
approach to partnering with the Procuring Agency to perform User Acceptance
Testing.
4.D.1.f.1 Task 1 – Develop Test Plans
Requirements of Task
The Contractor is required to develop a Quality Assurance Test Plan. If the
Offeror is proposing some type of iterative development approach, additional
testing should be conducted at milestones, or checkpoints, when a substantial unit
of functionality is completed. A draft version of the initial release Quality
Assurance Test Plan should be used to conduct this test.
The Quality Assurance Test Plan must clearly set forth how the Quality
Assurance Test is designed to fully test the ISD2R System functions and features.
The plan must identify the inputs to the test, the steps in the testing process, and
the expected results. The Procuring Agency may request that certain types of
cases and transactions be included in the Quality Assurance Test Plan. The
Quality Assurance Test shall be conducted in the Quality Assurance Testing
environment.
As part of the Quality Assurance Test Plan, the Contractor shall also define test
cycles and test scripts, and prepare the test data to address the functional and
technical requirements of the given release. The plan should identify any
software tools to be used during testing. The testing process must include the
ability to advance the testing clock to provide for a complete test of the lifecycle
of cases over many simulated months or years. The plan shall provide detailed
descriptions of the test environment, regression testing procedures, test methods,
workflow, and the defect identification and resolution process to be utilized
during the Quality Assurance Test. The test plan must be cross-walked to the
requirements and design documents to ensure all requirements have been
covered.
In addition, the ISD2R system must be able to meet the performance standards
and capacity requirements described in the technical requirements matrix in
Appendix D, “Technical Requirements Matrix”. The performance testing task
will include all batch and online processes within and interfaced to the ISD2R
system as a whole.
The Contractor shall develop a Performance Test Plan to complete this testing.
The plan must address volume tests, string/workflow tests, and stress tests to
simulate real production conditions and loads. This plan must identify how the
load and performance testing will ensure that the system has sufficient capacity
to handle production loads. The Contractor shall define test scripts and prepare
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Income Support Division ISD2 SYSTEM REPLACEMENT PROJECT
the test data to test the system against the load and performance requirements.
The plan should identify any software tools to be used during testing.
Performance Testing should be completed no later than one month prior to
implementation. A Performance Test with actual converted data must be
performed prior to the implementation of the Pilot Implementation.
The Contractor is responsible for facilitating sessions with the Procuring Agency
to develop a UAT Plan that covers the breadth and depth of the functionality to
be delivered. The UAT Plan shall include test criteria, test case scenarios, test
data, and expected results from the perspective of the end user.
Deliverables from Task
Quality Assurance Test Plan – due one month prior to the start of Quality
Assurance Testing.
Performance Test Plan – due at the start of Quality Assurance Testing.
User Acceptance Test (UAT) Plan – due one month prior to the start of
UAT.
Roles and Responsibilities Related to Task
Function/Task Responsibility
Create the Quality Assurance Test Plan Contractor
Review and approve the Quality Assurance Test Plan PMO
Create the Performance Test Plan Contractor
Provide assistance to the Contractor in developing the PMO
Performance Test Plan
Review and approve the Performance Test Plan PMO
Create the User Acceptance Test (UAT) Plan Contractor/ Procuring
Agency
Review and approve the User Acceptance Test (UAT) PMO
Plan
4.D.1.f.2 Task 2 – Perform Quality Assurance and Performance Testing
Requirements of Task
The Contractor shall conduct Quality Assurance Testing and Performance
Testing in accordance with the Quality Assurance Test Plan and the Performance
Test Plan. The Quality Assurance Testing must be performed in the Quality
Assurance (QA) Testing environment.
The Contractor shall resolve all defects and perform all other technical support
required to successfully complete this testing. The Contractor must ensure that
staffing levels are sufficient to address defects without interfering with other
development and ongoing production support activities.
During this testing, the Contractor shall analyze and evaluate performance of all
components of the system to be delivered, including the technical infrastructure.
The Contractor will be responsible for all technical architecture and application
system modifications required to ensure system performance meets stated
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performance standards (reference Appendix D, “Technical Requirements
Matrix”).
Quality Assurance and Performance Test Results Documents shall be prepared
by the Contractor. These documents must include enough information to permit
the PMO to validate that the test plans have been successfully executed. These
reports must also document any modifications made to the system. Any software
or automated testing packages used by the Contractor during this testing, or the
documentation thereof, must be provided as part of the test results to be added to
the set of project artifacts. The Contractor shall conduct a walk-through of the
testing process and the test results to enhance Procuring Agency understanding
and to facilitate the PMO approval process, including a review of performance
metrics and general “lessons learned” from all testing participants.
The Contractor should partner with the Procuring Agency testing group so that
Procuring Agency employees will be well versed in the testing approaches and
methodologies used by the Contractor. The Contractor should work to ensure
Procuring Agency testing staff are adequately trained in the use of the testing
products and, to the extent possible, actively involved in testing the various
releases. However, no guarantee can be made to the availability of this staff, and
the Contractor shall retain full responsibility for the Quality Assurance
Testing and Performance Testing.
Deliverables from Task
Quality Assurance Test Results Document – due at the completion of
Quality Assurance Testing.
Performance Test Results Document – due one month prior to the end of
User Acceptance Testing.
UAT-ready system – due at completion of Quality Assurance Testing.
Roles and Responsibilities Related to Task
Function/Task Responsibility
Execute test plans Contractor
Document test results Contractor
Review and approve test results PMO
4.D.1.f.3 Task 3 – Conduct User Acceptance Testing (UAT)
Requirements of Task
The Contractor shall schedule, coordinate, monitor, and manage all UAT
activities. The Procuring Agency is responsible for providing end users and
subject matter experts to perform the User Acceptance Testing. Users
participating in User Acceptance Testing are expected to sign off on the test
results at completion of UAT, providing their recommendation to the PMO for
formal approval and readiness for production.
The Contractor shall provide support for the duration of UAT. This support must
include both business and technical assistance. The testing process will include
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Income Support Division ISD2 SYSTEM REPLACEMENT PROJECT
the ability to advance the testing clock to provide for a complete test of the
lifecycle of cases over many simulated months or years.
The Contractor shall support the UAT by monitoring system performance,
investigating why data was not processed, monitoring computer resource usage,
participating in problem review meetings, creating and running batch schedules,
investigating problems and identifying potential problems, informally training
users by answering questions about the system, investigating and ensuring user
access to the system in the UAT environment, locating test data in the database
that will fulfill a given UAT scenario, and generally helping the users execute
tests and review results.
The Contractor shall also correct all defects discovered during UAT in a timely
manner by following normal application development procedures – modifying
the appropriate configuration items in the Development environment, unit and
integration testing the change, promoting the configuration item to the Testing
environments, Quality Assurance Testing the change, and promoting the change
to the UAT environment. Promotions to UAT shall occur on a regularly
scheduled basis (e.g., weekly) unless it is an emergency situation (e.g., UAT
cannot continue until problem is resolved).
Deliverables from Task
Production ready system – due at completion of UAT.
Roles and Responsibilities Related to Task
Function/Task Responsibility
Schedule, coordinate, and monitor UAT Contractor
Perform User Acceptance Testing Procuring Agency
Assist Contractor in scheduling, coordinating, PMO
and monitoring UAT
Resolve system issues during UAT Contractor
Provide formal approval (acceptance) of release PMO
prior to production implementation
4.D.1.f.4 Task 4 – Perform Software Implementation
Requirements of Task
The Contractor is responsible for providing a Promotion and Software
Implementation Plan to the PMO. With the PMO’s assistance, the Contractor
shall test and verify this plan. The Contractor shall support the PMO in
promoting the software release to each environment, including production, and
will assist in the resolution of problems, issues, and errors as they arise.
The Contractor shall identify all software artifact dependencies, the build order
for software artifacts, and the execution (run) order for batch jobs in the
Promotion and Software Implementation Plan. This information will be used for
the promotion and software implementation process. The Contractor is
responsible for writing and executing all build scripts.
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Deliverables from Task
Promotion and Software Implementation Plan – due two weeks prior to
the first build for Quality Assurance Testing.
Roles and Responsibilities Related to Task
Function/Task Responsibility
Define the order in which configurable items need to be Contractor
built and applied
Identify new batch jobs and order of execution when Contractor
combined with other batch jobs
Script the build process Contractor
Verify that the build is correct PMO/Contractor
Promote releases to Testing and environments other than PMO/Contractor
development
Create the Promotion and Software Implementation Plan Contractor
Review and approve the Promotion and Software PMO
Implementation Plan
4.D.1.f.5 Task 5 – Manage Testing Activities / Staff
Requirements of Task
Within one monththree months of contract start, the Contractor shall provide a
Testing Team Staffing Plan for performing all tasks within this activity. This
plan shall identify individuals assigned to the team, the percentage of time
assigned to the team, and the total number of full-time equivalents (FTEs), by
month, by role.
The Testing Manager shall provide weekly status reports regarding testing
activities.
Deliverables from Task
Testing Team Staffing Plan - due three months after contract start, with
updates as required thereafter.
Status Reports – due to the PMO close of business on first business day
of each week for prior week’s activities. Status reports shall include:
Major tasks accomplished
Progress to schedule, including hours spent on tasks in-progress and an
updated estimate of hours remaining for the task,
Clear identification of areas at risk of not meeting schedule
Additional issues affecting productivity or efficiency
Any other issues the Testing Manager feels should be communicated
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Income Support Division ISD2 SYSTEM REPLACEMENT PROJECT
Roles and Responsibilities Related to Task
Function/Task Responsibility
Provide weekly status reports Contractor
Review status reports, escalating issues as appropriate PMO
Update the project schedule based on information Contractor, PMO
provided by Testing Team
Provide management structure and support for the Contractor
Testing Team
4.D.1.f.6 Task 6 – Test Library
Requirements of Task
The Contractor shall maintain a repository of test artifacts, executables, scripts
and test cases and place them under version control using a configuration
management process. At the conclusion of the project, the repository shall be
turned over to the Procuring Agency for ongoing system verification and
validation.
Deliverables from Task
Test Library.
Roles and Responsibilities Related to Task
Function/Task Responsibility
Create and maintain Test Library Contractor
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4.D.1.g Activity 7 – Training
For all tasks within Activity 7, “Training”, the Offeror shall describe how they
will meet the task requirements. The Contractor requirements for this section are
broken down into the following high-level areas:
Plan / Conduct Needs Analysis for End-User Training
Develop and Provide Training Materials
Develop Online User Aids
Develop and Maintain Training Data
Provide Classroom Training
Develop Evaluation of Training and Improvement Plan
Provide Post-Classroom Practice Exercises
Train the Trainers
The remainder of this section provides the detailed requirements for the Offeror.
4.D.1.g.1 Task 1 – Plan / Conduct Needs Analysis for End-User Training:
Requirements of Task
The Contractor shall provide a detailed Training Plan six months after contract
start, and shall include a comprehensive approach to conducting the training.
Acceptable methods include the following, or combinations of the following:
facilitated classroom training
practical, hands-on exercises
support on the job training
web-based/webcast training
help references
The Contractor shall propose appropriate techniques that will ensure end users
are properly trained in the new system and workflow. Regardless of the training
approach proposed, the Procuring Agency requires that staff be trained both on-
site and away from their normal work environment. This can be onsite or in a
classroom setting away from the office.
The Contractor will create a detailed Training Plan using industry instructional
design standards. The purpose of instructional design is to improve employee
performance and to increase organizational efficiency and effectiveness. The
Training Plan shall include a Training Needs Analysis. This analysis shall
include an assessment of the target audience: their knowledge, skills, attitudes,
and readiness for training. The Training Needs Analysis must take into
consideration available resources and project timeframes.
As a result of the Training Needs Analysis, the Contractor will develop a
Training Plan that allows for a wide variety of pre-existing skills and minimize
the amount of time students are away from the job. The Training Plan must
describe both an off-site, facilitator-led training supported by a training database
and technology solutions and on-site training. The instructional strategies must
include meaningful hands-on training exercises, allowing the student to build
upon simple processes and working to more complex processes. The training
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shall be skills-based and emphasize how to use the system to accomplish specific
functional tasks and provide a high-level understanding of how the system works.
The Training Plan shall also recommend type and scope of classroom curriculum
(by functionality), association of curriculum to user type (i.e., who should get
what training), the number of trainers the Contractor will provide, a proposed
schedule by office and staff member within the office for the classroom training,
and the general training approach. The training approach should be flexible to
account for various ways a trainee will grasp and comprehend the training
material (i.e., reading, observing, listening, practicing).
The Contractor’s Training Needs Analysis will define and drive the specific
components and composition of the training plan. The remaining items listed
below are required components, but the Contractor will tailor each of these
components and offer additional components based on the results of the Training
Needs Analysis. The PMO will evaluate and approve the Training Plan.
Deliverables from Task
Training Plan / Training Needs Analysis – due six months after contract
start.
Roles and Responsibilities Related to Task
Function/Task Responsibility
Conduct Needs Analysis Contractor
Produce Training Plan, inclusive of Training Needs Contractor
Analysis
Review and approve Training Plan PMO
4.D.1.g.2 Task 2 – Develop and Provide Training Materials
Requirements of Task
The Contractor shall be responsible for creating an Instructor’s Manual, Student
Manual, and a Desk Reference Manual to be used during all classroom and on-
site training sessions. The Contractor shall provide an electronic version of all
end user training material, as well as ten hardcopies of this material for review
purposes. The Contractor shall be responsible to provide all required copies for
classroom and on-site training sessions.
The Student Manual shall include additional practical exercises in the back of the
manual that the end user can complete. The Contractor shall develop the Desk
Reference Manual that will remind end-users on hot keys, links, system
navigation and screen/dashboard flow. The manuals should include curriculum
by functionality, with sufficient examples and exercises to accomplish the stated
training objective of assuring that end users gain the skills necessary to perform
their job functions in the ISD2 Replacement system. The Contractor shall also
create any other necessary training aids such as presentation outlines and
audiovisual materials.
The Contractor’s training plan and approach shall include training on how to
effectively utilize the Online User Aids described below.
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Additional training materials may also include Web Based Tutorials (WBTs),
videos and virtual classrooms. An introduction to these items should be provided
during the classroom training, with the intent that the Desk Reference Manual
and other materials will supplement the training received by students upon their
return to their work location.
All training materials shall be delivered to, and become the property of the
Procuring Agency upon the completion of the final rollout under this contract.
Deliverables from Task
Training Material – due 30 days prior to the first training session (except
for Online User Aids).
Roles and Responsibilities Related to Task
Function/Task Responsibility
Develop training materials Contractor
Review and approve training materials PMO
4.D.1.g.3 Task 3 – Develop Online User Aids
Requirements of Task
The Contractor shall produce Online User Aids including web page and field
help, an Online User Interface Guide, and an industry standard Electronic
Performance Support System (EPSS), all functioning as an integral part of the
ISD2R system. The Online User Interface Guide and EPSS should be delivered
in electronic format only, but be printable by the end user if desired. The
Contractor will design and develop the Online User Interface Guide and EPSS to
include:
Features most used in ISD2R
Features hardest to understand
Problems most significant to the end user
Features that cause the most calls to a help desk
Features that would potentially result in less training required,
supplementing the training already received
Simulations to help the user do a task
The EPSS shall address the usage of the system from a business process
(workflow) perspective, describing how to accomplish business processes
associated with the new system. It should be easy to use by enabling users to
quickly locate the particular help they need with options such as “how do I?” and
step-by-step procedures. The Online User Interface Guide shall link to the Policy
Manuals to allow the user to identify the policy or regulation directing or
yielding an eligibility outcome.
The Online User Interface Guide and EPSS must be available in conjunction with
UAT tasks to allow for testing of the user instructions in parallel to the software.
Deliverables from Task
Online User Aids – due at completion of Quality Assurance Testing.
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Income Support Division ISD2 SYSTEM REPLACEMENT PROJECT
Roles and Responsibilities Related to Task
Function/Task Responsibility
Develop Online User Aids Contractor
Review and approve Online User Aids PMO
4.D.1.g.4 Task 4 – Develop and Maintain Training Data
Requirements of Task
The Contractor will be responsible for developing and maintaining base data for
all training activities. The Contractor will refresh the training data to its base
state as needed. The responsibility for the training data continues for the duration
of the contract.
Deliverables from Task
Base training data
Processes for refreshing data at the beginning of each training session
Roles and Responsibilities Related to Task
Function/Task Responsibility
Develop training data Contractor
Develop processes for refreshing training data Contractor
Review and approve training data and refresh processes PMO
4.D.1.g.5 Task 5 – Provide Classroom Training
Requirements of Task
The Contractor shall provide both system and business process (workflow as it
relates to the automated processes) training to the end users.
Training for the end users shall coincide with the schedule in the Project Work
Plan for system deployment. The Contractor shall provide training to an end user
no more than 20 business days prior to deployment (rollout) to the end user’s
office.
Training will be conducted by region in coordination with the Pilot and state-
wide rollout plan. The Contractor is responsible for scheduling people using a
scheduling mechanism per the approved Training Plan. Training will be
conducted by region in coordination with the Procuring Agency rollout plan.
The Contractor is responsible for scheduling people using Procuring Agency
Training facilities where possible. The Contractor shall minimize travel time/cost
for trainees when developing the region and facility training portion of the
Training Plan. The Contractor shall coordinate with the Procuring Agency to
establish temporary training facilities as identified in the Training Plan.
Line Managers will be trained prior to the primary end users. Line Manager
training shall address the needs of a Line Managers beyond just the use of the
ISD2R functionality to assist their staff with day-to-day processes. Line
Managers must be trained in the supervisory and caseload management aspects
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STATE OF NEW MEXICO REQUEST FOR PROPOSALS
Human Services Department RFP #: 10-630-00-17771
Income Support Division ISD2 SYSTEM REPLACEMENT PROJECT
of the system to better manage their responsibilities. These additional needs
include topics such as quality assurance, reports utilization, managing workload,
managing to standards of promptness, and other supervisory requirements. This
will enable Line Managers to play a more active support role upon
implementation. Line Managers will return for refresher training prior to their
office’s scheduled rollout.
ISD2R Experts will also be trained prior to the main body of trainees for a
specific region/rollout. Training content for ISD2R Experts will be specialized to
allow them to serve as the first line of support for end users.
The Contractor shall provide initial training for all end-users via a hands-on
Classroom/PC Lab. Each trainee shall have their own PC. The Classroom
training will begin with a high-level introduction and interaction with the system
and will progress deeper into low-level end user system functionality (web
pages) and business workflows.
Classroom training will be business process driven and specific to the trainee
audience. The training within the classroom will utilize a practice database and
the actual application (i.e., not a mocked-up version or pre-release version). The
larger percentage of classroom training should be hands-on and job-related.
Each class will have at least one facilitator and an assistant. The Procuring
Agency expects each worker attending training to spend at least 40 hours in the
classroom environment. The Contractor will ensure that all end-users that have
completed the training curriculum will have the ability to correctly complete
activities and functions within the ISD2R environment corresponding to their
day-to-day responsibilities. The Procuring Agency expects that minimally 95%
of the trainees will achieve this level of proficiency. An option to repeat the
training will be available, but the Contractor should expect that the expected
number of repeats is already included in the projected staff counts.
Minimizing time away from the office, yet ensuring each user is properly skills-
based trained, will be challenging. The Procuring Agency is very interested in
Contractor approaches to accomplishing these seemingly conflicting objectives.
Pre-classroom training may be one option the Contractor wishes to explore, as
well as other training options with which the Contractor has had success.
Each trainee grouping will receive training that includes an overview of all the
functionality, including a clear understanding of how their responsibilities relate
to and rely upon all the other ISD2R functionality. The Contractor shall plan
different classroom curriculum based on functionality and the results of the
Training Needs Analysis.
The Contractor shall provide training for approximately 2,000 end users
(expected number of repeats already included in this estimate), according to
geographic location (region) and job classification as shown in Section 4.A,
“Information to Aid in Development of Proposal”.
For planning purposes, the following table shows the training facilities that could
be made available for the ISD2R classroom training.
Amendment 1 Page 96
STATE OF NEW MEXICO REQUEST FOR PROPOSALS
Human Services Department RFP #: 10-630-00-17771
Income Support Division ISD2 SYSTEM REPLACEMENT PROJECT
Number of
Division Location Name
Work Stations:
NW Bernalillo ISD Office
ISD 15
4330 Cutler Ave NE, Albuquerque
West Dona Ana ISD Office
ISD 10
655 Utah Ave, Las Cruces
Santa Fe ISD Office
ISD 10
39 Plaza La Prensa, Santa Fe
SE Region Training Facility
ISD 12
400 N Pennsylvania Ave, Ste 570, Roswell
CSED Dona Ana Office
CSED 5
655 Utah Ave, Las Cruces
CSED N Regional Office
CSED 16
1000 18th St NW, Albuquerque
The Contractor shall be responsible for collecting and reporting information on
classroom training on a weekly basis throughout the training effort, including:
Progress to Schedule (classes scheduled v. classes actually held, total
planned to be trained v. number actually trained)
Number and category of staff trained
Material covered by trainee
Proficiency attained in each section/module by trainee, based on analysis
of evaluation levels 1 and 2 described below
Deliverables from Task
Classroom Training – due within 20 business day window prior to users’
office going live with release of the new system.
Classroom Training Progress Report - due weekly upon the
commencement of classroom training.
Final Training Report – due after the completion of classroom training
for statewide release.
Roles and Responsibilities Related to Task
Function/Task Responsibility
Provide limited number of copies of Instructor, Student Contractor
Training, and Desk Reference Manuals for review and
approval
Produce mass copies of Student and Instructor manuals Contractor
to be used during release training
Provide training Contractor
Provide and maintain training environments and data Contractor
Assess effectiveness of training Contractor, PMO
4.D.1.g.6 Task 6 – Develop Evaluation of Training and Improvement Plan
Requirements of Task
The Contractor shall be responsible for designing a method to collect information
from trainees and their supervisors to evaluate the effectiveness of the end-user
Amendment 1 Page 97
STATE OF NEW MEXICO REQUEST FOR PROPOSALS
Human Services Department RFP #: 10-630-00-17771
Income Support Division ISD2 SYSTEM REPLACEMENT PROJECT
training. The Contractor will evaluate the effectiveness of training, preferably
using a standard four level evaluation approach:
Level 1, Trainee Satisfaction, collected at completion of training;,
Level 2, Pre-Test and Post-Test Skills, evaluated at the point of training;
Level 3, Impact on Job Performance, evaluated randomly based on-the-
job evaluations when the trainee is back on the job; and
Level 4, Organizational Training Impact, sampled randomly and
measured throughout the life of the contract.
This evaluation process may yield updates and modifications to improve the
training approach, curriculum, and materials to ensure training goals are met.
A Final Training Report is required two months after the conclusion of the
classroom training. This report shall cover all aspects of the training activity,
including:
Final information from the weekly classroom training reporting (see #4
above)
Demonstration that all training sessions were held, that training covered
all the areas required in the approved Training Plan, and that the
Contractor made a concerted effort to include all personnel required to be
trained
Gap analysis of the difference between the pre-test state and desired state
of worker proficiency in using the system to perform their daily
responsibilities
Evaluation levels 3 and 4 statewide analysis
Deliverables from Task
Training Evaluation and Improvement Plan – due as part of each training
session for Level 1 and 2, within 60 days after training for Level 3, and
for Level 4, at the completion of Pilot.
Final Training Report – due after the completion of classroom training
for statewide release.
Roles and Responsibilities Related to Task
Function/Task Responsibility
Review Final Training Report PMO
Assess effectiveness of training Contractor, PMO
4.D.1.g.7 Task 7 – Provide Post-Classroom Practice Exercises
Requirements of Task
The Contractor shall provide the capability for post-classroom, self-directed
practice to allow recently trained end-users to build upon the initial classroom
training. The post-classroom practical exercises shall enable end-users to
practice based on their job responsibilities. Trainees will be supported in their
practice efforts via the Online User Aids, WBT, Desk Reference Manual, and
their classroom training material (Student Manual).
Amendment 1 Page 98
STATE OF NEW MEXICO REQUEST FOR PROPOSALS
Human Services Department RFP #: 10-630-00-17771
Income Support Division ISD2 SYSTEM REPLACEMENT PROJECT
Deliverables from Task
Post-Classroom Practice Exercises – Available to all trainees upon
completion of Classroom Training
Roles and Responsibilities Related to Task
Function/Task Responsibility
Produce Post-Classroom Practice Exercises Contractor
Review and approve Post-Classroom Practice Exercises PMO
4.D.1.g.8 Task 8 – Train the Trainers
Requirements of Task
The Contractor will be responsible for training the Procuring Agency trainers.
The responsibility for training of new system users that are hired after the
completion of the final rollout will be transitioned to the Procuring Agency
training staff.
The Contractor will work with Procuring Agency training staff throughout all
training-related planning and delivery activities. The Contractor should utilize
appropriate techniques to ensure a transfer of knowledge to these staff. Pairing
Procuring Agency training staff with Contractor staff to facilitate the knowledge
transfer is required.
The Procuring Agency training staff shall assume training responsibility at the
completion of the final rollout.
Deliverables from Task
Training for Procuring Agency Trainers – due with start of Pilot training
Roles and Responsibilities Related to Task
Function/Task Responsibility
Train Procuring Agency trainers Contractor
Assess effectiveness of training Contractor, PMO
Amendment 1 Page 99
STATE OF NEW MEXICO REQUEST FOR PROPOSALS
Human Services Department RFP #: 10-630-00-17771
Income Support Division ISD2 SYSTEM REPLACEMENT PROJECT
4.D.1.h Activity 8 – Pilot Implementation Support
4.D.1.h.1 Task 1 – Conduct Pilot
Requirements of Task
For all tasks within Activity 8, “Pilot Implementation Support”, the Offeror
shall describe how they will meet the task requirements. The Contractor shall
conduct a Pilot of the initial release software. The Pilot shall consist of at least
one medium sized county office, preferably in the vicinity of Santa Fe, New
Mexico. The Pilot shall process all casework previously handled by legacy
systems in the production environment. Caseworkers will NOT use the legacy
systems during or after Pilot (i.e., once converted to the new system, use of the
legacy systems for update purposes shall cease). The Pilot should commence no
later than the second to third quarter of 2013, and shall run a minimum of 2
months before other offices are converted to the new system.
This Pilot shall include all of the identified implementation support activities:
Training
Site support
Help Desk support
Due to the tremendous visibility the Pilot will receive from stakeholders, the
Procuring Agency expects the Contractor to staff accordingly. The PMO, and the
Contractor are expected to “do what it takes” to ensure the Pilot is a success.
At the completion of the Pilot, the Contractor shall provide a formal report on the
Pilot to the Procuring Agency. This report shall include information on:
Readiness of the software for statewide use;
Data conversion issues and current status;
Training issues and current status;
Site support activities;
Help Desk support activities and;
Issues, concerns, and lessons learned for statewide deployment.
Based on this report, the Procuring Agency will make a “go/no go” decision for
implementing the ISD2R solution statewide.
Deliverables from Task
Pilot Review Report – due to the PMO by the end of Pilot.
Roles and Responsibilities Related to Task
Function/Task Responsibility
Conduct Pilot implementation Contractor
Provide information to the Procuring Agency to enable a Contractor
“go/no go” decision for implementing ISD2R statewide
Make “go/no go” decision on implementing ISD2R PMO
statewide
Provide input on readiness of ISD2R system and services PMO
to go statewide
Amendment 1 Page 100
STATE OF NEW MEXICO REQUEST FOR PROPOSALS
Human Services Department RFP #: 10-630-00-17771
Income Support Division ISD2 SYSTEM REPLACEMENT PROJECT
4.D.1.h.2 Task 2 – Perform Site Support
Requirements of Task
The purpose of Site Support is to ensure the successful implementation of the
system in the Pilot office upon initial release of the system. Site Support
provides coordination of all project-related activities taking place at the Pilot
office, and provides staff to perform analysis and implementation support
activities within the office. Site Support is required for the initial release of
the system only.
The Contractor shall provide onsite support 30 calendar days prior to and 30
calendar days subsequent to each office converting to the new system. This
onsite assistance will supplement the Contractor’s end user support provided by
the Help Desk (reference Activity 8, Task 3, “Provide Help Desk Services”) and
Statewide Implementation Support (reference Activity 9, Task 3, “Provide Help
Desk Services”), providing the higher level of support required for such a high
visibility project. It is the Procuring Agency’s expectation that a majority of the
user requests for assistance in the 30 days after implementation can be handled
by the onsite support personnel.
The Contractor shall develop a Detailed Implementation Plan for the Pilot office,
accounting for all project-related activities impacting the Pilot office during the
implementation period. This plan should address:
Communications – regularly scheduled status calls
Site Support Planning, including schedule and resources for:
Orientation
Training
Data readiness activities
Workflow readiness activities
Post-implementation support activities
Help Desk support activities
Data Conversion Planning, including schedule and resources for:
Automated data conversion
Review of error and exception reports
Manual data corrections prior to implementation
Manual data corrections post implementation
The Contractor shall perform the required activities for the initial release to
ensure the pilot office implements successfully. This shall include, but is not
limited to, the following tasks:
Monitor progress against the detailed implementation plan for the office
ensuring each task is completed correctly and on schedule.
Communicate with the central Implementation Manager to provide status
and escalate issues. Participate in a daily call with the central
implementation team to coordinate activities, discuss status, and resolve
issues.
Provide an orientation at the beginning of implementation to
communicate the plan and the outcomes to the pilot office.
Coordinate the local office training schedule with the training group.
Amendment 1 Page 101
STATE OF NEW MEXICO REQUEST FOR PROPOSALS
Human Services Department RFP #: 10-630-00-17771
Income Support Division ISD2 SYSTEM REPLACEMENT PROJECT
Ensure data readiness:
o Coordinate with the data conversion team to address manual and
automated data correction activities pre- and post-conversion.
o Provide staff to perform manual and automated data cleanup /
conversion activities.
Implement new workflow:
o Perform an incremental workflow gap analysis at the office.
o Work with office staff to plan the transition from the existing
workflow to the new one.
o Ensure the pilot office staff understands the new workflow.
Provide onsite help post-implementation to resolve workflow and
application issues.
The Contractor shall also provide an orientation for Procuring Agency
community partners who use the system for query access and receive reports on
client status and payments.
The Contractor shall perform a post-implementation review to assess the
implementation activities, review lessons learned, and fine-tune subsequent
implementations.
Reference Section 4.A, “Information to Aid in Development of Proposal” for a
listing of local offices.
Deliverables from Task
Detailed Pilot Implementation Plan – due one month prior to start of
onsite support for the Pilot office(s).
Roles and Responsibilities Related to Task
Function/Task Responsibility
Develop Detailed Pilot Implementation Plan Contractor
Approve Detailed Pilot Implementation Plan PMO
Provide Site Support for Pilot Office Contractor
Conduct Daily Site Support Status Call Contractor
Facilitate Daily Site Support Status Call PMO
Conduct Post-Implementation Review, with Contractor
Procuring Agency participation
4.D.1.h.3 Task 3 – Provide Help Desk Services
Requirements of Task
The purpose of this task is to provide a centralized Help Desk service as a
primary point of help for local offices and central office business units relative to
the implementation of the new system. This service is also referred to by the
Procuring Agency as “triage” to signify the quick assessment of criticality the
help requests should receive.
The Contractor is to handle help issues related to the application, data, and
implementation starting at Pilot implementation. Issues not related to the
Amendment 1 Page 102
STATE OF NEW MEXICO REQUEST FOR PROPOSALS
Human Services Department RFP #: 10-630-00-17771
Income Support Division ISD2 SYSTEM REPLACEMENT PROJECT
application, data, and implementation of ISD2R will be forwarded to the
appropriate Procuring Agency Help Desk.
The Contractor shall perform the following activities:
Develop a Help Desk Guide with help desk processes and scripts to
support the new application, data, and workflow.
Communicate the help desk processes to the local office staff.
Provide Help Desk support staff during normal business hours (Monday
through Friday, 7am – 6pm) during Implementation to perform the
following tasks:
o Implement a “triage” process to determine criticality of request.
o Perform initial investigation, impact assessment, and
prioritization on all requests.
o Handle routine requests such as logon id, password, and security
profile issues immediately (within 15 minutes) during the formal
post-implementation period for each office. This may also be
done by onsite support personnel.
o Handle routine requests such as logon id, password, and security
profile issues within two hours after the formal post-
implementation period for each office has ended.
o Forward non-ISD2R related issues to the appropriate Procuring
Agency help desk.
o Forward requests that cannot be resolved immediately to the
Production Support Team; if possible, develop and communicate
end user workarounds for such requests.
o Capture and track help desk requests (i.e., “tickets”)
For the Pilot site support period, the following service levels shall be provided by
the Contractor. The Procuring Agency anticipates that a majority of these
requests will be handled by the onsite support staff during the post-
implementation support period. . HSD and the Contractor will mutually develop
the definition of priority tickets as delineated in the following table.
Anticipated
Priority % of tickets Started Completed
Urgent 10% 100% - Immediately 98% - Within 24 hours
High 10% 90% - Within 24 hours 90% - Within 48 hours
Medium 50% 90% - Within three days 50% - Within two weeks
Low 30% 50% - Within two weeks 50% - Within two months
After the post-implementation site support period, when onsite support is no
longer available at the pilot office, the following service levels shall be provided
by the Contractor:
Anticipated
Priority % of tickets Started Completed
Urgent 10% 100% - Within two hours 90% - Within 24 hours
High 10% 90% - Within 24 hours 95% - Within 5 days
Medium 50% 90% - Within five days 50% - Within one month
Low 30% 50% - Within one weeks 50% - Within two months
Amendment 1 Page 103
STATE OF NEW MEXICO REQUEST FOR PROPOSALS
Human Services Department RFP #: 10-630-00-17771
Income Support Division ISD2 SYSTEM REPLACEMENT PROJECT
A Help Desk (Triage) Ticket Report shall be generated weekly. This report will
minimally include:
Number of tickets opened in period
Number of tickets closed in period
Total number of tickets open
Total number of tickets closed
Additional Ad-hoc reports as requested
Deliverables from Task
Help Desk Guide – due two months prior to commencement of Pilot.
Help Desk (Triage) Ticket Report – due to the PMO close of business on
first business day of each week for prior week’s activities.
Roles and Responsibilities Related to Task
Function/Task Responsibility
Develop Help Desk Guide processes and scripts Contractor
Approve Help Desk Guide PMO
Produce weekly Help Desk Ticket Report Contractor
Provide tools, programming, and expertise to produce Contractor
reports
Conduct weekly Help Desk status reporting meetings Contractor
Facilitate weekly Help Desk status reporting meetings PMO
Capture/update Help Desk tickets Contractor
Communicate Help Desk procedures to local offices Contractor
Provide facilities and phone services for Help Desk Contractor
Amendment 1 Page 104
STATE OF NEW MEXICO REQUEST FOR PROPOSALS
Human Services Department RFP #: 10-630-00-17771
Income Support Division ISD2 SYSTEM REPLACEMENT PROJECT
4.D.1.i Activity 9 - Statewide Implementation Support
4.D.1.i.1 Task 1 – Manage Implementation Support Activities / Staff
Requirements of Task
For all tasks within Activity 9, “Statewide Implementation Support”, the
Offeror shall describe how they will meet the task requirements.
The purpose of the Implementation Support Team is to provide oversight and
coordination of all office-related implementation support activities as the system
is deployed statewide. Deployment of the system statewide shall include any
Procuring Agency community partners, as well as non-Procuring Agency staff
utilizing the new system.
The Implementation Manager will be responsible for all implementation
activities as the system is deployed statewide. The Implementation Manager
shall provide weekly status reports to the PMO. Specific responsibilities of the
Implementation Manager are:
Manage activities & monitor progress for each regional area as it is
converted to ensure that each task is completed in a timely and accurate
manner in each office
Ensure Procuring Agency community partners receive appropriate
communications, documentation, and training regarding standard reports
and online query access
Ensure data readiness
Monitor training activities
Ensure office workflow readiness
Oversee site support both pre- and post-implementation
Provide status to the core project team (i.e., PMO)
Oversee Help Desk activities for each release
The Implementation Team must also develop a statewide rollout strategy to bring
all required offices onto the new system, including the satellite offices. This
team shall also develop a master plan template to be used for each regional area
to be converted. This template should include:
Orientation for Procuring Agency staff
Procuring Agency community partner readiness
Data readiness activities
Training
Office workflow readiness
Site support – pre- and post-implementation
Status reporting
The Conversion Manager will be responsible for the activities in Activity 5, Task
1, “Perform Data Conversion” as the system is deployed statewide. This person
is responsible for data conversion resource assignments, as well as the
monitoring and reporting of team progress. The Conversion Manager should
provide weekly status reports to the Implementation Manager.
Amendment 1 Page 105
STATE OF NEW MEXICO REQUEST FOR PROPOSALS
Human Services Department RFP #: 10-630-00-17771
Income Support Division ISD2 SYSTEM REPLACEMENT PROJECT
The Contractor shall also provide a full-time person, the Training Manager, to
oversee the Training Team. The Training Manager will be responsible for the
activities in Activity 7, “Training” as the system is deployed statewide. This
person is responsible for training resource assignments, as well as the monitoring
and reporting of team progress. The Training Manager should provide weekly
status reports to the Implementation Manager.
Within one month of contract start, the Contractor shall provide an
Implementation Support Team Staffing Plan for performing all tasks within this
activity. This plan shall identify individuals assigned to the team, the percentage
of time assigned to the team, and the total number of FTEs, by month, by role.
Deliverables from Task
Statewide Implementation/Rollout Strategy Document – due nine months
after contract start.
Master Plan Template (regional rollout plans) – due nine months after
contract start.
Implementation Support Team Staffing Plan - due three months after
contract start, with updates as required thereafter.
Status Reports – due to the PMO close of business on first business day
of each week for prior week’s activities. Status reports shall include:
o Major tasks accomplished
o Progress to schedule, including hours spent on tasks in-progress
and an updated estimate of hours remaining for the task
o Clear identification of areas at risk of not meeting schedule
o Additional issues affecting productivity or efficiency
o Any other issues the Implementation Manager feels should be
communicated.
Roles and Responsibilities Related to Task
Function/Task Responsibility
Develop rollout strategy Contractor
Review and approve rollout strategy PMO
Develop implementation master plan for each region Contractor
Review and approve implementation master plan PMO
Track and report status to implementation schedules (by Contractor
region, by office)
Facilitate tracking and reporting of status on PMO
implementation support activities
4.D.1.i.2 Task 2 – Perform Site Support
Requirements of Task
The purpose of Site Support is to ensure the successful implementation of the
system in each office upon initial release of the system. Site Support provides
coordination of all project-related activities taking place at the local office and
provides staff to perform analysis and implementation support activities within
each office. Site Support is required for the initial release of the system only.
Amendment 1 Page 106
STATE OF NEW MEXICO REQUEST FOR PROPOSALS
Human Services Department RFP #: 10-630-00-17771
Income Support Division ISD2 SYSTEM REPLACEMENT PROJECT
The Contractor shall provide onsite support 30 calendar days prior to and 30
calendar days subsequent to each office converting to the new system. This
onsite assistance will supplement the Contractor’s end user support provided by
the Help Desk (reference Activity 8, Task 3, “Provide Help Desk Services”) and
Statewide Implementation Support (reference Activity 9, Task 3, “Provide Help
Desk Services”), providing the higher level of support required for such a high
visibility project. It is the Procuring Agency’s expectation that a majority of the
user requests for assistance in the 30 days after implementation can be handled
by the onsite support personnel.
The Contractor shall develop a Detailed Implementation Plan for each office,
accounting for all project-related activities impacting the office during the
implementation period. This plan should address but not limited to:
Communications – regularly scheduled status calls
Site Support Planning, including schedule and resources for:
o Orientation
o Training
o Data readiness activities
o Workflow readiness activities
o Post-implementation support activities
o Help Desk support activities
Data Conversion Planning, including schedule and resources for:
o Automated data conversion
o Review of error and exception reports
o Manual data corrections prior to implementation
o Manual data corrections post implementation
The Contractor shall perform the required activities to ensure each office
implements successfully. This shall include, but are not limited to, the following
tasks:
Monitor progress against the detailed implementation plan for the office
ensuring each task is completed correctly and on schedule
Communicate with the central Implementation Manager (reference
Activity 9, Task 1, “Manage Implementation Support Activities/Staff” of
this activity) to provide status and escalate issues. Participate in a daily
call with the central implementation team to coordinate activities, discuss
status, and resolve issues.
Provide an orientation at the beginning of each regional implementation
to communicate the plan and the outcomes to the local offices within that
region
Coordinate the local office training schedule with the training group
Ensure data readiness:
o Coordinate with the data conversion team to address manual and
automated data correction activities pre- and post-conversion
o Provide staff to perform manual and automated data cleanup /
conversion activities
Implement new workflow:
o Perform an incremental workflow gap analysis at the office
Amendment 1 Page 107
STATE OF NEW MEXICO REQUEST FOR PROPOSALS
Human Services Department RFP #: 10-630-00-17771
Income Support Division ISD2 SYSTEM REPLACEMENT PROJECT
o Work with office staff to plan the transition from the existing
workflow to the new one
o Ensure the local office staff understands the new workflow
o Provide onsite help post-implementation to resolve workflow
and application issues
The Contractor shall also provide an orientation for Procuring Agency
community partners who use the system for query access and receive reports on
client status and payments.
The Contractor shall perform a post-implementation review to assess the
implementation activities, review lessons learned, and fine-tune subsequent
implementations.
Please reference Section 4.A, “Information to Aid in Development of Proposal”
for a listing of local offices.
Deliverables from Task
Detailed Implementation Plan – due one month prior to start of onsite
support for each office(s) to be implemented.
Roles and Responsibilities Related to Task
Function/Task Responsibility
Develop Detailed Implementation Plan Contractor
Approve Detailed Implementation Plan PMO
Provide Site Support Contractor
Conduct Daily Site Support Status Call Contractor
Facilitate Daily Site Support Status Call PMO
Conduct Post-Implementation Review, with Procuring Contractor
Agency participation
4.D.1.i.3 Task 3 – Provide Help Desk Services
Requirements of Task
The purpose of this task is to provide a centralized Help Desk as a primary point
of help for local offices and central office business units relative to the
implementation of the new system. This service is also referred to by the
Procuring Agency as “triage” to signify the quick assessment of criticality the
help requests should receive.
The Contractor is to handle help issues related to the application, data, and
implementation for the statewide deployment. Issues not related to the
application, data, and implementation of ISD2R will be forwarded to the
appropriate Procuring Agency Help Desk.
The Contractor shall perform the following activities:
Communicate the help desk processes to the local office staff.
Provide Help Desk support staff during normal business hours (Monday
through Friday, 7am – 6pm) during implementation to perform the
following tasks:
Amendment 1 Page 108
STATE OF NEW MEXICO REQUEST FOR PROPOSALS
Human Services Department RFP #: 10-630-00-17771
Income Support Division ISD2 SYSTEM REPLACEMENT PROJECT
o Implement a “triage” process to determine criticality of request.
o Perform initial investigation, impact assessment, and
prioritization on all requests
o Handle routine requests such as logon id, password, and security
profile issues immediately (within 15 minutes) during the formal
post-implementation period for each office. This may also be
done by onsite support personnel
o Handle routine requests such as logon id, password, and security
profile issues within two hours after the formal post-
implementation period for each office has ended
o Forward non-ISD2R related issues to the appropriate Procuring
Agency Help Desk
o Forward requests that cannot be resolved immediately to the
Production Support Team; if possible, develop and communicate
end user workarounds for such requests
o Capture and track Help Desk requests (i.e., “tickets”)
For system implementation, the following service levels shall be provided by the
Contractor. The Procuring Agency anticipates that a majority of these requests
will be handled by the onsite support staff during this period.
Anticipated
Priority % of tickets Started Completed
Urgent 10% 100% - Immediately 98% - Within 24 hours
High 10% 90% - Within 24 hours 90% - Within 48 hours
Medium 50% 90% - Within three days 50% - Within two weeks
Low 30% 50% - Within two weeks 50% - Within two months
After the post-implementation site support period, when onsite support is no
longer available at the field office, the following service levels shall be provided
by the Contractor:
Anticipated
Priority % of tickets Started Completed
Urgent 10% 100% - Within two hours 90% - Within 24 hours
High 10% 90% - Within 24 hours 95% - Within 5 days
Medium 50% 90% - Within five days 50% - Within one month
Low 30% 50% - Within one weeks 50% - Within two months
A Help Desk (Triage) Ticket Report shall be generated weekly.
Deliverables from Task
Help Desk (Triage) Ticket Report – due to the PMO close of business on
first business day of each week for prior week’s activities.
Amendment 1 Page 109
STATE OF NEW MEXICO REQUEST FOR PROPOSALS
Human Services Department RFP #: 10-630-00-17771
Income Support Division ISD2 SYSTEM REPLACEMENT PROJECT
Roles and Responsibilities Related to Task
Function/Task Responsibility
Produce weekly Help Desk Ticket Report Contractor
Conduct weekly Help Desk status reporting meetings Contractor
Facilitate weekly Help Desk status reporting meetings PMO
Capture/update Help Desk tickets Contractor
Communicate Help Desk procedures to local offices Contractor
Provide facilities and phone services for Help Desk Contractor
Amendment 1 Page 110
STATE OF NEW MEXICO REQUEST FOR PROPOSALS
Human Services Department RFP #: 10-630-00-17771
Income Support Division ISD2 SYSTEM REPLACEMENT PROJECT
4.D.1.j Activity 10 – Ongoing Production Support
For all tasks within Activity 10, “Ongoing Production Support”, the Offeror shall
describe how it will meet the task requirements.
4.D.1.j.1 Task 1 – Maintain and Support Application – 12 months
Requirements of Task
At the Procuring Agency’s option, the successful Contractor is required to
support the system, once implemented in the Production environment statewide,
for the duration of 12 months. This support shall include the following
categories:
a. Corrective Maintenance – “bug” fixes to correct data and/or
functionality not working per requirements. This encompasses the
following work:
investigate batch job failures
investigate and correct defects
repair jobs scheduled or run incorrectly
repair problems due to system hardware or software failures
repair problems due to operator/scheduler error
repair problems due to program or control language errors
repair security problems
repair corrupted files/databases
repair documentation
repair problems due to jobs run with incorrect data
“Emergency requests” shall be defined as problems preventing benefit
issuance, or those having a significant impact on the end user’s ability to
perform their job. These requests will require “emergency fixes” and shall
be resolved within 24 hours of notification.
It is the Procuring Agency’s intent to limit the number of “emergency” fixes.
The Procuring Agency intends to bundle corrective maintenance requests
together and perform a Production software release on a monthly basis.
Non-emergency corrective maintenance requests should be completed in the
next Production software release.
b. Technical/Environments Maintenance – Technical/Environments
maintenance addresses upgrades to the system due to technical changes
to system components to keep the system maintainable, including the
following services:
upgrades or patches of application server, operating system, DBMS,
or other system software
software modifications and upgrades necessary because of expiring
Contractor support
hardware, database, or application conversions that do not modify
user functionality
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file moves (from one device to another) due to hardware swaps
one-time loads or reformats of user data (due to upgrades)
report distribution changes
Disaster Recovery Plan activities
By and large, these changes should not impact the end user. It is the
Procuring Agency’s intent to perform (i.e., release) Technical/Environments
maintenance changes in a monthly patch release; for major upgrades
requiring a more significant amount of time to develop, test, and implement,
the changes should be completed as part of a longer development release.
Report distribution changes can typically be completed independent of a
Production release; these should be completed on a more frequent basis.
c. Perfective Maintenance – perfective maintenance addresses
activities to improve the performance of the application, as well as
investigate and fix potential problems that have NOT YET occurred.
Perfective maintenance includes the following services but not limited
to:
improve the performance, maintainability or other attributes of an
application system
preventive maintenance
data table restructuring & re-indexing
data purges to reduce/improve data storage
run time improvements
replace utilities to reduce run time
potential problem correction
data set expansions to avoid space problems
It is the Procuring Agency’s intent to perform (i.e., release) perfective
maintenance changes in a monthly production release or, for major changes
requiring a more significant time to develop, test, and implement, the
changes should be completed as part of a larger development release.
Activities that can typically be completed independent of a production
release (e.g., data set expansions, data purges) may be completed on a more
frequent basis (e.g., daily or weekly).
d. Application Support – support for the system to keep it operating as
expected, including, but not limited to, the following services:
monitoring and reporting system performance
investigation as to why data was not processed
monitoring and reporting computer resource usage
preparing and participating in application system problem review
meetings
creating special holiday, year-end and production calendar schedules
preliminary investigation of problems not identified by customer
environments support
ad hoc schedule changes
data resource management
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Yearly/Quarterly/Semi-annual changes
Mass changes
Business rules changes
The Contractor shall provide a monthly report on system performance and
computer resource usage, including trend analysis, as well as
recommendations on potential changes to improve the efficiency and
effectiveness of delivery of application support services.
All other application support services shall be performed on a daily (and/or
as needed) basis.
e. User Support – direct support of the end user for technical questions
and issues which cannot be handled by the Help Desk. The Contractor
shall provide User Support for the application, including the following
services:
informal user training
system broadcasts
answering customer questions about the application
preliminary investigation into possible problems identified by
customer
investigating and ensuring user access to application system
ad hoc reporting
customer requested updates to data in database tables
The Procuring Agency realizes that various levels of tickets will be generated
based upon business and technical urgencies. The Contractor will define their
approach to managing receipt, classification, prioritization and
communication of Help Desk tickets.
Deliverables from Task
Emergency fixes as required
Monthly Production releases (to all relevant environments)
Monthly report on system performance
Monthly report on computer resource usage
Documented resolution for each production support request
Daily Batch Job Schedule
Documented production support requests, including the following
information:
o requestor
o date of request
o Production support category (i.e., user support, corrective
maintenance, etc.)
o brief description of problem or question
o estimated severity (priority)
Ticket management process
Completed production support requests
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Roles and Responsibilities Related to Task
Function/Task Responsibility
Perform corrective maintenance for system Contractor
Perform Technical/Environments maintenance for Contractor
system
Perform perfective maintenance for system Contractor
Perform application support for system Contractor
Perform user support for system Contractor
Perform Initial assessment of severity/priority of tickets Contractor
Perform final determination of severity/priority of PMO
tickets
Oversee Contractor to ensure service levels are met PMO
Facilitate ongoing production support meetings to PMO
ensure timely review of tickets / assignment of priority
4.D.1.j.2 Task 2 – Provide Help Desk Services
Requirements of Task
At the Procuring Agency’s discretion, during the 12 month Ongoing Support
period the Contractor will provide a centralized Help Desk service as a primary
point of help for local offices and central office business units relative to the
ISD2R system.
The Contractor is to handle help issues related to the application, data, and
functionality of ISD2R. Issues not related to these will be forwarded to the
appropriate Procuring Agency Help Desk.
The Contractor shall perform the following activities:
Provide Help Desk support staff during normal business hours (Monday
through Friday, 7am – 6pm) during implementation to perform the
following tasks:
o Perform initial investigation, impact assessment, and
prioritization on all requests
o Handle routine requests such as logon id, password, and security
profile issues within two hours
o Forward non-ISD2R related issues to the appropriate Procuring
Agency Help Desk
o Forward requests that cannot be resolved immediately to the
Production Support Team; if possible, develop and communicate
end user workarounds for such requests
o Capture and track help desk requests (i.e., tickets)
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The following service levels shall be provided by the Contractor:
Anticipated
Priority % of tickets Started Completed
Urgent 10% 100% - Within two hours 90% - Within 24 hours
High 10% 90% - Within 24 hours 95% - Within 5 days
Medium 50% 90% - Within five days 50% - Within one month
Low 30% 50% - Within one weeks 50% - Within two months
A Help Desk Ticket Report shall be generated weekly. This report will
minimally include:
Number of tickets opened in period
Number of tickets closed in period
Total number of tickets open
Total number of tickets closed
All ad-hoc reports as requested
Deliverables from Task
Help Desk Ticket Report – due to the PMO close of business on first
business day of each week for prior week’s activities.
Roles and Responsibilities Related to Task
Function/Task Responsibility
Produce weekly Help Desk Ticket Reports Contractor
Conduct weekly Help Desk status reporting meetings Contractor
Facilitate weekly Help Desk status reporting meetings PMO
Capture/update Help Desk tickets Contractor
Communicate Help Desk procedures to local offices Contractor
Provide facilities and phone services for Help Desk Contractor
4.D.1.j.3 Task 3 – Manage Ongoing Production Support Activities / Staff
Requirements of Task
The Contractor shall work with the PMO to develop all processes and procedures
necessary to record and track ongoing production support requests (i.e.,
production “tickets”). The Contractor shall also work with the PMO to develop
appropriate processes and procedures to control the flow of ongoing production
support work, including production support ticket assessment, configuration
management, Production release testing, builds, and promotions.
Within three months of statewide implementation, the Contractor shall provide
an Ongoing Production Support Team Staffing Plan for performing all tasks
within this activity. This plan shall identify individuals assigned to the team, the
percentage of time assigned to the team, and the total number of FTE staff
positions, by month, by role.
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Deliverables from Task
Ongoing Production Support Team Staffing Plan - due three months
prior to statewide implementation, with updates as required thereafter.
Status Reports – due to the PMO close of business on first business day
of each week for prior week’s activities. Status reports shall include:
o Major tasks accomplished
o Work in progress, upcoming work (i.e., patch releases)
o New support requests created since last status report (by
category)
o Support requests completed since last status report (by category)
o Total number of outstanding support requests (by category)
o Issues affecting productivity or efficiency
o Any other issues the Ongoing Production Support Manager feels
should be communicated
Roles and Responsibilities Related to Task
Function/Task Responsibility
Record/track production support requests (i.e., “tickets”) Contractor
Develop processes and procedures to control the flow of Contractor
ongoing production support work
Review/approve processes and procedures to control the PMO
flow of ongoing production support work
Assign individuals to specific requests/tickets Contractor
Estimate effort hours for individual requests/tickets Contractor
Recommend production tickets to be included in the Contractor
next patch release
Determine production tickets to be included in the next PMO
patch release
Facilitate process to determine scope of next patch PMO
release
4.D.1.j.4 Task 4 – Perform Ongoing Production Support and Knowledge Transfer
Requirements of Task
It is the Procuring Agency’s intent to perform ongoing production support on its
own at the completion of 12 month period. To this end, the Contractor shall
work with the Procuring Agency to perform a “knowledge transfer” on the
ongoing production support tasks identified previously. This knowledge transfer
shall include involving Procuring Agency personnel in ongoing production
support activities from the commencement of this support.
The Procuring Agency intends to identify individuals to participate on a full-time
basis in ongoing production support activities. These staff members will have the
requisite skills to participate on the team as identified by the Contractor in the
System Support Transition Plan (reference Section 4.D.12.b, “Transition of
Application Support to the Procuring Agency”). The Contractor is expected to
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communicate concerns regarding specific areas/individuals if the Contractor feels
there is an elevated level of schedule risk; the Procuring Agency will pursue
other methods of performing the knowledge transfer for the given area in this
situation.
This staff is meant to provide a smooth transition of ongoing production support
upon completion of the contract. The Contractor should not rely on these
individuals to reduce Contractor staffing levels on the ongoing production
support team during the project; in fact, no guarantee is made as to the Procuring
Agency’s ability to provide these staff. The Contractor is entirely responsible
for meeting the ongoing production support requirements of this contract,
regardless of whether Procuring Agency staff participate in these activities.
Deliverables from Task
Ongoing Production Support Knowledge Transfer – due by end of
contract.
Roles and Responsibilities Related to Task
Function/Task Responsibility
Provide staff with requisite skills for knowledge transfer PMO
Perform knowledge transfer (via documentation, Contractor
training, and hands-on experience)
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4.D.2 Project Organization Chart and Description
Offerors shall provide a Project Organization Chart that describes how the relationship
between the PMO and Offeror will be managed from an account and technical support
perspective. The Organization Chart should clearly show the Offeror’s understanding of
the PMO and Project Governance structure (see Section 4.B, “Project Governance”).
The Organization Chart should include the name and title of each person proposed. Key
Personnel must be clearly identified. The project organization chart should be described
by defining each individual’s proposed job duties, role and responsibilities.
The Offeror should clearly identify all Offeror and Subcontractor resources and
requirements as well as any Procuring Agency technical and/or user personnel that may
be required by project phase. The Offeror should clearly identify the proposed roles and
responsibilities of all Subcontractor(s) who may be involved in the project.
The Offeror shall include a preliminary Project Staffing Plan. This plan should include at
a minimum:
The Offeror project organization including a resource plan defining roles and
responsibilities for the Offeror and Subcontractors;
Staff management plan and resource allocation with preliminary dates indicating
when project resources will enter and exit the project.
Offeror shall show how Procuring Agency staff will be integrated into the project. The
Project Staffing Plan must align with activities required in Section 4.D.1, “Preliminary
Project Plan and Deliverables”.
The proposal shall outline how the staffing plan will achieve consistent, dependable
service regardless of changes that may directly influence work volume. The Offeror is
advised that the following are conditions directly related to the contractual terms in the
award of this procurement:
The Offeror shall provide a general description of its proposed staff with
number of years of experience in the IT field and number of years of
experience in developing eligibility determination systems.
The Offeror/Contractor must report staff role changes to Procuring Agency
in advance of the change.
The Offeror/Contractor must notify Procuring Agency at least 30 calendar
days in advance of any plans to change, hire, or re-assign designated Key
Personnel.
The Procuring Agency reserves the right to assess a penalty should the
Contractor replace the proposed key personnel during the contracted period.
The Contractor shall ensure that knowledge is transferred from an employee
leaving a position to a new employee to the extent possible.
The Contractor must fill key positions within 30 calendar days of anticipated
departure, unless a different timeframe is approved by Procuring Agency.
The replacement must be a qualified individual approved by Procuring
Agency.
The Offeror shall identify a minimum staffing level defined over time and
maintain that defined minimum staffing level at all times during designated
business hours.
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The Procuring Agency and PMO has a right to reject any Contractor staff as
a result of poor performance. PMO technical staff has right to interview and
select the developers and other technical staff.
Each proposal must describe its back-up personnel plan, including a discussion of the
staffing contingency plan for:
The process for replacement of personnel in the event of the loss of key
personnel or other personnel before or after signing a contract.
Allocation of additional resources to this contract in the event of inability to
meet a performance standard.
Replacement of staff with key qualifications and experience and new staff
with similar qualifications and experience.
The timeframes necessary for obtaining replacements.
Method of bringing replacements or additions up-to-date regarding the ISD2
Replacement Project.
4.D.3 Planning Assumptions and Dependencies
Offerors shall clearly identify all planning assumption and dependencies in their
proposals. Offerors should describe what is required of the Procuring Agency to ensure
the successful implementation of the replacement ISD2 System. Planning assumptions or
dependencies shall be submitted as a single, comprehensive list accompanied by an
appropriate descriptive narrative. Planning assumptions or dependencies appearing in
any other places in the Offeror’s proposal are null and void.
4.D.4 Project Status Reporting
The Contractor shall provide a formal written weekly project status report delivered to
the PMO. The format shall be approved by the PMO prior to issuance of the first (1st)
status report. The status reports shall include, but not be limited to, the following:
Overall completion status of the project in terms of the PMO approved project
work plan and schedule;
Accomplishments during the period, including Procuring Agency
staff/stakeholders interviewed, meetings held, JAD sessions and
conclusions/decisions determined;
Upcoming Milestones, completed Milestones, slipping Milestones;
Problems encountered and proposed/actual resolutions;
What is to be accomplished during the next reporting period;
Issues that need to be addressed, including Contractual items;
Quality Assurance status;
Updated project time line showing percentage completed, high-level tasks
assigned, completed and remaining and Milestone variance;
Identification of schedule slippage and strategy for resolution;
Contractor staff assigned and their location and schedule;
Procuring Agency resources required for activities during the next time period;
Resource allocation percentages including planned versus actual by project
Milestone.
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Specific status reporting requirements for various teams / sub-teams are identified in
various activities and tasks within Section 4.D.1, “Preliminary Project Plan and
Deliverables”. Offerors shall respond to these requirements within the applicable
sections.
The Offeror shall include a preliminary Project Status Report in its proposal.
4.D.5 System Development Life Cycle (SDLC) and Methodology
The SDLC framework will describe the activities performed at each stage of a software
development project. The Offeror shall propose and describe the SDLC and its
methodology, and how it is integrated in the project plan for the delivery of this project. It
should be clearly defined, documented and repeatable as the Procuring Agency intends to
continue the proposed SDLC after the life of this contract.
4.D.6 System Development Tools
The Offeror shall list all the tools used in the development life cycle for the proposed
solution with a detailed description of how they are used and integrated. The information
should include but is not limited to software vendor, version, open source/shareware,
number of licenses required, purpose, and other pertinent information.
4.D.7 Quality Assurance Methodology and Tools
Offeror shall provide a descriptive narrative on their approach to ensuring the quality of
the system deliverables, documentation, and resulting code throughout the SDLC. The
Offeror shall provide a description of the proposed Quality Assurance methodology and
supporting tools. Any documentation as to metrics and approval reviews should also be
described.
4.D.8 Risk Management
Offerors shall submit with their proposals a risk assessment approach using the
methodology published by the Project Management Institute or other comparable
methodology. Offerors should describe their risk mitigation strategies, approach and any
resources the Procuring Agency may utilize to reduce risk for the duration of the project.
The Contractor is responsible for the identification of risks for the ISD2R program as a
whole. Mitigating and/or eliminating assigned risk items will also be the responsibility of
the Contractor.
4.D.9 Issue Management
Problems and issues are a common occurrence for any development project and can
occur within any level, stage or component of the project. The Contractor, following
PMO issue management processes, will identify and track issues to facilitate their
resolution. The Contractor will exercise issue management at regularly scheduled
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meetings and assign responsibility and accountability to appropriate personnel who are
tasked with resolving the issue at the lowest level.
The Offeror shall include its approach to integrating an automated issues collection tool
for the tracking and reporting of issues. This tool should be used by everyone within the
project so collection and resolution happen quickly. Minimally, the issue date, issue
description, owner, target resolution time, resolution description and resolution date
should be captured. Reports showing open, closed, ageing, issue details and escalated
issues should be readily available.
Unresolved issues on the ISD2R project will be assigned an escalation level that
generates a review at the regularly scheduled leadership meeting.
The ISD2R PMO is responsible for establishing the issues management process,
including the meetings to prioritize, review, and resolve issues; and the development and
execution of an issues escalation procedure.
4.D.10 Change Management
The Contractor will be responsible for the identification of potential change controls
(along with other stakeholders), impact assessment (including schedule, cost, and risk),
and participation in the formal change control reviews. The Offeror shall include its
approach to integrating an automated change control collection tool for the tracking and
reporting of change controls. Reports showing open, closed, ageing, change control
details and escalated controls should be readily available.
The PMO is responsible for establishing the change control process, including the impact
assessment, change control review, and formalization of the acceptance or denial of the
proposed change. Similar to issues and risk management, the PMO owns the processes
related to change management. This process will be used to suggest modifications to
agreed upon releases, as well as enhancement requests above and beyond original scope
of this RFP.
4.D.11 Miscellaneous Project Support
4.D.11.a Federal Cost Allocation Reporting
After the Gap Analysis is performed, the Contractor will assist the Procuring Agency
in modifying the approved cost allocation as required. The Contractor shall actively
support the Cost Allocation Methodology by reporting and providing guidance to the
PMO on any changes or alterations to the costs identified with development of
individual program modules for the replacement system.
The Offeror shall provide a description of its approach to support the Federal Cost
Allocation processes, including use of the latest federally issued Cost Allocation
Methodology (CAM) Tool Kit.
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4.D.11.b Transition of Application Support to the Procuring Agency
It is the Procuring Agency’s intent to support the system on its own at the completion
of this contract. To this end, the Contractor shall work with the Procuring Agency
and PMO to transition support for the system to State of New Mexico business (ISD)
and technical (ITD) staff. This should involve Procuring Agency personnel in a
variety of areas (e.g. ongoing production support, data conversion, requirements
definition, application development) - during the life of this contract.
The Offeror shall describe a comprehensive approach to transitioning application
support to the Procuring Agency upon contract end. Offerors should use the
following information to guide their responses.
For informational purposes, the Procuring Agency intends to assign staff to the
project on a full-time basis for the duration of the project. These individuals are
expected to become the subject matter experts for various areas of the system. The
intent is for the Procuring Agency to have experience and knowledge in all aspects of
ISD2R system by implementation. The Procuring Agency expects the Offeror to pair
these people up with key individuals from their team. The Offeror will oversee these
staff in terms of work assignment only. However, the Offeror should not rely on
these individuals to reduce vendor staffing levels; in fact, no guarantee is made as to
the Procuring Agency’s ability to provide these staff. The Offeror is entirely
responsible for meeting all requirements of this RFP, regardless of whether
Procuring Agency staffs participate as working members of the vendor teams.
The plan to complete the transfer of knowledge shall be documented by the
Contractor in a “System Support Transition Plan”. The plan will be approved by the
PMO. This plan shall include mandatory and suggested training - business, system,
and toolset – by role (e.g., DBA, business analyst, system developer) to complete the
formal transition of system support responsibility to the Procuring Agency. The plan
must also identify the estimated staff, by role, required to adequately support the
system long-term.
The Contractor shall also identify minimal training and experience requirements for
Procuring Agency staff prior to participating in ISD2R system project activities. The
minimal training and experience requirements, or requisite skills, for participation on
the technical planning and support team, application development team, and ongoing
production support team must be identified. Requisite skills for other areas for
Procuring Agency participation proposed by the Offeror should also be identified. A
“Requisite Skills Document” shall be provided by the Offeror two (2) months after
contract start.
4.D.11.c System/Service Enhancements
Enhancement requests, requests for new functionality and/or changes to the system,
as well as new services and/or changes to existing services will undoubtedly occur
throughout this project. This section is intended to facilitate the handling of these
requests so that only those with a solid business case can be efficiently incorporated
into the project.
The Procuring Agency requires that the Offeror provide a cost for 20,000 contractor
hours for system enhancements and services from the Offeror, above and beyond
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those contractually required by this RFP, during the development and implementation
period. Actual funding for enhancements will be at the Procuring Agency’s
discretion, and there is no guarantee as to the level of funding for enhancements, if
any, available to the project. Costs must be provided in Binder #7 – Cost Proposal,
using the forms in Appendix E., “Proposal Cost Response Forms”.
Additionally, the Procuring Agency requires that the Offeror provide a cost for an
additional 20,000 contractor hours for system enhancements and services during
Ongoing Production Support. All enhancements must be warranted for one year.
Actual funding for enhancements will be at the Procuring Agency’s discretion, and
there is no guarantee as to the level of funding for enhancements, if any, available to
the project. Costs must be provided in Binder #7 – Cost Proposal, using the forms in
Appendix E, “Proposal Cost Response Forms”.
The Offeror must propose one year of maintenance and operations, support during
post implementation.
Enhancement requests will go through a rigorous review process established by the
PMO before being submitted to the Offeror for impact assessment and estimates.
This process will serve to weed out requests for which there is no funding, as well as
requests lacking an obvious business case. A limited amount of Offeror time may be
required in this review process to provide a cursory review of the request.
The requests considered potentially viable will be passed to the Offeror for impact
assessment (i.e., impact on existing plans and estimates). Requests may be
considered for inclusion in an existing release, for a future planned release, or
bundled for an entirely new release. Requests for impact assessment and estimates
may be made on an individual (request by request) basis or on a “group of requests”
basis.
Enhancements must not impact the schedule, service level, or cost of the other
activities and tasks requested in this RFP without the express acknowledgement and
consent of the PMO.
Offerors shall price the Tasks in this Activity, inclusive of all Offeror staff necessary
to perform these tasks, by completing Section 4.G, “Cost Specifications”.
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4.E. OFFEROR EXPERIENCE
4.E.1 Corporate Experience
Offerors shall submit a Statement of relevant company experience. The documentation
should thoroughly describe the Offeror’s experience with similar Contracts and work
related to state eligibility systems. The Offeror shall provide the following information
as evidence of the Offeror’s experience.
General Experience and Information:
The company name and business address including headquarters, offices (if
any) within the State, and telephone numbers.
A description of the Offeror's organization, including names of principals,
number of employees, client base, areas of specialization and expertise, and
any other information that will assist the Evaluation Committee in
formulating an opinion about the stability and strength of the organization.
The name of the jurisdiction in which the Offeror is organized and the date of
such organization.
A list, if any, of all current Contractual relationships with the State of New
Mexico or those completed within the previous five-year period. The listing
should include the Contract number, Contract term, and Procuring Agency’s
name for each engagement.
A high level description of the experience level, technical and eligibility
application knowledge, and government experience of the company technical
resources that may be used for this or future Contracts with the Agency.
Eligibility System Experience:
A thorough description of the depth of its experience implementing,
installing and supporting state eligibility application systems.
Identification of the customer base including previous or ongoing state
eligibility engagements, including but not limited to the dates of the period of
service, a description of the products and/or service provided plus the current
status of the engagement.
A description of the extent of its experience and expertise in defining state
eligibility requirements, risk assessment and Gap analysis.
A discussion of the type and duration of the business relationship with the
manufacturer(s) of third-party software whose products are included in the
Proposed Solution.
4.E.2 Subcontractor Experience
Offerors shall submit a statement of relevant experience of Subcontractors. The
documentation should thoroughly describe the Subcontractor’s experience with similar
engagements and/or work related to state eligibility. The Offeror shall provide the
following information as evidence of each Subcontractor’s experience.
Subcontractor’s General Experience and Information:
The company name and business address including headquarters, offices (if
any) within the State, and telephone numbers.
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A description of the Subcontractor’s organization, including names of
principals, number of employees, client base, areas of specialization and
expertise, and any other information that will assist the Evaluation
Committee in formulating an opinion about the stability and strength of the
organization.
The name of the jurisdiction in which the Subcontractor is organized and the
date of such organization.
A list, if any, of all current Contractual relationships with the State of New
Mexico or those completed within the previous five-year period. The listing
should include the Contract number, Contract term, and Procuring Agency’s
name for each engagement.
A high level description of the experience level, technical and eligibility
application knowledge, and government experience of the Subcontractor’s
technical resources that may be used for this or future Contracts with the
Procuring Agency.
Subcontractor’s Experience Relative to this Project:
A thorough description of the purpose for this Subcontractor’s involvement
in the project.
A description of the extent of its experience and expertise in the work effort
for which this Subcontractor was selected.
Identification of the customer base including previous or ongoing
engagements of similar scope and magnitude, including but not limited to the
dates of the period of service, a description of the products and/or service
provided plus the current status of the engagement, if applicable.
4.E.3 Identification of Key Personnel
The Offeror must provide staff to perform all tasks specified in this RFP. The Contractor
is responsible for maintaining a level of staffing necessary to perform and carry out all of
the functions, requirements, roles, and duties as contained herein, regardless of the level
of staffing included in the Offeror’s proposal.
This section identifies designated Key Personnel and certain other staff where specific
requirements for the position must be met. Individuals filling designated Key Personnel
positions shall be approved by Procuring Agency. All designated Key Personnel shall be
dedicated to the ISD2 Replacement Project full time, unless otherwise noted, and may not
serve in another position, unless noted and approved by the Procuring Agency.
Generally, it is preferred by the Procuring Agency that all staff assigned to the ISD2
Replacement Project serve full-time. Experience in every program area shall be
accounted for on the team.
The Offeror shall indicate the competence of key personnel whom the Offeror proposes
to be assigned to the project. Offerors shall provide a staff experience narrative for each
key personnel position. This narrative must be supported by the staff resumes provided in
Section 4.E.4, “Resumes and References”. Qualifications will be measured by education
and experience, with particular reference to experience on projects similar to that
described in this RFP. Emphasis will be placed upon the qualifications of Offeror's
Project Manager as well as that of other key personnel working on this project.
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Note that these persons shouldit is the Procuring Agency’s strong preference and
recommendation that all staff proposed as Key Personnel demonstrate the minimum
experience requirements. The submitted resumes for all staff being proposed for this
project must include at a minimum:
4.E.3.a Project Manager
The Project Manager will act as the focal point for project level discussions and
decisions and shall report directly to the ISD2R PMO. The Contractor Project
Manager will have overall responsibility for the management of Contractor staff
assigned to the project, as well as the work produced/delivered by Contractor staff. It
is strongly recommended that The the Project Manager must have ten years of
experience managing large application development and implementation projects,
five years of experience in the Health and Human Services (HHS) industry,
preferably in implementing HHS eligibility determination systems in other states, and
two years of experience in implementing a project using the Offeror’s proposed
solution.
4.E.3.b Technical Support Manager
The Technical Support Manager will be the primary point of contact with PMO staff
regarding system implementation, maintenance and modification activities. It is
strongly recommended that theThe Technical Support Manager must have at least
two years of experience in managing technical support/architecture teams, at least
three years of experience supporting object oriented web applications, at least two
years of experience working with the proposed RDBMS-based applications, and at
least three years of experience working with the proposed operating system.
4.E.3.c System Architect
The System Architect will be responsible for the design, maintenance, procedures,
and architecture related to data, program applications, and systems documentation. It
is strongly recommended that theThe System Architect must have at least three years
experience managing system architecture at the enterprise level, at least three years of
experience in SOA-based system development of systems of similar size and
complexity as ISD2 Replacement., and eExperience in implementing MITA
standards is highly desirable.
4.E.3.d Application Development Manager
The Application Development Manager will be responsible for overall application
development activities and lead the development teams. This person will be the
primary point of contact for the PMO for all development activity. It is strongly
recommended that theThe Application Development Manager must have at least two
years of experience managing projects using the development and testing
methodologies proposed by the Offeror, at least three years of experience of
application development management, at least five years experience in leadership
roles overall, two years of experience in implementing a project using the Offeror’s
proposed solution, at least two years of experience managing object oriented projects,
and at least three years of experience working with Microsoft Project (or equivalent).
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4.E.3.e Training Manager
The Training Manager will be responsible for the training activities as the system is
deployed statewide and serves as the primary point of contact for the ISD2R PMO.
This person is responsible for training resource assignments, as well as the
monitoring and reporting of team progress. The Training Manager should provide
weekly status reports to the Implementation Manager. It is strongly recommended
that the that the Training ManagerMust have at least three years experience in
providing training activities.
4.E.3.f Database Administrator
The Database Administrator will be responsible for design and maintenance of ISD2
Replacement project’s database(s). It is strongly recommended that heHe or she
must have at least five years of overall experience as a DBA of which at least two
years should be associated with working as a DBA for an object oriented application.
All experience of the proposed DBA should match the proposed database for
implementing the ISD2R solution.
4.E.3.g Conversion Manager
The Conversion Manager will be responsible for overseeing all the data conversion
activities including statewide deployment. This person is responsible for data
conversion resource assignments, as well as the monitoring and reporting of team
progress. It is strongly recommended that the Conversion ManagerMust have at least
three years experience in data conversion activities, preferably with systems similar
to the current Procuring Agency Legacy Systems.
4.E.3.h Implementation Manager
The Implementation Manager will be responsible for all implementation activities as
the system is deployed statewide. The Implementation Manager shall provide
weekly status reports to the PMO. It is strongly recommended that theThe
implementation manger must have at least five years of experience in large system
implementations, at least three years of experience in HHS eligibility system data
conversion activities, at least two years of experience with help desk and site support
services in the HHS eligibility system area, and at least one year of experience in
managing implementation teams specifically responsible for implementing HHS
eligibility systems.
4.E.4 Resumes and References
4.E.4.a Offeror Past Performance
Offerors shall include in their proposals the completed Corporate and Subcontractor
reference forms provided in Appendix H, “Corporate/Subcontractor Reference Form”
which includes three external references from clients who are willing to validate the
Offeror’s and Offeror’s Subcontractor’s past performance on similar projects. Offerors
and their Subcontractors are encouraged to include additional references that they believe
the Evaluation Committee would find helpful in thoroughly evaluating their past
performance.
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The contact person will be expected to complete and return the Past Performance
Questionnaire to the Evaluation Committee within one week from the date the
questionnaire is emailed to the recipient. The failure of a contact person to return or
thoroughly complete the questionnaire will result in a reduction of points awarded for this
evaluation factor. The minimum information that shall be provided for each client
reference is indicated in the form.
4.E.4.b Key Personnel Past Performance
Resumes shall be provided for each designated Key Personnel position on the Offeror’s
project organization chart. Resumes shall include the following information at a
minimum:
Education and training and dates for each degree or certification;
Recent relevant experience (including start and end dates);
Size and scope of projects supported; and
Reference contact information, including e-mail address and telephone
number. The reference information shall be provided using the form in
Appendix I, “Staff Reference Form”. The reference form requests two
external references from clients who are willing to validate the individual’s
past performance.
The contact person will be expected to complete and return the Past
Performance Questionnaire to the Evaluation Committee within one week
from the date the questionnaire is emailed to the recipient. The failure of a
contact person to return or thoroughly complete the questionnaire will result
in a reduction of points awarded for this evaluation factor. The minimum
information that shall be provided for each reference is indicated in the form.
Proposed designated Key Staff shall be available to staff the ISD2 Replacement Project,
and cannot be changed without approval from the Procuring Agency, unless prevented
from doing so by circumstances beyond the Offeror’s control. Individuals replacing
designated Key Personnel positions shall be approved by Procuring Agency.
4.F. VALUE-ADDED PRODUCTS OR SERVICES (Optional)
Offerors are encouraged, but are not required, to propose any optional value-added products or
services they believe would help the Procuring Agency to effectively implement, operate or use
the proposed system or additions thereto. The Procuring Agency is interested to know if
additional functional capabilities not specifically addressed in this RFP can be integrated with the
Proposed System as well as the benefits from the addition of those functional capabilities. The
Procuring Agency is interested to know about additional, recommended software tools that may
be useful in managing or monitoring the performance of the production replacement system. The
Procuring Agency is interested in knowing about future enhancements that may be underway that
may be of benefit to the Procuring Agency.
Offerors are encouraged to thoroughly describe all proposed optional products and/or services
and record their estimated cost on the Proposed Cost Response Summary Form (see Appendix E,
“Proposal Cost Response Forms”). Offerors are advised the information provided in response to
this specification will be used for Procuring Agency planning purposes only.
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4.G. COST SPECIFICATIONS
4.G.1 Technical Environments, Development, Implementation and Deployment
The proposed costs shall directly relate to the Offeror’s response to the specifications
found in Section 4, “Specifications”. Each Offeror shall complete and submit the forms
found in Appendix E.1, “Proposal Cost Response Detail Forms”. All costs associated
with the development, delivery and implementation of the ISD2R system must be
documented within Appendix E, “Proposal Cost Response Forms” with clear descriptions
and explanations.
This is a fixed cost deliverables-based procurement and Offerors should include in their
proposal a fully loaded rate that will cover travel and other related costs. All travel and
other related costs are the sole responsibility of the Offeror.
A maximum of 20,000 Contractor hours shall be included within the Contractor’s
development, delivery and implementation response to cover additional Procuring
Agency-requested system enhancements and modifications. Actual funding for
enhancements will be at the Procuring Agency’s discretion, and there is no guarantee as
to the level of funding for enhancements, if any, available to the project.
The cost for 20,000 hours of additional development shall be provided in Appendix E.1,
“Proposal Cost Response Detail Forms” as a fully loaded blended rate. Failure to submit
cost response forms will result in Offeror disqualification.
All requirements, design, development and interface costs associated with the PPACA
and interfacing to the HIX must be detailed separately in Appendix E, “Proposal Cost
Response Forms”.
All installation and testing costs associated with implementing the Offeror’s proposed
Disaster Recovery solution must be detailed separately in Appendix E, “Proposal Cost
Response Forms”.
Note: All Offerors’ Cost Proposals must include The New Mexico Gross Receipts
Tax (GRT) in the cost forms located in Appendix E “Proposal Cost Response
Forms”. For estimation purposes, current GRT rates can be reviewed at the following
website:
http://www.tax.newmexico.gov/Forms-and-Publications/Forms/Gross-
Receipts/Pages/Home.aspx#Rates.aspx
All State of New Mexico contracts are deliverables based. Only Offerors selected for
Best and Final Offers (BAFO) will be required to submit a proposed payment schedule
with detailed deliverables attached that reflects the proposed Project Management Plan
from Section 4.D, “Project Management”. The proposed payment schedule will include a
line item per deliverable reflecting the cost of the deliverable, the retainage associated
with that deliverable, and the GRT for that deliverable.
4.G.2 System Maintenance, Product and Operations Support
At the Procuring Agency’s discretion, the Offeror may for a period of twelve (12)
months, coinciding with the Warranty, provide system maintenance and product support
to the Procuring Agency. All costs associated with the system maintenance and product
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support of the ISD2R system must be documented within Appendix E., “Proposal Cost
Response Forms” with clear descriptions and explanations. A maximum of 20,000
Contractor hours shall be included within the Contractor’s system maintenance and
product support response to cover non-warranty Procuring Agency requested system
enhancements and modifications. Actual funding for enhancements will be at the
Procuring Agency’s discretion, and there is no guarantee as to the level of funding for
enhancements, if any, available to the project.
The cost for 20,000 hours of system maintenance and support shall be provided in
Appendix E, “Proposal Cost Response Forms” as a fully loaded blended rate. Failure to
submit cost response forms will result in Offeror disqualification.
4.G.3 Value Added Services
The Offeror may propose additional value added services. All costs associated with the
value added services must be documented within Appendix E, “Proposal Cost Response
Forms”, with clear descriptions and explanations. The purchase and implementation of
any value added services are solely at the Procuring Agency’s discretion.
4.H. ADDITIONAL SPECIFICATIONS - CORPORATE
4.H.1 Financial Stability
Offerors shall submit copies of their organizations' independently audited financial
Statements for the preceding three (3) years. The financial Statement submitted shall be
solely for the Offeror.
The submissions shall include the audit opinion, the balance sheet, Statements of income,
retained earnings, cash flows, and the notes to the financial Statements. If independently
audited financial Statements do not exist for the Offeror, the Offeror shall state the reason
and instead submit sufficient information to enable the Evaluation Committee to
determine the financial stability of the Offeror. Financial Statements and company
sensitive information provided may be marked confidential.
Offerors shall provide a Statement as to whether there is any pending litigation against
the Offeror which may impair the Offeror’s performance in a Contract under this RFP.
Likewise, Offerors shall provide a Statement as to whether the Offeror or any of the
Offeror’s employees, agents, independent Contractors, or Subcontractors assigned to the
project have been convicted of, pled guilty to, or pled nolo contendere to any felony, and
if so provide an explanation with relevant details.
The Evaluation Committee reserves the right to require the Offeror to submit additional
financial information it believes is necessary to complete its evaluation.
Offerors shall also submit the estimated cost of the performance bond in this section of
their proposals.
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4.H.2 Performance Bond
The Offeror shall include a Statement of its intention and written evidence of its ability to
procure, submit to the Procuring Agency, and maintain throughout the duration of the
initial Contract term, a Performance Bond in the amount of $3,000,000.00 in favor of the
Procuring Agency insuring the Contractor’s performance under the Contract in
accordance with Article 3, Paragraph E in Appendix F, “Contract Terms and Condition”.
The written evidence shall consist of a commitment letter from a licensed
bonding/insurance company supported by rating or regulatory Statements concerning the
financial worthiness of the bonding/insurance company. The bond shall be delivered to
the Procuring Agency on a mutually agreeable date. If the bond is not delivered on time,
the Procuring Agency reserves the right to cancel the Contract award and proceed with
Contract negotiations with another Offeror.
4.H.3 Retainage
Offerors are advised that in accordance with Article 3, Paragraph D of Appendix F,
“Contract Terms and Conditions”, 10% retainage shall be applied to each Deliverable. A
Statement of concurrence is required. Retainage will be paid six months after statewide
implementation and after Warranty work is satisfied. This will be finalized during the
contract negotiations. Retainage will be paid on a schedule that will be negotiated during
contract negotiations, and based on the following performance criteria:
i. Complies with the Deliverable requirements as defined in Article 2 and Exhibit A
of the Contract;
ii. Complies with the terms and conditions of this Request for Proposals;
iii. Meets the performance measures for the Deliverable(s) and the Contract;
iv. Meets or exceeds the generally accepted industry standards and procedures for
the Deliverable(s); and
v. Complies with all the requirements of the contract.
Full retainage will be paid six months after statewide implementation and after Warranty
work is satisfied.
4.H.4 New Mexico Employees Health Coverage Form
The Offeror shall agree with the terms and submit a signed New Mexico Employees
Health Coverage Form with the submittal of their proposal. (See Appendix K, “New
Mexico Employees Health Coverage Form”)
4.H.5 Campaign Contribution Form
The Offeror shall complete Campaign Contribution Disclosure Form and submit a copy
with their proposal. This shall be completed whether or not an applicable contribution
has been made. (See Appendix J, “Campaign Contributions Disclosure Form”.)
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4.H.6 Pay Equity
As of October 1, 2010, all Offerors responding to any request for proposals (RFP)
procurement must submit, as part of their response, the Pay Equity Report, a statement of
concurrence that they agree to comply with the Employee Pay Equity Reporting
provisions set forth in Article 27 of Appendix F, Contract Terms and Conditions, if they
are not exempt from such reporting due to one of the three exemptions. The reports can
be obtained by vendors from the State Purchasing website on the Governor’s Pay Equity
Initiative which also includes the Implementation Guidance at:
http://www.generalservices.state.nm.us/spd/pay_e.html.
Failure to submit a statement of concurrence shall be deemed non-responsive and the
Offeror will be disqualified
4.H.7 Suspension and Debarment Requirement
The Offeror shall agree with the terms and submit a signed form: CERTIFICATION
REGARDING DEBARMENT, SUSPENSION, PROPOSED DEBARMENT, AND
OTHER RESPONSIBILITY MATTERS with the submittal of their proposal. (See
Appendix L, “Suspensions and Debarment Requirement”.)
4.H.8 Offer Certification
Offeror is not proposing to employ or utilize in any capacity any current or former State
of New Mexico employee in the preparation of their response to, submittal of, or
execution of the proposal if awarded any part of the work involved in this procurement. If
Offeror is not proposing to employ or utilize in any capacity any current or former State
of New Mexico employee, Offeror shall provide a statement to that effect.
If the Offeror is proposing to employ or utilize in any capacity a current or former State
of New Mexico employee in the preparation of, submittal or execution of this proposal,
the Offeror shall disclose in writing as part of its offer the following:
Individual’s full Legal Name
Department(s) where employed
Dates of employment.
Last date of service with the state.
Failure to submit this information shall be deemed non-responsive and the Offeror will be
disqualified.
4.I. ADDITIONAL SPECIFICATIONS - SOFTWARE
4.I.1 Proposed System in Production
Offerors shall state if the Proposed System or a portion thereof is in full production
operation in another state. If so, Offerors shall identify the state where the Proposed
System is in production, list the functions that are in production, and provide the name,
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telephone number, and email address of the state employee(s) of that state that can verify
the Offeror’s Statement(s).
4.I.2 License Agreement (Licensed Software Only)
Offerors who are software Licensors proposing licensed software shall include a copy of
their software license agreement(s) in their proposals. The Licensor shall grant the
Procuring Agency an unlimited perpetual license to use the software. There shall be no
limitation on the numbers of authorized users. Authorized users shall include, but are not
limited to the Procuring Agency and its district office personnel. Offerors shall provide a
Statement of agreement with this requirement. Licensing agreements shall be
incorporated into the Contract.
4.I.3 Software Licenses Maintenance and Support
Offerors shall include a description of their software Licenses including maintenance and
support services in their proposals. The License of Third Party software products shall be
transferred to the Procuring Agency upon completion of User Acceptance Testing. The
cost for software maintenance and support shall be provided in the Proposal Cost
Response Detail Form, Appendix E, “Proposal Cost Response Forms”.
4.I.4 Software in Escrow (Licensed Software Only)
Offerors proposing licensed software shall include a Statement of its intention and written
evidence of its ability to procure, submit to the Procuring Agency, and maintain a
Software Escrow Agreement in accordance with Article 2, Paragraphs D.1 and D.2
Contract Terms and Conditions, Appendix F, “Contract Terms and Conditions”. A
Statement to this effect and written evidence of ability is required.
4.J. ADDITIONAL SPECIFICATIONS - MISCELLANEOUS
4.J.1 Mandated Changes
The Offeror shall manage in coordination with the PMO and the project team, schedule(s)
related to all mandated changes for Patient Protection and Affordable Care Act (PPACA)
as well as any other State and Federal program changes during until the final Contract
Deliverable has been accepted. A Statement of concurrence is required and the cost for
this requirement shall be recorded in Appendix E, “Proposal Cost Response Forms”.
4.J.2 Presentation and Demonstration
Finalist Offerors agree to present their proposals and demonstrate a Demonstration
Prototype of their Proposed Systems to the Evaluation Committee. The Finalist Offerors’
proposed Key Personnel are expected to conduct their relevant portion of the
demonstration in person. Finalist Offerors agree to provide the Evaluation Committee
the opportunity to interview additional proposed Key Personnel that may be identified in
the Finalist Offerors’ notification letter.
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NOTE: Finalist Offerors shall provide all of the required computer equipment, computer
projector and internet access required for the demonstration of their Proposed Systems.
The Procuring Agency will provide the conference room and a projection screen. The
conference room also has a telephone connection.
4.J.3 Project Office
The Contractor shall agree to establish (purchase, rent or lease) for the duration of the
Contract a suitable facility located within the vicinity of Santa Fe, NM to serve as the
Project Office. The Project Office must contain suitable space for the in-state portion of
the Contractor’s project team, up to 25 (estimated) members of the Procuring Agency’s
personnel, and meeting rooms large enough for joint team meetings, requirements / JAD
sessions, and training sessions. The Project Office shall be fully equipped with computer
equipment, telephone, network access, facsimile machines, and copy machines.
Offerors shall submit with their proposal a letter from the owner of the facility
documenting the fact that suitable arrangements have been made in event the Offeror is
awarded the Contract. The letter should identify the location, size of the facility and its
availability for occupancy. Offerors are advised that the Procuring Agency reserves to
right to host all or a portion of the proposed Project Office staffing in state owned or
leased facilities if such space is available at the time the Contract is negotiated. The cost
of the proposed office shall be shown separately in Appendix E, “Proposal Cost Response
Forms”.
4.J.4 Warranty
Offerors are advised that in accordance with Article 11, Paragraph B of Appendix F,
“Contract Terms and Conditions”, the warranty period shall be a minimum of twelve (12)
months from the date of system acceptance. Warranty services shall be performed at no
cost to the Procuring Agency. A Statement of concurrence is required.
4.J.5 CMS Guidance for Exchange and Medicaid IT Systems
Offers shall propose solutions for the ISD2 Replacement System Project that are fully
compliant with the Centers for Medicaid and Medicare Services (CMS) Guidance for
Exchange and Medicaid Information Technology (IT) Systems. This guidance is
reproduced in its entirety in Appendix Q, “CMS Guidance for Exchange and Medicaid IT
Systems”.
Offerors shall describe the degree to which their proposed solutions comply with the
CMS requirements, and how the Offeror proposes to bring its proposed solution into
compliance in areas where the solution does not meet the guidelines.
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4.J.6 Federal Funding for Medicaid Eligibility Determination and Enrollment
Activities, CMS-2346-P
Although this is a pending final rule, it will become final during the terms of this RFP.
Offerors shall provide a Statement of Concurrence that its proposed solution will comply
with the proposed rule for obtaining enhance federal funding.
Under sections 1903(a)(3)(A)(i) and 1903(a)(3)(B) of the Act, CMS is proposing
standards and conditions that must be met by States in order for their Medicaid
technology investments (including traditional claims processing systems, as well as
eligibility systems) to be eligible for the enhanced match. These authorities provide that
the enhanced FFP of 90 percent is not available unless the Secretary determines that a
system is “likely to provide more efficient, economical, and effective administration of
the plan” as described in section 1903(a)(3)(A)(i) of the Act. Similarly, section
1903(a)(3)(B) of the Act specifies that enhanced FFP of 75 percent is not available for
maintenance or operations unless the system is “of the type described in subparagraph
(A)(i)” and is approved by the Secretary).
Over the last 5 years CMS developed and implemented the Medicaid Information
Technology Architecture (MITA). MITA is intended to foster integrated business and IT
transformation across the Medicaid enterprise to improve the administration of the
Medicaid program. (The Medicaid enterprise is comprised of the Federal government, the
States, and any trading partners who exchange Medicaid transactions with either the
States or the Federal government).
CMS believes the MITA initiative has accelerated the pace of modernization and over
time, this effort will drive States' systems toward a widespread network of technology
and processes that support improved State administration of the Medicaid program, with
a focus on streamlining and simplifying the enrollment process, and improving health
outcomes and administrative procedures for Medicaid beneficiaries.
The MITA initiative began in 2005 with the concept of moving the design and
development of Medicaid information systems away from the siloed, sub-system
components that comprise a typical MMIS and moving to a Service Oriented
Architecture (SOA) method of designing Medicaid information systems using discretely
identified and described business services to drive system requirements. The MITA
initiative uses an architecture framework—business, technical, and information—along
with a business maturity model and process and planning guidelines, to provide a
framework for the planned use of technology and infrastructure to meet the changing
business needs of Medicaid programs. MITA enables all State Medicaid enterprises to
meet common objectives within the Framework, while still supporting local needs unique
to one particular State.
All MITA framework documents are available to the public at
http://www.cms.gov/MedicaidInfoTechArch/. The MITA Framework describes the
maturity model, policies, and procedures.
CMS knows that there is not a “one size fits all” technology solution to every business
challenge and recognizes that each technology investment must be viewed in light of
existing, interrelated assets and their maturity. CMS also recognizes that there are trade-
offs concerning schedules, costs, risks, business goals, and other factors that should be
considered when making technology investments. However, CMS wishes to ensure that
enhanced FFP is approved only when infrastructure and application projects maximize
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the extent to which they utilize current technology development and deployment
practices and produce reliable business outputs and outcomes.
CMS is proposing to define MITA at § 433.111(c) in this rule and proposes to build on
the work of MITA by codifying that enhanced FFP (either at the 90 percent rate for
design, development, installation or enhancement; or at the 75 percent rate for
maintenance and operations) is only available when certain standards and conditions are
met. Specifically, CMS articulates a set of standards and conditions that States must
commit to in order to receive enhanced FFP:
1. Use of a modular, flexible approach to systems development, including the use of
open interfaces and exposed application programming interfaces; the separation
of business rules from core programming; and the availability of business rules in
both human and machine readable formats. CMS believes that this commitment
is extremely important in order to ensure that States can more easily change and
maintain systems, as well as integrate and interoperate with a clinical and
administrative ecosystem designed to deliver person- and citizen-centric services
and benefits.
2. Align to and advance increasingly in MITA maturity for business, architecture,
and data. CMS expects to see States continuing to make measurable progress in
implementing their MITA roadmaps. Already the MITA investment by Federal,
State, and private partners have allowed CMS to make important incremental
improvements to share data and reuse business models, applications and
components. However, it is critical to build on and accelerate the modernization
Federal, State, and private partners have collectively begun under MITA, so that
States achieve the final vision of MITA and have a comprehensive framework
with which to meet the technical and business demands required by an
environment that will increasingly rely on health information technology and the
electronic exchange of healthcare information to improve health outcomes and
lower program costs.
3. Ensure alignment with, and incorporation of, industry standards: the Health
Insurance Portability and Accountability Act of 1996 security, privacy and
transaction standards; accessibility standards established under section 508 of the
Rehabilitation Act, or standards that provide greater accessibility for individuals
with disabilities, and compliance with Federal civil rights laws; standards
adopted by the Secretary under section 1104 of the Affordable Care Act; and
standards and protocols adopted by the Secretary under section 1561 of the
Affordable Care Act. Show citation box
CMS must ensure that Medicaid technology investments are made both to ensure the
timely and reliable adoption of industry standards and to make most productive use of
those standards as they become available. Use of industry standards promotes reuse, data
exchange, and reduces administrative burden on patients, providers, and applicants. CMS
will communicate applicable standards to States. Standards would be updated
periodically to ensure conformance with the standards in the industry. States would be
required to update systems and practices to adhere to evolving industry standards in order
to remain eligible for enhanced FFP. Use of standards to promote accessibility for
individuals with disabilities ensures that Medicaid technology investments would be
equally effective in providing access to benefits and services for all users, and would
comply with Federal civil rights laws prohibiting discrimination against individuals with
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disabilities, such as section 504 of the Rehabilitation Act and Title II of the Americans
with Disabilities Act.
4. Promote sharing, leverage, and reuse of Medicaid technologies and systems
within and among States. CMS will examine APDs to ensure that States make
appropriate use and reuse of components and technologies available off the shelf
or with minimal customization to maximize return on investment and minimize
project risk. CMS intends to work with States to identify promising State systems
that can be leveraged and used by other States. CMS anticipates that it would be
able to expedite review of APDs incorporating such successful models. Further,
CMS strongly encourages States to move to regional or multi-State solutions as
often as possible, and would help facilitate collaboration and communication
among States. CMS would also scrutinize carefully any proposed investments in
sub-State systems when asked to share in the costs of updating or maintaining
multiple systems performing essentially the same functions within the same
State.
5. Support accurate and timely processing of claims (including claims of
eligibility), adjudications, and effective communications with providers,
beneficiaries, and the public. Ultimately, the test of an effective and efficient
system is whether it supports and enables an effective and efficient business
process, producing and effectively communicating intended operational results
with a high degree of reliability and accuracy. CMS does not believe that it
would be appropriate for it to provide enhanced Federal funding for systems that
are unable to support desired business outcomes.
6. Produce transaction data, reports, and performance information that would
contribute to program evaluation, continuous improvement in business
operations, and transparency and accountability. Systems should be able to
electronically and accurately produce and expose data necessary for oversight,
administration, evaluation, integrity, and transparency. This includes program
data on claims, expenditures, and enrolled individuals; participation in waivers
and plans; performance data, such as processing times, accuracy, and appeal
results; and traditional systems standards such as availability and down time.
CMS will develop a range of data and performance metrics on which States would be
required to report on a regular basis, as a condition of receiving ongoing enhanced FFP
for maintenance and operation.
7. Ensure seamless coordination and integration with the Exchange(whether run by
the State or Federal government), and allow interoperability with health
information exchanges, public health agencies, human services programs, and
community organizations providing outreach and enrollment assistance services.
CMS expects that a key outcome of its technology investments is a much higher degree
of interaction and interoperability in order to maximize value and minimize burden and
costs on providers and beneficiaries. Additionally, CMS expects that technology
investments must comply with standards to ensure security and accessibility consistent
with current Federal law and investments must comply with the requirements under
existing Federal civil rights protections for all individuals in developing the system
architecture.
Amendment 1 Page 137
STATE OF NEW MEXICO REQUEST FOR PROPOSALS
Human Services Department RFP #: 10-630-00-17771
Income Support Division ISD2 SYSTEM REPLACEMENT PROJECT
5. EVALUATION
5.A. EVALUATION POINT TABLE/SUMMARY
The following is a summary of evaluation factors with point value assigned to each. These, along
with the general requirements, will be used in the evaluation of Offeror proposals.
TABLE 1 - Evaluation Scoring
POINTS
EVALUATION FACTORS AVAILABLE
1 Functional Solution—Technical Solution 300
2 Project Management Approach 200
3 Experience 150
4. Demonstrations/Interviews 100
5 Cost 250
6 New Mexico Employee Health Coverage Mandatory
7 Campaign Contribution Disclosure Form Mandatory
8 Compliance with Executive Order 2009-049—Pay Equity Mandatory
9 Financial Stability Mandatory
10 Statement of Litigation Mandatory
11 Felony Disclosure Mandatory
12 Offeror Certification Mandatory
13 Federal Funding for Medicaid Eligibility Determination and Mandatory
Enrollment Activities, CMS-2346-P
TOTAL 1,000
5.B. EVALUATION FACTORS
A maximum of 1,000 points may be awarded based upon the quality and thoroughness of the
Offeror's response to each evaluation factor as follows.
5.B.1 Functional Solution/Technical Solution (300 points)
Scoring will be based upon the narratives and the responses to the mandatory and
optional items on the Functional Requirements and Technical Requirements Matrices,
Sections 4.C., “Proposed Solution”, and degree of compliance with the CMS Guidance
for Exchange and Medicaid Information Technology (IT) Systems described in Appendix
Q.
5.B.2 Project Management Approach (200 points)
Scoring will be based on the Offeror’s detailed narrative descriptions to the mandatory
and optional items on its Project Management approach to implementing ISD2R, per
Section 4.D, “Project Management.
Amendment 1 Page 138
STATE OF NEW MEXICO REQUEST FOR PROPOSALS
Human Services Department RFP #: 10-630-00-17771
Income Support Division ISD2 SYSTEM REPLACEMENT PROJECT
5.B.3 Experience (150 points)
Corporate Experience and References
Points for Offeror experience references will be awarded based upon an evaluation of the
Offeror’s work performed for previous clients receiving similar services to those
proposed. Reference Sections 4.E.1, “Corporate Experience”, 4.E.2, Subcontractor
Experience”, and 4.E.4, “Resumes and References”.
Candidate Experience and References
Points for individual experience and references will be awarded based upon an evaluation
of the individual’s work performed for previous clients receiving similar services to those
proposed for the staff member for this contract. Reference Sections 4.E.3, “Identification
of Key Personnel” and 4.E.4, “Resumes and References”.
5.B.4 Demonstration and Interviews (100 points)
Points for the oral presentation and interviews will be awarded based upon an evaluation
of the qualifications of the proposed staff, and the Offeror’s ability to demonstrate
requested functionality with its proposed system. Effective communication, technical
knowledge, experience with similar contracts, and the quality of the responses to
questions will be the principle criteria for the evaluation. These points are only available
to finalists.
5.B.5 Cost Proposal (250 points)
The evaluation of each Offeror’s cost proposal will be conducted using the following
formula:
Lowest Offeror Total Expenditures
This Offeror’s Total Expenditures X 250 = Award Points
5.B.6 New Mexico Employees Health Coverage (Mandatory)
Failure to respond to this requirement shall be deemed non-responsive and the Offeror
will be disqualified.
5.B.7 Campaign Contribution Disclosure Form (Mandatory)
Failure to respond to this requirement shall be deemed non-responsive and the Offeror
will be disqualified.
5.B.8 Compliance with Executive Order 2009-049—Pay Equity (Mandatory)
Failure to respond with a statement of concurrence shall be deemed non-responsive and
the Offeror will be disqualified.
Amendment 1 Page 139
STATE OF NEW MEXICO REQUEST FOR PROPOSALS
Human Services Department RFP #: 10-630-00-17771
Income Support Division ISD2 SYSTEM REPLACEMENT PROJECT
5.B.9 Financial Stability (Mandatory)
Failure to respond to this requirement shall be deemed non-responsive and the Offeror
will be disqualified.
5.B.10 Statement of Litigation (Mandatory)
Failure to respond to this requirement shall be deemed non-responsive, and the Offeror
will be disqualified.
5.B.11 Felony Disclosure (Mandatory)
Failure to respond to this requirement shall be deemed non-responsive and the Offeror
will be disqualified.
5.B.12 Offeror Certification (Mandatory)
Failure to respond to this requirement shall be deemed non-responsive and the Offeror
will be disqualified.
5.B.13 Federal Funding for Medicaid Eligibility Determination and Enrollment
Activities, CMS-2346-P (Mandatory)
Failure to respond to this requirement shall be deemed non-responsive and the Offeror
will be disqualified.
5.C. EVALUATION PROCESS
All Offeror proposals will be reviewed for compliance with the Mandatory requirements as stated
within the RFP and the ISD2 System Replacement Requirements Matrix (see Appendices C and
D). Proposals deemed non-responsive will be eliminated from further consideration.
The Procurement Manager may contact the Offeror for clarification of the response as specified
in Appendix A, “Acknowledgement of Receipt Form”.
The Evaluation Committee may use other sources of information to perform the evaluation as
specified in Section 2.C.18, “Offeror Qualifications”.
Responsive proposals will be evaluated on the factors in Section 5, “Evaluation”, that have been
assigned a point value. The responsible Offerors with the highest scores will be selected as
Finalist Offerors based upon the proposals submitted. Finalist Offerors who are asked or who
choose to submit revised proposals for the purpose of obtaining best and final Offers will have
their points recalculated accordingly. Points awarded from the presentations and product
demonstrations will be added to the previously assigned points to attain final scores.
Amendment 1 Page 140
STATE OF NEW MEXICO REQUEST FOR PROPOSALS
Human Services Department RFP #: 10-630-00-17771
Income Support Division ISD2 SYSTEM REPLACEMENT PROJECT
6. APPENDICES
Amendment 1 Page 141
STATE OF NEW MEXICO REQUEST FOR PROPOSALS
Human Services Department RFP #: 10-630-00-17771
Income Support Division ISD2 SYSTEM REPLACEMENT PROJECT
6.A. APPENDIX A – ACKNOWLEDGMENT OF RECEIPT FORM
ISD2 SYSTEM REPLACEMENT PROJECT
REQUEST FOR PROPOSALS#10-630-00-1771
In acknowledgement of receipt of this Request for Proposal the undersigned agrees that he/she has
received a complete copy, beginning with the title page and table of contents, and ending with Appendix
M, “Acronyms”.
The acknowledgement of receipt should be signed and returned to the Procurement Manager no later than
Close of Business on March 8, 2011. Only potential Offerors who elect to return this form completed
with the intention of submitting a proposal will receive copies of all Offeror written questions and the
Procuring Agency’s written responses to those questions as well as RFP amendments if any are issued.
COMPANY: ____________________________________________________________
REPRESENTED BY: ____________________________________________________
TITLE: __________________________________ PHONE NO.:__________________
E-MAIL:_________________________________ FAX NO.: _____________________
ADDRESS: _____________________________________________________________
CITY: _____________________________ STATE: _______ ZIP CODE: __________
SIGNATURE: _____________________________________ DATE: _______________
This name and address will be used for all correspondence related to the Request for Proposal.
Company does/does not (circle one) intend to respond to this Request for Proposals.
Eluid Martinez, Procurement Manager
Human Services Department
Information Technology Division
729 St Michaels Dr. Room 80
Plaza San Miguel
Santa Fe, NM 87505
Telephone: (505) 476-3979
Fax Number: (505) 476-3950
Email: Eluid.Martinez@state.nm.us
Amendment 1 Page 142
STATE OF NEW MEXICO REQUEST FOR PROPOSALS
Human Services Department RFP #: 10-630-00-17771
Income Support Division ISD2 SYSTEM REPLACEMENT PROJECT
6.B. APPENDIX B – LETTER OF TRANSMITTAL FORM
RFP # 10-630-00-17771
ISD2 SYSTEM REPLACEMENT PROJECT
The failure to properly complete all of the items in this form will result in the disqualification of the
proposal.
1. Identity (Name) and Mailing Address of the submitting organization (s): (Proposed Contractor)
____________________________________________________________________________
____________________________________________________________________________
____________________________________________________________________________
2: Identify the name, title, telephone and 3. Identify the name, title, telephone and
fax numbers, and e-mail address of the fax numbers, and e-mail address of the
person authorized by the organization (s) person to be contacted for clarifications:
to contractually obligate the
organization (s). (Proposed Contractor)
Name:
Title:
Telephone No.:
Fax No.:
E-mail Address:
3. Use of Sub-Contractors (Select one)
____ No sub-Contractors will be used in the performance of this Contract OR
____ The following subcontractors will be used in the performance of this Contract:
____________________________________________________________________________
____________________________________________________________________________
(Attach extra sheets, as needed)
On behalf of the submitting organization named in item #1, above, I accept the Conditions
Governing the Procurement as required in Section 2.C.1.
I concur that submission of our proposal constitutes acceptance of the Evaluation Factors
contained in Section 5 of this RFP.
I acknowledge receipt of any and all amendments to this RFP.
I agree that this proposal is binding and firm for a period of one hundred twenty (120) days after
the due date for receipt of proposals.
Amendment 1 Page 143
STATE OF NEW MEXICO REQUEST FOR PROPOSALS
Human Services Department RFP #: 10-630-00-17771
Income Support Division ISD2 SYSTEM REPLACEMENT PROJECT
I concur that our organization, if selected as Contractor for the ISD2R project, shall manage in
coordination with the PMO and the project team, schedule(s) related to all mandated changes for
the PPACA, as well as any other State and Federal program changes, until the final Contract
Deliverable has been accepted, as required in Section 4.C.3.
________________________________________ _______________________, 2011
Name: (Type Name) Date:
________________________________________ _______________________, 2011
Authorized Signature Date
(Shall be signed by the person identified in item #2, above.)
Amendment 1 Page 144
STATE OF NEW MEXICO REQUEST FOR PROPOSALS
Human Services Department RFP #: 10-630-00-17771
Income Support Division ISD2 SYSTEM REPLACEMENT PROJECT
6.C. APPENDIX C – FUNCTIONAL REQUIREMENTS MATRIX
Mandatory (M) /
Requirement Met
Desirable (D)
ISD2R FUNCTIONAL
Reference
REQUIREMENTS
(Y/N)
GLOBAL
General
1. System shall provide a mechanism to customize the content M
of the dashboard for personal preference or the role of the
individual.
2. System shall provide a mechanism to create different M
(screen) dashboards, based on user role/office procedures.
3. System shall provide a mechanism to display inbox/queue M
(e.g. summary of tasks, alerts, announcements, processing
queue, etc.) shall be immediately visible upon log on.
4. System should provide a mechanism to use e-mail from O
within the system. The Procuring Agency uses Outlook.
5. System shall provide a mechanism to provide a dashboard M
(screen) to serve as a navigation menu for the rest of the
system.
6. System shall provide a mechanism to display appointments M
by date range in a calendar function.
7. System should provide a mechanism to link dashboard to O
calendar functions.
8. System shall provide a mechanism to provide and publish M
information in the announcements section (e.g. program
updates, office announcements, Information Technology
Division (ITD), Division Messages, etc.), based on user
role.
9. System should provide a mechanism to manually delete O
announcements, based on user role.
10. System should provide a mechanism to attach retention O
schedule upon creation of an announcement.
11. System shall provide a mechanism to provide a direct link M
to case or client search.
12. System shall provide a mechanism to electronically track M
activities and data entered into the system (e.g. clients,
cases, transactions, benefit history, encounters, etc.).
13. System shall provide the capability to maintain both current M
and historical information and be capable of providing a
transaction history of all records by time period and all data
elements relating to a case.
Amendment 1 Page 145
STATE OF NEW MEXICO REQUEST FOR PROPOSALS
Human Services Department RFP #: 10-630-00-17771
Income Support Division ISD2 SYSTEM REPLACEMENT PROJECT
14. System shall have the capability to print all forms, reports, M
documents, screens, based on user role and program rule.
15. System shall provide a mechanism to allow for an M
electronic signature by program rule.
16. System shall provide the capability to provide for an M
electronic case record.
17. The system shall provide a mechanism to utilize or M
incorporate calendar functionality.
18. System should provide a mechanism to track, store and O
search unmatched electronic documents submitted through
the web portal.
19. System should provide information to individuals about O
local office locations and times of operation.
20. System should provide information about office closures, O
delays, or early release.
21. System should provide a mechanism for non-technical staff O
to edit or change business logic, based on user roles and
program rules.
22. The system shall have the flexibility to make changes (e.g. M
scheduling, issuance amount, formulas, lookup tables,
decision logic, to screens, fields, program rules, procedures
and workflow etc.), based on user roles and program rules.
23. System shall provide a mechanism to query case history M
from any point in the system.
24. System shall provide a mechanism to display record of M
previous names & aliases of all clients associated with each
client ID, SSN, case ID.
25. System shall provide a mechanism to display a case M
summary screen with all household members, grouped by
category indicating status in case (e.g. financial and non-
financial information).
26. System shall provide a mechanism to suspend entire M
program types and categories and/or allowing those
individuals already participating to continue to participate
while restricting additional applications to the program.
27. System shall provide a mechanism to view entire cases as M
they existed on a given date or range of dates.
28. System should provide a mechanism to conduct, track and O
document on-line training or Computer Based Training
(CBT's) for all programs/procedures (e.g. claims, hearings,
new employee orientation, new eligibility system, etc.), for
clients and staff, based on user roles and program rules.
29. System shall provide a mechanism to transfer cases, M
individuals, and Categories of Eligibility (COEs) to any
administrative location, worker, or processing queue, based
on user roles, and business processes.
Amendment 1 Page 146
STATE OF NEW MEXICO REQUEST FOR PROPOSALS
Human Services Department RFP #: 10-630-00-17771
Income Support Division ISD2 SYSTEM REPLACEMENT PROJECT
Alerts
30. System shall provide a mechanism to automatically create M
an alert of approaching deadlines, based on program rules.
31. System shall provide a mechanism to automatically create M
and assign alerts associated to pending tasks, based on user
role and program rule.
32. System shall provide a mechanism to automatically M
escalate alert if not addressed within the time limits, based
on user role and program rule.
33. System shall provide a mechanism to manually create an M
alert and display them with system generated alerts, based
on user role and program rule.
34. System shall provide a mechanism to automatically identify M
urgent or overdue alerts.
35. System shall provide a mechanism to automatically dispose M
alerts when the required action is completed.
36. System shall provide a mechanism to alert worker or M
processing queue when case is automatically updated
through an automatic interface.
37. System shall provide a mechanism to view alerts for any M
individual or group, based on user role and program rule.
38. System shall provide a mechanism to manually add alerts M
to other user’s dashboard, based on user role and program
rule.
39. System shall provide a mechanism to manually dispose M
alerts, based on user role and program rule.
40. System shall provide a mechanism to indicate that a case is M
under review.
41. System shall provide a mechanism to alert specialized M
processing units when case changes are made (e.g. address,
name, work status, case status, etc.).
42. System shall provide a mechanism to alert management M
that applications pending assignment have exceeded
specified time limits.
43. System shall provide a mechanism to alert other work units M
when specific case changes are made (e.g. alert Incapacity
Review Unit (IRU) and/or New Mexico Works (NMW)
case manager when the caseworker changes the address,
certain demographic information, etc.).
44. System shall provide a mechanism to tie alerts to case or M
client and have alerts accessible when case is accessed.
45. System shall provide a mechanism to alert the worker or M
processing queue that client has disenrolled from a certified
health plan, based on program rules.
46. System shall provide a mechanism to alert worker and/or M
automatically test for another category when category
closes and client is potentially eligible for new category
(e.g. cat 72 to cat 28, cat 31 to cat 32/72, cat 40 to cat 45).
Amendment 1 Page 147
STATE OF NEW MEXICO REQUEST FOR PROPOSALS
Human Services Department RFP #: 10-630-00-17771
Income Support Division ISD2 SYSTEM REPLACEMENT PROJECT
47. System should provide a mechanism to provide notification O
of completion of Quality Control (QC) review results to the
appropriate office.
48. System shall provide a mechanism to automatically notify M
the office point-of-contact, worker, or processing queue of
an action taken on a disability determination by IRU, and
dispose of the program, based on program rules and office
procedures.
49. System shall provide a mechanism to alert the appropriate M
staff member of a case requiring review before benefit
release.
Search
50. System shall provide a mechanism to perform simple and M
advanced searches.
51. System shall provide a mechanism to access case M
information from search results (e.g. benefit history, TANF
participation months, case disposition etc.).
52. System shall provide a mechanism to access case summary M
from search results.
53. System shall provide a mechanism to access archived M
information within 1 week of the request.
54. System shall provide a mechanism to provide multiple M
methods for searching and retrieving individuals and cases
(e.g. case status (active, pending, denied, closed, or
archived), case number, member ID, last name, first name,
alias, date of birth, age, gender, address, phone number,
etc.) by various search methodologies.
55. System shall provide a mechanism to display search results M
with case information (e.g. case status (active, pending,
denied, or archived), case status date, program types,
program categories, county office, recertification due date,
claims, disposition timeliness, client history summary,
etc.).
56. System should provide a mechanism to refine the search O
after results are displayed.
Electronic Documents
57. System should provide a mechanism to search indexed (e.g. O
date received, user, document type, etc.) imaged
documents.
58. System should provide a mechanism to display search O
results with case information (e.g. individual name, head of
household, case status, location, etc.).
Security
59. System shall provide a mechanism to assign account IDs, M
based on current security standards.
60. System shall provide a mechanism to limit access to case M
update capabilities, based on user role and program rule.
Amendment 1 Page 148
STATE OF NEW MEXICO REQUEST FOR PROPOSALS
Human Services Department RFP #: 10-630-00-17771
Income Support Division ISD2 SYSTEM REPLACEMENT PROJECT
61. System shall provide a mechanism to limit access to cases, M
based on user role and program rule.
62. System shall provide a mechanism to comply with system M
security requirements and safeguards requirements (e.g.
Untied States Department of Agriculture (USDA) Food &
Nutrition Services (FNS), Internal Revenue Service (IRS),
Social Security Administration (SSA), and Department of
Health & Human Services (DHHS) Center for Medicare &
Medicaid Services (CMS), DHHS Administration for
Children & Families (ACF) and HIPAA).
63. System shall provide a mechanism to meet security M
requirements of the Internal Revenue Service (IRS)
Publication 3373 Disclosure of Information to Federal,
State, and Local Agencies (DIFSLA) to allow electronic
access to Federal Tax Information (FTI).
64. System shall provide a mechanism to restrict print and view M
from screens, based on user role and program rule.
65. System shall provide a mechanism to prevent two or more M
people from trying to update a case at the same time.
66. System shall provide a mechanism to accept electronic M
signature for all forms that require a signature.
67. System shall provide a mechanism to add security controls M
on sensitive case data (e.g. mental health data or domestic
violence)
68. System shall provide a mechanism to track action taken on M
cases by user ID and be able to identify the user ID of the
individual currently updating a case.
Electronic Case File
69. System shall provide a mechanism to create copies of M
electronic case files, based on business processes (e.g. for
QC reviews, Claims, Fair hearings, OIG, etc.).
70. System shall provide a mechanism to apply different M
retention schedules to documents, case file and electronic
files created, based on program rule (e.g. OIG, Claims, Fair
hearings, QC, etc.).
Customer Complaints
71. System should provide a mechanism for complaint O
resolution.
72. System should provide a mechanism to provide a customer O
complaint form capable of being e-mailed to the
appropriate office.
73. System should provide a mechanism to record and track O
customer complaints.
74. System should provide a mechanism to retain customer O
complaints, based on program rules.
75. System should provide a mechanism to manually create a O
task from filed complaint.
Amendment 1 Page 149
STATE OF NEW MEXICO REQUEST FOR PROPOSALS
Human Services Department RFP #: 10-630-00-17771
Income Support Division ISD2 SYSTEM REPLACEMENT PROJECT
76. System should provide a mechanism to retrieve customer O
complaints.
77. System should provide a mechanism to manually assign the O
complaint to the appropriate manager level, based on office
procedure and complaint type.
78. System should provide a mechanism to automatically O
escalate unresolved complaints (e.g. if not resolved in 3
days would be escalated to county director).
79. System should provide a mechanism to manually escalate O
complaints to a specific person (e.g. special team
supervisor, central office, etc.).
80. System should provide a mechanism to create a new task O
upon the escalation of the customer complaint.
81. System should provide a mechanism to interface with the O
Office of the Secretary constituent complaint tracking
software.
82. System should provide a mechanism to record disposition O
or resolution and include on the customer complaint
summary.
83. System should provide a mechanism to add notes to O
customer complaint summary.
84. System should provide a mechanism to sort and/or filter O
customer complaints, based on user role.
Civil Rights Complaints
85. System should provide a mechanism to document and refer O
complaints to the civil rights investigator.
86. System should provide a mechanism to auto populate O
required complaint forms.
87. System should provide a mechanism to create an electronic O
investigation case record with unique case identifier.
88. System should provide a mechanism to document the O
investigation, based on program rule.
89. System should provide a mechanism to identify and refer O
complaints to the appropriate Federal agency, based on
program rules.
90. System should provide a mechanism to request a position O
statement from county office.
91. System should provide a mechanism to track the complaint O
through the required processes.
92. System should provide a mechanism to create tasks from O
corrective action requests.
Help
93. System shall provide a mechanism to search help text by M
selective parameters (e.g. word, topic, etc.).
94. System should provide a mechanism to provide examples O
for each manually populated field.
95. System shall provide a mechanism to create edit messages M
for incomplete and incorrect fields.
Amendment 1 Page 150
STATE OF NEW MEXICO REQUEST FOR PROPOSALS
Human Services Department RFP #: 10-630-00-17771
Income Support Division ISD2 SYSTEM REPLACEMENT PROJECT
96. System shall provide a mechanism to prevent further M
processing when mandatory fields are incomplete.
97. System shall provide a mechanism to identify and display M
screen errors. Screen messages shall be distinguished
between error and warning messages.
98. System should provide a mechanism to prompt for valid O
field values by anticipating from initial characters input..
99. System should provide a mechanism to provide reminders O
and/or troubleshooting tips.
100. System should provide a mechanism to have audible O
prompts (e.g. error or incorrect valid value entry).
Help Text
101. System shall provide a mechanism to print any help text. M
102. System should provide a mechanism to receive feedback O
from internal and external users, regarding help pages.
103. System shall provide a mechanism to allow create, update M
and modify help pages based user role.
Links
104. System should provide a mechanism to display links to O
forms and electronic imaging documents depending on case
details and program rules.
105. System should provide a mechanism to hyperlink to O
departmental memoranda (e.g. Interim Policy & Procedures
and General Information, Manual Revisions, policy
clarifications, Provider Information Memorandum and
Trainer Information Memorandum, etc.).
106. System should provide a mechanism to hyperlink to O
specific pages of New Mexico Administrative Code, based
on case details and program rule.
107. System should provide a mechanism to hyperlink to help O
text.
108. System shall provide a mechanism to provide a link to sites M
(e.g. County Assessor; County Clerk; Procuring Agency
Website; Procuring Agency Division Websites; and JP
Morgan EBT Website).
Case Notes
109. System shall provide a mechanism to allow manual entries M
in case notes for documents issued manually (e.g. notices,
correspondence, forms, etc.).
110. System shall provide a mechanism to create, track and store M
historical case notes that can be sorted or filtered by date,
action type, program, and whether the note was manually
or automatically generated.
111. System shall provide a mechanism to date/ time stamp all M
case notes.
112. System shall provide a mechanism to automatically add M
case notes to case summary in date sequence.
Amendment 1 Page 151
STATE OF NEW MEXICO REQUEST FOR PROPOSALS
Human Services Department RFP #: 10-630-00-17771
Income Support Division ISD2 SYSTEM REPLACEMENT PROJECT
113. System shall provide a mechanism for a worker to edit their M
own case notes prior to final disposition.
114. System shall provide a mechanism to automatically identify M
who entered the case notes.
115. System shall provide a mechanism to lock-in existing case M
notes once disposed.
116. System shall provide a mechanism to automatically M
generate system case notes, based on program rules.
117. System shall provide a mechanism to require the entry of M
case notes, based on program rules.
118. System shall provide a mechanism to run spelling and M
grammar check on case notes.
119. System shall provide a mechanism to block the display of M
specified case notes, based on user role and program rule
(e.g. confidential medical information, domestic violence,
or clients that may have violent tendencies, etc.).
120. System shall provide a mechanism to view blocked case M
notes, based on user role and program rule.
121. System shall provide a mechanism to require case notes on M
specified update screens, based on user role and program
rules.
Master Client Index (MCI)
122. The system shall provide the capability to link or delink M
client records that are found to be duplicated or that should
not have been duplicated.
123. The system should provide for a master provider index O
which should include but is not limited to: provider name,
Federal ID or equivalent, type of service, address, etc.
124. The system shall provide the capability to create a list of all M
services provided to a client as well as a snapshot of current
services being received.
125. The system should provide the capability to alert the O
user/service provider of any duplication or potential
duplication of services to the client.
126. The system shall provide the capability capture data M
standards such as those identified by National Information
Exchange Model (NIEM).
127. System shall provide a mechanism to create a specific M
unique ID (that does not use SSN) for both client and case.
Referrals
128. System should provide a mechanism to maintain and print a O
list of possible referral agencies by selecting a geographic
location.
129. System should provide a mechanism to track referrals by O
worker.
130. System should provide a mechanism to maintain and O
update list of referral agencies at the local office level.
Amendment 1 Page 152
STATE OF NEW MEXICO REQUEST FOR PROPOSALS
Human Services Department RFP #: 10-630-00-17771
Income Support Division ISD2 SYSTEM REPLACEMENT PROJECT
131. System should provide a mechanism to accept and track O
incoming referrals from other agencies.
132. System should provide a mechanism to automatically alert O
the appropriate worker or process queue of incoming
referrals.
133. System shall provide a mechanism to create and transmit an M
electronic Office of Inspector general (OIG) referral and
record file to include investigation request, copies of
supporting documents, supporting policy, and other related
information.
SELF-SERVICE WEB
Navigation
134. System shall provide a mechanism to display the logos of M
other participating agencies.
135. System shall provide contact information for translation M
services, for individuals who do not speak/read supported
languages.
136. System shall use a 6th grade reading level language. M
137. System should be usable by novice computer users. O
138. System should provide a progress indicator in all multi- O
page input areas. (e.g. “Currently on page 12 of 40.”).
139. System should provide Navigation tabs to allow user to O
navigate backward through the data and review what was
entered, without losing the previously entered data.
140. System shall save data with a unique ID, as data is entered M
as the applicant/recipient leaves a given page.
141. System shall provide summaries at several points allowing M
applicant to review what has been entered to date and
revise that information as necessary, prior to finalizing the
data submission process.
142. System shall provide a mechanism for displaying M
confidentiality statements and privacy protections wherever
appropriate (e.g. maintenance of privacy and
confidentiality for citizens on whom data is collected,
processed, and stored; protection of public rights;
protection of the confidentiality of proprietary management
and planning information; and controlled physical and
logical access)
143. System shall provide a mechanism for displaying a M
statement of rights and responsibilities prior to submission.
144. System shall provide a mechanism for storing multiple M
instances of documents (e.g. Rights and Responsibilities;
Notices; Applications; Report changes; etc.) with effective
dates, and presenting the appropriate version of each
document, based on the time of activity.
Amendment 1 Page 153
STATE OF NEW MEXICO REQUEST FOR PROPOSALS
Human Services Department RFP #: 10-630-00-17771
Income Support Division ISD2 SYSTEM REPLACEMENT PROJECT
145. System shall provide a mechanism for tracking M
acknowledgement of specific documents (e.g. Rights and
Responsibilities; Notices; Applications; Report changes;
etc.) with effective dates, and presenting new versions as
necessary, when a specific user has not yet acknowledged
the latest version of a document.
146. System should provide the ability for individuals to e-mail O
questions and comments at any time during the self service
web process.
147. System should provide the ability for program staff to O
change displays (based on user role) including office
locations and hours of operation and local organizations
offering assistance and/or services.
148. System shall provide a mechanism to produce an M
application for assistance in a commonly supported format
file (e.g. PDF file) that cannot be amended.
149. System shall provide a mechanism to upload and retrieve M
file attachments, to be associated with a specific case.
150. System shall provide a mechanism for existing clients to M
initiate new applications and track status of applications
and other case history (e.g. check program specific benefit
history; issuance schedule; notifications; Electronic Benefit
Transfer (EBT) balance; periodic review date; interim
reporting date; list of outstanding verifications; MCO
information; schedule and check appointment times and
dates; work and waiver requirements related to cash
assistance; and outstanding claim information and history).
151. System shall provide the ability for the applicant to apply M
for any program or combination of programs, or to apply
for all programs at once.
152. System shall allow persons to apply on the behalf of the M
applicant, and to indicate their relationship to the applicant.
153. System shall allow program specific authorized M
representative information, specifying who is permitted to
utilize benefits on behalf of the client, based on program
rules.
154. System shall indicate required and optional (e.g. ethnicity) M
information throughout the application.
155. System shall provide a mechanism for new applicants and M
existing clients to attach an electronic signature to their
application or reported information.
156. System shall provide a mechanism for printing documents M
(e.g. the completed applications; reported changes;
notifications; etc.)
157. System should provide a mechanism for clients to review O
their case history, submit requests to amend data, and
retrieve change history.
158. System shall provide 24/7 access. M
Amendment 1 Page 154
STATE OF NEW MEXICO REQUEST FOR PROPOSALS
Human Services Department RFP #: 10-630-00-17771
Income Support Division ISD2 SYSTEM REPLACEMENT PROJECT
159. System should provide a mechanism for informing users of O
downtime and/or scheduled maintenance.
160. System shall provide a mechanism to record and track M
demographic information for all individuals (e.g.
information about parents, siblings, relatives, household
members, and any others living in the household).
161. System shall provide county specific community partner M
information and links to other organizations offering
assistance and/or services, based on case details and
program rules.
External Website
162. System should provide a mechanism to anonymously report O
fraud.
163. System should provide a mechanism to anonymously file a O
complaint.
164. System should provide a mechanism to provide an O
interactive office locator.
165. System shall provide a mechanism to link to other service M
organizations (e.g. Voter Registration, other state social
service organizations, etc.).
166. System should provide a mechanism to display a list of O
Procuring Agency programs with short description and link
to more detailed information.
Eligibility Screening
167. System shall provide an anonymous Eligibility Screening M
feature, for individuals to check on their potential eligibility
for all programs.
168. System shall present the user with the minimal set of data M
collection elements required for the program(s) for which
the individual is checking eligibility.
169. System shall discard all screening data once a user's session M
expires.
170. System shall provide a mechanism to clearly distinguish M
between the ‘Eligibility Screening’ feature and the ‘Apply
for Benefits’ feature.
171. System shall provide a mechanism for the Eligibility M
Screening feature to display a list of programs for which
the user is likely to be eligible, based on the information
entered.
Apply for Benefits (AFB)
172. System shall provide a mechanism for applicants/recipients M
to create accounts.
173. System shall provide a mechanism for users to save and M
edit applications that have not been submitted.
174. System shall provide a mechanism to manage applications M
previously incomplete or suspended and that have remained
idle for a specified number of days.
Amendment 1 Page 155
STATE OF NEW MEXICO REQUEST FOR PROPOSALS
Human Services Department RFP #: 10-630-00-17771
Income Support Division ISD2 SYSTEM REPLACEMENT PROJECT
175. System shall provide a mechanism for users to submit M
information for all household members, as required by
program rules.
176. System shall provide a mechanism to auto-determine M
whether an application is eligible for expedited SNAP
processing, based on program rules.
177. System shall provide a mechanism to auto determine M
whether an application is eligible for Crisis LIHEAP, based
on program rules.
178. System shall provide a mechanism to apply as an M
individual, as a member of a group, or as a whole group.
179. System shall associate individual members to a particular M
group.
180. System should provide a mechanism to allow for selection O
of a Managed Care Organization (MCO).
181. System should provide a mechanism to allow for selection O
of a broker.
182. System shall provide a mechanism to manage applications M
for programs that have been suspended.
183. System shall provide a mechanism to automatically place M
individuals/ applications on a waiting list, based on
program rules.
184. System shall provide the ability for the applicant to indicate M
preferred method of communication (e.g. mail, phone, fax,
e-mail, text message).
185. System shall allow applicant to indicate barriers (e.g. M
language, transportation, disability).
186. System shall provide the ability for applicant to review the M
completed application prior to submission.
187. System should provide the ability for the applicant to O
indicate preferred appointment times.
188. System shall provide a mechanism to automatically assign M
applications to offices, using geographic and address
information not limited to ZIP code.
189. System shall provide a mechanism to track receipt of M
electronic applications.
190. System shall monitor and report on number of electronic M
applications received.
Access My Account
191. System shall provide a mechanism to log on to "My M
Account".
192. System shall provide a link for all Web functions from the M
Procuring Agency’s home page.
193. System shall define security roles for web accounts. M
194. System shall define provide viewable client information in M
web account.
Amendment 1 Page 156
STATE OF NEW MEXICO REQUEST FOR PROPOSALS
Human Services Department RFP #: 10-630-00-17771
Income Support Division ISD2 SYSTEM REPLACEMENT PROJECT
195. System shall provide a mechanism to automatically search M
for existing web account.
196. System shall provide a mechanism to restrict access to case M
by certain adult household members (e.g. cases involving
domestic violence).
197. System should provide a mechanism to conduct Customer O
Satisfaction Surveys.
View Benefits
198. System shall provide a mechanism to display a list of M
benefits issued, date and mode by which benefits were
issued (e.g. EBT card, warrant, direct deposit, etc.).
199. System shall provide a mechanism to display the number of M
TANF months used, including both in state and out of state
months.
200. System shall provide a mechanism to display M
recertification/simplified Reporting due dates.
201. System shall provide a mechanism to display current case M
status for all household members.
202. System shall provide a mechanism to display the status of M
any pending applications and track through pending cycle
(e.g. received date, pending IRU decision).
203. System should provide a mechanism to display any O
applicable Institutional Care Medicaid Medical Care
Credits by time periods.
204. System should provide a mechanism to display a list of any O
required verifications that have not yet been received by
Procuring Agency.
205. System should provide a mechanism to display the next O
LIHEAP eligibility date.
206. System shall provide a mechanism to display the maximum M
annual co-pay for applicable Medicaid programs.
207. System shall provide a mechanism to display information M
on any applicable lock out periods (e.g. penalty for
dropping Health Insurance, Presumptive Eligibility, SNAP
penalty, and TANF 6 month sanction).
208. System should provide a mechanism to display information O
on any decreased payments as a result of failing to comply
with any program requirements (e.g. SNAP penalty and
TANF 6 month sanction).
209. System should provide a mechanism to display a O
mechanism to provide information on remaining months of
restricted Medicaid coverage.
210. System should provide a mechanism to display information O
on changes in covered benefits (e.g. Qualified Medicare
Beneficiaries converting to Specified Low Income
Medicare Beneficiaries or QI1).
Amendment 1 Page 157
STATE OF NEW MEXICO REQUEST FOR PROPOSALS
Human Services Department RFP #: 10-630-00-17771
Income Support Division ISD2 SYSTEM REPLACEMENT PROJECT
Account Services
211. System shall prevent access to any Web Portal functions M
for a case in which the user attempting access was formerly
associated, but is no longer a household member
(authorized representative excepted).
212. System shall provide a mechanism to display contact M
information to the client, based on process stage or
assigned caseworker or unit (e.g. the name of assigned
worker, contact info for that worker, supervisor, office
contact information, or contact information for queue).
213. System shall provide a mechanism to display authorized M
representative, when applicable by category of assistance
and type of authority including, name, contact information.
214. System should provide a mechanism to display Managed O
Care Organization by household member, when present.
215. System shall provide a mechanism for clients to request a M
new or replacement Medicaid or EBT card.
216. System shall provide a mechanism for clients to request a M
fair hearing.
217. System should provide a mechanism to automatically send O
confirmation of receipt of application or verification to
client's e-mail address when provided.
218. System should provide a mechanism for clients to send O
questions or comments, through a feedback process.
219. System should provide a mechanism to automatically route O
the incoming "comment" e-mail to an assigned worker or
worker pool depending on the "type" and design of the
Procuring Agency office.
Report My Changes
220. System shall provide a mechanism for client to submit case M
information changes (e.g. change in mailing address, phone
number(s), e-mail address, authorized-head of household,
authorized representative, etc.).
221. System shall provide a mechanism for client to report M
changes which affect basic eligibility (e.g. job, income,
household composition, etc.).
222. System should provide a mechanism for a client to report O
new information regarding an Absent Parent.
223. System should provide a mechanism to instruct clients on O
the next actions or applicable forms necessary to continue
processing their case, based on reported changes and
program rules.
224. System shall provide a mechanism for client to upload and M
attach electronic documents when reporting a change.
225. System shall provide a mechanism for a client to add M
comments for any change.
226. System shall provide a mechanism to queue tasks for M
appropriate workers when changes are reported.
Amendment 1 Page 158
STATE OF NEW MEXICO REQUEST FOR PROPOSALS
Human Services Department RFP #: 10-630-00-17771
Income Support Division ISD2 SYSTEM REPLACEMENT PROJECT
Provider and Community Partner Web
227. System should provide a mechanism to set up an account, O
based on security clearance or department authorization
with defined privileges, based on provider type.
228. System should provide a mechanism to view case O
information (e.g. application processing dates, periodic
review dates, active, pending, closed, benefit amounts,
etc.), based on user roles and program rules.
229. System should provide a mechanism to display eligibility O
information for appropriate cases.
230. System should provide a mechanism to complete and O
submit online applications on behalf of the client, based on
user roles and program rules.
231. System should provide a mechanism to enter Presumptive O
Eligibility (PE) and Medicaid On-site Application
Assistance (MOSAA) case data at the same time.
232. System should provide a mechanism to simultaneously O
send MOSAA application to appropriate field office when
PE information is submitted.
233. System should provide a mechanism to generate a referral O
to community resources specific to the geographic location
of client.
234. System shall provide a mechanism to print forms (e.g. M
release of information).
235. System should provide a mechanism to transmit O
communications from Procuring Agency to providers.
236. System should provide a mechanism to receive electronic O
medical records from providers (HIPPA compliant), based
on user role and program rules.
INTAKE
Receive Application
237. System shall accept applications for employer sponsored M
groups, based on program rules (e.g. State Coverage
Insurance (SCI)).
238. System shall assign incoming applications to the M
appropriate office, processing unit, or queues, based on
program rules and business needs.
239. System shall provide a mechanism to check incoming M
applications against existing cases and individual data, to
determine if the incoming application is new to the system
or reopening a prior case or adding individuals to existing
case, and routing to appropriate worker/queue, based on
program rules.
240. System shall screen for expedited SNAP benefits, based on M
program rules.
241. System shall display necessary information (e.g. right to M
request a meeting with a supervisor) for denied expedited
SNAP processing, based on program rules.
Amendment 1 Page 159
STATE OF NEW MEXICO REQUEST FOR PROPOSALS
Human Services Department RFP #: 10-630-00-17771
Income Support Division ISD2 SYSTEM REPLACEMENT PROJECT
Registration
242. System shall provide a mechanism to select one, some, or M
all programs from the following list of programs currently
available for on-line application Medicaid, SNAP,
LIHEAP, Cash Assistance.
243. System shall automatically register electronic application M
data into the worker-facing component of the system, based
on program rules.
244. System shall suspend automatic registration, based on M
specific criteria (e.g. possible duplicate participation,
ability to match demographic information, etc.).
245. System shall track and hold applications that were not M
successfully registered.
246. System shall provide a mechanism to reroute applications M
to other offices or to central processing, based on business
need.
247. System shall provide the capability to manually enter M
applications into the worker-facing system.
248. System shall provide a mechanism to match existing M
demographic data (e.g. name, date of birth, gender, SSN,
mailing address, MCI, etc.).
249. System shall provide a mechanism to provide a list of M
potential name matches when entering client data into
system (e.g. SOUNDEX; Master Client Index; Fuzzy
Search etc.). Accommodate suffixes and hyphenated last
names, including possibility of inverted hyphenated names.
250. System shall provide a mechanism to remove categories or M
individuals that were registered in error, based on user role
and program rules.
251. System should automatically perform real time interfaces O
with third party systems for verification information at time
of registration and provide a mechanism to display
verification results.
252. System should provide a mechanism to evaluate if the O
client has been issued benefit card.
253. System shall provide a mechanism to validate mailing and M
residential address information.
Case Assignment
254. System shall provide a mechanism to manually or M
automatically assign applications and cases, based on a
workflow engine (e.g. program type, category, work unit,
processing queue, centralized processing units, individual
assigned to specific tasks, office location, worker
availability, etc.), based on user role and program rules.
255. System shall provide a mechanism for user to create M
configure case assignment criteria (e.g. language ability),
based on user role and program rules.
Amendment 1 Page 160
STATE OF NEW MEXICO REQUEST FOR PROPOSALS
Human Services Department RFP #: 10-630-00-17771
Income Support Division ISD2 SYSTEM REPLACEMENT PROJECT
256. System shall provide a mechanism to create and maintain M
worker availability information at the local office level.
257. System shall automatically assign applications, based on M
worker availability, worker profiles (e.g. language ability)
and clients in need of special accommodations.
258. System shall provide a mechanism to alert users when M
applications pending assignment exceed specified time
limits, based on user role and program rules.
259. System shall provide a mechanism to override any M
automated process, based on user role and program rules.
260. System shall provide a mechanism to assign a single M
application for multiple programs to any user or group of
users.
Appointment Scheduling
261. System shall provide a mechanism to view individual and M
group calendars, display entered activities, and input
calendar entries, based on user role.
262. System shall provide a mechanism to schedule M
appointments according to staff work schedules and
exceptions due to leave, temporary assignments, training,
missed appointments, meetings, etc.
263. System shall provide a mechanism to change worker M
schedules and assign work, based on user role.
264. System shall provide a mechanism to manually schedule M
appointments to accommodate client needs (e.g.
disabilities, language interpretation, lack of transportation,
same day interviews, or business processes, etc.).
265. System shall provide a mechanism to manually override or M
edit automatically scheduled appointments.
266. System shall provide a mechanism to manually reschedule M
appointments, based on user role and program rules.
267. System shall provide a mechanism to automatically send M
out missed appointment notice.
268. System shall provide a mechanism to track the number of M
rescheduled appointments by reason code.
269. System should provide a mechanism to schedule multiple O
appointments for one client as required by business
processes.
270. System should provide a mechanism to schedule group O
interviews as required by business processes.
Data Entry
271. System shall provide a mechanism to retrieve, display, and M
update most recent case and individual information.
272. System shall provide a mechanism to enter and verify all M
required eligibility and demographic data for all programs
and categories administered by Procuring Agency.
Amendment 1 Page 161
STATE OF NEW MEXICO REQUEST FOR PROPOSALS
Human Services Department RFP #: 10-630-00-17771
Income Support Division ISD2 SYSTEM REPLACEMENT PROJECT
273. System shall provide a mechanism to support the flow of M
eligibility decision tree logic that guides the user through
program appropriate narrative questions during the data
entry and interview process.
274. System shall provide a mechanism to bypass guided data M
entry, based on user role and program rules.
275. System shall provide a mechanism to display only screens M
and data fields required by category of assistance, based on
program rules.
276. System shall provide a mechanism to manually navigate to M
any screens at any time during the interview process.
277. System shall provide a mechanism to define required and M
optional fields, including default data values as applicable,
and screens by category, based on program rules.
278. System should provide a mechanism to access and view O
images of documents (e.g. verification information, notices,
etc.) from associated screen.
279. System shall provide a mechanism to access case summary M
from any screen.
280. System shall provide a mechanism to record verified data M
by the type and method of verification, based on program
rules.
281. System should provide a mechanism to automatically O
accept verification information received through interfaces
from trusted sources, based on program rules.
282. System shall provide a mechanism to manually accept or M
decline verification information received through interfaces
from specified sites which require worker intervention,
based on user roles and program rules.
283. System shall provide a mechanism to retain partial data if a M
user’s session is interrupted.
284. System shall provide a mechanism to enter all demographic M
information for each member of a household, and
associated dates, based on program rules.
285. System should provide a mechanism to allow O
internal/external users to enter all household member
demographic information into one screen/list.
286. System shall provide a mechanism to edit any data fields M
received electronically, based on user roles and program
rules.
287. System shall provide a mechanism to edit all worker M
entered information prior to EDBC
288. System shall provide a mechanism to enter, delete, update, M
and change all demographic information.
Non-Financial Data
289. System shall provide a mechanism to designate and change M
head of household by category.
Amendment 1 Page 162
STATE OF NEW MEXICO REQUEST FOR PROPOSALS
Human Services Department RFP #: 10-630-00-17771
Income Support Division ISD2 SYSTEM REPLACEMENT PROJECT
290. System shall provide a mechanism to indicate relationship M
between all members of a household up to the fifth degree
of relationship.
291. System shall provide a mechanism to automatically create M
the inverse relationships.
292. System shall provide a mechanism to historically track and M
associate multiple individuals to a single case.
293. System shall provide a mechanism to historically track and M
associate individuals to all cases in which they have been
included.
294. System shall provide a mechanism to alert worker of M
multiple cases at same physical and/or mailing address.
295. System shall provide a mechanism to collect demographic M
and other information for authorized representatives.
296. System shall provide a mechanism to collect demographic M
and other information about a client's case management
agency.
297. System shall provide a mechanism to indicate the M
percentage of shared custody between custodial and non-
custodial parents, based on program rules.
Income
298. System shall provide a mechanism to include income from M
one or more sources for any/all individual(s) with income
on the case.
299. System shall provide a mechanism to include income from M
multiple date ranges for any/all individual(s) with income
on the case.
300. System shall provide a mechanism to record individual pay M
stub information (e.g. pay period end date, pay date,
frequency, gross income, income exceptions, year to date
income, hours, net income, last check received, etc.).
301. System shall provide a mechanism to disregard income M
(e.g. overtime, bonus) and enter a reason indicator, based
on program rules.
302. System should provide a mechanism to have a "same as" O
selection to enter repetitive data (e.g. check stubs).
303. System shall provide a mechanism to enter data regarding M
anticipated income, based on payment history or expected
income.
304. System shall provide a mechanism to estimate income for a M
time period, based on available income information and
anticipated income information, as an input to program
rules.
305. System shall provide a mechanism to calculate income for M
different payment periods (e.g. hourly, daily, weekly, bi-
weekly, semi-monthly, monthly, annual, or self-employed),
based on program rules.
Amendment 1 Page 163
STATE OF NEW MEXICO REQUEST FOR PROPOSALS
Human Services Department RFP #: 10-630-00-17771
Income Support Division ISD2 SYSTEM REPLACEMENT PROJECT
306. System shall provide a mechanism to include changes in M
income amount or income type when performing eligibility
determination, based on program rules.
307. System shall provide a mechanism to evaluate M
countable/not countable income, based on program rules.
308. System should provide a mechanism to alert worker to O
income changes (e.g. an upward or downward income
spike, inconsistency from pay check to pay check, income
changes over a threshold value, etc.).
309. System shall provide a mechanism to automatically store M
and alert worker of child support data.
310. System shall provide a mechanism to enter all required M
information for medical care credits (e.g. spousal income,
shelter expenses, adjudicated support, etc.), based on
program rules.
311. System shall provide a mechanism to enter earned and M
unearned income data (e.g. employer demographic
information (e.g. address, phone number, company name),
start and end dates, hourly wage amount, salary amount,
hours worked, pay periods and pay dates, employment
type, income type, income source information, and "other
type" as defined by program rule, etc.), based on user roles
and program rules.
Expenses
312. System shall provide a mechanism to enter detailed M
expense information by household or household member
(e.g. shelter expenses, dependent care, child support paid
out, out of pocket medical expenses, self employment,
etc.), based on user roles and program rules.
313. System shall provide a mechanism to record all required M
LIHEAP household expense information (e.g. fuel
provider, account number, landlord name and address,
housing type, etc.), based on user roles and program rules.
Assets
314. System shall provide a mechanism to enter detailed asset M
information by household or household member (e.g. bank
accounts, cash on hand, life insurance, home ownership,
"other" as defined by business, and an exempt asset
indicator, etc.), based on user roles and program rules.
315. System shall provide a mechanism to enter all information M
required to complete a Medicaid Resource Assessment (e.g.
applicable dates, spousal information, individual assets,
community spouse assets, jointly owned, etc.), based on
user roles and program rules.
316. System shall provide a mechanism to enter all information M
with regards to transfer of assets, based on user roles and
program rules.
Amendment 1 Page 164
STATE OF NEW MEXICO REQUEST FOR PROPOSALS
Human Services Department RFP #: 10-630-00-17771
Income Support Division ISD2 SYSTEM REPLACEMENT PROJECT
Verifications
317. System shall provide a mechanism to identify when M
information requires verification, based on program rules.
318. System shall provide a mechanism to indicate which M
verification documents are still required.
319. System shall provide a mechanism to indicate which M
verification documents have already been provided.
320. System shall provide a mechanism to restrict eligibility M
determination until required verification is received, based
on program rules.
321. System shall provide a mechanism to manually extend M
verification timeframes, based on program rules.
322. System shall provide a mechanism to receive and display M
verification information from interfaces (e.g. Aging &
Long Term Services Department, Department of Health,
Utilization Review Contractor, Medicaid Management
Information System (OMNICAID), etc.).
323. System shall provide a mechanism to track required M
verification timeframes, based on program rules.
324. System should provide a mechanism to generate a list of O
received and pending verifications including worker
entered comments.
ELIGIBILITY DETERMINATION & BENEFIT
CALCULATION (EDBC)
Pre-EDBC Case Summary
325. System shall provide a mechanism to display time limits by M
category (e.g. number of months of TANF, sanctions, IPV,
restricted coverage, alien 5 year bar, SSA lump sum spend
down, Medicaid look back period, receipt of LIHEAP
within current fiscal year, etc.).
326. System shall provide a mechanism to display information M
regarding potential for expedited SNAP eligibility.
Determine Eligibility Groups
327. System shall provide a mechanism to determine and M
display case membership status by program (e.g. included,
not included, financially responsible, sanctioned, budget
group, benefit group, etc.).
328. System shall provide a mechanism to place household M
members into applicable program assistance units, based on
program rules.
329. System shall provide a mechanism to allow individuals to M
participate in more than one category within a benefit type,
based on program rules.
Determine Program Eligibility
330. System shall provide a mechanism to automatically apply M
program income disregards and deductions, based on
program rules.
Amendment 1 Page 165
STATE OF NEW MEXICO REQUEST FOR PROPOSALS
Human Services Department RFP #: 10-630-00-17771
Income Support Division ISD2 SYSTEM REPLACEMENT PROJECT
331. System shall provide a mechanism to automatically M
determine eligibility for the assistance unit members, based
on program rules.
332. System shall provide a mechanism to cascade through all M
available categories within a program type for each
household member and determine the most beneficial
categories, based on program rules.
333. System shall provide a mechanism for the client to make a M
decision and select from potentially eligible programs.
334. System shall provide a mechanism for the client to decline M
suggested categories and indicate reason. (e.g. TANF,
child responsibilities)
335. System shall provide a mechanism for the user to manually M
select any program categories and indicate reason, based on
user role and program rules.
336. System shall provide a mechanism to allow for withdrawal M
of an application for specific categories and indicate
reason.
337. System should provide a mechanism to generate and O
maintain program waiting lists when necessary.
338. System shall provide a mechanism to pend eligibility M
determination pending receipt of verification (e.g. disability
determination) then determine eligibility, based on program
rules for programs once verification is received.
339. System shall provide a mechanism to evaluate eligibility M
for transitional programs, based on income amount, income
type, and program rules.
340. System shall provide a mechanism to automatically M
determine eligibility for multiple months including future
and retroactive months, based on rules applicable to the
specified month.
341. System shall provide a mechanism to track client eligibility M
timeframes for each program, based on program rules.
342. System shall provide a mechanism to create and display a M
status indicator of current receipt of Medicaid from
OMNICAID for programs not administered by ISD2 (e.g.
adoption subsidy, SSI, etc.).
343. System shall provide a mechanism to separate counties into M
groups (e.g. urban, rural, frontier, etc.), based on program
type (e.g. institutional care, home and community based
waivers) and program rules.
Determining Program Sanctions
344. System shall provide a mechanism to automatically apply M
individual disqualifications from program participation,
based on program rules.
345. System shall provide a mechanism to automatically M
progress sanctions, based on program rules.
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Income Support Division ISD2 SYSTEM REPLACEMENT PROJECT
346. System shall provide a mechanism to automatically apply M
case sanctions, based on program rules.
347. System shall provide a mechanism to track and monitor M
cumulative and progressive sanctions, based on program
rules.
348. System shall provide a mechanism to manually override M
sanctions and disqualifications, based on user roles and
program rules.
349. System shall provide a mechanism to record final M
disposition by individual, case, and category.
Eligibility Benefits Calculation
350. System shall provide a mechanism to apply a benefit M
amount from one program to the eligibility of another
program, based on program rules (e.g. counting TANF
toward SNAP benefit amount).
351. System shall provide a mechanism to calculate and include M
recoupment amount from prior claims at every EDBC
allowing for manual override with reason indicator, based
on user roles and program rules.
352. System shall allow EDBC to be calculated without optional M
deductions when not verified (e.g. shelter, utility, child
care, etc.).
353. System shall provide a mechanism to complete EDBC for M
certain required pending/postponed verification, based on
user roles and program rules.
354. System shall provide a mechanism to allow for retroactive M
eligibility period prior to the application date, based on
program rules.
355. System shall provide a mechanism to authorize a lump sum M
payment in lieu of future monthly payments and lock out
further benefit issuance for a specified period of time
(diversion payment), based on user roles and program
rules.
356. System shall provide a mechanism to manually override M
benefit lock out (diversion), based on user roles and
program rules.
357. The system shall provide a mechanism to calculate ongoing M
benefit amounts, based on program rules and case action.
358. System shall provide a mechanism to automatically place a M
case into a redetermination status, for multiple program
categories within the same household, based on hierarchy
of categories and program rules.
359. System shall provide a mechanism to identify and retain M
appropriate program rules for each month of eligibility.
360. System shall provide a mechanism to calculate a benefit M
summary for each program prior to final approval (e.g.
financial information, benefit group members, sanctions,
recoupments, etc.).
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Income Support Division ISD2 SYSTEM REPLACEMENT PROJECT
361. System shall provide a mechanism to issue benefits more M
than once in a benefit month for the same individual or
household per program rules (e.g. disaster SNAP,
supplements, etc.).
362. System shall provide a mechanism to allow for manual M
benefit restoration including reason indicator, based on user
role and program rules.
363. System shall provide a mechanism to determine eligibility M
of each category of assistance independently of the other
categories.
Calculate Provider or Vendor Payments
364. System shall provide a mechanism to calculate client M
payment/co-payment amounts for services (e.g.
institutional care medical care credit, premium payments).
365. System shall provide a mechanism to calculate vendor M
payment for programs which services are provided by
outside vendors (e.g. LIHEAP, burial assistance, etc.).
Miscellaneous Calculations
366. System shall provide a mechanism to calculate Community M
Spouse Resource Assessment, based on program rules.
367. System shall provide a mechanism to calculate and apply M
Medicaid restricted coverage time limits by years, months
and days such as institutional care, etc.
368. System shall provide a mechanism to calculate eligibility M
for limited time periods or limited services, etc (e.g.
EMSA, restricted coverage).
369. System shall provide a mechanism to establish and track M
annual deductibles and co-pay maximums, premium
amounts required in Medicaid programs.
370. System shall provide a mechanism to apply previous M
sanctions and disqualifications at the appropriate level to
subsequent sanctions or disqualifications during EDBC.
371. System shall provide a mechanism to calculate and track M
for individual clients and total benefit group on the
interface (e.g. OMNICAID), a client’s income, including
but not limited to FPG, FBR, gross income etc. for
whatever span is being communicated, regardless of
category of eligibility.
Benefit Adjustments
372. System shall provide a mechanism to automatically M
recalculate eligibility and benefit amounts, based on
changes made to previously issued benefits.
373. System shall provide a mechanism to suspend benefits (e.g. M
support services) without closing the case, based on user
roles and program rules.
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Income Support Division ISD2 SYSTEM REPLACEMENT PROJECT
374. System shall provide a mechanism to continue benefits for M
Medicaid COEs when mass changes affect income
eligibility (e.g. recognize that the Social Security Cost of
Living Allowance is over the Federal Poverty Guidelines
for Medicaid programs), based per program rules.
375. System shall provide a mechanism to update eligibility and M
benefit information for a program when the case/individual
details change for another program, based on program
rules.
376. System shall provide a mechanism to avoid updating M
eligibility and benefit information for a program when the
case/individual details change for another program, based
on program rules.
Complete Final Disposition
377. System shall provide a mechanism to hold final disposition M
for secondary review and approval.
378. System shall provide a mechanism to allow for pro-rated M
benefits, based on program rules.
379. System shall provide a mechanism to automatically assign M
case to appropriate simplified reporting period, based on
program rules
380. System should provide a mechanism to manually override O
automatic simplified reporting classification with reason
indicator, based on user roles and program rules.
381. System shall provide a mechanism to accept notifications M
of approval/denial of level of care (LOC), Individualized
Service Plan (ISP), Support Plan (SSP) and services, and
Disability Determination Unit (DDU) decisions
382. System shall provide a mechanism to send notification of M
LOC, ISP, and SSP to staff in other agencies, based on
program requirements.
Establish Eligibility Periods
383. System shall provide a mechanism to automatically set M
certification periods, based on program rules.
384. System should provide a mechanism to manually override O
certification periods and reason indicator, based on user
roles and program rules.
385. System shall provide a mechanism to automatically M
synchronize simplified reporting and redetermination dates
of multiple program categories within the same household,
based on program priorities and program rules.
386. System shall provide a mechanism to automatically M
suspend the benefits of anpostpone verification for
expedited SNAP case with postponed verificationbenefits,
based on program rules.
Mass Changes
387. System shall provide a mechanism to apply mass changes M
to COEs by program type (e.g. annual SSA COLA, Federal
Amendment 1 Page 169
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Income Support Division ISD2 SYSTEM REPLACEMENT PROJECT
Poverty Guidelines, clothing allowance, etc.).
388. System shall provide a mechanism to apply mass changes M
(run EDBC) for one COE retroactively in previous benefit
months and issue supplements if the amount of benefit has
been altered.
Simulation
389. System shall provide a mechanism to have a training M
eligibility system that fully duplicates the functionality of
the production eligibility system, without affecting any
production data or issuing benefits or notices, and only
submitting test data to interfaces.
CASE MAINTENANCE
Case Summary
390. System shall provide a mechanism to display a summary M
of case information by user role (e.g. head of household,
members, relationships, addresses, date of birth,
caseworker or process queue, office location, case status,
recertification date, simplified report date, current benefit
amount, sanction status, etc.).
391. System should provide a mechanism to provide custom O
views of case summary information, based on user roles,
program rules, and office procedure.
Case Update
392. System shall provide a mechanism to update case M
information and run EDBC for case changes (e.g.
recertification, simplified reporting, etc.).
393. System shall provide a mechanism to update case M
information received using various electronic methods (e.g.
web interface, email, fax, etc.).
394. System shall provide a mechanism to update and track M
reported changes which do not affect eligibility and do not
require verification that are submitted electronically (e.g.
phone number, cell number, e-mail address, change in
income which remains below program threshold, etc.)
395. System shall provide a mechanism to automatically close M
or deny a Category of Eligibility (COE) at the end of the
processing period, based on program rules.
396. System shall provide a mechanism to close a COE without M
closing other active COEs associated with that household,
based on user roles and program rules.
397. System shall provide a mechanism to close any individual M
in a COE without closing the entire COE that has other
active members, based on user roles and program rules.
398. System shall provide a mechanism to manually change to M
another program within an active COE (e.g. from TANF to
the Education Works Program), based on user roles and
program rules.
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Income Support Division ISD2 SYSTEM REPLACEMENT PROJECT
399. System shall provide a mechanism to automatically change M
program within an active COE (e.g. from family planning
Medicaid to pregnancy Medicaid and back to family
planning; from SNAP to transitional SNAP), based on
program rules.
400. System shall provide a mechanism to automatically adjust M
begin and end dates for a new COE due to closure of a
related program (e.g. family Medicaid to transitional
Medicaid, etc.), based on program rules.
401. System shall provide a mechanism to manually release the M
application that is on hold, based on user roles and program
rules.
402. System shall provide a mechanism to share common data M
elements across multiple programs, when appropriate.
403. System shall provide a mechanism to reinstate categories or M
individuals, based on program rules.
404. System shall provide a mechanism to recertify cases and M
process simplified reporting, based on program rules.
405. System shall provide a mechanism to collect all M
information required to auto-populate all necessary
Procuring Agency case processing forms, based on
program rules.
406. System should provide a mechanism to indicate a O
replacement benefit card is needed.
407. System should provide a mechanism to override automatic O
mailing of benefit card.
408. System should provide a mechanism to notify Broker, O
Managed Care Organization (MCO), and/or Employer
when application is approved.
409. System should provide a mechanism to process an O
employer sponsored group application, based on program
rule and business process.
410. System shall provide a mechanism to enter employer group M
data.
411. System shall provide a mechanism to track payment of M
monthly premium and enrollment fees.
412. System shall provide a mechanism to automatically apply M
the appropriate case action upon verification of non-
payment of required premium.
413. System shall provide a mechanism to add or drop an M
individual from an employer group.
414. System shall provide a mechanism to change coding from M
individual to group or vice versa, based on user roles and
program rules.
415. System shall provide a mechanism to automatically M
establish lockout periods for clients committing Intentional
Program Violations (IPVs), based on program rules.
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Income Support Division ISD2 SYSTEM REPLACEMENT PROJECT
416. System shall provide a mechanism to manage processes M
within the system (e.g. Incapacity Review process,
recertification process, case change process.
417. System shall provide a mechanism to update all case or M
client data, based on user roles and program rules.
418. System shall provide a mechanism to track/monitor M
upcoming case events and take appropriate automated
action (e.g. recertification, simplified reporting, expected
due date, etc.).
419. System shall provide a mechanism to match and merge M
duplicate case information, based on user role and program
rules.
Sanctions and Disqualifications
420. System shall provide a mechanism to automatically initiate M
a program sanction or disqualification processes, based on
case events and program rules.
421. System shall provide a mechanism to notify the appropriate M
parties of initiation of a sanction or disqualification.
422. System shall provide a mechanism to manually initiate and M
track program sanctions or disqualifications including the
conciliation processes, based on user roles and program
rules.
423. System shall provide a mechanism to automatically task M
appropriate staff with notification of program non-
compliance if action is required to be taken.
424. System shall provide a mechanism that allows a worker to M
indicate that change was not reported timely and apply
sanction or disqualification, based on program rules.
425. System shall provide a mechanism to communicate with M
child support on issues of non-compliance, compliance, and
waivers of program rule (e.g. pending "good cause"
waivers, approved "good cause" waivers, notifications of
non-cooperation, etc.).
426. System shall provide a mechanism to automatically accept M
and display non-cooperation information from child
support.
427. System shall provide a mechanism to simultaneously alert M
the caseworker and NMW case manager when required
forms are returned by client.
428. System shall provide a mechanism to manually lift, M
remove, or override sanctions and disqualifications with the
ability to indicate reason.
429. System shall provide a mechanism to track sanction and M
disqualification history, based on user roles and program
rules.
Amendment 1 Page 172
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Income Support Division ISD2 SYSTEM REPLACEMENT PROJECT
Case Transfers
430. System should provide a mechanism to alert office and/or O
worker of all cases that have been transferred to and from
their caseload or processing queue.
431. System shall provide a mechanism to automatically and M
manually assign transferred cases or COEs to individual
workers and processing queues within administrative
locations, based on user roles, program rules, and business
processes.
432. System shall provide a mechanism to record an audit trail M
when cases are transferred.
NEW MEXICO WORKS (NMW)
Create Referral
433. System shall provide a mechanism to automatically M
determine whether the client, at the individual and case
level, shall be referred to NMW, based on program rules.
434. System shall provide a mechanism to manually override an M
automatic determination of NMW status, based on user
roles and program rules.
435. System shall provide a mechanism to create and issue M
NMW referral including all necessary information (e.g.
case information, required hours, required status, etc.).
436. System should provide a mechanism to assign NMW O
referral to a specific NMW location and case manager,
based on program rules.
437. System shall provide a mechanism to auto populate, print, M
mail, and store all NMW forms (e.g. text or *.pdf image),
based on program rules.
438. System should provide a mechanism that allows a NMW O
contractor to generate referrals to third party agencies.
Client Triage
439. System shall provide a mechanism to electronically track M
activities and data entered into the system (e.g. clients,
cases, transactions, benefit history, etc.).
440. System should provide a mechanism to request a O
"hardship" interview.
441. System shall provide a mechanism to enter screening and M
assessment data.
442. System shall provide a mechanism to establish NMW M
participation timeliness standards (e.g. at time of approval
of TANF or SNAP for required events assessment, IRP,
WPA, etc.), based on program rules.
443. System shall provide a mechanism to automatically M
determine work participation status (e.g. required, non-
required, work eligible, non-work eligible, volunteer, etc.),
based on program rules.
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STATE OF NEW MEXICO REQUEST FOR PROPOSALS
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Income Support Division ISD2 SYSTEM REPLACEMENT PROJECT
444. System shall provide a mechanism to calculate individual M
participation hours, based on program rules.
445. System should provide a mechanism to automatically O
determine the need for an in-depth assessment, based on
results of screening and program rules.
446. System should provide a mechanism to allow a case O
manager to manually request an in-depth assessment.
447. System shall provide a mechanism to manually override the M
NMW status, based on user roles and program rules.
448. System shall provide a mechanism to enter section scores M
of the Employability Assessment results.
449. System shall provide a mechanism to manage NMW M
participants as individuals and as members of a case.
450. System shall provide a mechanism to notify appropriate M
staff of approaching deadlines (e.g. 60 month TANF limit,
age requirements, expiration of participation waivers, etc.).
451. System shall provide a mechanism to calculate client M
participation rates by worker, office, region and state (e.g.
activity, hours, sanctions, etc.).
Waiver Process
452. System shall provide a mechanism to enter a client waiver M
request, based on user roles and program rules.
453. System shall provide a mechanism to allow a NMW case M
manager to notify case worker of a requested waiver.
454. System shall provide a mechanism to reassign NMW M
status, based on waiver request determination or clients’
failure to respond, based on user roles and program rules.
455. System shall provide a mechanism to modify required M
timeframes due to a change in required status, based on
user roles and program rule.
456. System shall provide a mechanism for IRU to record and M
communicate the results of a waiver request to the proper
Procuring Agency staff, NMW case manager, and/or client.
457. System shall provide a mechanism to change work status M
upon receipt of waiver decision.
458. System shall provide a mechanism to indicate receipt of a M
"good cause" waiver within the Procuring Agency due to
Domestic Violence (DV).
459. System shall provide a mechanism to notify child support M
when it is determined DV circumstances exist.
460. System shall provide a mechanism to automatically send M
notice of action and schedule appointments for NMW
requirements upon waiver denial.
Work Activity Planning (WPA)
461. System shall provide a mechanism to enter WPA data (e.g. M
placement location, hours, support services planned,
activity details, paid work details, employer name, type of
job, start date, etc.).
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Income Support Division ISD2 SYSTEM REPLACEMENT PROJECT
462. System shall provide a mechanism to alert and guide M
workers through reimbursement services when a client is
placed in certain activities.
463. System shall provide a mechanism to calculate Fair Labor M
Standards Act (FLSA) equivalent income and alert staff if
placement exceeds maximum hours, based on program
rules.
Work Activity Tracking
464. System shall provide a mechanism to allow clients to enter M
timesheets, documents and verifications through a web
based portal.
465. System shall provide a mechanism to save client timesheet M
data in the system.
466. System shall provide a mechanism to total participation M
hours by activity type indicate if an individual participant's
requirements are met.
467. System shall provide a mechanism to notify case worker or M
case manager if client is not meeting required work
participation hours.
468. System shall provide a mechanism to calculate total M
mileage for the report period and schedule reimbursement,
based on program rules.
469. System shall provide a mechanism to manually enter NMW M
timesheets, based on user roles and program rules.
470. System shall provide a mechanism to calculate, track M
participation time, track activity time limits and provide
historical information.
471. System shall provide a mechanism to notify a worker when M
time-limits for work activities have been exhausted, as
defined by program rules.
472. System shall provide a mechanism to notify workers of M
deadlines associated with work activities.
473. System shall provide a mechanism to automatically close M
all scheduled NMW events when an individual or case is
closed (e.g. stop all processing and sanction clocks, etc.).
474. System should provide a mechanism to automatically send O
a NMW satisfaction survey to client upon case closure in
various formats (e.g. web portal account, e-mail, mail, etc.),
based on client preference.
475. System should provide a mechanism to automatically O
accept and compile responses to the NMW satisfaction
survey.
Work Program Non-Compliance
476. System shall provide a mechanism to set time limits for M
sanctions, based on program rules.
477. System shall provide a mechanism to track conciliations, M
progressive sanctions, cumulative sanctions and
disqualifications, based on program rules.
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Income Support Division ISD2 SYSTEM REPLACEMENT PROJECT
478. System shall provide a mechanism to automatically adjust M
sanction/disqualification and generate, issue roll-over
notices and alerts for progressive sanctions.
479. System shall provide a mechanism to manually override M
sanctions, based on user roles and program rules.
WORKFLOW
General
480. System shall accept electronic documents (e.g. M
applications, index information, recertification, interim
reports and case documents) and enter these into the
workflow solution.
481. System shall provide a mechanism to reassign cases at any M
point in the process, based on user roles and program rules.
482. System shall provide a mechanism to drill down into the M
inbox/queue to see detailed lists.
483. System shall provide a mechanism to drill down into M
detailed lists and display by selected characteristics (e.g.
case/demographic information, etc.).
484. System shall provide a mechanism to sort or filter lists (e.g. M
tasks, alerts, by date, category, type, alphabetically, etc.).
485. System shall provide a mechanism to view caseload M
statistics (e.g. caseworker, work unit, office, region, state,
client, case etc.).
486. System shall provide a mechanism to view application M
processing statistical information (e.g. timeliness, error
rate, actions taken, actions pending, etc.).
487. System shall provide a mechanism to automatically remove M
a case from the inbox or processing queue when the
appropriate action is taken on that case.
488. System shall provide a mechanism to transfer case back to M
inbox or processing queue, based on user role.
489. System shall provide a mechanism to review, assign and M
reassign tasks, based on user role and/or office procedures.
490. System shall provide a mechanism to display worker name M
and location of case in queue while it is currently being
worked on.
491. System should provide a mechanism to link to client's e- O
mail address providing the ability to send an e-mail.
492. System should provide a mechanism to receive e-mail in a O
queue and notify workers of pending necessary actions.
493. System shall provide a mechanism to utilize hot key M
functionality.
Tasks
494. System shall provide a mechanism to automatically create M
and assign system tasks, based on program rules (e.g. case
changes, recertifications, interim reporting, and interviews
etc.).
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Income Support Division ISD2 SYSTEM REPLACEMENT PROJECT
495. System shall provide a mechanism to manually create tasks M
and display them with system generated tasks (e.g. due
date, importance, etc.).
496. System shall provide a mechanism to manually assign M
tasks, based on user role and office procedures.
497. System shall provide a mechanism to automatically sort M
tasks by type, date, etc.
498. System shall provide a mechanism to automatically delete M
tasks when the required action is completed.
499. System shall provide a mechanism to view tasks for any M
individual or group, based on user role and program rule.
500. System shall provide a mechanism to automatically/ M
manually identify urgent or overdue tasks, based on
program rules (e.g. color coded).
501. System shall provide a mechanism to associate tasks with a M
case so that they will be moved upon reassignment of case.
502. System shall provide a mechanism to create reports of tasks M
(e.g. date range, task type, worker, location, etc.), based on
user role and program rules.
503. System should provide a mechanism to compare statistical O
data of tasks, based on user role and program rule.
NOTICES, FORMS & CORRESPONDENCE
General
504. System shall provide a mechanism to associate and store M
correspondence in corresponding electronic case files, for a
specified time period, based on program rules and business
practices.
505. System shall provide a mechanism to print bar-codes (e.g. M
case data, envelope stuffing) when printing
correspondences.
506. System shall provide a mechanism to consolidate M
correspondence, and mail associated items in the same
envelope.
507. System shall provide a mechanism to insert text to any set M
correspondence from system
508. System shall provide a mechanism to create M
correspondence in both real-time and in batch.
509. System shall provide a mechanism to view populated M
correspondence in real time, prior to issuance.
510. System shall provide a mechanism to choose the method of M
correspondence issuance (e.g. local printing, central
printing and mailing, e-mail, etc.).
511. System shall provide a mechanism to record and track how M
correspondence was issued to client (e.g. local printing,
central printing and mailing, e-mail, etc.).
512. System shall provide a mechanism to modify and track all M
changes to correspondence templatescorrespondence, to
include version control, based on user roles and program
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Income Support Division ISD2 SYSTEM REPLACEMENT PROJECT
rules.
513. System shall provide a mechanism to store, reprint, and M
resend all correspondence, based on user roles and program
rules.
514. System shall provide a mechanism to store or expunge M
forms and correspondence, based on timelines driven by
program rule, business processes and state archiving
standards.
515. System shall provide a mechanism to create, track, store, M
and reproduce, multiple demand letters, based on claim
amounts and categories, as per program rules.
Eligibility Notices
516. System shall provide a mechanism to generate and produce M
set notices that report many eligibility factors (e.g.
approval, delay, denial, closure, change, information,
expiration, demographic information, etc.), based on
program rule.
517. System shall provide a mechanism to create new versions M
of notice types and/or templates.
518. System shall provide a mechanism to issue notices at set M
time frames according to business and program rules (e.g.
COE, aging out limits, benefit limits, etc.).
519. System shall provide a mechanism to create and generate M
new notices, based on program rules and business
practices.
520. System should provide a mechanism to choose the method O
of notice issuance (e.g. local printing, central printing &
mail, e-mail, etc.).
521. System shall provide a mechanism to suppress and track M
any specific notice (one time notice suppression), based on
user roles and program rules.
522. System shall provide a mechanism to suspend any notice M
type, based on user roles and program rules.
523. System shall provide a mechanism to produce notices in M
multiple languages (e.g. English and Spanish in full;
Vietnamese standard text).
524. System shall provide a mechanism to produce notices using M
the appropriate alphabet for each language in which the
notice was produced.
525. System should provide a mechanism that allows outside O
agencies and organizations to view and print notices (e.g.
SCI Managed Care Organization, brokers, etc.), based on
user roles and program rules.
526. System shall provide a mechanism to display EDBC M
calculations on notices.
527. System should provide a mechanism to display Medical O
Care Credit calculations on notices to client and authorized
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Income Support Division ISD2 SYSTEM REPLACEMENT PROJECT
representative.
528. System shall provide a mechanism to display Medical Care M
Credit on notice to facilities, based on program rules.
Forms
529. System shall provide a mechanism to auto populate all M
forms with required information from the system,
according to business and program rules (e.g. demographic
information, applicable dates, EDBC calculations, missing
and provided verification, notes, NMW, QC, Fair Hearings)
530. System shall provide a mechanism to edit all automatically M
populated data, based on user roles and program rules.
531. System shall provide a mechanism to create and modify M
form templates.
532. System shall provide a mechanism to integrate existing M
form templates (e.g. Microsoft Word, Excel, and Adobe
PDF).
533. System shall provide a mechanism to calculate and insert M
due dates, based on program rules.
534. System shall provide a mechanism to calculate, track when M
time-sensitive forms are due.
535. System shall provide a mechanism to add new forms, based M
on user roles and program rules.
536. System shall provide a mechanism to suspend or delete M
forms, based on user roles and program rules.
537. System shall provide a mechanism to produce forms in M
multiple languages (e.g. English and Spanish in full;
Vietnamese standard text).
538. System shall provide a mechanism to produce notices using M
the appropriate alphabet for each language in which the
form is produced.
539. System shall provide a mechanism to perform and save M
calculations necessary for SNAP QC Computation Sheet.
540. System shall provide a mechanism to group, complete, and M
print associated forms as a packet (e.g. fair hearings packet,
IRU).
Correspondence
541. System shall provide a mechanism to date stamp electronic M
documents.
542. The system shall provide a mechanism to issue an under M
issuance letter with auto populated data elements from
system (e.g. monthly benefit issued, reason, amount client
shall have been issued, benefit amount by category, etc.).
543. System shall provide a mechanism to generate Annual M
Recipient Benefit Statements for tax purposes, based on
program rule.
544. System should provide a mechanism to generate and print O
individual recipient benefit statements upon request.
Amendment 1 Page 179
STATE OF NEW MEXICO REQUEST FOR PROPOSALS
Human Services Department RFP #: 10-630-00-17771
Income Support Division ISD2 SYSTEM REPLACEMENT PROJECT
545. System will automatically send client monthly M
overpayment statement.
546. System shall provide a mechanism to send the 60 day M
notice to client upon IRS response.
547. System shall provide a mechanism to automatically search M
for claims associated with inactive EBT accounts and
generate a notice of intent to collect.
548. System shall provide a mechanism to print monthly M
statements for closed cases with outstanding claims.
549. System shall provide a mechanism to create and send M
required client notices regarding sanction or
disqualification actions.
COMPLIANCE MANAGEMENT
Reviews
550. System shall provide a mechanism to both automatically M
and manually assign reviews to appropriate reviewer (same
QC reviewer if multiple categories).
551. System shall provide a mechanism to assign, set M
timeframes and notify QC reviewer.
552. System shall provide a mechanism to provide access to all M
QC cases to all QC reviewers.
553. System shall provide a mechanism to have a tiered review M
process, based on user roles and program rules.
554. System shall provide a mechanism to select values for M
targeted reviews (e.g. household composition, student
status, real property, etc.).
Trend Analysis
555. System shall provide a mechanism to access completed M
statewide reviews and determine error trends as related to
earned/unearned income, deductions, household
composition, agency vs. client, etc.
Audit Support
556. System shall provide a mechanism to add fictitious clients M
and cases, for fraud investigation purposes, based on user
roles and program rules.
557. System shall provide a mechanism to store, view and M
retrieve audit history, based on user roles.
Fair Hearing Field Office Procedure
558. System shall provide a mechanism to create separate M
electronic hearing file to include summary of evidence,
copies of supporting documents, and other related hearing
information without removing from original client file,
based on program rules.
559. Ability for worker to create and transmit a fair hearing M
request to the fair hearings bureau.
Fair Hearing Bureau Procedure
Amendment 1 Page 180
STATE OF NEW MEXICO REQUEST FOR PROPOSALS
Human Services Department RFP #: 10-630-00-17771
Income Support Division ISD2 SYSTEM REPLACEMENT PROJECT
560. System shall provide a mechanism to record and track fair M
hearings by unique number, reason and category.
561. System shall provide a mechanism to record, store and M
share hearings data (e.g. name of appellant, program being
appealed, reason or issue appealed, hearing type, time
period, appellant's current address, status code, hearing
number, voluntary request for withdrawal, decision
rendered, etc.).
562. System shall provide a mechanism for staff to initiate a fair M
hearing upon request and transmit a notification to the
appropriate staff (e.g. clients, providers and non-clients).
563. System shall provide a mechanism to update the request for M
hearing and identify the data elements that have changed
from the initial or previous request (e.g. issue, date of
hearing request, program, etc.).
564. System shall provide a mechanism to identify, update and M
edit all hearing participant information (staff,
administrative hearing officer, customer representatives,
etc.).
565. The system shall provide a mechanism to allow a client to M
submit withdrawal electronically at any time in the process
and notify all parties involved.
566. System shall provide a mechanism to automatically cease M
all hearings tasks related to the specific issue and release
"hold" on case upon withdrawal.
Administrative Disqualification Hearing (ADH) (SNAP only)
567. System shall provide a mechanism for supervisor to M
approve Summary of Evidence (SOE) with electronic
signature.
568. System shall provide a mechanism for OIG to enter the M
disposition, based on user roles and program rules.
569. System shall provide a mechanism to alert the appropriate M
staff and affected parties of disposition of ADH.
570. System shall provide a mechanism to amend ADH decision M
as necessary, based on user roles and program rules.
571. System shall provide a mechanism to indicate that the M
client has waived deadlines, withdrawn, requested benefit
reinstatement, etc.
572. System shall provide a mechanism for state staff to M
withdraw, requested benefit reinstatement, establish claims
etc.
573. System shall provide a mechanism to take appropriate M
action, based on hearing activity (e.g. waivers, missed
deadlines, case disposition, withdrawal, send notifications,
release holds, etc.).
ADH Hearing Process Tracking
Amendment 1 Page 181
STATE OF NEW MEXICO REQUEST FOR PROPOSALS
Human Services Department RFP #: 10-630-00-17771
Income Support Division ISD2 SYSTEM REPLACEMENT PROJECT
574. System shall provide a mechanism to track hearing-related M
events, such as pre-hearing conferences, hearing dates,
related parties, outcomes and disposition reviews and alert
when set timeframes are approaching and are not met.
575. System shall provide a mechanism to record and track all M
hearing-related participants (e.g. staff, administrative
hearing officer, customer representatives, etc.).
576. System shall provide a mechanism to track all ADH M
activities (e.g. all interested parties, updates to case files,
documents, timeframes, meetings and narratives).
577. System shall provide a mechanism to record the M
Administrative Hearing Officer's Decision.
578. System shall provide a mechanism to change recommended M
decision, based on user roles and program rules.
579. System shall provide a mechanism to enter notes M
throughout hearing process.
580. System shall provide a mechanism to store, retrieve and M
view actions taken on a hearing in chronological order.
581. System shall provide a mechanism to assign an ADH task M
to designated persons, based on user roles and program
rules.
Effect on Benefits
582. System shall provide a mechanism to suspend negative M
action on benefits during the hearing process by timeframe,
based on program rules.
583. System shall provide a mechanism to make changes to a M
case which is suspended for the hearings process, without
changing benefit amount.
OIG Investigations
584. System shall provide a mechanism for OIG to accept fraud M
reports and referrals from internal and external sources
(e.g. County Offices, Central office, IVR, electronic data
match result, PARIS).
585. System shall provide a mechanism to create investigation M
case record with a unique identifier.
586. System should provide a mechanism to notify and alert O
referring party of investigation acceptance, and disposition.
587. System should provide a mechanism to alert investigations O
if the client reapplies or the case is reopened.
588. System shall provide a mechanism to alert OIG when M
restitution is ordered and not paid within regulation
timeframe, based on user roles and program rules.
589. System shall provide a mechanism to notify OIG of any M
action taken on a case, based on fraud referral.
590. System shall provide a mechanism to provide a hearing M
summary screen.
REPORTING
Amendment 1 Page 182
STATE OF NEW MEXICO REQUEST FOR PROPOSALS
Human Services Department RFP #: 10-630-00-17771
Income Support Division ISD2 SYSTEM REPLACEMENT PROJECT
General
591. System shall provide a mechanism to make available all M
business data elements to be integrated with business
intelligence tool.
592. System should provide a mechanism to generate graphical O
representation of report data (e.g. pie charts, graphs,
histograms, line plots, scatter plots)
593. System should provide a mechanism to export reports to O
multiple formats (e.g. CSV, HTML, XML, PDF).
594. System shall provide a mechanism to submit Federal M
Reports electronically.
595. System shall provide a mechanism to generate claim M
reports, claim repayment progress, status, and history of
each claim.
596. System shall provide a mechanism to create ‘canned’ M
reports to be run on a set schedule (e.g. daily, 3rd Friday,
weekly, monthly, quarterly, etc.), based on user roles and
program rules.
597. System shall provide a mechanism to retain report results in M
a manner that complies with Procuring Agency data
retention policies, based on data type and program rules.
Required Reports
598. System shall provide a mechanism to generate reports, or M
provide data for administrative reports, including those
listed below.
599. Food Stamp Exchange Program (FNS 269A) M
600. FSP (SNAP) Administrative Budget (FNS M
366A)
601. Status of Claims Against Households(FNS M
209)
602. SAVE, E&T, Nutrition Ed, EBT (FNS 269) M
603. EBT Exchange (FNS 269 A) M
604. CMA Program Estimates (ORR 1) M
605. Financial Status Report (SF 269) M
606. State Administrative Expense Plan (SF 269) M
607. TEFAP Financial Report (FNS 667) M
608. Foster Children (ACF 4125) M
609. FSP (SNAP) Activity Summary (FNS 366B) M
610. TANF Data Report Section 1-4 (ACF 199) M
611. Caseload Reduction (ACF 202) M
612. E&T Program Report (FNS 583) M
613. State Coupon Issuance and Participation (FNS M
388)
614. Issuance and Participation (FNS 388A) M
615. SNAP Reconciliation (FNS 46) M
Amendment 1 Page 183
STATE OF NEW MEXICO REQUEST FOR PROPOSALS
Human Services Department RFP #: 10-630-00-17771
Income Support Division ISD2 SYSTEM REPLACEMENT PROJECT
616. M
SNAP Participation by Ethnicity (FNS 101)
617. Food Stamp (SNAP) Nutrition ED EARS M
Report (FNS 759)
618. Emergency Contingency Fund (OFA 100) M
619. Quality Control Sampling M
620. CMS Central Medicaid MEQC Pilot- M
Request
621. CMS Central Medicaid MEQC Pilot-Fiscal M
Year Summary
622. Annual Report and Maintenance of Effort M
(MOE) report (ADC 204)
623. LIHEAP Qtly Allocation Estimates (ACF M
535)
624. LIHEAP Household Rep-Long Format M
(0970-0121)
625. LIHEAP Grantee Survey / LIHEAP M
Annual Leveraging Report (ACF 284)
626. Program Progress Report (OOR 6) M
627. State of Origin (ORR 11) M
628. CSBG/IS NASCSP Annual Fed Report M
(NASCP)
629. State Senate/House financial reports M
630. CHIP Quarterly Reports M
631. CHIP Annual Reports M
632. Medicaid Infrastructure Grant Report M
633. Working Disabled Individual (WDI) Reports M
634. State Coverage Insurance (SCI) Narrative and M
Report
635. Monthly Medicaid Parental Report M
636. Annual Medicaid Expenditure Report M
637. State Executive Reports M
638. Tribal Participation Reports M
639. Offeror shall describe full list of existing reports in system M
offered as the ISD2R solution, for Procuring Agency
determination of fit to current reporting processes.
Ad Hoc Reports
640. System shall provide a mechanism to create ad hoc reports. M
641. System shall provide a mechanism to view online ad-hoc M
reports, based on user roles and program rules.
642. System shall provide a mechanism to collect data that is M
entered by worker, county, region, etc.
Amendment 1 Page 184
STATE OF NEW MEXICO REQUEST FOR PROPOSALS
Human Services Department RFP #: 10-630-00-17771
Income Support Division ISD2 SYSTEM REPLACEMENT PROJECT
QC Reporting
643. System shall provide a mechanism to record, track and M
perform automated and manual sampling (stratification and
cluster) on the state caseload, based on Quality Control
(QC) random selection criteria all parameters of an ad hoc
sample (e.g. size, COE, time period, demographic criteria,
geographic location, etc.).
644. System shall provide a mechanism to manually eliminate a M
case from a sample universe at any point-in-time by user
roles and program rules.
645. System shall provide a mechanism to create, maintain and M
store QC review results for different program types, by
office, dates, etc.
646. System shall provide a mechanism to access, view, print M
and store statistics on QC reviews.
FINANCIALS
Issue Benefits
647. The system shall provide a mechanism to accurately issue M
timely benefits/payment files to required entities (e.g.
providers, vendors, fiscal agent).
648. The system shall automatically generate periodic benefits M
without staff intervention unless circumstances change,
based on program rules.
649. The system shall provide a mechanism to issue benefits for M
multiple months in a lump sum by category and track by
benefit month, based on user roles and program rules.
650. The system shall provide a mechanism to separately issue M
and track emergency benefits (e.g. client emergency,
Federally declared Disaster, etc.), based on user roles, and
program rules.
651. The system will be flexible to allow a staggered/non- M
staggered and fixed issuance process, based on program
criteria.
652. The system shall provide a mechanism to issue monthly M
benefits in multiple payment issuances per month.
653. The system shall provide a mechanism for staff to request M
the issuance of benefit cards, manually or automatically,
based on client need or request, user roles, and program
rules.
654. System shall provide a mechanism to manually issue M
benefits in multiple issuance formats (e.g. warrants, EBT,
Electronic Fund Transfer (EFT), etc.), based on user roles
and program rules.
655. The system shall provide a mechanism to automatically or M
manually issue warrants/payments/reimbursements from
the system (to designated vendors, clients, providers etc.),
outside normal scheduled issuances, based on user roles
and program rules.
Amendment 1 Page 185
STATE OF NEW MEXICO REQUEST FOR PROPOSALS
Human Services Department RFP #: 10-630-00-17771
Income Support Division ISD2 SYSTEM REPLACEMENT PROJECT
656. System shall provide a mechanism to recalculate and apply M
recoupment to changes in benefit amounts, based on
program rules.
657. For selected programs the system will issue payments M
directly to designated provider client accounts (e.g.
LIHEAP, Client Medical Travel, etc.).
658. Allow benefit issuance for periods other than monthly, M
based on program rules (e.g. Institutional Care Medicaid
Restricted Coverage/ Full coverage).
659. System shall provide a mechanism to track all M
reimbursements (e.g. NMW, Employment and Training
(E&T), work related expenses, etc.) issued to clients, based
on program rules.
Reissue / Revise Benefits
660. System shall provide a mechanism to allow for M
reissuance/replacement of a benefit or warrant, based on
program rules and security role (e.g. disasters,
administrative adjustments, etc.), based on user roles and
program rules.
661. System shall provide a mechanism to document M
adjustments or expungements, based on user roles and
program rules.
Collect Benefit Data
662. The system shall provide a mechanism to track and M
maintain the status of payments for each household, for all
programs, for time periods (e.g. issuance to providers and
vendors, status of pending, issued, warrants that have been
cashed, not received, lost, or stolen), based on program
rules.
663. The system shall provide a mechanism to record all M
financial data information of benefits issued (e.g. amount,
correct funding sources, dates, fed match code, etc.).
664. The system shall provide a mechanism to maintain the M
status of payments issued (e.g. pending, issued, cashed, not
received, lost, stolen, etc.).
665. The system shall provide a mechanism to query benefits M
and status of benefits for each household/client for all
programs.
Benefit Recovery
666. The system shall provide a mechanism manually and M
automatically create a claim (e.g. historical case changes,
sanction etc.), based on program rules.
667. System shall provide a mechanism to create claims for a M
specified date range.
668. System shall provide a mechanism to notify OIG of claims M
established as the result of suspected fraud, intentional
program violations for further investigation.
Amendment 1 Page 186
STATE OF NEW MEXICO REQUEST FOR PROPOSALS
Human Services Department RFP #: 10-630-00-17771
Income Support Division ISD2 SYSTEM REPLACEMENT PROJECT
669. System shall automatically reinstate the recoupment M
process on inactive cases immediately upon case
reactivation and reinstatements.
670. System shall provide a mechanism to pursue collection on M
cases, regardless of case status.
671. System shall provide a mechanism to create and send a M
demand letter to client upon creation of a claim against the
case, based on program rules.
672. System shall provide a mechanism to suspend Intentional M
Program Violation (IPV), claims, correspondence, and
collections.
673. System shall provide a mechanism to change claim data M
(claim cause, initiator, fraud status, etc.), based on user
roles and program rules.
674. System shall provide a mechanism to automatically start M
recoupment processes for active cases when clients fail to
respond within the required time period (e.g. sixty (60)
calendar days).
675. System shall provide a mechanism to enter Repayment M
Agreement information into the system for a specific claim
(amount, claim type, method of payment, frequency, begin
date, payment percentage, etc.).
676. System shall provide a mechanism to view claims history M
by individual and case.
Recoupment / Repayment
677. System shall provide a mechanism to set up recoupment M
schedule, based on program rules.
678. System shall provide a mechanism to manually adjust M
recoupment amounts, based on user roles and program
rules.
679. System should provide a mechanism to accept and process O
many payment options (e.g. cash, checks, money orders,
EBT, credit/debit cards, wire transfers, Internet payments,
tax offsets) to satisfy outstanding claims on all cases
(active/closed).
680. System shall provide a mechanism to record data on M
repayment received (check or money order number, date
received, date entered, amount, association with claim
(client ID), split payment into more than one claim, etc.).
681. System shall provide a mechanism to determine, store, M
suspend/amend, and retrieve, "hardship" determinations
made for SNAP claims, based on program rules.
682. System shall provide a mechanism to suspend all collection M
actions upon client request for Fair Hearing.
683. System shall provide a mechanism to automatically restart M
collection process, based on the final outcome of a Fair
Hearing.
Amendment 1 Page 187
STATE OF NEW MEXICO REQUEST FOR PROPOSALS
Human Services Department RFP #: 10-630-00-17771
Income Support Division ISD2 SYSTEM REPLACEMENT PROJECT
684. System shall provide a mechanism to recoup a claim from M
outside Procuring Agency entity (e.g. General Assistance
recovery from Social Security through Interim Assistance
Reimbursement (IAR), etc.).
Non SNAP Intercept
685. System shall provide a mechanism to evaluate the M
outstanding claim balance to determine whether claim can
be intercepted, based on program rules.
686. System shall provide a mechanism to suspend the M
application of intercept funds for a specified period of time,
based on user roles and program rules.
SNAP Intercept
687. System shall provide a mechanism to determine that all M
legal requirements have been met, based on program rules,
and evaluate claim balances for meeting criteria for IRS
intercept submission.
688. System shall provide a mechanism tracking inactive or M
dormant EBT accounts.
689. The system shall automatically expunge accounts, based on M
program rules and recoup for existing claims.
Revise Claims
690. System shall provide a mechanism to adjust, refund, and M
transfer a claim balance and/or payments, with appropriate
audit trails.
691. System shall provide a mechanism to adjust the TANF M
benefit time limit as a result of a paid TANF claim, based
on program rules.
692. System shall provide a mechanism to accept, evaluate and M
record determination for claim adjustment request, based
on user roles and program rules.
Claim Inquiry & Tracking
693. System shall provide a mechanism to track claims by M
client, program, date, amount of claim, type of claim etc.
694. System shall provide a mechanism to identify M
overpayments that have been resolved and allow for
notification to client or provider, based on program rules.
695. System shall provide a mechanism to create a report of all M
payments and adjustments received/made for a date or day
range,
Financial Management
696. System shall provide a mechanism to reflect every payment M
claim that is paid (e.g. expenditures to date and available
balances).
697. System shall provide a mechanism to keep M
contractor/provider accounts active and maintain payment
history for a specified period of time, based on program
rules.
Amendment 1 Page 188
STATE OF NEW MEXICO REQUEST FOR PROPOSALS
Human Services Department RFP #: 10-630-00-17771
Income Support Division ISD2 SYSTEM REPLACEMENT PROJECT
INTERFACES
Interfaces
698. System should provide a mechanism to interface with O
neighboring states (AZ, CO, TX, OK,UT
699. System shall (if Mandatory)/should (if Optional) provide a M
mechanism to exchange information and provide audit trail
with selected sites. (including those listed below)
700. Aging & Long Term Services Department M
701. Albuquerque Health Partners – IRU O
702. Asset Verification Services – Financial O
Institution Data Match (FIDM)
703. County Detention Centers – Incarceration O
704. CMS - Third Party System (TPS) M
705. Contractor: Maximus -- Longitudinal Study O
706. Contractor: Work Number – Instant O
Verification
707. Department of Finance & Administration M
(DFA) – W-2s
708. Disqualified Recipient System (DRS) M
709. Disability Determination Unit O
710. Electronic Disqualified Recipient Subsystem M
(EDRS)
711. Fiscal agent (currently JP Morgan) – EBT M
712. Fiscal agent (currently JP Morgan) – Business O
Objects – Data warehouse
713. Food and Nutrition Services (FNS) – QC M
714. Food and Nutrition Services (FNS) – TOPS M
715. Health Insurance Exchange (HIX) M
716. Health Insurance Exchange (HIX) Portal M
717. Internal Revenue Service (IRS) – Income M
Eligibility Verification System (IEVS), based
on standards defined in IRS publication
Disclosure of Information to Federal State and
Local Agencies (DIFSLA).
718. Low Income Telephone Assistance Program O
719. Manage Care Organizations (e.g. Amerigroup, O
Blue Cross Blue Shield (BCBS), Evercare,
Lovelace Hospital, Molina, Presbyterian
Hospital, University of New Mexico (UNM)
Hospital)
720. Medicaid Management Information System M
(MMIS) – OMNICAID, Affiliated Computer
Systems (ACS) (current fiscal agent)
721. Motor Vehicle Department (MVD) M
722. NM Child Support Enforcement System M
(CSES)
Amendment 1 Page 189
STATE OF NEW MEXICO REQUEST FOR PROPOSALS
Human Services Department RFP #: 10-630-00-17771
Income Support Division ISD2 SYSTEM REPLACEMENT PROJECT
723. NM Children Youth and Families Department M
(CYFD) – FACTS
724. NM Department of Corrections O
725. NM Public Education Department (PED) M
726. NM Department of Health – Breast and M
Cervical Cancer
727. NM Department of Health – Developmentally M
Disabilities
728. NM Department of Health – Medically Fragile M
Waivers
729. NM Department of Health – Vital Statistics O
730. NM Department of Information Technology – M
Statewide Human resource, Accounting, and
managerial REporting system (SHARE)
[PeopleSoft]
731. NM Department of Vocational Rehabilitation – O
NMW, IRU
732. NM Department of Workforce Solutions – M
New Hire, UCB
733. Other available hospitals for IRU O
734. Postal Vendor (currently Postal Pros) – O
Outgoing correspondences & mailing services
735. Public Assistance Reporting Information M
System (PARIS) – TANF months
736. Systematic Alien Verification for Entitlements M
(SAVE)
737. Social Security Administration – SVES M
738. Social Security Administration – SDX M
739. Social Security Administration – BENDEX M
740. Social Security Administration – Name M
Validation
741. Social Security Administration – Active Adult M
TANF cases
742. Social Security Administration – Enumeration M
Verification System (EVS)
743. Social Security Administration – Prisoner M
Verification
744. Social Security Administration – Medicare M
buy-in
745. Social Security Administration – Electronic M
Interim Assistance Reimbursement (EIAR)
746. Social Security Administration – Social M
Security On-Line Query (SOLQ)
747. Social Security Administration – SSA Access M
to State Records Online (SASRO)
748. Taxation and Revenue Department M
Amendment 1 Page 190
STATE OF NEW MEXICO REQUEST FOR PROPOSALS
Human Services Department RFP #: 10-630-00-17771
Income Support Division ISD2 SYSTEM REPLACEMENT PROJECT
749. Treasury Offset Program (TOP) M
750. Tribal commodities – Check for dual benefit O
issuance
751. Utility companies – LIHEAP M
752. Utilization Review Contractor M
753. Offeror shall describe full list of existing interfaces in M
system offered as the ISD2R solution, for Procuring
Agency determination of fit to current/required Interface
processes.
Amendment 1 Page 191
STATE OF NEW MEXICO REQUEST FOR PROPOSALS
Human Services Department RFP #: 10-630-00-17771
Income Support Division ISD2 SYSTEM REPLACEMENT PROJECT
6.D. APPENDIX D – TECHNICAL REQUIREMENTS MATRIX
ISD2R TECHNICAL REQUIREMENTS
Integrated 3rd Party Product
Modifiable/Extensible
Mandatory/ Optional
Included in Base
Not Supported
Configurable
Reference
TECHNICAL ARCHITECTURE
ARCHITECTURE
1. The system shall be an n-tier architecture that supports M
flexibility by separating a software application into tiers or
layers that are architecturally independent of other layers.
The minimum set of tiers shall include presentation, business
logic, and database.
2. The system shall employ Service Oriented Architecture M
applications and concepts where practical and appropriate.
3. The system shall employ Medicaid Information Technology M
Architecture (MITA) and concepts where practical and
appropriate.
4. The system shall be able to comply with enterprise M
application SOA Standards pre-approved by Procuring
Agency.
5. The system shall support implementation of each tier on M
separate systems, with firewall rules restricting traffic
between tiers. Communication between tiers shall use
well defined [http://www.iana.org/assignments/port-
numbers] ports and/or configurable ports, so that
firewall rules can be established without opening large
port ranges.
6. The system shall be deployed primarily as a web-based M
interface, so that users only need a web browser to access the
system. If any components require software in addition to a
web browser, that addition software shall have a minimal
footprint on the user system.
7. The system shall assure that third party software for ancillary M
aspects of solution that require distribution or maintenance to
remote desktops or servers shall be capable of being
distributed and configured on customer from a central site
and not require onsite intervention. In other words software
shall support “silent" or unattended installation functionality
for any non-web based features.
Amendment 1 Page 192
STATE OF NEW MEXICO REQUEST FOR PROPOSALS
Human Services Department RFP #: 10-630-00-17771
Income Support Division ISD2 SYSTEM REPLACEMENT PROJECT
8. The system shall operate under an integrated developer M
environment.
9. The system shall support the use of Gap Analysis to analyze M
the impact of system changes.
10. The system should provide the appropriate tools for O
conducting Gap Analysis.
11. The system should support the use of Gap Analysis to O
document the potential impact of system changes.
12. The system architecture shall contain a centralized web M
portal.
13. The system workflow of web pages and program functions M
shall be configurable and modifiable without changing
program code.
14. The user shall be able to open up multiple windows for the M
same session and the same or different cases. The
application shall continue to function without error.
Navigation or workflow in one window shall not disrupt the
workflow in another window, unless a user logs out.
15. The system shall utilize a web portal that will display M
systems and content based upon the role of the user.
16. The system shall utilize a web portal that is scalable and has M
the ability to accommodate additional systems and content in
the future.
17. The system shall utilize a web portal that is based on open M
standards.
18. The system should utilize a web portal that provides for O
collaboration capability particularly for the broadcasting and
sharing of messages for a specific team of users.
19. System architecture shall support varying access levels to M
data based on security roles.
20. System should support the use of proxy or separate O
application and web servers for hosting web pages that are
externally facing to the internet. This is intended to provide a
secure layer separating intranet only/internal web pages and
web pages that are exposed through the DMZ, using
mechanisms such as URL redirection and proxies.
21. The system shall utilize a Single Sign On (SSO) for internal M
users.
22. The system shall only require users to sign on once to access M
all program services.
23. The system should provide a mechanism to provide SSO that O
is compatible with Microsoft Active Directory, for internal
access.
24. The system should utilize an SSO that will match an O
individual’s security role with his or her ability to view,
enter, modify, and delete information in the systems.
25. The system should employ ISD2R business process rules for O
session inactivity timeout functionality.
Amendment 1 Page 193
STATE OF NEW MEXICO REQUEST FOR PROPOSALS
Human Services Department RFP #: 10-630-00-17771
Income Support Division ISD2 SYSTEM REPLACEMENT PROJECT
26. The system shall support the creation; modification; M
retention, and deletion of system table entries used to
validate data entry actions, based on effective date ranges
without the need for programmer initiated code changes. For
example for Cost-of-Living Adjustment (COLA) and Federal
Poverty Level (FPL) guidelines.
27. The system architecture should require that services be O
created for information sharing between the external
systems.
28. The system architecture should prevent users from logging O
on multiple times.
29. a The system shall make use of the Master Client Index (MCI) M
for the registration of clients. and Master Provider Index
(MPI) for registration of providers.
29. b The system shall make use of the Master Provider Index O
(MPI) for registration of providers.
30. The application should be capable of being deployed on at O
least two distinct and unrelated application servers.
31. The system should be capable of being deployed on at least O
two distinct and unrelated operating systems.
32. The system should be capable of being deployed on at least O
two distinct and unrelated databases.
33. System shall provide integrated support for online reports M
and forms generation, including both local and central
printing capabilities.
34. System shall provide support to generate notices in multiple M
languages. (English and Spanish at a minimum.)
35. The system shall be able to support up to 3,000 users with a M
sustained load of 100 transaction requests per second with an
anticipated growth rate of 15% per year.
36. The system shall be able to support up to 1,500,000 clients M
with an anticipated growth rate of 15% per year.
37. The system shall support up to 1,000,000 active cases, with M
an anticipated growth rate of 15% per year.
38. The system shall support a minimum of two (2) years of M
inactive cases, with an anticipated growth rate of 15% per
year.
39. System should include support for Interactive Voice O
Response subsystem.
40. Application logging shall be used, with the ability to specify M
different logging levels (e.g. errors only, warnings,
authentication, debug, etc)
41. The system should be able to run on VMware O
virtualized hardware.
GENERAL CONCEPTS
42. The system shall have the flexibility to adapt to M
program/policy and technical changes occurring in the
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Income Support Division ISD2 SYSTEM REPLACEMENT PROJECT
industry federal and the state level.
43. The system should take advantage of existing State network O
infrastructure and resources.
44. The system should use the existing Procuring Agency Wide O
Area Network. Example: Should be able to run 30 concurrent
connections over 1.5 Mbps.
45. The system shall be able to operate in a 24x7 online and batch M
environments depending upon the needs of the individual
programs.
46. System shall provide a batch window that does not interfere M
with normal business hours / operations.
47. The system should provide system health--monitoring tools to O
detect issues as part of a proactive problem-solving approach.
48. The system software applications should be independent of O
the technical components. Example: There should be little
effect on an application if a technical component, such as the
TCP/IP stack, is changed or updated.
49. The system should be able to share common components O
(network, hardware, software and services) among several
applications. Example: Running multiple web sites on one
server.
50. The system shall support scalability, meaning additional M
application hardware can be used to address increases in
system loads without modifying program code.
51. The system should utilize product(s) that are mature, reliable, O
maintainable, and manageable.
52. The system should be able to execute under multiple tiers and O
be portable to each tier, if applicable, propagate changes to
other tiers through automated tools without the need for re-
coding through manual assistance or intervention.
53. The system should be able to seamlessly integrate with O
current and future desktop applications with no degradation in
performance or functionality.
54. The system framework should have been successfully used by O
other companies/agencies.
55. The system framework should support applications that are O
Web-based or Web-enabled.
56. The system shall support integrated use of inbound FAX. M
57. The system should support integrated use of outbound FAX, O
limited by security roles and programs rules.
58. The system should provide the capability to connect to and O
use email functionality through either direct support for
Microsoft Exchange or an integrated POP mail client that can
interact with Microsoft Exchange, for purposes of sending and
receiving email.
59. The system should provide the capability to connect to O
Microsoft Exchange, for purposes of scheduling
appointments.
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60. The system should support integrated use of instant O
messaging, limited by security roles and programs rules.
61. The system should support integrated use of document O
imaging.
62. The system should support magnetic card-swiping O
functionality.
63. The system should support bar-code readers for Notices, O
Correspondence.
64. The system should support bar-code readers for document O
management.
65. The system shall accommodate conversion of all necessary M
data from legacy systems.
66. The system shall validate the entry of all required data. M
67. The system shall rely on parameterized queries in order to M
guarantee that the user input will not be treated as part of the
SQL query, but merely as data. (To mitigate SQL injection
attacks.)
68. The system shall be designed in such a manner as to prevent M
Cross-Site Scripting attacks as the result of improper filtering
of input obtained from un-trusted sources.
69. The system shall track and audit resource access regardless of M
the path taken to access these resources.
70. The system should have functionality to track and restrict O
access to shared data repositories based upon business needs.
71. The system should be able to identify which entities the O
worker, customer or providers are querying about and only
allow access to information about these entities.
72. All user accesses to resources shall result in the generation of M
an audit record.
73. The system should be designed to accommodate the need for O
administrative intervention based upon predefined security
roles and profiles.
74. The system should provide automated flow in logical O
progression to enhance usability for customers, providers and
other interested stakeholders.
75. The system shall provide a mechanism for changing values M
through database/table changes, not through code changes.
76. The system shall have the capability for manual override M
based on security roles and business logic. Override shall
capture the following details, including, but not limited to, ID
of authorized user, date / time, old value, overwritten value,
and mandatory explanation of reason.
77. The system should provide a modeling tool to present O
proposed system changes / modifications to end users in a
graphic manner which may be more easily understood. (e.g.
use case diagrams, activity diagrams, etc.)
78. The system shall assure that third party software for ancillary M
aspects of solution that require distribution or maintenance to
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remote desktops or servers shall be capable of being
distributed and configured on customer from a central site and
not require onsite intervention. In other words software shall
support “silent" or unattended installation functionality.
USER INTERFACES
PRESENTATION MANAGEMENT
79. The system should support drag and drop functionality within O
the browser (to improve user productivity).
80. The system shall provide Application Development M
Environment (ADE) DHTML/HTML Generator Tool (to
improve developer productivity).
81. The system should make use of templates to facilitate a O
common look and feel that can be easily modified, including
common attributes such as fonts, navigation bars/menus, etc.,
82. The system shall provide tutorials, task-oriented user guides, M
and context sensitive help, to assist users in navigating
through business functions.
83. Each piece of major functionality should be accessible within O
two clicks on menu or navigational links.
84. The user shall be able to open up multiple windows for the M
same session and the same or different cases. The application
shall continue to function without error. Navigation or
workflow in one window shall not disrupt the workflow in
another window, unless a user logs out.
85. Long lists of records (e.g. search results, lists of tasks, etc.) O
should be presented in smaller groups with next/back
functionality to minimize scrolling and page size.
86. The system should experience no loss in functionality due to O
pop-up blockers and other toolbars designed to block
advertisements.
87. It is preferred that the Navigation menus be collapsible in a O
tree like structure so that scrolling can be minimized when
looking at navigation bars and menus.
88. The system should allow individual users to store preferences O
regarding page display, scrolling behavior, and other
navigation items.
89. It should be possible to save bookmarks that link to specific O
pages within the application, or to specific cases. If these
links are followed when a user is not logged in, they must be
prompted for authentication credentials, and pass normal
access requirements. They should then be taken to the
expected page. These links must not contain any sensitive
data fields.
90. The system shall support multiple modes of access to M
functionality. “Expert” mode would be flexible, allowing an
experienced user to move through guided navigation with
multiple paths to the same goal. “Wizard” mode would be
directed navigation for users in training to familiarize them
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with required data elements.
91. Individual users should be able to switch between Wizard and O
Expert modes, without significantly disrupting their
workflow.
92. The system shall provide for concurrent operation within M
multiple environments (e.g. development, testing, training,
user acceptance, integration, quality assurance, production).
93. The system should provide environments where user O
acceptance test (UAT), Performance testing and production
are identical. This would include the population of data in
these environments to predict system performance/behavior.
DESKTOP APPLICATION
94. The system shall require a screen resolution greater than M
800x600 but be able to support resolutions up to 1600x1200.
95. System shall support the minimum desktop environment of 2 M
GHz and 1GB of RAM.
96. The system shall operate on any workstation that supports any M
standard browser.
97. System shall comply with Section 508 of ADA (Americans M
with Disabilities Act).
WEB PORTAL
98. The system shall provide a web-based mechanism for M
users to perform eligibility screening for all supported
programs.
99. The system should provide a web-based mechanism for O
users to perform eligibility screening for all supported
programs, using the same business logic as the primary
system.
100. The web portal shall provide support for multiple M
languages (English and Spanish at a minimum).
101. The system should support additional languages. O
102. The system shall provide a web-based mechanism to M
apply for benefits, including but not limited to TANF,
SNAP, Medicaid, LIHEAP, Cash Assistance.
103. The system shall provide a web-based mechanism to M
enter benefit applications into the system, without the
need for workers to re-enter the data.
104. The system shall provide an internal mechanism for M
workers to review and take action on applications that
were submitted through the web-based system.
105. The system should be adaptable to provide a web-based O
mechanism for functionality required by other Agency
programs and State agencies (e.g. WIC, Child Care,
interagency messaging, etc.) without affecting existing
functionality.
106. The system should provide a web-based mechanism for O
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other State agencies to access selected on-line
applications, based on the program administered by each
agency.
107. The system shall be adaptable to provide a web-based M
mechanism to upload and attach electronic documents to
client applications or to existing cases.
108. The system shall provide a web-based mechanism for M
clients to perform case management functions including,
but not limited to application submission, case changes,
redetermination, interim reporting, check case status,
benefit history, transaction history, and check co-pay
maximum.
109. The system shall provide a web-based mechanism to M
reference
Master Client Index (MCI), to prevent duplicate
application submissions.
110. The system shall provide a mechanism to allow clients to M
access user account maintenance functionality including,
but not limited to reset their own passwords, change
passwords, demographic data/personal information.
111. The system should provide a mechanism to report web O
hits, and usage statistics.
112. The system shall provide a mechanism for automated M
maintenance of web-based accounts (e.g. cleaning up
unused accounts)
SECURITY MANAGEMENT
113. Ability to comply with system security requirements and M
pass a self assessment based upon data classifications:
United States Department of Agriculture (USDA)
Food & Nutrition Services (FNS), (i.e. FNS
Handbook 901 System Security )
Internal Revenue Service (IRS), (i.e. Publication
1075 Safeguards for Protecting Federal Tax
Returns and Return Information)
Social Security Administration (SSA),
Department of Health & Human Services (DHHS)
Center for Medicare & Medicaid Services (CMS),
DHHS Administration for Children & Families
(ACF) and Health Insurance Portability and
Accountability Act (HIPAA)
114. System shall provide for the full protection of all clients' M
rights to privacy and confidentiality through effective
internal and external security controls that meet or
exceed legal requirements, federal regulations, state
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regulations, and Procuring Agency policies. See HIPAA
guidelines for client information security
http://www.hipaa.org/
115. System shall provide a mechanism for creating M
Procuring Agency defined security roles, with granular
security constraints to match job function (i.e.: new users
(probation); eligibility; supervisors; county director;
administrators; help desk; contractors).
116. The system shall provide capability to maintain system user M
security roles and allow an administrator to assign users to
groups with similar access capabilities.
117. The system shall have the ability to adhere to NIST M
guidelines at: http://csrc.nist.gov/index.html
NIST 800-53 version 2 Recommended Security
Controls for Federal Information Systems –
Information Security
NIST 800-44 version 2 Guidelines on Security
Public Web Servers
NIST 800-77 70 Security Configuration
Checklist Program for IT Products – Guidance
for checklist Users and Developers.
118. The Offeror shall agree to complete interconnection M
security agreements for all interfaces upon
implementation.
119. The system should include support for Digital Certificates O
X.509 for external user verification and non-repudiation.
120. The system should use Advanced Encryption Standard (AES). O
121. The system should include administration and auditing tools O
for manageability and maintainability.
122. The system should include intrusion detection/malicious O
attack prevention capabilities in accordance with NIST SP
800-117 and SP800-126 version 1.0 Security Content
Automation Protocol (SCAP).
123. The system should include data integrity security to ensure the O
contents of a transaction have not been altered in some way
by an unauthorized user (external and internal).
124. The system should allow for special security restrictions such O
as limited-view Web access for external stakeholders.
125. The system shall provide the ability to implement security at M
module, screen-level, and field-level.
126. The system should provide multiple authentication and O
authorization mechanisms.
127. The system shall provide a read only account that can be used M
to examine audit trails and application logs for auditing
purposes.
128. The system should provide an auditing mechanism in O
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accordance with NIST SP 800-14 section 3.13 to capture,
record, and report on all database access by authorized and
unauthorized users including ‘before and after’ database
modifications and simple inquiries.
129. The system shall maintain current and historical electronic M
data for particular individuals, households, benefit group or
providers with appropriate audit trails when data is viewed,
entered and/or changed. Audit trails shall also identify user
associated with action, what information was changed, and
when. Historical data including audit trails shall be easily
obtained by users and in a useable format by users of the
system. Audit trails shall be protected from user access but
made available to administrators in a useable format in
accordance with NIST SP 800-14 section 3.13.
130. All security events should be logged in a system security log, O
including privilege changes; successful and failed logins;
session duration by user; and attempts to access functionality
explicitly denied to a particular user/role.
131. The system shall provide for a connection disconnect M
countdown timer and timeout notification to inform the user
that connection termination from the system is imminent
unless user takes action to sustain connection.
132. The system shall use HTTPS/SSL for connections between M
interfaces. Depending upon the interface, other options may
be used if deemed appropriate by HSD standards and
approved by the HSD security unit.
133. The system shall support SSL encryption of all web pages. M
134. The system shall use file encryption for data transfer between M
agencies. The system shall use SFTP for encrypted internal
data transfers. Depending upon the interface, other options
may be used if deemed appropriate by HSD standards and
approved by the HSD security unit.
135. The application shall pass a web vulnerabilities test prior to M
deployment in a pilot environment.
136. The application shall be capable of vulnerability testing at the M
request and direction of Procuring Agency’s Security
Personnel or any third party nominated by Procuring Agency.
137. The system shall pass vulnerability tests that are deemed M
industry standard for an application which hosts confidential
information of clients like Social Security Numbers, dates of
birth, addresses etc.
138. The system shall support providing access to functions and/or M
data within the system based on roles assigned to the user,
while keeping a separation of duties.
139. The system shall provide the ability for users to have multiple M
roles within the system.
140. The system shall provide a mechanism for assignment and M
management of role and profiles by state office or an
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administrative group.
141. The system shall provide the capability to restrict or grant M
access to data based on the type of security role.
142. The system should provide the ability for users to generate O
requests to access selected data from customer owner, and
owner has the ability to grant time-limited access to selected
data. The request, reason for request, documentation of
authorization for access if applicable, users involved and the
data shared shall be tracked.
143. All system level passwords (database, application server, etc.) M
shall be configurable and modifiable outside of the primary
web based application, meaning there is no way within the
application to change or view these passwords, nor can these
passwords be stored in clear text form within an application
database.
144. Roles and privileges shall be modifiable by user role. M
145. The application shall pass tests for common web M
vulnerabilities such as poor session controls, injection flaws,
denial of service, un-validated input, and cross site scripting.
146. The system should support the use of a pre-existing Active O
Directory repository for usernames and passwords for
authentication purposes for state staff.
147. The system should encrypt data communication between O
different tiers.
TECHNICAL SUPPORT OF BUSINESS RULES
148. The system shall use object-oriented development principals M
such as encapsulation; inheritance; and polymorphism, to
support a UML oriented design process.
149. The system should support an object modeling interface in O
order to standardize development of object classes and
quickly build foundation of application business logic.
150. The system shall include XML support and generation in M
order to improve standardization of data and processing of
that data.
151. The system shall include Simple Object Access Protocol M
(SOAP) in order to provide a framework for developers to
define XML messages and execute processing on the data
contained in the XML.
152. The system should include CSS and XSL support and O
generation in order to provide developers with standard
mechanisms to present validate and process data.
153. The system shall include thread/serialization management in M
order to improve control of an extremely process intensive
coding technique.
154. The system shall include built-in self-documentation support M
in order to improve maintainability and development.
155. The system shall include built-in memory management and M
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garbage collection support in order to improve application
stability.
156. The system shall include line-by-line debug mode for objects M
and server pages in order to improve developer productivity.
157. The system shall include a developer tool that generates code M
to define classes, attributes and methods as well as integrates
server page development application server processes.
158. The system shall include an impact analysis tool in order to M
improve developer productivity by identifying the impact of
code changes across the entire development project.
159. The system shall allow scalability of application hardware to M
address increased user loads.
160. The system should provide portable application code in order O
to improve manageability and maintainability.
161. The system shall provide fault tolerance and fail over of Web M
and application servers in order to manage/improve
availability/reliability and allow for the State to leverage
existing IT investments.
162. The system shall provide load balancing of Web and M
application servers in order to improve performance and allow
for the State to leverage existing IT investments.
163. The system shall manage business rules via a robust business M
rules engine or comparable technology.
164. The system should support modeling using entity O
relationships, function hierarchy, data flows, matrix modeling,
or process model definitions shall exist to reveal the system
structure and interrelationship of all system objects. Use of
design wizards and templates along with a centralized
repository of components are required to assure ease of
maintenance and consistent enterprise-wide standards.
165. The system should have a security infrastructure that will O
prevent hacking by internal and external entities, restrict the
download of restricted or sensitive resources, or allow access
to any resource that would result in a competitive advantage
for one entity over another. The system will need to alert
vendor and the state of internal and external violations in a
manner that will facilitate the vendor’s and state’s ability to
aggressively pursue corrective action.
DATA ACCESS
DATA ACCESS DESIGN ELEMENTS
166. The system should include a separate data system for query O
capability that is independent of the production databases.
167. The system should include SQL generators for trained O
individuals to pull custom reports.
168. The system shall include connection pooling. M
169. The system shall include a query analyzer. M
170. The system shall include a database engine monitor in order M
to manage application resource utilization.
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171. The system shall include backup/restore processing in order to M
protect data.
172. The system will provide a mechanism to retain data in a M
manner that complies with Procuring Agency data retention
policies, based on data type and program rules. (e.g. store all
case data on-line for 24 months; archive all case data in off-
line storage for 100 years.)
173. The system should use publish/subscribe replication method O
in order to support decentralized applications.
174. The system should contain online analytical processing O
(OLAP) tools in order to support decision support data
analysis.
175. The system should include XML support in order to O
reduce/eliminate data transformation processing within the
application.
176. The system shall use row level locking in order to control data M
access most effectively for users.
177. The system shall use English-like query language support to M
improve usability.
178. The system should use indexed views to improve O
performance.
179. The system shall include the use of wildcards; partial string M
matching; and either soundex or another similar spelling error
correction search method.
180. The system shall use ERD/Object Modeling Integration in M
order to synchronize logical, physical and object models.
181. The system should be able to log, track, and report on all O
actions and attempts performed on the system including
screen and database create, update, delete and read with a
capability of turning off or on.
182. The system should archive logs in adherence with Procuring O
Agency retention policy.
183. The system shall provide real-time access to data through the M
application including creation, read, update, and deletion of
database fields and records.
184. The system shall provide a well-defined mechanism for M
automatically identifying data which shall be archived in
accordance with State and Federal retention policies and
regulations.
185. The system should support use of data sanitization in the O
development and test environments.
186. System should provide a well-defined mechanism for O
identifying data for archiving, for archiving the data, and
for retrieval of archived data.
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187. Database tables, columns, or data objects shall follow a M
naming convention that allows for a partially self-
documenting data or data object model.
188. The core data model or data object model shall be M
normalized, making proper use of primary, foreign keys;
Indexes: constraints; and domain based data types.
189. Access to the database from the application shall be M
through a standard database abstraction layer.
190. For the online portion of the system there shall be only M
one logical database. The online database shall be
deployable on cluster or parallel servers acting against
one database.
MESSAGE-ORIENTED MIDDLEWARE
191. The system shall provide guaranteed message delivery in M
order to enable “submit and forget” processing to improve
application performance.
192. The system shall provide monitoring tools in order to improve M
performance.
193. The system shall use the Enterprise Service Bus (ESB) to M
provide service orchestration that supports process
automation.
194. The system shall be able to support a variety of standard M
messaging protocols.
195. The system shall manage messages so that they are M
intelligently routed between services.
196. The system shall support message transformation M
functionality to enable communication among system
program services.
197. The system shall transform data into a common data format M
that is understood by both the sending and receiving systems.
198. The system should support content-based routing O
functionality that determines the destination of a given
message based on its content.
199. The system should provide real time message tracking and O
distributed flow control debugging. It shall allow for the
diagnosis and management of problems in complex
distributed systems.
200. The system should support publishing and subscribing O
functionality that employ an event-driven model in which an
event occurring in one system program can trigger an action
in another.
201. The system should provide the capability to link services O
across the organization with both queuing, publish, and
subscribe behavior.
202. The system should be fault tolerant and provide high O
availability within a reliable infrastructure even if a
component and its distributed infrastructure should fail.
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203. The system should allow the ability to change orchestration, O
rules, data mapping, and relationships between systems with
minimal effort and disruption.
204. The system should provide logging and auditing of services as O
well as the monitoring of faults, service and process status,
and detailed performance statistics.
205. The system shall provide a mechanism to audit services that M
include, but are not limited to, date/timestamp of transactions,
origination/requestor of the transactions, destination of the
transactions, and content of the transactions.
206. The system should ensure that routed messages are encrypted O
and enforce authorized use of services, information, and data.
207. The system should be scalable and have the ability to O
accommodate additional systems and services in the future.
208. The system shall provide a standard interface patterns that M
supports the expanded implementation of real-time
interfacing.
209. The system shall be able to stage information received from M
interfaces for review and processing.
210. The system shall provide the ability to automatically process M
selected data received from selected interfaces in accordance
with program rules.
211. The system shall provide interface capabilities to both legacy M
and server based systems.
212. The system shall provide both asynchronous and synchronous M
process for all the interfaces according to program
requirements.
213. The system shall support interfaces to be re-entrant, support M
automatic retries and atomic transactions according to
program requirements.
BATCH
BATCH PROCESSING
214. The system shall provide a fully functional and efficient batch M
environment capability and all associated batch processing
functions without conflicting with online processing
requirements.
215. The system shall support standard file backup procedures M
without conflicting with online processing.
216. The batch processing framework should be robust enough to O
add additional processors when required.
REPORTING
217. The system shall provide a mechanism to support reporting M
and produce reports.
218. The reporting database shall be designed to readily provide M
for the production of all standard reports plus the ad hoc
reporting requirements of the Procuring Agency.
219. The system shall provide a mechanism to support all M
Federally mandated program reports.
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220. The system should provide a reporting database separate from O
production database.
221. The system shall support the extraction/replication of M
production data for reporting and OLAP purposes.
222. The reporting database should be refreshed at least once every O
24 hours from the on-line database.
223. The system shall provide a role based access to reporting M
functions.
224. The reporting functionality should have the ability to sanitize O
the data.
225. The system shall provide a mechanism to e-mail notification M
when reports are available.
226. The system shall provide the ability to schedule reports. M
227. The system shall provide a mechanism to generate reports in M
different formats including, but not limited to CSV, PDF,
HTML, and XML.
CONFIGURATION MANAGEMENT
228. The system shall support version tracking. M
229. The system shall support coordinated promotion of all M
application components.
230. The system shall use check-in check-out concepts to support M
multiple developers towards a common project.
231. The system shall allow for the use of third party version and M
migration control tools to manage application source code and
deployment.
232. The configuration management tool shall support parallel and M
iterative development.
233. The configuration management tool shall support reliable M
backup and restore.
PERFORMANCE
RESPONSE TIME PERFORMANCE
234. The system shall display results of search for records by ID or M
number within two (2) seconds, 95% of the time.
235. The systems shall display results of search for records by M
exact name or character match within four (4) seconds, 95%
of the time.
236. The system shall display results of search for records by M
soundex name within six (6) seconds, 95% of the time.
237. The system shall display results of search for records using M
“wildcards” within six (6) seconds, 95% of the time.
238. The system shall display results of search for records by an M
address field within six (6) seconds, 95% of the time.
239. The system shall display results of sorting an online list by M
column heading within four (4) seconds, 95% of the time.
240. Editing records shall provide screen refresh and message M
notification (success/error) within four (4) seconds, 95% of
the time.
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Income Support Division ISD2 SYSTEM REPLACEMENT PROJECT
241. The system shall communicate print requests to the printer for M
notices, forms and reports within eight (8) seconds, 95% of
the time
242. Response time shall be no more than two (2) seconds when M
navigating between screens, 95% of the time.
243. Response time required to access functionally within the O
legacy systems from the framework should be within four (4)
seconds, 95% of the time.
244. Response time required to open any supporting applications O
(e.g. Microsoft Word, Outlook E-mail should be within eight
(8) seconds, 95% of the time.
245. Response time required to open, associate and link any O
documentation (e.g. images, e-mails, Word documents, etc) to
a case or customer(s) should be within eight (8) seconds, 95%
of the time.
246. Response time required to open, display and drill-down to M
supporting data contained in reports shall be within four (4)
seconds, 95% of the time.
247. Response time required to open and graphically display geo- M
coded mapping results shall be within eight (8) seconds, 95%
of the time.
248. Response time required to calculate and display results for M
Automated Assessments shall be within eight (8) seconds,
95% of the time.
249. The system shall be available for access by users to conduct M
typical transactions twenty four hours a day, seven days a
week, and fifty-two weeks a year without dependency on the
daily batch processes with the exception of planned
maintenance outages.
250. The system shall be able to conduct routine backups of all M
transactions and data for a specific period within a minimum
of two (2) hours.
251. The system shall be able to restore routine backups of all M
transactions and data for a specific period within a minimum
of eight (8) hours.
252. The system printing of existing reports (non-ad hoc) M
shall begin within ten (10) seconds 95% of the time of
the request.
253. The system shall process long running requests M
asynchronously, meaning the user may continue with
other tasks while such things as a long running report or
database update run “in the background.”
254. The system shall display EDBC calculation results M
within five (5) seconds, 95% of the time.
SYSTEM REDUNDNCY/BACKUP
255. The system shall not have a single point of failure. M
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Income Support Division ISD2 SYSTEM REPLACEMENT PROJECT
256. The system RPO (Recovery Point Objective) should be O
four (4) hours or less.
257. The system RTO (Recovery Time Objective) shall be 24 M
hours or less.
258. The system RTO (Recovery Time Objective) should be O
one (1) hour or less.
QUALITY ASSURANCE
259. Application Development environment shall include a method M
for performing automated regression tests.
260. Application Development environment shall include a method M
for performing automated stress tests.
261. The system shall support an iterative development cycle, M
meaning small testable portions of functionality will be
delivered and tested in short development cycles as part of a
larger release.
262. The system shall provide configurable levels of logging detail M
to support unit, system, string, and user acceptance testing.
The log detail shall be sufficiently detailed when configured
as such to correlate log data with an individual user’s actions.
263. The system shall provide the capability to load test the M
application / database as a scriptable process.
264. The system shall use additional types of system testing M
including, but not limited to: conversion testing, performance
testing, recovery testing, security testing, stress testing,
integration testing, and volume testing.
265. The system shall support the use of a central repository of all M
test documentation including, but not limited to testing
scenarios, test scripts, and results.
266. The system should be able to be tested with multiple datasets; O
the datasets will be representative sample of production data.
DEVELOPMENT
APPLICATION DEVELOPMENT
267. The system shall include tools for profiling and performance M
tuning.
268. The system should provide an API for integrating third-party O
tools.
269. The system should support open architecture including O
outside tools to design, debug, test, etc.
270. The system should provide tools/components for integrating O
with middleware and/or legacy systems.
271. The system should allow developers to generate, import and O
edit interface libraries.
272. The system should support XML, parser, libraries, O
components, and visual tools.
273. The system should support PKI security. O
274. The system shall conform to recognized Web application M
industry standards, including ADA Section 508 compliance.
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275. The system shall provide tutorials (i.e. customer tutorials, M
provider tutorials, worker tutorials, etc.), task-oriented users’
guides, and context-sensitive help. The vendor shall ensure
that each is ADA 508 compliant and developed for the
specific user-type.
276. The system shall ensure all API’s including standard M
library/component functions are fully documented.
277. The system should be able to reverse engineer programmatic O
representation to a visual one.
278. The system should support a code analyzer. O
279. The system should contain distributed debugging facilities. O
280. System should provide wizards for performing common or O
well-defined development actions.
281. The system should be able to run on multiple platforms. O
282. The system interfaces shall be able to be changed M
independently of the tool version.
283. The system should provide support for data modeling or data O
object modeling used in persistence.
284. The system should provide support for process modeling. O
285. The system should allow for the use of other third party O
development tools for editing source code and adding
components to the system.
286. The system should support system modeling and partial code O
generation using an automated tool.
287. System shall include a mechanism for producing a M
deployment bundle.
288. The system should support an object modeling interface O
to a modeling tool in order to standardize development
of object classes and to quickly build foundations of
application business logic.
289. The system shall support version management tracking M
where a version of the application can be deployed as a
single configuration, including application code,
configuration data, reference data, and sets of rules.
290. The system shall have a well-defined build and deploy M
process, which is fully automated and scriptable.
291. The system shall support automated unit testing. M
292. System shall be developed in a modular fashion M
facilitating multiple parallel teams
SYSTEM DEVELOPMENT / MAINTAINABILITY
293. The system shall include administration tools for M
manageability and maintainability, including changing
user roles and modifying configuration files.
294. The system should include the capability of sending O
emails in the event of application failures.
295. System should include tools for profiling and O
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Income Support Division ISD2 SYSTEM REPLACEMENT PROJECT
performance tuning.
296. System should include full end-to-end applications O
health monitoring features and email notification.
ENTERPRISE FRAMEWORK CONCEPTS
297. The system code and documentation shall be traceable and M
auditable from business requirements to functional
requirements to technical requirements to all testing scenarios
to implementation.
298. The system should be able to modify and automate business O
processes, activities and workflows across functional groups,
to improve efficiency and cohesion and to eliminate
conflicting initiatives.
299. The system should share data and definitions within a O
common, multi-user repository, promoting standards for
global data capture and management and supporting data
reuse. (e.g. Data Access Objects (DAO))
300. The system framework, serving as the basis for constructing O
and delivering applications, should be extensible, adaptable,
auditable, scalable, and customizable.
301. The system framework should provide the structure and tools O
for integration of multiple application frameworks and legacy
components.
302. The system framework should be platform independent and O
portable and able to support all of the platforms currently in
use by the department.
303. The system framework shall provide accurate documentation M
describing the purpose of the framework, how to use the
framework, and the detailed design of the framework and also
include concise documentation of the framework architecture,
configuration and development tools as well as all object and
API references.
304. The system framework shall be intuitive and easy to M
understand and use with minimal learning curve for all users
of the framework including software support personnel,
applications programmers, end-users, database administrators.
DATA CONVERSION
305. The data conversion process shall include a phased roll- M
out, that includes all necessary data elements, needed for
the Proposed Solution.
306. The data conversion process shall provide for the QA, M
UAT, pilot, and roll-out conversion of legacy data.
307. The system should provide for the conversion of legacy O
data based on selected criteria (e.g. office locations;
caseloads; worker identification numbers; programs; and
specific case and/or customer/provider identifiers.)
308. The data conversion process should provide for the O
conversion of benefit month information into effective
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date range information based on the specific
requirements of the given legacy system.
309. The data conversion process shall provide for the M
retrieval of data from ISD2 (VSAM), LIHEAP (VSAM),
Claims (IDMS), Fair Hearings (MS Access), NM Works
(DB2), Incapacity Review Unit (IRU) (SQL Server).
310. The data conversion process should provide for the O
retrieval of data from Client Tracking System (CTS)
(SQL Server).
311. The system shall provide the capability to convert all M
applicable customer information including, but not
limited to benefit/service history, overpayments,
recoupments, benefit clocks, sanctions, Intentional
Program Violations (IPV), etc.
312. The system shall provide the capability to convert all M
active (on-line) records.
313. The system shall provide the capability to convert all M
inactive (on-line) records (e.g. closed, denied, etc.).
314. The system should provide the capability to convert O
archived (off-line) electronic records.
315. The system shall provide the capability to convert on- M
line denied/closed cases that became inactive within a
specified period of time prior to the conversion activity.
316. The system shall provide the capability to convert related M
records when associated records are converted.
317. The system shall provide the capability to generate M
reports of conversion results including detail and
summary reports of pre-conversion validation, successful
and unsuccessful conversions.
318. The data conversion process will provide a mechanism M
to clean the data and remove the duplicate records.
ELECTRONIC DOCUMENT MANAGEMENT
319. The system should provide an electronic document O
management solution including, but not limited to ability
to scan, upload, retrieve, index, search, and annotate
documents, with access restricted by security roles and
program rules.
320. The system should provide a mechanism to attach O
electronic documents (e.g. Electronic case records, and
verification documents) to client applications, existing
cases and/or clients.
321. The system should provide a mechanism to archive O
electronic documents that complies with Procuring
Agency data retention policies, based on document type
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and program rules.
PATIENT PROTECTION AND AFFORDABLE
CARE ACT
322. The system shall be able to comply with all Federally M
mandated requirements associated with Patient
Protection and Affordable Care Act.
323. The system shall be able to interface with an external M
Health Insurance Exchange (HIX), for the purposes of
exchanging eligibility information.
324. The system shall be able to interface with an on-line M
Health Exchange Portal, for the purposes of applying for
Medicaid.
325. The system shall be able to comply with existing M
Medicaid requirements and new Federally mandated
Medicaid eligibility requirements.
326. The system shall be able to interface with Internal M
Revenue Service (IRS), for the purpose of verification of
Federal tax information.
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Income Support Division ISD2 SYSTEM REPLACEMENT PROJECT
6.E. APPENDIX E – PROPOSAL COST RESPONSE FORMS
6.E.1 Appendix E.1 – ISD2R Implementation
Appendix E.1
Solution Cost Response Form Year 1 Year 2 Year 3 Year 4 Total
Cost Description
Technical Environment
Hardware
Software
Initial Licenses
License Renewals
Setup and Configuration
Maintenance & Support
Other Costs Related
Sub-Total
NM Gross Receipts Tax
Total
Disaster Recovery
Hardware
Software
Initial Licenses
License Renewals
Setup and Configuration
Maintenance & Support
Other Costs Related
Sub-Total
NM Gross Receipts Tax
Total
Application Solution
Gap analysis
Requirements Definitions
Design
Development
Test
UAT Support
20,000 Development Hours
Sub-Total
NM Gross Receipts Tax
Total
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Income Support Division ISD2 SYSTEM REPLACEMENT PROJECT
Functionality with regard to PPACA
Design, Develop, Implement
Hardware
Software
Initial Licenses
License Renewals
Sub-Total
NM Gross Receipts Tax
Total
Implementation
Pilot
Training
Site Support
Help Desk
Sub-Total
NM Gross Receipts Tax
Total
Statewide Deployment
Training
Site Support
Help Desk
Sub-Total
NM Gross Receipts Tax
Total
Production Maintenance & Support
Appl. Maintenance/Support
Facilities
Sub-Total
NM Gross Receipts Tax
Total
Grand Total
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Income Support Division ISD2 SYSTEM REPLACEMENT PROJECT
Optional Items
Electronic Document Management
Design, Develop, Implement
Hardware
Software
Initial Licenses
License Renewals
Maintenance & Support
Sub-Total
NM Gross Receipts Tax
Total
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STATE OF NEW MEXICO REQUEST FOR PROPOSALS
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Income Support Division ISD2 SYSTEM REPLACEMENT PROJECT
6.E.1.a APPENDIX E.1.a – PROPOSAL COST RESPONSE FORMS – Software Costs
Appendix IVG.E.1.1 - Software Cost
Item No. Software Description (How product is being used in the solution) Cost Per Unit Quantity Initial Cost Year 1 Year 2 Year 3 Year 4 Total
Product Name
Environment 1
Environment 2
Environment 3
Total
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STATE OF NEW MEXICO REQUEST FOR PROPOSALS
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Income Support Division ISD2 SYSTEM REPLACEMENT PROJECT
6.E.1.b APPENDIX E.1.b – PROPOSAL COST RESPONSE FORMS – Hardware Costs
Appendix IVG.E.1.2 - Hardware Cost
Hardware Product Specifications Cost Per Unit Quantity Initial Cost Year 1 Year 2 Year 3 Year 4 Total
Item No.
Environment 1
Environment 2
Environment 3
Total
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STATE OF NEW MEXICO REQUEST FOR PROPOSALS
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Income Support Division ISD2 SYSTEM REPLACEMENT PROJECT
6.E.2 Appendix E.2 – Optional 1 Year Maintenance and Support
Appendix E.2
Solution Cost Response Form Year 1 Year 2 Year 3 Year 4 Total
Cost Description
Optional 1 Year Maintenance & Support
Application Maintenance & Support
Technical Maintenance and Support
Sub-Total
License Costs
Licenses
License Renewal
Sub-Total
Misc. Other Costs
Help-Desk
Facilities
20,000 Enhancement Hours
Sub-Total
Other Costs Listed
Sub-Total
Total
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STATE OF NEW MEXICO REQUEST FOR PROPOSALS
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Income Support Division ISD2 SYSTEM REPLACEMENT PROJECT
6.E.3 Appendix E.3 – Value Added Services
Appendix E.3
Value Added Services Total
(Please list and cost each item) Year 1 Year 2 Year 3 Year 4
Cost Description
Sub-Total
Sub-Total
Sub-Total
Sub-Total
Total
Amendment 1 Page 220
STATE OF NEW MEXICO REQUEST FOR PROPOSALS
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Income Support Division ISD2 SYSTEM REPLACEMENT PROJECT
6.F. APPENDIX F – CONTRACT TERMS AND CONDITIONS
State of New Mexico
HUMAN SERVICES DEPARTMENT
Information Technology
Agreement
Contract No.________________
THIS Information Technology Agreement (“Agreement”) is made by and between the State of New
Mexico, Human Services Department, hereinafter referred to as the “Procuring Agency” and [Insert
Contractor Name], hereinafter referred to as the “Contractor” and collectively referred to as the
“Parties”.
WHEREAS, pursuant to the Procurement Code, NMSA 1978 13-1-28 et. seq; and Procurement Code
Regulations, NMAC 1.4.1 et.seq; the Contractor has held itself out as expert in implementing the Scope
of Work as contained herein and the Procuring Agency has selected the Contractor as the Offeror most
advantageous to the State of New Mexico; and
WHEREAS, the Request for Proposals Number _______________ including the answers to questions
and amendments, the documents referenced in the Procurement Library and the Contractor’s response to
such document(s), Contractor’s best and final Offer as well as the Contractor’s proposal
presentation/demonstration handouts/exhibits and the approved Project Management Plan are incorporate
herein by reference; and
NOW, THEREFORE, IT IS MUTUALLY AGREED BETWEEN THE PARTIES:
ARTICLE 1 – DEFINITIONS
“Acceptance” shall mean the approval, after Quality Assurance, of all Deliverables by an Executive Level
Representative ("Executive Level Representative") of the Procuring Agency.
“Change Request” shall mean the document utilized to request changes or revisions in the Scope of Work.
“Chief Information Officer (“CIO”)” shall mean the Secretary/CIO of the Department of Information
Technology for the State of New Mexico or designated representative.
“Contract Manager” shall mean a qualified person from the Procuring Agency responsible for the
administration of this Agreement. Under the terms of this Agreement, the Contract Manager shall be
______________ or designated representative.
“Commercial off the Shelf” (COTS) shall mean a collection of computer source and/or object code that
with modifications defined by Procuring Agency which shall meet the system requirements and
specifications set forth in the RFP. The Procuring Agency shall have the right to use the modified
software in accordance with the licensing provisions of this agreement.
“Deliverable” shall mean any verifiable outcome, result, service or product that shall be delivered,
developed, performed or produced by the Contractor as defined by the Scope of Work.
“DoIT” shall mean the Department of Information Technology.
"DFA" shall mean the Department of Finance and Administration;
“DFA/CRB” shall mean the Department of Finance and Administration, Contracts Review Bureau.
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Income Support Division ISD2 SYSTEM REPLACEMENT PROJECT
“Escrow” shall mean a legal document (such as the software source code) delivered by the Contractor into
the hands of a third party, to be held by that party until the performance of a condition is accepted; in the
event Contractor fails to perform, the grantee Agency receives the legal document, in this case, source
code.
“Enhancement” means any modification or addition that, when made or added to the program, materially
changes its or their utility, efficiency, functional capability, or application, but does not constitute solely
an Error Correction. After conferring with Procuring Agency, an Enhancement may be identified as
minor or major.
"Executive Level Representative" shall mean the Cabinet Secretary or deputy Secretary(ies) empowered
with the authority to represent and make decisions on behalf of the Procuring Agency's executives.
“Know How” shall mean all technical information, data and knowledge including, but not limited to, all
documents, computer storage devices, drawings, flow charts, plans, proposals, records, notes,
memoranda, manuals and other tangible items containing, relating or causing the enablement of any
Intellectual Property developed under this Agreement.
“Intellectual Property” shall mean any and all proprietary information developed pursuant to the terms of
this Agreement.
“Independent Verification and Validation (“IV&V”)” shall mean the process of evaluating a project and
the project’s product to determine compliance with specified requirements and the process of determining
whether the products of a given development phase fulfill the requirements established during the
previous stage, both of which are performed by an entity independent of the Procuring Agency.
“Payment Invoice” shall mean a detailed, certified and written request for payment of services rendered
from the Contractor to the Procuring Agency. Payment Invoice(s) shall contain the fixed price
Deliverable cost and identify the Deliverable for which the invoice is submitted.
“Performance Bond” shall mean a surety bond which guarantees that the Contractor will fully perform the
Contract and guarantees against breach of Contract.
“Project” shall mean a temporary process undertaken to solve a well-defined goal or objective with
clearly defined start and end times, a set of clearly defined tasks, and a budget. The project terminates
once the project scope is achieved and project approval is given by the Executive Level Representative
and verified by the Agency CIO to the DoIT. If applicable, under the terms of this Agreement the Project
is the ISD2 System Replacement Project.
“Project Manager” shall mean a qualified person from the Procuring Agency responsible for all aspects of
the Project or the administration of this Agreement. Under the terms of this Agreement, the Project
Manager shall be [Insert Name] or designated representative.
“Project Office” shall mean a Contractor supplied facility located in the vicinity of or Santa Fe, New
Mexico that is fully equipped with computer equipment, telephone, network access, facsimile, copy
machine a meeting room and suitable office space for the in-state portion of the Contractor’s project team
plus up to ___ members of the Procuring Agency’s personnel.
“Quality Assurance” shall mean a planned and systematic pattern of all actions necessary to provide
adequate confidence that a Deliverable conforms to established requirements, customer needs, and user
expectations.
"State Purchasing Agent (SPA)" - shall mean the State Purchasing Agent for the State of New Mexico or
designated representative.
“State Purchasing Division (SPD)”- shall mean the State Purchasing Division of the General Services
Department for the State of New Mexico.
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Income Support Division ISD2 SYSTEM REPLACEMENT PROJECT
ARTICLE 2 – SCOPE OF WORK
A. Scope of Work. The Contractor shall perform the work as outlined in Exhibit A, attached hereto
and incorporated herein by reference.
B. Performance Measures. Contractor shall substantially perform the Performance Measures set
forth in Exhibit A. In the event the Contractor fails to obtain the results described in Exhibit A, the
Procuring Agency may provide written notice to the Contractor of the default and specify a reasonable
period of time in which the Contractor shall advise the Procuring Agency of specific steps it will take to
achieve these results and the proposed timetable for implementation. Nothing in this Section shall be
construed to prevent the Procuring Agency from exercising its rights pursuant to Article 6.
C. Schedule. The due dates, as set forth in Exhibit A, shall not be altered or waived by the Procuring
Agency without prior written approval, through the Change Management process, as defined in Article
14.
D. Procuring Agency’s Rights to the Software. (The language included in the terms and
conditions under this subsection will be one of the two sections in the table below depending on the Offer
that is submitted.)
COTS Offer SOFTWARE FRAMEWORK or Ownership Offer
D. License D. Software Ownership.
Contractor hereby grants Procuring Agency a non- Contractor hereby certifies it has the right to
exclusive, irrevocable, transferable, perpetual convey and hereby grants the Procuring Agency a
license to use, modify, and copy the following non-exclusive, irrevocable, transferable, perpetual
software as defined in Article 2 and Exhibit A. ownership right to use, modify, and copy the
following software as defined in Article 2 and
[Insert the name of each licensed software product.] Exhibit A.
The right to copy the software is [Insert the name of each owned software product.]
limited to the following purposes:
archival, backup and training. All 1)Contractor agrees to the deliver the applicable
archival and backup copies of the source code to the Procuring Agency as set forth in
software are subject to the provisions Exhibit A. The source code shall be in electronic
of this Agreement, and all titles, patent form on media specified by the Procuring Agency.
numbers, trademarks, copyright and The right to use and copy the software for the
other restricted rights notices shall be Procuring Agency’s use is unlimited.
reproduced on any such copies.
2) The Parties agree not to transfer any of the above
1) Contractor agrees to maintain, at listed software to any other person or entity,
Contractor’s own expense, a copy of the including a governmental entity that is not owned
software source code to be kept by an by or operated on behalf to the State of New
escrow agent and to list the Procuring Mexico without the expressed written prior
Agency as an authorized recipient of this permission of the other party.
source code. The source code shall be in
electronic form on media specified by the
Procuring Agency. The escrow agent shall
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Income Support Division ISD2 SYSTEM REPLACEMENT PROJECT
be responsible for storage and safekeeping
of the electronic media. Contractor shall
replace the electronic media no less
frequently than every six (6) months to
ensure readability and to preserve the
software at the current revision level.
Included with the media shall be all
associated documentation which will allow
the Procuring Agency to top load, compile
and maintain the software in the event of a
breach.
2) If the Contractor ceases to do business or ceases
to support this Project or Agreement and it does not
make adequate provision for continued support of
the licensed software it provided the Agency; or, if
this Agreement is terminated, or if the Contractor
breaches this Agreement, the Contractor shall make
available to the Procuring Agency: 1) the latest
available licensed software program source code
and related documentation meant for the licensed
software provided or developed under this
Agreement by the Contractor and listed as part of
the purchase system; 2) the source code and
compiler/utilities necessary to maintain the system;
and, 3) related documentation for software
developed by third parties to the extent that the
Contractor is authorized to disclose such software.
In such circumstances, Procuring Agency shall
have an unlimited right to use, modify and copy the
source code and documentation.
3) The Procuring Agency agrees not to transfer any
licensed software to any facility or governmental
entity that is not owned by or operated on behalf to
the State of New Mexico without the expressed
written prior permission of the Contractor.
ARTICLE 3 - COMPENSATION
A. Compensation Schedule. The Procuring Agency shall pay to the Contractor based upon fixed
prices for each Deliverable, per the schedule outlined in Exhibit A, less retainage as identified in
Paragraph D.
B. Payment. The total compensation under this Agreement shall not exceed [Insert Dollar Amount]
including New Mexico gross receipts taxes.
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Payment shall be made upon Acceptance of each Deliverable and upon the receipt and acceptance of a
detailed, certified Payment Invoice. Payment will be made to the Contractor's designated mailing
address. In accordance with Section 13-1-158 NMSA 1978, payment shall be tendered to the Contractor
within thirty (30) days of the date of written certification of Acceptance. All Payment Invoices SHALL
BE received by the Procuring Agency no later than fifteen (15) days after the termination of this
Agreement. Payment Invoices received after such date WILL NOT BE PAID.
C. Taxes.
The Contractor shall be reimbursed by the Procuring Agency for applicable New Mexico gross receipts
taxes, excluding interest or penalties assessed on the Contractor by any authority. The payment of taxes
for any money received under this Agreement shall be the Contractor's sole responsibility and should be
reported under the Contractor's Federal and State tax identification number(s).
Contractor and any and all Subcontractors shall pay all Federal, state and local taxes applicable to its
operation and any persons employed by the Contractor. Contractor shall require all Subcontractors to
hold the Procuring Agency harmless from any responsibility for taxes, damages and interest, if applicable,
contributions required under Federal and/or state and local laws and regulations and any other costs,
including transaction privilege taxes, unemployment compensation insurance, Social Security and
Worker’s Compensation.
D. Retainage. The Procuring Agency shall retain ten percent (10%) of the fixed-price Deliverable
cost for each Deliverable that is the subject of this Agreement as security for full performance under the
terms of this Agreement. All amounts retained shall be released to the Contractor upon Acceptance of the
final Deliverable providing that all of the Deliverable dates were met as set forth in Exhibit A as
amended, if applicable. Otherwise, the Contractor agrees to forfeit all or a portion of the retainage as
determined solely by the Procuring Agency.
E. Performance Bond. Contractor shall execute and deliver to Procuring Agency, by a mutually
agreeable date after the execution of this Agreement, a performance bond in the amount of three million
dollars ($3,000,000.00) in the name of the Procuring Agency. The bond shall be in effect for the duration
of the initial term of this Agreement. The required bond shall be conditioned upon and for the full
performance, Acceptance and actual fulfillment of each and every Deliverable, term, condition, provision,
and obligation of the Contractor and its officers and employees arising under this Agreement. The
Procuring Agency’s right to recover from the bond shall include all costs and damages associated with the
transfer of services provided under this Agreement to another Contractor or to the State of New Mexico
as a result of Contractor’s failure to perform.
ARTICLE 4 – ACCEPTANCE
A. Submission. Upon completion of agreed upon Deliverables as set forth in Article 2 and Exhibit
A, Contractor shall submit a Payment Invoice with the Deliverable, or description of the Deliverable, to
the Project Manager. Each Payment Invoice shall be for the fixed Deliverable price as set forth in Article
2 and Exhibit A, less ten percent (10%) retainage.
B. Acceptance. In accord with Section 13-1-158 NMSA 1978, the Executive Level Representative
shall determine if the Deliverable provided meets specifications. No payment shall be made for any
Deliverable until the individual Deliverable that is the subject of the Payment Invoice has been Accepted,
in writing, by the Executive Level Representative. In order to Accept the Deliverable, the Executive
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Income Support Division ISD2 SYSTEM REPLACEMENT PROJECT
Level Representative, in conjunction with the Project Manager, will assess the Quality Assurance level of
the Deliverable and determine, at a minimum, that the Deliverable:
1.) Complies with the Deliverable requirements as defined in Article 2 and Exhibit A;
2.) Complies with the terms and conditions of the Request for Proposals #_________ ;
3.) Meets the performance measures for the Deliverable(s) and this Agreement;
4.) Meets or exceeds the generally accepted industry standards and procedures for the Deliverable(s); and
5.) Complies with all the requirements of this Agreement.
If the Deliverable is deemed Acceptable under Quality Assurance by the Executive Level Representative
or designee, the Executive Level Representative will notify the Contractor of Acceptance, in writing,
within fifteen (15) business days from the date the Executive Level Representative receives the
Deliverable(s) and accompanying Payment Invoice.
C. Rejection. Unless the Executive Level Representative gives notice of rejection within the fifteen
(15) day business day Acceptance period, the Deliverable will be deemed to have been accepted. If the
Deliverable is deemed unacceptable under Quality Assurance, fifteen (15) days from the date the
Executive Level Representative receives the Deliverable(s) and accompanying Payment Invoice, the
Executive Level Representative will send a consolidated set of comments indicating issues, unacceptable
items, and/or requested revisions accompanying the rejection. Upon rejection and receipt of comments,
the Contractor will have ten (10) business days to resubmit the Deliverable to the Executive Level
Representative with all appropriate corrections or modifications made and/or addressed. The Executive
Level Representative will again determine whether the Deliverable(s) is Acceptable under Quality
Assurance and provide a written Determination within fifteen (15) business days of receipt of the revised
or amended Deliverable. If the Deliverable is once again deemed unacceptable under Quality Assurance
and thus rejected, the Contractor will be required to provide a remediation plan that shall include a
timeline for corrective action acceptable to the Executive Level Representative. The Contractor shall also
be subject to all damages and remedies attributable to the late delivery of the Deliverable under the terms
of this Agreement and available at law or equity. In the event that a Deliverable shall be resubmitted
more than twice for Acceptance, the Contractor shall be deemed as in breach of this Agreement. The
Procuring Agency may seek any and all damages and remedies available under the terms of this
Agreement and available at law or equity. Additionally, the Procuring Agency may terminate this
Agreement.
ARTICLE 5 – TERM
THIS AGREEMENT SHALL NEITHER BE EFFECTIVE NOR BINDING UNTIL APPROVED BY
THE DoIT AND THE STATE PURCHASING AGENT. This Agreement shall terminate on [Insert
Termination Date] (three calendar years from the effective date), unless terminated pursuant to Article
6. This agreement may be extended by mutual agreement of the parties for an additional one (1), one-
year optional renewal or a portion thereof. No Contract term, including extensions and renewals, shall
exceed four years, except as set forth in Section 13-1-150 NMSA 1978.
ARTICLE 6 – TERMINATION
This Agreement may be terminated as follows:
A. General. By the either Party upon written notice to be delivered to the other party not less than
sixty (60) business days prior to the intended date of termination.
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Income Support Division ISD2 SYSTEM REPLACEMENT PROJECT
B. Appropriations. By the Procuring Agency, if required by changes in State or federal law, or
because of court order, or because of insufficient appropriations made available by the United States
Congress and/or the New Mexico State Legislature for the performance of this Agreement. The
Procuring Agency’s decision as to whether sufficient appropriations are available shall be accepted by the
Contractor and shall be final. If the Procuring Agency terminates this Agreement pursuant to this
subsection, the Procuring Agency shall provide the Contractor written notice of such termination at least
fifteen (15) business days prior to the effective date of the termination.
C. Obligations and Waiver. By termination pursuant to this Article, neither party may nullify
obligations already incurred for performance or failure to perform prior to the date of termination. THIS
ARTICLE IS NOT EXCLUSIVE AND DOES NOT CONSTITUTE A WAIVER OF ANY OTHER
LEGAL RIGHTS AND REMEDIES AFFORDED THE PROCURING AGENCY AND THE STATE OF
NEW MEXICO CAUSED BY THE CONTRACTOR’S DEFAULT OR BREACH OF THIS
AGREEMENT.
ARTICLE 7 – TERMINATION MANAGEMENT
A. Contractor. In the event this Agreement is terminated for any reason, or upon expiration, and in
addition to all other rights to property set forth in this Agreement, the Contractor shall:
1.) Transfer, deliver, and/or make readily available to the Procuring Agency property in which the
Procuring Agency has a financial interest and any and all data, Know How, Intellectual Property,
inventions or property of the Procuring Agency;
2.) Incur no further financial obligations for materials, services, or facilities under the Agreement without
prior written approval of the Procuring Agency;
3.) Terminate all purchase orders or procurements and any Subcontractors and cease all work, except as
the Procuring Agency may direct, for orderly completion and transition;
4.) Take such action as the Procuring Agency may direct, for the protection and preservation of all
property and all records related to and required by this Agreement;
5.) Agree that the Procuring Agency is not liable for any costs arising out of termination and that the
Procuring Agency is liable only for costs of Deliverables Accepted prior to the termination of the
Agreement;
6.) Cooperate fully in the closeout or transition of any activities to permit continuity in the administration
of Procuring Agency programs;
7.) In the event that this Agreement is terminated due to the Contractor’s course of performance,
negligence or willful misconduct and that course of performance, negligence, or willful misconduct
results in reductions in the Procuring Agency’s receipt of program funds from any governmental Agency,
the Contractor shall remit to the Procuring Agency the full amount of the reduction;
8.) Should this Agreement terminate due to the Contractor's default, the Contractor shall reimburse the
Procuring Agency for all costs arising from hiring new Contractor/Subcontractors at potentially higher
rates and for other costs incurred;
9.) In the event this Agreement is terminated for any reason, or upon its expiration, the Contractor shall
assist and cooperate with the Procuring Agency in the orderly and timely transfer of files, computer
software, documentation, system turnover plan, Know How, Intellectual Property and other materials,
whether provided by the Procuring Agency or created by the Contractor under this Agreement, to the
Procuring Agency, including but not limited to, user manuals with complete documentation, functional
technical descriptions of each program and data flow diagrams. At the request of the Project Manager,
the Contractor shall provide to the Procuring Agency a copy of the most recent versions of all files,
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Income Support Division ISD2 SYSTEM REPLACEMENT PROJECT
software, Know How, Intellectual Property and documentation, whether provided by the Procuring
Agency or created by the Contractor under this Agreement.
B. Procuring Agency. In the event this Agreement is terminated for any reason, or upon expiration,
and in addition to all other rights to property set forth in this Agreement, the Procuring Agency shall 1)
Retain ownership of all Work Products and documentation created pursuant to this Agreement; and 2)
Pay the Contractor all amounts due for services Accepted prior to the effective date of such termination or
expiration.
ARTICLE 8 –INDEMNIFICATION
A. General. The Contractor shall defend, indemnify and hold harmless the Procuring Agency, the
State of New Mexico and its employees from all actions, proceedings, claims, demands, costs, damages,
attorneys’ fees and all other liabilities and expenses of any kind from any source which may arise out of
the performance of this Agreement, caused by the negligent act or failure to act of the Contractor, its
officers, employees, servants, Subcontractors or agents, or if caused by the actions of any client of the
Contractor resulting in injury or damage to persons or property during the time when the Contractor or
any officer, agent, employee, servant or Subcontractor thereof has or is performing services pursuant to
this Agreement. In the event that any action, suit or proceeding related to the services performed by the
Contractor or any officer, agent, employee, servant or Subcontractor under this Agreement is brought
against the Contractor, the Contractor shall, as soon as practicable, but no later than two (2) days after it
receives notice thereof, notify, by certified mail, the legal counsel of the Procuring Agency, the Risk
Management Division of the New Mexico General Services Department, and the DoIT.
B. The indemnification obligation under this Agreement shall not be limited by the existence of any
insurance policy or by any limitation on the amount or type of damages, compensation or benefits payable
by or for Contractor or any Subcontractor, and shall survive the termination of this Agreement. Money
due or to become due to the Contractor under this Agreement may be retained by the Procuring Agency,
as necessary, to satisfy any outstanding claim that the Procuring Agency may have against the Contractor.
ARTICLE 9 – INTELLECTUAL PROPERTY
(The language included in the terms and conditions under this subsection will be one of the two sections
in the table below depending on the Offer that is submitted.)
COTS Offer SOFTWARE FRAMEWORK or OWNERSHIP
Offer
Contractor hereby acknowledges and grants to the Any and all Intellectual Property, including but not
Procuring Agency a perpetual, non-exclusive, limited to copyright, patentable inventions, patents,
transferable, royalty free license to reproduce, trademarks, trade names, service marks, and/or
publish, use, copy and modify the Intellectual trade secrets created or conceived pursuant to, or as
Property and Know How created or conceived a result of, performance of this Agreement, shall be
pursuant to, or as a result of, performance of this work made for hire and the Procuring Agency shall
Agreement. be considered the creator and owner of such
Intellectual Property. Any and all Know How
created or conceived pursuant to, or as a result of,
performance of this Agreement, shall be work
made for hire and the Procuring Agency shall be
considered the creator and owner of such Know
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How. The Procuring Agency shall own the entire
right, title and interest to the Intellectual Property
and Know How worldwide, and, other than in the
performance of this Agreement, the Contractor,
Subcontractor(s), officers, agents and assigns shall
not make use of, or disclose the Intellectual
Property and Know How to any entity or person
outside of the Procuring Agency without the
express written authorization of the Procuring
Agency. Contractor shall notify the Procuring
Agency, within fifteen (15) business days, of the
creation of any Intellectual Property by it or its
Subcontractor(s). Contractor, on behalf of itself
and any Subcontractor(s), agrees to execute any
and all document(s) necessary to assure that
ownership of the Intellectual Property vests in the
Procuring Agency and shall take no affirmative
actions that might have the effect of vesting all or
part of the Intellectual Property in any entity other
than the Procuring Agency. If, by judgment of a
court of competent jurisdiction, Intellectual
Property, Know How, or Know How Rights are not
deemed to be created or owned by the Procuring
Agency, Contractor hereby acknowledges and
agrees to grant to the Procuring Agency and the
State of New Mexico, a perpetual, non-exclusive,
royalty free license to reproduce, publish, use, copy
and modify the Intellectual Property and Know
How.
ARTICLE 10 – INTELLECTUAL PROPERTY INDEMNIFICATION
A. Intellectual Property Indemnification. The Contractor shall defend, at its own expense, the
Procuring Agency, the State of New Mexico and/or any other State of New Mexico body against any
claim that any product or service provided under this Agreement infringes any patent, copyright or
trademark, and shall pay all costs, damages and attorneys’ fees that may be awarded as a result of such
claim. In addition, if any third party obtains a judgment against the Procuring Agency based upon
Contractor’s trade secret infringement relating to any product or services provided under this Agreement,
the Contractor agrees to reimburse the Procuring Agency for all costs, attorneys’ fees and the amount of
the judgment. To qualify for such defense and/or payment, the Procuring Agency shall:
1.) Give the Contractor written notice, within forty-eight (48) hours, of its notification of any claim;
2.) Work with the Contractor to control the defense and settlement of the claim, as allowed under the
law; and
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3.) Cooperate with the Contractor, in a reasonable manner, to facilitate the defense or settlement of the
claim.
B. Procuring Agency Rights. If any product or service becomes, or in the Contractor’s opinion is
likely to become, the subject of a claim of infringement, the Contractor shall, at its sole expense:
1.) Provide the Procuring Agency the right to continue using the product or service and fully indemnify
the Procuring Agency against all claims that may arise out of the Procuring Agency’s use of the product
or service;
2.) Replace or modify the product or service so that it becomes non-infringing; or
3.) Accept the return of the product or service and refund an amount equal to the value of the returned
product or service, less the unpaid portion of the purchase price and any other amounts, which are due to
the Contractor. The Contractor’s obligation will be void as to any product or service modified by the
Procuring Agency to the extent such modification is the cause of the claim.
ARTICLE 11 - WARRANTIES
A. General. The Contractor hereby expressly warrants the Deliverables as being correct and
compliant with the terms of this Agreement, Contractor’s official published specification and technical
specifications of this Agreement and all generally accepted industry standards. This warranty
encompasses correction of defective Deliverables and revision of the same, as necessary, including
deficiencies found during testing, implementation, or post-implementation phases.
B. Software. The Contractor warrants that any software or other products delivered under this
Agreement shall comply with the terms of this Agreement, Contractor’s official published specification(s)
and technical specifications of this Agreement and all generally accepted industry standards. The
Contractor further warrants that the software provided under this Agreement will meet the applicable
specifications for twelve (12) months after Acceptance by the Executive Level Representative and
implementation by the Procuring Agency. If the software fails to meet the applicable specifications
during the warranty period, the Contractor will correct the deficiencies, at no additional cost to the
Procuring Agency, so that the software meets the applicable specifications.
ARTICLE 12 – CONTRACTOR PERSONNEL
A. Key Personnel. Contractor’s Key Personnel shall not be diverted from this Agreement without
the prior written approval of the Procuring Agency. Key Personnel are those individuals considered by
the Procuring Agency to be Mandatory to the work to be performed under this Agreement. Key
Personnel shall be:
[Insert Contractor Staff Name(s)]
B. Personnel Changes. Replacement of any personnel shall be made with personnel of equal ability,
experience, and qualification and shall be approved by the Procuring Agency. For all personnel, the
Procuring Agency reserves the right to require submission of their resumes prior to approval. If the
number of Contractor’s personnel assigned to the Project is reduced for any reason, Contractor shall,
within ten (10) business days of the reduction, replace with the same or greater number of personnel with
equal ability, experience, and qualifications, subject to Procuring Agency approval. The Procuring
Agency, in its sole discretion, may approve additional time beyond the ten (10) business days for
replacement of personnel. The Contractor shall include status reports of its efforts and progress in finding
replacements and the effect of the absence of the personnel on the progress of the project. The Contractor
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shall also make interim arrangements to assure that the project progress is not affected by the loss of
personnel. The Procuring Agency reserves the right to require a change in Contractor’s personnel if the
assigned personnel are not, in the sole opinion of the Procuring Agency, meeting the Procuring Agency’s
expectations.
ARTICLE 13 – STATUS OF CONTRACTOR
A. Independent Contractor. The Contractor and its agents and employees are independent
Contractors performing professional services for the Agency and are not employees of the State of New
Mexico. The Contractor and its agents and employees shall not accrue leave, retirement, insurance,
bonding, use of state vehicles, or any other benefits afforded to employees of the State of New Mexico as
a result of this Agreement. The Contractor acknowledges that all sums received hereunder are personally
reportable by it for income tax purposes as self-employment or business income and are reportable for
self-employment tax.
B. Subject of Proceedings. Contractor warrants that neither the Contractor nor any officer,
stockholder, director or employee of the Contractor, is presently subject to any litigation or administrative
proceeding before any court or administrative body which would have an adverse effect on the
Contractor’s ability to perform under this Agreement; nor, to the best knowledge of the Contractor, is any
such litigation or proceeding presently threatened against it or any of its officers, stockholders, directors
or employees. If any such proceeding is initiated or threatened during the term of this Agreement, the
Contractor shall immediately disclose such fact to the Procuring Agency.
ARTICLE 14 - CHANGE MANAGEMENT
A. Changes. Contractor may only make changes or revisions within the Scope of Work as defined
by Article 2 and Exhibit A after receipt of written approval by the Executive Level Representative. Such
change may only be made to Tasks or Sub-Task as defined in the Exhibit A. Under no circumstance shall
such change affect the:
1) Deliverable requirements;
2) Compensation due under the terms of this Agreement; or
3) Due Date of any Deliverable, as outlined in Exhibit A.
B. Change Request Process. In the event that circumstances warrant a change to accomplish the
Scope of Work as described above, a Change Request shall be submitted that meets the following criteria:
1) The Project Manager shall draft a written Change Request for Executive Level Representative review
and approval to include: the name of the person requesting the change, a summary of the required
change, the start date for the change, the reason and necessity for change, the urgency level for the
change, the elements to be altered, the impact of the change, the staffing plan associated with the change,
the impact on the schedule for implementing the change, the cost impact, the risk assessment and a
recommended approach to the change, and 2) The Executive Level Representative shall provide a written
decision on the Change Request to the Contractor within a maximum of ten (10) working days of receipt
of the Change Request. All decisions made by the Executive Level Representative are final. Change
requests, once approved, become a part of the Contract and become binding as a part of the original
Contract.
ARTICLE 15 – INDEPENDENT VERIFICATION AND VALIDATION
Amendment 1 Page 231
STATE OF NEW MEXICO REQUEST FOR PROPOSALS
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Income Support Division ISD2 SYSTEM REPLACEMENT PROJECT
If Independent Validation and Verification (“IV&V”) services are used or required to be used for the
Project associated with this Agreement, the Contractor hereby agrees to cooperate with the IV&V vendor.
Such cooperation shall include, but is not limited to: 1) Providing project documentation; 2) Allowing the
IV&V vendor to sit in on project meetings; and 3) Supplying the IV&V vendor with any other material as
directed by the Project Manager.
ARTICLE 16 – DEFAULT/BREACH
In case of default and/or breach by the Contractor, for any reason whatsoever, the Procuring Agency and
the State of New Mexico may procure the goods or services from another source and hold the Contractor
responsible for any resulting excess costs and/or damages, including but not limited to, direct damages,
indirect damages, consequential damages, special damages and the Agency and the State of New Mexico
may also seek all other remedies under the terms of this Agreement and under law or equity.
ARTICLE 17 – EQUITABLE REMEDIES
Contractor acknowledges that its failure to comply with any provision of this Agreement will cause the
Procuring Agency irrevocable harm and that a remedy at law for such a failure would be an inadequate
remedy for the Procuring Agency, and the Contractor consents to the Procuring Agency’s obtaining from
a court of competent jurisdiction, specific performance, or injunction, or any other equitable relief in
order to enforce such compliance. Procuring Agency’s rights to obtain equitable relief pursuant to this
Agreement shall be in addition to, and not in lieu of, any other remedy that Procuring Agency may have
under applicable law, including, but not limited to, monetary damages.
ARTICLE 18 - LIABILITY
Contractor shall be liable for damages arising out of injury to persons and/or damage to real or tangible
personal property before or after Acceptance, delivery, installation and use of the equipment, either at the
Contractor’s site or the Procuring Agency’s place of business, provided that the injury or damage was
caused by the fault or negligence of the Contractor or defect of the equipment or installation. Contractor
shall not be liable for damages arising out of, or caused by, alterations to the equipment (other than
alterations performed or caused by Contractor’s officers, employees or agents) made by the Procuring
Agency or for losses occasioned by the Procuring Agency’s fault or negligence. Nothing in this
Agreement shall limit the Contractor’s liability, if any, to third parties and employees of the Procuring
Agency or the State of New Mexico, or any remedy that may exist under law or equity in the event a
defect in the manufacture of the equipment, or the negligent acts or omissions of the Contractor, its
officers, employees, or agents, is the cause of injury to such person.
ARTICLE 19 – ASSIGNMENT
The Contractor shall not assign or transfer any interest in this Agreement or assign any claims for money
due or to become due under this Agreement without the prior written approval of this Agreement's
approval authorities.
ARTICLE 20 – SUBCONTRACTING
The Contractor shall not subcontract any portion of this Agreement without the prior written approval of
the Procuring Agency. No such subcontracting shall relieve the Contractor from its obligations and
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Income Support Division ISD2 SYSTEM REPLACEMENT PROJECT
liabilities under this Agreement, nor shall any subcontracting obligate payment from the Procuring
Agency. The following named Subcontractors have been approved by the Procuring Agency:
[List Names of All Approved Subcontractors]
ARTICLE 21 – RELEASE
The Contractor’s acceptance of final payment of the amount due under this Agreement shall operate as a
release of the Procuring Agency, its officers and employees, and the State of New Mexico from all
liabilities, claims and obligations whatsoever arising from or under this Agreement. The Contractor
agrees not to purport to bind the State of New Mexico unless the Contractor has express written authority
to do so, and then only within the strict limits of that authority.
ARTICLE 22 – CONFIDENTIALITY
All confidential information as defined in applicable state and federal law shall not be disclosed to any
individual or organization unless done (i) in accordance with applicable law; or (ii) with the written
consent of the applicant/recipient; or (iii) as required by court of competent jurisdiction. Each party will
notify the other party promptly of any information on any unauthorized possession, use, or knowledge of
or attempt to use the other party’s confidential information. Each party will assist the other party in the
investigation of confidentiality violations and in the prevention of future occurrences. Any confidential
information provided to the Contractor by the Procuring Agency or, developed by the Contractor based on
information provided by the Procuring Agency in the performance of this Agreement shall be kept
confidential and shall not be made available to any individual or organization by the Contractor without
the prior written approval of the Procuring Agency. Upon termination of this Agreement, Contractor
shall deliver all confidential material in its possession to the Procuring Agency within thirty (30) business
days of such termination. Contractor acknowledges that failure to deliver such confidential information
to the Procuring Agency will result in direct, special and incidental damages.
ARTICLE 24 - RECORDS AND AUDIT
The Contractor shall maintain detailed time and expenditure records that indicate the date, time, nature
and cost of services rendered during this Agreement’s term and effect and retain them for a period of
three (3) years from the date of final payment under this Agreement. The records shall be subject to
inspection by the Procuring Agency, CIO, SPA, and DFA. The Procuring Agency shall have the right to
audit billings both before and after payment. Payment for services under this Agreement shall not
foreclose the right of the Procuring Agency to recover excessive or illegal payments.
ARTICLE 25 - AMENDMENT
This Agreement shall not be altered, changed, or amended except by an instrument in writing executed by
the Parties hereto. No amendment shall be effective or binding unless approved by all of the approval
authorities.
ARTICLE 26 – NEW MEXICO EMPLOYEES HEALTH COVERAGE
A. If Contractor has, or grows to, six (6) or more employees who work, or who are expected to work, an
average of at least 20 hours per week over a six (6) month period during the term of the Contract,
Contractor certifies, by signing this agreement, to have in place, and agree to maintain for the term of the
Contract, health insurance for those employees and Offer that health insurance to those employees no
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Income Support Division ISD2 SYSTEM REPLACEMENT PROJECT
later than July 1, 2010 if the expected annual value in the aggregate of any and all Contracts between
Contractor and the State exceed $250,000 dollars.
B. Contractor agrees to maintain a record of the number of employees who have (a) accepted health
insurance; (b) declined health insurance due to other health insurance coverage already in place; or (c)
declined health insurance for other reasons. These records are subject to review and audit by a
representative of the state.
C. Contractor agrees to advise all employees of the availability of State publicly financed health care
coverage programs by providing each employee with, as a minimum, the following web site link to
additional information: http://insurenewmexico.state.nm.us/.
D. For Indefinite Quantity, Indefinite Delivery Contracts (price agreements without specific limitations on
quantity and providing for an indeterminate number of orders to be placed against it); Contractor agrees
these requirements shall apply the first day of the second month after the Offeror reports combined sales
(from state and, if applicable, from local public bodies if from a state price agreement) of $250,000,
$500,000 or $1,000,000, depending on the dollar value threshold in effect at that time.
ARTICLE 27 – EMPLOYEE PAY EQUITY REPORTING
A. Contractor agrees if it has ten (10) or more New Mexico Employees OR eight (8) or more
employees in the same job classification, at any time during the term of this Contract, to complete and
submit the PE10-249 form on the annual anniversary of the initial report submittal for Contracts up to one
(1) year in duration. If Contractor has (250) or more employees Contractor shall complete and submit the
PE250 form on the annual anniversary of the initial report submittal for Contracts up to one (1) year in
duration. For Contracts that extend beyond one (1) calendar year, or are extended beyond one (1)
calendar year, Contractor also agrees to complete and submit the PE10-249 or PE250 form, whichever is
applicable, within thirty (30) days of the annual Contract anniversary date of the initial submittal date or,
if more than 180 days has elapsed since submittal of the last report, at the completion of the Contract,
whichever comes first. Should Contractor not meet the size requirement for reporting at Contract award
but subsequently grows such that they meet or exceed the size requirement for reporting, Contractor
agrees to provide the required report within ninety (90 days) of meeting or exceeding the size
requirement. That submittal date shall serve as the basis for submittals required thereafter.
B. Contractor also agrees to levy this requirement on any Subcontractor(s) performing more than
10% of the dollar value of this Contract if said Subcontractor(s) meets, or grows to meet, the stated
employee size thresholds during the term of the Contract. Contractor further agrees that, should one or
more Subcontractor not meet the size requirement for reporting at Contract award but subsequently grows
such that they meet or exceed the size requirement for reporting, Contractor will submit the required
report, for each such Subcontractor, within ninety (90 days) of that Subcontractor meeting or exceeding
the size requirement. Subsequent report submittals, on behalf of each such Subcontractor, shall be due on
the annual anniversary of the initial report submittal. Contractor shall submit the required form(s) to the
State Purchasing Division of the General Services Department, and other departments as may be
determined, on behalf of the applicable Subcontractor(s) in accordance with the schedule contained in this
paragraph. Contractor acknowledges that this Subcontractor requirement applies even though Contractor
itself may not meet the size requirement for reporting and be required to report itself.
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C. Notwithstanding the foregoing, if this Contract was procured pursuant to a solicitation, and if
Contractor has already submitted the required report accompanying their response to such solicitation, the
report does not need to be re-submitted with this Agreement.
ARTICLE 28 – MERGER, SCOPE, ORDER OF PRECEDENCE
A. Severable. The provisions of this Agreement are severable, and if for any reason, a clause,
sentence or paragraph of this Agreement is determined to be invalid by a court or Agency or commission
having jurisdiction over the subject matter hereof, such invalidity shall not affect other provisions of this
Agreement, which can be given effect without the invalid provision.
B. Merger/Scope. This Agreement incorporates any and all agreements, covenants and
understandings between the Parties concerning the subject matter hereof, and all such agreements,
covenants and understanding have been merged into this Agreement. No prior agreement or
understanding, verbal or otherwise, of the Parties or their agents or assignees shall be valid or enforceable
unless embodied in this Agreement.
C. Order. This Agreement incorporates by reference the Contractor’s proposal in response
to RFP # 10-630-00-17771 including the best and final Offer as well as the presentation/demonstration
handouts and exhibits. In addition, the Request For Proposals Number #10-630-00-17771 including the
answers to questions and amendments, and the documents referenced in the Procurement Library are also
incorporated by reference. In the event of any conflict among the documents and materials, the following
order of precedence shall apply:
1). The terms and conditions of this Agreement;
2). The Contractor's proposal including the best and final Offer; and
3). The request for proposals including supporting documents.
ARTICLE 29 – NOTICES
All deliveries, notices, requests, demands or other communications provided for or required by this
Agreement shall be in writing and shall be deemed to have been given when sent by registered or certified
mail (return receipt requested), when sent by overnight carrier, or upon telephone confirmation by
Contractor to the sender of receipt of a facsimile communication that is followed by a mailed hard copy
from the sender. Notices shall be addressed as follows:
For PROCURING AGENCY
General Counsel
New Mexico Human Services Department
Office of the Secretary
2009 South Pacheco St.
Pollon Plaza
Santa Fe, NM 87505
For CONTRACTOR
[Insert Name of Individual, Position]
[Insert Address]
Any change to the Notice individual or the address, shall be effective only in writing.
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ARTICLE 30 – GENERAL PROVISIONS
A. Civil and Criminal Penalties. The Procurement Code, Sections 13-1-28 through 13-1-199 NMSA
1978, imposes civil and criminal penalties for its violation. In addition, the New Mexico criminal statutes
impose felony penalties for illegal bribes, gratuities and kickbacks.
B. Equal Opportunity Compliance. The Contractor agrees to abide by all federal and state laws and
rules and regulations, and executive orders of the Governor of the State of New Mexico, pertaining to
equal employment opportunity. In accordance with all such laws of the State of New Mexico, the
Contractor agrees to assure that no person in the United States shall, on the grounds of race, religion,
color, national origin, ancestry, sex, age, physical or mental handicap, serious medical condition, spousal
affiliation, sexual orientation or gender identity, be excluded from employment with or participation in,
be denied the benefits of, or be otherwise subjected to discrimination under any program or activity
performed under this Agreement. If Contractor is found not to be in compliance with these requirements
during the life of this Agreement, Contractor agrees to take appropriate steps to correct these deficiencies.
C. Workers Compensation. The Contractor agrees to comply with state laws and rules applicable to
workers compensation benefits for its employees. If the Contractor fails to comply with the Workers
Compensation Act and applicable rules when required to do so, this Agreement may be terminated by the
Procuring Agency.
D. Applicable Law. The laws of the State of New Mexico shall govern this Agreement. Venue shall
be proper only in a New Mexico court of competent jurisdiction in the county where the Procuring
Agency's main office is located. By execution of this Agreement, Contractor acknowledges and agrees to
the jurisdiction of the courts of the State of New Mexico over any and all such lawsuits.
E. Waiver. A party's failure to require strict performance of any provision of this Agreement shall
not waive or diminish that party's right thereafter to demand strict compliance with that or any other
provision. No waiver by a party of any of its rights under this Agreement shall be effective unless
expressed and in writing, and no effective waiver by a party of any of its rights shall be effective to waive
any other rights.
F. Headings. Any and all headings herein are inserted only for convenience and ease of reference
and are not to be considered in the construction or interpretation of any provision of this Agreement.
Numbered or lettered provisions, sections and subsections contained herein, refer only to provisions,
sections and subsections of this Agreement unless otherwise expressly stated.
ARTICLE 31 – SURVIVAL
The Articles entitled Intellectual Property, Intellectual Property Ownership, Confidentiality, and
Warranties shall survive the expiration or termination of this Agreement. Software License and Software
Escrow agreements and other unexpired agreements entered into in conjunction with this Agreement shall
survive the expiration or termination of this Agreement.
ARTICLE 32 – TIME
Calculation of Time. Any time period herein calculated by reference to "days" means calendar days;
provided, however, that if the last day for a given act falls on a Saturday, Sunday, or a holiday as
observed by the State of New Mexico, the day for such act shall be the first day following that is not a
Saturday, Sunday, or such observed holiday.
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ARTICLE 33 – FORCE MAJEURE
Neither party shall be liable in damages or have any right to terminate this Agreement for any delay or
default in performing hereunder if such delay or default is caused by conditions beyond its control
including, but not limited to Acts of God, Government restrictions (including the denial or cancellation of
any export or other necessary license), wars, insurrections and/or any other cause beyond the reasonable
control of the party who performance is affected.
ARTICLE 34 – CONTRACT MANAGER
The Procuring Agency shall appoint a Contract Manager for this Agreement who shall be the official
contact between the Contractor and the Procuring Agency in all matters concerning this Agreement. All
events, problems concerns or requests affecting this Agreement shall be reported by the Contractor to the
Contract Manager in a timely manner. Invoices shall be delivered to the Contract Manager as well as
requested changes to the Scope of Work, staffing or the use of Subcontractors. The Executive Level
Representative’s approval and acceptance of all Contractor installed software and services rendered is
required prior to payment.
ARTICLE 35 – PROJECT OFFICE
Contractor agrees to establish and maintain a Project Office for the duration of the initial Agreement term.
The Procuring Agency will supply a data communication link with suitable bandwidth from the Procuring
Agency’s processing site to the Contactor’s Project Office. The Procuring Agency will supply its
personnel working in the Project Office with suitable computer equipment. The Contractor agrees to
establish a fully functioning Project Office by the date specified by the Project Manager.
ARTICLE 36 – DEBARMENT AND SUSPENSION and OTHER RESPONSIBILITY MATTERS
Consistent with either 7 C.F.R. Part 3017 or 45 C.F.R. Part 76, as applicable, and as a separate and
independent requirement of this PSC the Contractor certifies by signing this PSC, that it and its
principals, to the best of its knowledge and belief: (1) are not debarred, suspended, proposed for
debarment, or declared ineligible for the award of Contracts by any Federal department or Agency; (2)
have not, within a three-year period preceding the effective date of this PSC, been convicted of or had a
civil judgment rendered against them for: commission of fraud or a criminal offense in connection with
obtaining, attempting to obtain, or performing a public (Federal, state, or local) Contract or subcontract;
violation of Federal or state antitrust statutes relating to the submission of Offers; or commission of
embezzlement, theft, forgery, bribery, falsification or destruction of records, making false Statements, tax
evasion, or receiving stolen property; (3) have not been indicted for, or otherwise criminally or civilly
charged by a governmental entity (Federal, State or local) with, commission of any of the offenses
enumerated above in this Paragraph A; (4) have not, within a three-year period preceding the effective
date of this PSC, had one or more public agreements or transactions (Federal, State or local) terminated
for cause or default; and (5) have not been excluded from participation from Medicare, Medicaid or other
federal health care programs pursuant to Title XI of the Social Security Act, 42 U.S.C. § 1320a-7.
The Contractor’s certification in Paragraph A, above, is a material representation of fact upon which the
HSD relied when this PSC was entered into by the parties. The Contractor’s certification in Paragraph A,
above, shall be a continuing term or condition of this PSC. As such at all times during the performance of
this PSC, the Contractor shall be capable of making the certification required in Paragraph A, above, as if
on the date of making such new certification the Contractor was then executing this PSC for the first time.
Accordingly, the following requirements shall be read so as to apply to the original certification of the
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Contractor in Paragraph A, above, or to any new certification the Contractor is required to be capable of
making as stated in the preceding sentence:
1) The Contractor shall provide immediate written notice to HSD’s Contract Manager if, at any time
during the term of this PSC, the Contractor learns that its certification in Paragraph A, above, was
erroneous on the effective date of this PSC or has become erroneous by reason of new or changed
circumstances.
2) If it is later determined that the Contractor’s certification in Paragraph A, above, was erroneous on the
effective date of this PSC or has become erroneous by reason of new or changed circumstances, in
addition to other remedies available to HSD, HSD may terminate the PSC.
As required by statute, regulation or requirement of this Contract, and as contained in Paragraph A,
above, Contractor shall require each proposed first-tier sub-contractor whose subcontract will equal or
exceed $25,000, to disclose to the Contractor, in writing, whether as of the time of award of the
subcontract, the sub-contractor, or its principals, is or is not debarred, suspended, or proposed for
debarment by any Federal department or Agency. The Contractor shall make such disclosures available
to the Procuring Agency when it requests sub-contractor approval from the HSD. If the sub-contractor, or
its principals, is debarred, suspended, or proposed for debarment by any Federal, state or local department
or Agency, the Procuring Agency may refuse to approve the use of the sub-contractor.
ARTICLE 37 – Certification and Disclosure Regarding Payments to Influence Certain Federal
Transactions
The applicable definitions and exceptions to prohibited conduct and disclosures contained in 31 U.S.C. §
1352 and 45 C.F.R. Part 93 or Subparts B and C of 7 C.F.R. Part 3018, as applicable, are hereby
incorporated by reference in subparagraph (B) of this certification.
The Contractor, by executing this Agreement, certifies to the best of its knowledge and belief that:
1) No Federal appropriated funds have been paid or will be paid to any person for influencing or
attempting to influence an officer or employee of any Agency, a Member of Congress, an officer or
employee of Congress, or an employee of a Member of Congress on his or her behalf in connection with
the awarding of any Federal Contract, the making of any Federal grant, the making of any Federal loan,
the entering into of any cooperative agreement, and the extension, continuation, renewal, amendment or
modification of any Federal Contract, grant, loan, or cooperative agreement; and
2) If any funds other than Federal appropriated funds (including profit or fee received under a covered
Federal transaction) have been paid, or will be paid, to any person for influencing or attempting to
influence an officer or employee of any Agency, a Member of Congress, an officer or employee of
Congress, or an employee of a Member of Congress on his or her behalf in connection with this
solicitation, the Offeror shall complete and submit, with its Offer, OMB standard form LLL, Disclosure
of Lobbying Activities, to the Contracting Officer.
The Contractor shall require that the language of this certification be included in the award documents for
all subawards at all tiers (including subcontracts, subgrants, and Contracts under grants, loans, and
cooperative agreements) and that all subrecipients shall certify and disclose accordingly.
This certification is a material representation of fact upon which reliance is placed when this Agreement
is made and entered into. Submission of this certification is a prerequisite for making and entering into
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this Agreement imposed under 31 U.S.C. § 1352. It shall be a material obligation of the Contractor to
keep this certification current as to any and all individuals or activities of anyone associated with the
Contractor during the pendency of this Agreement Any person who makes an expenditure prohibited
under this provision or who fails to file or amend the disclosure form to be filed or amended by this
provision, shall be subject to: (1) a civil penalty of not less than $10,000 and not more than $100,000 for
such failure; and/or (2) at the discretion of the HSD, termination of the Agreement.
NOTE; The following Articles shall be read to include a State or Local governmental entity as
standing in the position of the referenced Federal Agency. Accordingly the requirements of these
Articles are incorporated herein by reference and made a part of the contract.
ARTICLE 38 – The Clean Air Act, Section 306
1. No Federal agency may enter into any contract with any person who is convicted of any offense
under section 113(c) for the procurement of goods, materials, and services to perform such
contract at any facility at which the violation which gave rise to such conviction occurred if such
facility is owned, leased, or supervised by such person. The prohibition in the preceding sentence
shall continue until the Administrator certifies that the condition giving rise to such a conviction
has been corrected. For convictions arising under section 113(c)(2), the condition giving rise to
the conviction also shall be considered to include any substantive violation of this Act associated
with the violation of 113(c)(2). The Administrator may extend this prohibition to other facilities
owned or operated by the convicted person.
2. The Administrator shall establish procedures to provide all Federal agencies with the
notification necessary for the purposes of subsection (a).
3. In order to implement the purposes and policy of this Act to protect and enhance the
quality of the Nation's air, the President shall, not more than 180 days after enactment of
the Clean Air Amendments of 1970 cause to be issued an order (1) requiring each Federal
agency authorized to enter into contracts and each Federal agency which is empowered to
extend Federal assistance by way of grant, loan, or contract to effectuate the purpose and
policy of this Act in such contracting or assistance activities, and (2) setting forth
procedures, sanctions, penalties, and such other provisions, as the President determines
necessary to carry out such requirement.
4. The President may exempt any contract, loan, or grant from all or part of the provisions
of this section where he determines such exemption is necessary in the paramount interest
of the United States and he shall notify the Congress of such exemption.
5. The President shall annually report to the Congress on measures taken toward
implementing the purpose and intent of this section, including but not limited to the
progress and problems associated with implementation of this section. [42 U.S.C. 7606]
ARTICLE 39 – The Clean Water Act
1. No Federal agency may enter into any contract with any person who has been convicted
of any offense under Section 309(c) of this Act for the procurement of goods, materials,
and services if such contract is to be performed at any facility at which the violation
which gave rise to such conviction occurred, and if such facility is owned, leased, or
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supervised by such person. The prohibition in preceding sentence shall continue until the
Administrator certifies that the condition giving rise to such conviction has been
corrected.
2. The Administrator shall establish procedures to provide all Federal agencies with the
notification necessary for the purposes of subsection (a) of this section.
3. In order to implement the purposes and policy of this Act to protect and enhance the
quality of the Nation’s water, the President shall, not more than 180 days after the
enactment of this Act, cause to be issued an order:
requiring each Federal agency authorized to enter into contracts and each Federal agency
which is empowered to extend Federal assistance by way of grant, loan, or contract to
effectuate the purpose and policy of this Act in such contracting or assistance activities,
and
setting forth procedures, sanctions, penalties, and such other provisions, as the President
determines necessary to carry out such requirement.
4. The President may exempt any contract, loan, or grant from all or part of the provisions
of this section where he determines such exemption is necessary in the paramount interest
of the United States and he shall notify the Congress of such exemption.
5. The President shall annually report to the Congress on measures taken in compliance
with the purpose and intent of this section, including, but not limited to, the progress and
problems associated with such compliance.
6. (1) No certification by a contractor, and no contract clause, may be required in the case of
a contract for the acquisition of commercial items in order to implement a prohibition or
requirement of this section or a prohibition or requirement issued in the implementation
of this section.
(2) In paragraph (1), the term “commercial item” has the meaning given such term in section
4(12) of the Office of Federal Procurement Policy Act (41 U.S.C. 403(12)).
ARTICLE 40 – The Anti-Lobbying Act:
This Act prohibits the recipients of federal contracts, grants, and loans from using appropriated funds for
lobbying the Executive or Legislative Branches of the federal government in connection with a specific
contract, grant, or loan. As required by Section 1352, Title 31 of the U.S. Code and implemented at 34
CFR Part 82 for persons entering into a grant or cooperative agreement over $100,000, as defined at 34
CFR Part 82, Section 82.105 and 82.110, the applicant certifies that:
1. No federal appropriated funds have been paid or will be paid, by or on behalf of the
undersigned, to any person for influencing or attempting to influence an officer or
employee of any agency, a member of Congress, an officer or employee of Congress, or
an employee of a member of Congress in connection with the making of any federal
grant, the entering into of any cooperative agreement, and the extension, continuation,
renewal, amendment, or modification of any federal grant or cooperative agreement;
2. If any funds other than federal appropriated funds have been paid or will be paid to any person for
influencing or attempting to influence an officer or employee of any agency, a member of
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Congress, an officer or employee of Congress, or an employee of a member of Confess in
connection with this federal grantor o cooperative agreement, the undersigned shall complete and
submit Standard Form – LLL, “Disclosure Form to Report Lobbying,” in accordance with its
instructions;
3. The undersigned shall require that the language of this certification be include in the award
documents for all sub-awards at all tiers (including sub-grants, contracts under grants and
cooperative agreements, and subcontracts) and that all sub-recipients shall certify and disclose
accordingly.
ARTICLE 41 – Americans with Disabilities Act
This Act (28 CFR Part 35, Title II, Subtitle A) prohibits discrimination on the basis of disability in all
services, programs, and activities provided to the public by State and local governments, except public
transportation services.
ARTICLE 42 – Drug Free Workplace Statement
The Federal government implemented the Drug Free Workplace Act of 1988 in an attempt to address the
problems of drug abuse on the job. It is a fact that employees who use drugs have less productivity, a
lower quality of work, and a higher absenteeism, and are more likely to misappropriate funds or services.
From this perspective, the drug abuser may endanger other employees, the public at large, or themselves.
Damage to property, whether owned by this entity or not, could result from drug abuse on the job. All
these actions might undermine public confidence in the services this entity provides. Therefore, in order
to remain a responsible source for government contracts, the following guidelines have been adopted:
1. The unlawful manufacture, distribution, dispensation, possession or use of a controlled
substance is prohibited in the work place.
2. Violators may be terminated or requested to seek counseling from an approved rehabilitation
service.
3. Employees must notify their employer of any conviction of a criminal drug statue no later than
five days after such conviction.
4. Although alcohol is not a controlled substance, it is nonetheless a drug. It is the policy of the
Arkansas Department of Health WIC Program that abuse of this drug will also not be tolerated in
the workplace.
5. Contractors of federal agencies are required to certify that they will provide drug-free workplaces
for their employees.
ARTICLE 43 – The federal government reserves a royalty-free, non-exclusive, and irrevocable license to
reproduce, publish, or otherwise use, and to authorize others to use, for federal government purposes, the
copyright in any work developed in whole or in part under a grant, sub-grant, or contract under a grant or
sub-grant including any rights of copyright to which a contractor purchases ownership.
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IN WITNESS WHEREOF, the Parties have executed this Agreement as of the date of the signature by the
required approval authorities below.
By: ___________________________ Date: ___________________________
[Insert Name]
Secretary of the New Mexico Human Services Department
By: ___________________________ Date: ___________________________
[Insert Name]
[Insert Title and Company Name]
By: ___________________________ Date: ___________________________
[Insert Name]
Chief Information Officer for the New Mexico Hunan Services Department
Approved for legal sufficiency:
By: ___________________________ Date: ___________________________
[Insert Name]
General Counsel
Human Services Department
The records of the Taxation and Revenue Department reflect that the Contractor is registered with the
Taxation and Revenue Department of the State of New Mexico to pay gross receipts and compensating
taxes:
CRS ID Number: ___________________________
By: ___________________________ Date: ___________________________
Taxation & Revenue Department
Approved as to information technology Contractual specifications and compliance with the Department of
Information Technology Act, Laws 2007, Chapter 290 and any and all Executive Orders relating to
Information Technology issued by the Governor of the State of New Mexico:
By: ___________________________ Date: ___________________________
[Insert Name], Secretary
Department of Information Technology
This Agreement has been approved by the SPA:
By: ___________________________ Date: ___________________________
[Insert Name]
Purchasing Agent for the State of New Mexico
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EXHIBIT A – SCOPE OF WORK
I. Performance Measures [Performance Measures are not required for a purchase of ONLY IT
hardware and/or Equipment - in such cases, delete the language (except the heading) and replace with
"N/A"]
A. Goals. [Insert Performance Measures, i.e., expected achievements of the project, such as
to save money, reduce costs, increase efficiency. ] [Attach a copy of a page or portion of the
relevant page from the Agency’s Strategic Plan that connects the professional services Contract to
the goals, objectives, activities, outputs and outcomes of the Agency’s Strategic Plan.]
[Performance Measures in the Scope of Work shall contain measurable goals and objectives that
are linked to the performance measures of the Agency’s Strategic Plan: Example: Goal:
Assist the Agency in reducing… or Assist the Agency in increasing… or Assist the Agency in …
some other service [insert blank]
B. Objectives. [Example: To assist the Agency in [reducing or increasing or providing
Service [insert blank] by [blank] percent or by a certain time]
C. Activities. [Insert the services the Contractor is expected to perform to accomplish the
identified goals and objectives, including an evaluation of the process and the proposed outcome.
The Agency should also provide efficiency measures that relate efforts to output of services
provided].
II. Scope of Work
The following sections describe the required tasks and subtasks to be performed by the Contractor
for each Deliverable under the terms of this Agreement. The Contractor shall perform each task
and/or subtask, but is not limited to performing only the identified task or sub tasks in a given
project area. The Parties hereby agree that the Deliverables are the controlling items and that the
Contractor’s obligation is to perform and deliver the Deliverable as described in the following
Sections. [Although only two Deliverables are listed below, they are in place for example
purposes only. Agencies may identify as many Deliverables, with attendant Tasks and Subtasks,
as needed to accomplish the project goals and objectives.]
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A. Deliverable Number 1 [Insert Name of Deliverable]
Deliverable One Due Date Compensation
[Insert $ Amount to complete this
[Insert Date this Deliverable is
[Insert Name of Deliverable] Deliverable, plus GRT, if
due]
applicable]
Task Item Sub Tasks Description
[Insert Name of Sub 1 [Insert Description] Please use active verbs to identify tasks and subtasks to be
Task or tasks to (through performed by the vendor; due dates for the tasks and/or subtasks should be
be performed for however included as a means of assisting the Agency and Contractor to monitor Contract
each many progress.
Deliverable. subtasks Compensation amounts for tasks and/or subtasks can be identified here. The
are needed total amount paid for all tasks and/or subtasks performed under this Deliverable
to should be consistent with the Compensation due for total delivery of the
accomplish Deliverable. The Contractor will bill the Agency per Deliverable, so language
Task 1 that is clear will assist the Agency and Contractor in determining if the
which Deliverable was met for payment purposes.
leads to the
number of
Tasks
needed to
accomplish
Deliverable
1.
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B. Deliverable Number 2 [Insert Name of Deliverable]
Deliverable Two Due Date Compensation
[Insert $ Amount for this
[Insert Name of Deliverable] [Insert Date Deliverable is due] Deliverable, including GRT, if
appropriate]
Task Item Sub Tasks Description
[Insert Name of Sub 1 [Insert Description] Please use active verbs to identify tasks and subtasks to be
Task or tasks to through performed by the vendor; due dates for the tasks and/or subtasks should be
be performed for however included as a means of assisting the Agency and Contractor to monitor Contract
each Deliverable many progress.
subtasks Compensation amounts for tasks and/or subtasks can be identified here. The
are needed total amount paid for all tasks and/or subtasks performed under this Deliverable
to should be consistent with the Compensation due for total delivery of the
accomplish Deliverable.
Task 1
through the
number of
Tasks
needed to
accomplish
Deliverable
1.
EXHIBIT B – EXAMPLE DELIVERABLE SUBMISSION AND REVIEW PROCESS
To be completed during contract negotiations
The following Deliverable review process is subject to Section 4 of the Contract. Pursuant to such section
of the Contract, all Deliverable reviews are for the purpose of determining whether each such Deliverable
substantially meets Contract specifications.
Once the detailed project plan is approved by the Procuring Agency, the following sections detail the
process for submission and review of Deliverables during the life of the project/Contract.
1. General
a. When submitting a Deliverable for review and acceptance, the Contractor shall produce one
(1) master (both soft and hard copy, where applicable) and two (2) additional hard copies, if
requested and where applicable, to the Procuring Agency Project Manager as identified in the
Contract.
b. Once a Deliverable is approved and accepted by the Procuring Agency, the Contractor shall
provide a final updated and corrected electronic copy. The Procuring Agency may, at its
discretion, waive this requirement for a particular Deliverable.
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c. The electronic copy shall be provided in software currently utilized by the Procuring Agency
or provided by the Contractor.
d. Deliverables will be evaluated by the Procuring Agency under Quality Assurance.
2. Deliverable Submission
a. Prior to development and submission of each Contract Deliverable, the Contractor will
submit a Deliverables Expectation Document (“DED”) containing a description of the format
and content of each Deliverable will be delivered to the Procuring Agency Project Manager
for review and approval. The DED shall contain, at a minimum, the following:
1) Cover letter outlining the purpose of the Deliverable;
1) A Table of Contents with a brief description of the content of each section;
2) Anticipated number of pages; and
3) Identification of anticipated appendices/exhibits.
4) The DED shall contain an approval/rejection section that can be completed by the
Procuring Agency. The DED will be returned to the Contractor within a
mutually agreed upon time frame.
b. Deliverables shall be developed by the Contractor according to the approved format and
content of the DED for each specific Deliverable. The DED is not an amendment of the
Agreement, but is a roadmap for production of the Deliverable.
c. At a mutually agreed to meeting, on or before the time of delivery to the Procuring Agency,
the Contractor shall schedule and provide a walkthrough of each Deliverable to be presented.
d. Deliverables shall be submitted no later than 5:00 PM, per the approved Contract Deliverable
schedule and shall be accompanied by a Deliverable sign-off form with the appropriate
sections completed by the Contractor.
3. Deliverable Review
a. General
1) The Procuring
Agency’s review time begins on the next working day following receipt of the
Deliverable.
2) The Procuring
Agency’s review time will vary by Deliverable, and will be defined in the table at the
end of this section or by Article 4 of the Agreement if not included in the table.
3) The Procuring
Agency has up to ___ working days to determine if a Deliverable is complete and
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ready for review. Unless otherwise negotiated, this is part of the Procuring Agency’s
review time.
4) Any subsequent
Deliverable, whose requirements are directly dependent upon a prior Deliverable, will
not be accepted for review until the previous Deliverable has been accepted.
5) After review of a
Deliverable, the Procuring Agency will return to the Contractor the project Deliverable
sign-off form (attached to the end of this Exhibit) with the Deliverable submission and
review history section completed.
b. Accepted
i. If the Deliverable
is accepted, the original Deliverable sign-off form signed by the appropriate
Procuring Agency representatives will be returned to the Contractor.
ii. Once the
Contractor receives the original Deliverable sign-off form, the Procuring Agency
can then be invoiced for the Deliverable per the procedures set out in the
Agreement.
c. Rejected - Comments/Revisions Requested by the Procuring Agency
If the Procuring Agency has comments and/or revisions to a Deliverable, the following will
be provided to the Contractor:
1) The original Deliverable sign-off form with an updated entry to the Deliverable
submission and review history section.
2) Attached to the Deliverable sign-off form will be a detailed explanation of the
revisions to be made and/or a marked up copy of the Deliverable.
3) The Procuring Agency’s first review and return with comments will be completed
within the times specified in the Agreement.
4) The Contractor will have fifteen (15) days, unless otherwise mutually agreed to, for
review, acceptance and/or rejection of the Procuring Agency’s comments, and
resubmission of the Deliverable.
5) A meeting (called by the Contractor) to resolve outstanding issues shall be completed
within five (5) working days after completion of the Contractor’s review or a
mutually agreed upon time frame.
6) Agreements made during meetings to resolve issues shall be documented and
attached to the Deliverable sign-off form. Any such Agreements are not
Amendments to the Contract. Amendments to the Contract shall follow the
procedures set out in Article 25 of this Agreement.
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Income Support Division ISD2 SYSTEM REPLACEMENT PROJECT
7) Once an agreement is reached regarding changes, the Contractor shall incorporate
them into the Deliverable for resubmission to the Procuring Agency.
8) All changes shall be easily identifiable by the Procuring Agency.
9) Resubmission of the Deliverable shall occur within fifteen (15) days or a mutually
agreed upon time frame of the resolution of any outstanding issues.
10) The resubmitted Deliverable shall be accompanied by the original Deliverable sign-
off form.
11) The Contractor will have the opportunity to resubmit a Deliverable to the Agency a
minimum of three times per Article 4(c) of the Agreement.
12) During the re-review process, the Procuring Agency may only comment on the
original exceptions noted, unless changes to the Deliverable cause new issues to
arise.
13) All other items not originally commented on are considered to be acceptable by the
Procuring Agency, unless changes to the Deliverable cause new issues to arise.
14) Once all revisions have been accepted, the original Deliverable sign-off form signed
by the appropriate Procuring Agency representatives will be returned to the
Contractor.
15) The Contractor shall provide one (1) updated and complete master paper, if
applicable, and associated electronic copy of each Deliverable after approval and
acceptance by the Procuring Agency.
16) Once the Contractor receives the original Deliverable sign-off form, the Procuring
Agency can then be invoiced for the Deliverable per the procedures set out in the
Agreement.
Procuring Agency Review Time Table- To be completed during contract negotiations
Amendment 1 Page 248
STATE OF NEW MEXICO REQUEST FOR PROPOSALS
Human Services Department RFP #: 10-630-00-17771
Income Support Division ISD2 SYSTEM REPLACEMENT PROJECT
6.G. APPENDIX G – MANDATORY REQUIREMENT CHECKLIST
In the event of a discrepancy between the contents of the Request For Proposals document including any
amendments thereto and this checklist, the Request For Proposals document shall govern.
Yes / No Offerors shall provide:
one (1) original and (7) identical copies of Binders 1, 2, 3, and 4;
one (1) original and (2) copies of the response to Additional
Specifications and Contract Terms and Conditions (Binder 5),
one (1) original and two (2) copies of supporting materials (Binder
6),
one (1) original and two (2) copies of the Cost Proposal (Binder 7),
and
seven (7) CDs containing all Sections of the proposal and
specifically excluding the Cost Proposal, and
two (2) CDs containing the Cost Proposal,
The original binders shall be marked “ORIGINAL”. The Cost Proposal Binder
#7 shall be sealed in an envelope/box separately from the remainder of the
proposal.
Yes / No
All proposals shall be typewritten on standard 8 ½ x 11 paper (larger paper is
permissible for charts, spreadsheets, etc.) and placed within binders with tabs
delineating each section.
The proposal shall be organized and indexed in the following format and shall
contain, at a minimum, all listed items in the sequence indicated. Any proposal
that does not adhere to these requirements may be deemed non-responsive and
rejected on that basis.
All forms provided in the RFP shall be thoroughly completed and included in
the appropriate section of the proposal.
Yes/No Binder #1 – Functional Response
Letter of Transmittal (Appendix B)
CAUTION: The proposal shall be binding without restriction.
Offerors shall not include language in the Letter of Transmittal such
as “subject to successful negotiation” or words to that effect. The
letter of transmittal SHALL follow the format provided and it shall
be signed by the appropriate Offeror representatives. Failure to
follow these instructions shall result in the rejection of the proposal.
Mandatory Requirements Checklist (Appendix G)
Table of Contents
1. Executive Summary
Amendment 1 Page 249
STATE OF NEW MEXICO REQUEST FOR PROPOSALS
Human Services Department RFP #: 10-630-00-17771
Income Support Division ISD2 SYSTEM REPLACEMENT PROJECT
2. Proposed Functional Solution (4.C.1)
The Offeror shall provide a detailed description and functional
information about the proposed solution as it exists today.
The Offeror shall provide descriptive narrative of the proposed
solution from an end user perspective.
The Offeror shall provide descriptive narrative of the Proposed
Solution all mandatory system functionality as indicated in
Appendix C, “Functional Requirements Matrix”.
3. Functional Requirements Matrix (4.C.2 and Appendix C)
Matrix completed and included in the proposal
All mandatory (M) requirements met.
4. Proposed Approach to Include Mandated Changes for PPACA (4.C.3)
The Offerors shall describe their approach to the inclusion of
mandated changes for the PPACA.
The description must demonstrate the Offeror’s approach to
defining the PPACA, integrating the defined requirements within
the ISD2R proposed solution, interfacing the ISD2R to the HIX,
and developing a plan to meet the federally mandated deadlines.
The PPACA requirements must be in User Acceptance Testing by
January 1, 2013 and implemented in Production by January 1,
2014.
5. Optional Functionality (4.C.4) (optional)
Yes / No Binder #2 – Technical Response
1. Proposed Technical Architecture/Equipment Configuration (4.C.5)
This section shall contain a detailed narrative of how the Offeror will use
technology to fulfill the requirements of the project. The Offeror shall
describe the proposed technical architecture in sufficient detail to allow for
the evaluation of the merits and the impact that the architecture may have
on the Procuring Agency.
2. Technical Requirements Matrix (4.C.6 and Appendix D)
Matrix completed and included in the proposal
All mandatory (M) requirements met.
3. CMS Guidance for Exchange and Medicaid Information Technology (IT)
Systems (4.J.5)
Offerors shall describe how their proposed solutions comply with the CMS
Guidance for Exchange and Medicaid Information Technology (IT)
Systems.
4. Value-Added Products or Services (4.F) (optional)
Amendment 1 Page 250
STATE OF NEW MEXICO REQUEST FOR PROPOSALS
Human Services Department RFP #: 10-630-00-17771
Income Support Division ISD2 SYSTEM REPLACEMENT PROJECT
Yes / No Binder #3 – Project Management Response
1. Preliminary Project Plan and Deliverables (4.D.1)
For all tasks within Activity 1 – Project/Contract Management and
Support, the Offeror must describe how it will meet the task
requirements.
For all tasks within Activity 2 – Technical Planning and Support,
the Offeror shall describe how it will meet the task requirements.
For all tasks within Activity 3 – Requirements Definition/Analysis,
the Offeror shall describe how it will meet the task requirements.
For all tasks within Activity 4 – Application Development, the
Offeror shall describe how it will meet the task requirements.
6.G.1.a.1 For all tasks within Activity 5 – Conversion, the
Offeror shall describe how it will meet the task
requirements.
6.G.1.a.2 For all tasks within Activity 6 – Testing, the Offeror
shall describe how they will meet the task
requirements.
6.G.1.b For all tasks within Activity 7 – Training (Development and
Implementation), the Offeror shall describe how it will
meet the task requirements.
For all tasks within Activity 8 – Pilot Implementation Support, the
Offeror shall describe how it will meet the task requirements.
For all tasks within Activity 9 – Statewide Implementation Support,
the Offeror shall describe how it will meet the task requirements.
For all tasks within Activity 10 – Ongoing Production Support, the
Offeror shall describe how it will meet the task requirements.
2. Project Organization Chart and Description (4.D.2)
Offerors shall provide a Project Organization Chart
Offerors shall include a preliminary Project Staffing Plan
Offeror shall show how Procuring Agency staff will be integrated
into the project
The proposal shall outline how the staffing plan will achieve
consistent, dependable service regardless of changes that may
directly influence work volume.
Each proposal must describe its back-up personnel plan, including a
discussion of the staffing contingency plan.
3. Planning Assumptions and Dependencies (4.D.3)
Offerors shall clearly identify all planning assumption and
dependencies in their proposals.
Planning assumptions or dependencies shall be submitted as a
single, comprehensive list accompanied by an appropriate
descriptive narrative.
Amendment 1 Page 251
STATE OF NEW MEXICO REQUEST FOR PROPOSALS
Human Services Department RFP #: 10-630-00-17771
Income Support Division ISD2 SYSTEM REPLACEMENT PROJECT
4. Project Status Reporting (4.D.4)
The Offeror shall include a preliminary Project Status Report in its
proposal.
5. System Development Life Cycle (SDLC) and Methodology (4.D.5)
Offerors shall propose and describe the SDLC and its methodology,
and how it is integrated in the project plan.
6. System Development Tools (4.D.6)
The Offeror should list all the tools used in the development life
cycle for the proposed solution with a detailed description of how
they are used and integrated.
7. Quality Assurance Methodology and Tools (4.D.7)
Offeror shall provide a descriptive narrative on their approach to
ensuring the quality of the system deliverables, documentation, and
resulting code throughout the SDLC.
8. Risk Management (4.D.8)
Offerors shall submit with their proposals a risk assessment
approach using the methodology published by the Project
Management Institute or other comparable methodology.
Offerors should describe their risk mitigation strategies, approach
and any resources the Procuring Agency may utilize to reduce risk
for the duration of the project.
9. Issue Management (4.D.9)
The Offeror shall include its approach to integrating an automated
issues collection tool for the tracking and reporting of issues.
10. Change Management (4.D.10)
The Offeror shall include its approach to integrating an automated
change control collection tool for the tracking and reporting of
change controls.
11. Miscellaneous Project Support (4.D.11)
The Offeror shall provide a description of its approach to support
the Federal Cost Allocation processes, including use of the latest
federally issued Cost Allocation Methodology (CAM) Tool Kit.
The Offeror shall describe a comprehensive approach to
transitioning application support to the Procuring Agency upon
contract end.
The Offeror must propose one year of maintenance and operations,
support during post implementation.
The Procuring Agency requires that the Offeror provide a cost for
an additional 20,000 contractor hours for system enhancements and
services during Ongoing Production Support.
All enhancements must be warranted for one year.
Amendment 1 Page 252
STATE OF NEW MEXICO REQUEST FOR PROPOSALS
Human Services Department RFP #: 10-630-00-17771
Income Support Division ISD2 SYSTEM REPLACEMENT PROJECT
Yes / No Binder #4 – Offeror Experience
1. Corporate Experience (4.E.1)
Offerors shall submit a Statement of relevant company experience.
The Offeror shall provide the following information as evidence of
the Offeror’s experience.
General Experience and Information
Eligibility System Experience
2. Subcontractor Experience (4.E.2)
Offerors shall submit a Statement of relevant experience of
subcontractors.
The Offeror shall provide the following information as evidence of
the subcontractor’s experience.
Subcontractor’s General Experience and Information
Subcontractor’s Experience Relative to this Project
3. Identification of Key Personnel (4.E.3)
Offerors shall provide a staff experience narrative for each key
personnel position. This narrative must be supported by the staff
resumes provided in Section 4.E.4, “Resumes and References”.
Specific requirements for the position must be met.
4. Resumes and References (4.E.4)
Offerors shall include in their proposals the completed Corporate
and Subcontractor reference forms provided in Appendix H,
“Corporate/Subcontractor Reference Form” which includes three
external references from clients who are willing to validate the
Offeror’s and Offeror’s subcontractor’s past performance on similar
projects.
Resumes shall be provided for each designated Key Personnel
position on the Offeror’s project organization chart.
Yes / No Binder #5 – Additional Specifications/Contract Terms and Conditions
1. Financial Stability (4.H.1)
Financial Statements
Pending Litigation Disclosure
Felony Conviction Disclosure
Performance Bond cost
2. Mandated Changes (4.J.1)
A Statement of concurrence is required. The cost shall be recorded
in Appendix E, “Proposal Cost Response Forms”.
3. Presentation/Demonstration Statement of Concurrence (4.J.2)
Statement of concurrence
Amendment 1 Page 253
STATE OF NEW MEXICO REQUEST FOR PROPOSALS
Human Services Department RFP #: 10-630-00-17771
Income Support Division ISD2 SYSTEM REPLACEMENT PROJECT
4. Project Office (4.J.3)
The Contractor shall agree to establish (purchase, rent or lease) for
the duration of the Contract a suitable facility located within the
vicinity of Santa Fe, NM to serve as the Project Office.
The Project Office must contain suitable space for the in-state
portion of the Contractor’s project team, up to 25 (estimated)
members of the Procuring Agency’s personnel, and meeting rooms
large enough for joint team meetings, requirements / JAD sessions,
and training sessions.
The Project Office shall be fully equipped with computer
equipment, telephone, network access, facsimile machines, and
copy machines.
Offerors shall submit with their proposal a letter from the owner of
the facility documenting the fact that suitable arrangements have
been made in event the Offeror is awarded the Contract. The letter
should identify the location, size of the facility and its availability
for occupancy.
5. Warranty (4.J.4)
The warranty period shall be a minimum of twelve (12) months
from the date of system acceptance. Warranty services shall be
performed at no cost to the Procuring Agency. A Statement of
concurrence is required.
6. Federal Funding for Medicaid Eligibility Determination and Enrollment
Activities, CMS-2346-P (4.J.6)
A Statement of concurrence is required
7. Proposed System in Production (4.I.1)
Included if applicable
8. License Agreement (Licensed Software Only) (4.I.2)
Included if applicable
9. Software Licenses Maintenance and Support (4.I.3)
Offerors shall include a description of their software Licenses
including maintenance and support services in their proposals.
10. Software in Escrow (Licensed Software Only) (4.I.4)
Included if applicable
11. New Mexico Employees Health Coverage Form (4.H.4)
Form properly completed and included in proposal.
12. Campaign Contribution Form (4.H.5)
Form properly completed and included in proposal.
Amendment 1 Page 254
STATE OF NEW MEXICO REQUEST FOR PROPOSALS
Human Services Department RFP #: 10-630-00-17771
Income Support Division ISD2 SYSTEM REPLACEMENT PROJECT
13. Pay Equity (4.H.6)
A Statement of concurrence is required
14. Suspension and Debarment Requirement (4.H.7)
Form properly completed and included in proposal.
15. Offer Certification (4.H.8)
Section properly completed and included in proposal.
16. Contract Terms and Conditions (2.C.15), if applicable
17. Offeror Terms and Conditions (2.C.16), if applicable
Yes / No Binder #6 (A through N) – Supporting Materials
Yes / No Binder #7 – Cost Proposal
1. Cost Response Forms (Appendix E)
Appendix E.1 Form properly completed and included in the
proposal
Appendix E.2 Form properly completed and included in the
proposal
Appendix E.3 Form properly completed and included in the
proposal, if applicable
2. Performance Bond (4.H.2)
Statement of Intent
Written Evidence
3. Retainage (4.H.3)
Statement of Concurrence
Amendment 1 Page 255
STATE OF NEW MEXICO REQUEST FOR PROPOSALS
Human Services Department RFP #: 10-630-00-17771
Income Support Division ISD2 SYSTEM REPLACEMENT PROJECT
6.H. APPENDIX H – CORPORATE/SUBCONTRACTOR REFERENCE
FORM
To be completed for Offeror and each Subcontractor.
Name of Offeror/Subcontractor: ____________________________
Past Performance Reference #1
Name of governmental entity or company where services were provided:
Address of governmental entity or company where services were provided:
Name of contact person:
Telephone number of the contact person:
Email address of contact person:
Description of services provided and dates when the services were provided:
Past Performance Reference #2
Name of governmental entity or company where services were provided:
Address of governmental entity or company where services were provided:
Name of contact person:
Telephone number of the contact person:
Email address of contact person:
Description of services provided and dates when the services were provided:
Amendment 1 Page 256
STATE OF NEW MEXICO REQUEST FOR PROPOSALS
Human Services Department RFP #: 10-630-00-17771
Income Support Division ISD2 SYSTEM REPLACEMENT PROJECT
Past Performance Reference #3
Name of governmental entity or company where services were provided:
Address of governmental entity or company where services were provided:
Name of contact person:
Telephone number of the contact person:
Email address of contact person:
Description of services provided and dates when the services were provided:
Amendment 1 Page 257
STATE OF NEW MEXICO REQUEST FOR PROPOSALS
Human Services Department RFP #: 10-630-00-17771
Income Support Division ISD2 SYSTEM REPLACEMENT PROJECT
6.I. APPENDIX I – KEY STAFF REFERENCE FORM
To be completed for each member of the proposed Key Personnel staff
Name: ____________________________
Title: ____________________________
Proposed Role:____________________________________________________________
____________________________________________________________
Past Performance Reference #1
Name of governmental entity or company where services were provided:
Address of governmental entity or company where services were provided:
Name of contact person:
Telephone number of the contact person:
Email address of contact person:
Description of services provided and dates when the services were provided:
Past Performance Reference #2
Name of governmental entity or company where services were provided:
Address of governmental entity or company where services were provided:
Name of contact person:
Telephone number of the contact person:
Email address of contact person:
Description of services provided and dates when the services were provided:
Amendment 1 Page 258
STATE OF NEW MEXICO REQUEST FOR PROPOSALS
Human Services Department RFP #: 10-630-00-17771
Income Support Division ISD2 SYSTEM REPLACEMENT PROJECT
6.J. APPENDIX J – CAMPAIGN CONTRIBUTION DISCLOSURE FORM
Pursuant to the Procurement Code, Sections 13-1-28, et seq., NMSA 1978 and NMSA 1978, § 13-1-
191.1 (2006), as amended by Laws of 2007, Chapter 234, any prospective Contractor seeking to enter into
a Contract with any state Agency or local public body for professional services, a design and build
project delivery system, or the design and installation of measures the primary purpose of which is
to conserve natural resources shall file this form with that state Agency or local public body. This
form shall be filed even if the Contract qualifies as a small purchase or a sole source Contract. The
prospective Contractor shall disclose whether they, a family member or a representative of the
prospective Contractor has made a campaign contribution to an applicable public official of the state or a
local public body during the two years prior to the date on which the Contractor submits a proposal or, in
the case of a sole source or small purchase Contract, the two years prior to the date the Contractor signs
the Contract, if the aggregate total of contributions given by the prospective Contractor, a family member
or a representative of the prospective Contractor to the public official exceeds two hundred and fifty
dollars ($250) over the two year period.
Furthermore, the state Agency or local public body may cancel a solicitation or proposed award for a
proposed Contract pursuant to Section 13-1-181 NMSA 1978 or a Contract that is executed may be
ratified or terminated pursuant to Section 13-1-182 NMSA 1978 of the Procurement Code if: 1) a
prospective Contractor, a family member of the prospective Contractor, or a representative of the
prospective Contractor gives a campaign contribution or other thing of value to an applicable public
official or the applicable public official’s employees during the pendency of the procurement process or
2) a prospective Contractor fails to submit a fully completed disclosure Statement pursuant to the law.
The state Agency or local public body that procures the services or items of tangible personal property
shall indicate on the form the name or names of every applicable public official, if any, for which
disclosure is required by a prospective Contractor.
THIS FORM SHALL BE INCLUDED IN THE REQUEST FOR PROPOSALS AND SHALL BE FILED
BY ANY PROSPECTIVE CONTRACTOR WHETHER OR NOT THEY, THEIR FAMILY MEMBER,
OR THEIR REPRESENTATIVE HAS MADE ANY CONTRIBUTIONS SUBJECT TO DISCLOSURE.
The following definitions apply:
“Applicable public official” means a person elected to an office or a person appointed to complete a term
of an elected office, who has the authority to award or influence the award of the Contract for which the
prospective Contractor is submitting a competitive sealed proposal or who has the authority to negotiate a
sole source or small purchase Contract that may be awarded without submission of a sealed competitive
proposal.
“Campaign Contribution” means a gift, subscription, loan, advance or deposit of money or other thing
of value, including the estimated value of an in-kind contribution, that is made to or received by an
applicable public official or any person authorized to raise, collect or expend contributions on that
official’s behalf for the purpose of electing the official to statewide or local office. “Campaign
Contribution” includes the payment of a debt incurred in an election campaign, but does not include the
value of services provided without compensation or unreimbursed travel or other personal expenses of
individuals who volunteer a portion or all of their time on behalf of a candidate or political committee,
nor does it include the administrative or solicitation expenses of a political committee that are paid by an
organization that sponsors the committee.
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STATE OF NEW MEXICO REQUEST FOR PROPOSALS
Human Services Department RFP #: 10-630-00-17771
Income Support Division ISD2 SYSTEM REPLACEMENT PROJECT
“Family member” means spouse, father, mother, child, father-in-law, mother-in-law, daughter-in-law or
son-in-law of (a) a prospective Contractor, if the prospective Contractor is a natural person; or (b) an
owner of a prospective Contractor.
“Pendency of the procurement process” means the time period commencing with the public notice of
the request for proposals and ending with the award of the Contract or the cancellation of the request for
proposals.
“Prospective Contractor” means a person or business that is subject to the competitive sealed proposal
process set forth in the Procurement Code or is not required to submit a competitive sealed proposal
because that person or business qualifies for a sole source or a small purchase Contract.
“Representative of a prospective Contractor” means an officer or director of a corporation, a member
or manager of a limited liability corporation, a partner of a partnership or a trustee of a trust of the
prospective Contractor.
Name(s) of Applicable Public Official(s) if any: _________________________
(Completed by State Agency or Local Public Body)
DISCLOSURE OF CONTRIBUTIONS BY PROSPECTIVE CONTRACTOR:
Contribution Made By: __________________________________________
Relation to Prospective Contractor: __________________________________________
Date(s) Contribution(s) Made: __________________________________________
__________________________________________
Amount(s) of Contribution(s) __________________________________________
__________________________________________
Nature of Contribution(s) __________________________________________
__________________________________________
Purpose of Contribution(s) __________________________________________
__________________________________________
(Attach extra pages if necessary)
___________________________ ______________________ ____________________
Signature Title (Position) Date
--OR—
NO CONTRIBUTIONS IN THE AGGREGATE TOTAL OVER TWO HUNDRED FIFTY DOLLARS
($250) WERE MADE to an applicable public official by me, a family member or representative.
___________________________ ______________________ ____________________
Signature Title (Position) Date
Amendment 1 Page 260
STATE OF NEW MEXICO REQUEST FOR PROPOSALS
Human Services Department RFP #: 10-630-00-17771
Income Support Division ISD2 SYSTEM REPLACEMENT PROJECT
6.K. APPENDIX K – NEW MEXICO EMPLOYEES HEALTH
COVERAGE FORM
1. For all Contracts solicited and awarded on or after January 1, 2008: If the Offeror has, or grows
to, six (6) or more employees who work, or who are expected to work, an average of at least 20 hours per
week over a six (6) month period during the term of the Contract, Offeror shall agree to:
(a) have in place, and agree to maintain for the term of the Contract, health insurance for those employees
and Offer that health insurance to those employees no later than July 1, 2008 if the expected annual value
in the aggregate of any and all Contracts between Contractor and the State exceed one million dollars or;
(b) have in place, and agree to maintain for the term of the Contract, health insurance for those employees
and Offer that health insurance to those employees no later than July 1, 2009 if the expected annual value
in the aggregate of any and all Contracts between Contractor and the State exceed $500,000 dollars or
(c) have in place, and agree to maintain for the term of the Contract, health insurance for those employees
and Offer that health insurance to those employees no later than July 1, 2010 if the expected annual value
in the aggregate of any and all Contracts between Contractor and the State exceed $250,000 dollars.
2. Offeror shall agree to maintain a record of the number of employees who have (a) accepted health
insurance; (b) decline health insurance due to other health insurance coverage already in place; or (c)
decline health insurance for other reasons. These records are subject to review and audit by a
representative of the state.
3. Offeror shall agree to advise all employees of the availability of State publicly financed health
care coverage programs by providing each employee with, as a minimum, the following web site link to
additional information http://insurenewmexico.state.nm.us/.
4. For Indefinite Quantity, Indefinite Delivery Contracts (price agreements without specific
limitations on quantity and providing for an indeterminate number of orders to be placed against it); these
requirements shall apply the first day of the second month after the Offeror reports combined sales (from
state and, if applicable, from local public bodies if from a state price agreement) of $250,000, $500,000 or
$1,000,000.
Signature of Offeror:_________________________ Date________
Amendment 1 Page 261
STATE OF NEW MEXICO REQUEST FOR PROPOSALS
Human Services Department RFP #: 10-630-00-17771
Income Support Division ISD2 SYSTEM REPLACEMENT PROJECT
6.L. APPENDIX L – SUSPENSION AND DEBARMENT REQUIREMENT
CERTIFICATION REGARDING DEBARMENT, SUSPENSION, PROPOSED DEBARMENT, AND
OTHER RESPONSIBILITY MATTERS
The entering of a Contract between HSD and the successful Offeror pursuant to this RFP is a “covered
transaction,” as defined by 45 C.F.R. Part 76. HSD’s Contract with the successor Offeror shall contain a
provision relating to debarment, suspension, and responsibility substantially in the form contained in
Article 33 of Appendix L. All Offerors shall provide as a part of their proposals a certification to HSD in
the form provided below. Failure of an Offeror to furnish a certification or provide such additional
information as requested by the Procurement Manager for this RFP will render the Offeror non-
responsible. Furthermore, the Offeror shall provide immediate written notice to the Procurement
Manager for this RFP if, at any time prior to Contract award, the Offeror learns that its certification was
erroneous when submitted or has become erroneous by reason of changed circumstances.
Although HSD may review the veracity of the certification through the use of the federal Excluded Parties
Listing System or by other means, the certification provided by the Offeror in paragraph (a), below, is a
material representation of fact upon which HSD will rely when making a Contract award. If it is later
determined that the Offeror knowingly rendered an erroneous certification, in addition to other remedies
available to HSD, HSD may terminate the Contract resulting from this request for proposals for default.
The certification provided by the Offeror in paragraph (a), below, will be considered in connection with a
Determination of the Offeror's responsibility. A certification that any of the items in paragraph (a),
below, exists may result in rejection of the Offeror’s proposal for non-responsibility and the withholding
of an award under this RFP. If the Offeror’s certification indicates that that any of the items in paragraph
(a), below, exists, the Offeror shall provide with its proposal a full written explanation of the specific
basis for, and circumstances connected to, the item; the Offeror’s failure to provide such explanation will
result in rejection of the Offeror’s proposal. If the Offeror’s certification indicates that that any of the
items in paragraph (a), below, exists, HSD, in its sole discretion, may request, that the U.S. Department
of Health and Human Services grant an exception under 45 C.F.R. §§ 76.120 and 76.305 if HSD believes
that the procurement schedule so permits and an exception is applicable and warranted under the
circumstances. In no event will HSD award a Contract to an Offeror if the requested exception is not
granted for the Offeror.
(1) By signing and submitting a proposal in response to this RFP, the Offeror certifies, to the best of its
knowledge and belief, that:
(i) The Offeror and/or any of its Principals-
(A) Are are not presently debarred, suspended, proposed for debarment, or declared ineligible
for the award of Contracts by any Federal department or Agency;
(B) Have have not , within a three-year period preceding the date of the Offeror’s proposal,
been convicted of or had a civil judgment rendered against them for: commission of fraud or a criminal
offense in connection with obtaining, attempting to obtain, or performing a public (Federal, state, or local)
Contract or subcontract; violation of Federal or state antitrust statutes relating to the submission of Offers;
or commission of embezzlement, theft, forgery, bribery, falsification or destruction of records, making
false Statements, tax evasion, or receiving stolen property;
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STATE OF NEW MEXICO REQUEST FOR PROPOSALS
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Income Support Division ISD2 SYSTEM REPLACEMENT PROJECT
(C) Are are not presently indicted for, or otherwise criminally or civilly charged by a
governmental entity (Federal, State or local) with, commission of any of the offenses enumerated in
paragraph (a) (1) (i) (B) of this certification;
(D) Have have not , within a three-year period preceding the date of Offeror’s proposal, had
one or more public agreements or transactions (Federal, State or local) terminated for cause or default;
and
(E) Have have not been excluded from participation from Medicare, Medicaid or other federal
health care programs pursuant to Title XI of the Social Security Act, 42 U.S.C. § 1320a-7.
(ii) "Principal," for the purposes of this certification, shall have the meaning set forth in 45 C.F.R. §
76.995 and shall include an officer, director; owner, partner, principal investigator, or other person having
management or supervisory responsibilities related to a covered transaction. “Principal” also includes a
consultant or other person, whether or not employed by the participant or paid with Federal funds, who: is
in a position to handle Federal funds; is in a position to influence or control the use of those funds; or
occupies a technical or professional position capable of substantially influencing the development or
outcome of an activity required to perform the covered transaction.
(iii) For the purposes of this certification, the terms used in the certification, such as covered transaction,
debarred, excluded, exclusion, ineligible, ineligibility, participant, and person have the meanings set forth
in the definitions and coverage rules of 45 C.F.R. Part 76.
(iv) Nothing contained in the foregoing certification shall be construed to require establishment of a
system of records in order to render, in good faith, the certification required by paragraph (a) of this
provision. The knowledge and information of an Offeror is not required to exceed that which is normally
possessed by a prudent person in the ordinary course of business dealings.
OFFEROR: ___________________________________________
SIGNED BY: ___________________________________________
TITLE: ___________________________________________
DATE: ___________________________________________
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6.M. APPENDIX M – ACROYNMS
ACRONYMS
A&A Aid and Attendance
ABAWD Able Bodied Adults Without Dependents
ACF DHHS Administration for Children & Families
ACS ACS State Healthcare
ADH Administrative Disqualification Hearing
AFDC Aid to Families with Dependent Children
Alerts Alerts are reminders that a task or activity hasn't been done
ALTSD Aging & Long Term Services Department
Announcements Announcements are information to be distributed to HSD staff
ARC Adult Residential Care
ARC Agency Review Conference
AVS Asset Verification Services
BCDC Bernalillo County Detention Center
BENDEX Beneficiary Data Exchange
Benefit Card Benefit card includes SNAP and CASH EBT and the Medicaid ID card
BHO Behavioral Health Organization
BIA Bureau of Indian Affairs
BIA GA Bureau of Indian Affairs General Assistance
CACFP Child and Adult Care Food Program
Case Centric Case The traditional approach to case management where cases are assigned to a case
Management worker who is responsible for end-to-end case processing
Case Worker Any HSD staff member assigned to any part of case processing
Case Manager Any authorized individual providing NMW work program services
Category See Program Category
CDC Centers for Disease Control and Prevention
CE Categorical Eligibility
CFR Code of Federal Regulations
CHIP Children's Health Insurance Program
CMS Center for Medicare & Medicaid Services
CMS Children's Medical Service
CN Child Nutrition
COBRA Consolidated Omnibus Budget Reconciliation Act
COLA Cost Of Living Allowance
CoLTS Coordination of Long Term Services
CPU Change Processing Unit
CS Child Support
CSED Child Support Enforcement Division
CSMIA Community Spouse Monthly Income Allowance
CSRA Community Spouse Resource Allowance
CVU Citizenship Verification Unit
CYFD Children Youth and Families Department
D&E Disabled and Elderly
Dashboard Dashboard is a panel on the computer screen that is used to navigate through the
computer system and display task, alerts and announcements.
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DD Developmentally Disabled
DDS Disability Determination Services
DDU Disability Determination Unit
DHG Debra Hatten-Gonzales Settlement Agreement
DHHS Department of Health & Human Services
DIFSLA Disclosure of Information to Federal, State, and Local Agencies
DOB Date of Birth
DOC Department of Corrections
DOD Date of Death
DOH Department of Health
DoIT Department of Information Technology
DOS Date of Service
DOT Dictionary of Occupational Titles
DRA Deficit Reduction Act
DVOTI Domestic Violence Offender Treatment or Intervention
DVR Department of Vocational Rehabilitation
DWS Department of Workforce Solutions
E&T Employment and Training
EBT Electronic Benefit Transfer
EDBC Eligibility Determination and Benefit Calculation
EDRS Electronic Disqualified Recipient System
EFT Electronic Funds Transfer
EI Earned Income
EMSA Emergency Medical Services for Aliens
EPSDT Early Periodic Screening, Diagnosis and Treatment
ERB Employment Retention Bonus Program
EW Eligibility Worker
FA Financial Assistance
FAA Family Assistance Analyst
FAP Financial Assistance Program
FBR Federal Benefit Rate
FDPIR Food Distribution Programs on Indian Reservations
FFY Federal Fiscal Year
FHB Fair Hearings Bureau
FIDM Financial Institution Data Match
FIT Family, Infants and Toddlers
FLSA Fair Labor Standards Act
FM Federal Match Code
FMV Fair Market Value
FNS Food & Nutrition Services
FNSRO Food and Nutritional Services Regional Office
FPG Federal Poverty Guidelines
FPL Federal Poverty Level
FPP Family Planning Program
FQHC Federally Qualified Health Centers
FS Food Stamps
FSMS Family Style Meal Service
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FTI Federal Tax Information
GA General Assistance
GIS Geographic Information Systems
GLA Group Living Arrangements
HCBWS Home and Community Based Waiver Services
HCH Health Care for the Homeless
HCSUA Heating or Cooling Standard Utility Allowance
HHBG House Hold Budget Group
HIPAA Health Insurance Portability and Accountability Act
HSD Human Services Department
HTPQ HI Third Party Query
HUD Housing and Urban Development
HUMAD Help Us Make A Decision
IAR Interim Assistance Reimbursement
ICF Intermediate Care Facility
ICFMR Institutional Care Facility for the Mentally Retarded
IDA Individual Development Account
IEP Individual Educational Plan
IEVS Income Eligibility Verification Systems
IIM Individual Indian Monies
INM Insure New Mexico
INS Immigration Naturalization Services
IPV Intentional Program Violation
IRP Individual Responsibility Plan
IRS Internal Revenue Services
IRU Incapacity Review Unit
ISD Income Support Division
ISP Individual Service Plan
IVR Interactive Voice Response
JPM JP Morgan Chase
LIHEAP Low Income Home Energy Assistance Program
LIS Low Income Subsidy
LITAP Low Income Telephone Assistance Program
LOC Level of Care
LTC Long Term Care
LUA Limited Utility Allowance
MA Medical Assistance
MAD Medical Assistance Division
MAWC Medical Assistance for Women and Children
MCC Medical Care Credit
MCO Managed Care Organizations
MDC Metropolitan Detention Center
ME Management Evaluations
MEVS Medicaid Eligibility Verification System
MF Medically Fragile
MMIS Medicaid Management Information System
MOSAA Medicaid On-Site Application Assistance
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MRU Medicaid Renewal Unit
MSBS Medicaid School Based Services
MSP Medicare Savings Program
MVD Motor Vehicle Department
NADA National Automobile Dealers Association
NAP Nutritional Assistance Program
NBCCEDP National Breast and Cervical Cancer Early Detection Program
NMAC New Mexico Administrative Code
NMCAP New Mexico Modified Combined Application Project
NOAA Notice Of Adverse Action
NSF Non Sufficient Funds
OASDI Old Age, Survivors, and Disability Insurance
OGC Office of General Counsel
OIG Office of Inspector General
OOS Office Of the Secretary
PACE Program of All-inclusive Care for the Elderly
PAK Premium Assistance for Kids
PAM Premium Assistance for Maternity
PARIS Public Assistance Reporting Information System
PCO Personal Care Option
PE Presumptive Eligibility
PED Public Education Department
PNA Personal Needs Allowance
POS Point Of Service
PRC Public Regulation Commission
Process Centric Case An approach to case management that assigns workers to specific pieces of case
Management processing rather than assigning workers to handle a case end-to-end
Program Category Categories are a sub-group within a Program Type such as TANF, General
Assistance, Education Works, etc are Categories within Cash Assistance
Program Type Program types include SNAP, Cash Assistance, Medical Assistance, LIHEAP.
Some program types contain numerous categories of assistance
QA Quality Assurance
QA Pro Quick Address Pro
QC Quality Control
QI1 Qualified Individuals
QMB Qualified Medicare Beneficiary
RRP Refugee Resettlement Program
Salud! NM Medicaid Management Care Program
SAVE Systematic Alien Verification for Entitlements
SCI State Coverage Insurance
SDX State Data eXchange
SE Self-Employment
SFY State Fiscal Year
SHARE Statewide Human Resources, Accounting, and Management REporting System
SLIMB Specified Low Income Medicare Beneficiary
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SNAP Supplemental Nutritional Assistance Program
SOE Summary of Evidence
SR Simplified Report
SSA Social Security Administration
SSI Supplemental Security Income
SSN Social Security Number
SSP Specialized Service Plan
TANF Temporary Assistance for Needy Families
Tasks Tasks are activities that need to be performed
TBI Traumatic Brain Injury
TBP Transitional Bonus Program
TPL Third Party Liability
TRD Taxation and Revenue Department
UCB Unemployment Compensation Benefits
UEI Unearned Income
UNMH University of New Mexico Hospital
UR Utilization Review
USCIS United States Citizenship and Immigration Services
USDA United States Department of Agriculture
VA Veterans Administration
WIA Workforce Investment Act
WIC Women, Infants and Children
WPA Work Participation Agreement
YES-NM Your Eligibility System New Mexico
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6.N. APPENDIX N – Question and Answer Form
New Mexico Human Services Department
RFP # #: 10-630-00-17771
Question and Answer Form
Reference
Question # Page/ Paragraph/ Question
Section
Sample
Sample Sample “Mandatory” definition states that “Failure to meet a mandatory item or factor will result in the rejection of the
1 Page 3 Offeror’s proposal’ Would this hold true even if one mandatory factor from the list of Acceptance Checklist is
not met?
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6.O. APPENDIX O – Sample Infrastructure Diagram
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6.P. APPENDIX P – Hardware/Software Inventory
Appendix P.1
Hardware Inventory
Disk Space (GB)
Memory (GB)
Virtual (Y/N)
Environment
Server Name
Processor(s)
Core Qty
Function
Model
Make
OS
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Appendix P.2
Software Inventory
Renewal Estimate ($)
License Version/Date
Open Source (Y/N)
Software Vendor
License Quantity
Renewal Period
Software Name
Platform (OS)
Environment
Function
License
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6.Q. APPENDIX Q – CMS Guidance for Exchange and Medicaid IT Systems
Department of Health and Human Services
Office of Consumer Information and Insurance Oversight
Centers for Medicare & Medicaid Services
Guidance for Exchange and Medicaid
Information Technology (IT) Systems
Version 1.0
November 3, 2010
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Table of Contents
1. Introduction .................................................................................................................. 1
1.1 Purpose and Scope .........................................................................................................1
1.2 Collaborative IT Development Approach ......................................................................2
1.3 Document Organization .................................................................................................2
2. Governance ................................................................................................................... 3
3. Business Architecture .................................................................................................. 3
4. Cost Allocation ............................................................................................................. 4
5. Technical Architecture ................................................................................................ 5
5.1 Standards ............................................................................................................5
5.1.1 HIPAA Transaction Standards ........................................................................5
5.1.2 Additional Transaction Standards in the Affordable Care Act .......................5
5.1.3 Standards for Accessibility .............................................................................5
5.1.4 Security and Privacy .......................................................................................6
5.1.5 Other Standards ...............................................................................................6
5.2 Architecture Guidance .......................................................................................6
5.2.1 System Integration ..........................................................................................6
5.2.2 Service-Oriented Architecture ........................................................................7
5.2.3 Isolation of Business Rules .............................................................................7
5.2.4 Security and Privacy .......................................................................................7
5.2.5 Efficient and Scalable Infrastructure ..............................................................7
5.2.6 Transparency, Accountability and Evaluation ................................................7
5.2.7 System Performance .......................................................................................7
Acronyms ............................................................................................................................ 8
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1. Introduction
1.1 Purpose and Scope
The purpose of this document is to assist states as they design, develop, implement, and operate
technology and systems projects in support of the Affordable Care Act relating to the establishment
and operation of Health Insurance Exchanges as well as coverage expansions and improvements
under Medicaid and the Children’s Health Insurance Program (CHIP), and premium tax credits and
cost-sharing reductions under the Affordable Care Act. This guidance seeks to help states achieve
the necessary degree of interoperability between IT components in the federal and state entities that
work together to provide health insurance coverage through the Exchange, Medicaid or CHIP
programs. IT systems should be simple and seamless in identifying people who qualify for tax
credits, cost-sharing reductions, Medicaid, and CHIP.
Starting in 2014, Exchanges will help individuals and small employers shop for, select and pay for
high-quality, affordable private health plans that fit their individual needs at competitive prices. By
providing a place for one-stop shopping, Exchanges will make purchasing health insurance easier
and more understandable. As with other industries, having a sophisticated, consumer-friendly IT
infrastructure will be critical to success.
This Guidance for Exchange and Medicaid IT Systems, Version 1.0 (hereafter referred to as IT
Guidance), will be iterative, updated, and expanded over time. Version 1.0 establishes a framework
and approach for developing IT systems, focusing primarily on those components and functions that
are the subject of the Exchange IT Grant Funding Opportunity Announcement (FOA) issued by the
Office of Consumer Information and Insurance Oversight (OCIIO) on October 29, 2010, and the
Notice of Proposed Rulemaking on Federal Funding for Medicaid Eligibility Determination and
Enrollment Activities displayed in the Federal Register on November 3, 2010. (Additional
rulemaking will occur in 2011 and beyond.) If, in establishing final policies via rulemaking, the
framework and approach for developing IT systems is revised, this guidance will be revised as well.
This IT Guidance is a joint issuance of OCIIO and the Centers for Medicare & Medicaid Services
(CMS).
In the future, we expect to expand, as well as deepen, our discussion of the subjects addressed in
Version 1.0. Further guidance will be based on best IT practices, future policy decisions and
regulations; ongoing feedback from states, vendors, and other stakeholders; lessons learned from
early IT development projects; and further development and evolution of standards. States receiving
funding under a Cooperative Agreement for Exchange development or under an Advance Planning
Document (APD) under Medicaid for eligibility system development should pay close attention to
and comply with this guidance. To ensure that they remain on target with their IT development
projects, these states must review and comply with this guidance and well as review future iterations
carefully. Although OCIIO and CMS will use additional avenues for communication and guidance
to assist and oversee states as they request and utilize federal funds for Exchanges and Medicaid IT
development, this document and its future iterations, including any iterations that incorporate final
policies described in any Final Rule, should be considered a critical source of information to states.
OCIIO and CMS will use this guidance in reviewing state applications for funding under Exchange
grants and federal match under Medicaid.
The IT Guidance provides national direction on how IT systems should support and enable business
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operations and the processes for health care coverage through Exchanges and Medicaid as required
by the Affordable Care Act. We do not intend to impose a single IT solution on individual states and
will actively ensure the development of solutions and approaches that will work in all states to meet
key business objectives. The way in which states choose to construct and assemble the components
necessary to create their Exchange, Medicaid and CHIP systems will vary depending on a number of
factors, including the level of maturity of current systems, current and planned governance and
business models, size, and other factors.
1.2 Collaborative IT Development Approach
Improving the availability of high-quality health care coverage to families and individuals will be
achieved through a collaborative, intensive partnership between CMS, OCIIO, and states responsible
for implementation of the Exchanges and Affordable Care Act’s Medicaid and CHIP provisions.
This collaboration must occur within states (between the Exchanges and Medicaid, and CHIP as well
as stakeholders more generally). We further encourage states to work together and with federal
agencies to develop and deploy shared services to minimize the expense and reduce the risks
associated with individual state, end-to-end IT development and implementation. This collaboration
must also occur within the Federal government to ensure effective and efficient data exchange
between the health system and sources of authoritative data for such elements as income, citizenship
and immigration status. Finally, a high degree of collaboration must occur between the private and
public sectors to ensure appropriate coverage and financial support for employers and employees.
We intend to promote and foster the development of IT components and models that will drive the
delivery of intended business results. We will promote standards and foster the development of
shared business process models, requirements, specifications, technical architecture, and
programming to the maximum extent feasible. We also intend to communicate and provide access
to, at the earliest possible point, those IT capabilities or components developed and maintained at the
Federal level on which the states will rely. We expect that, in this highly collaborative atmosphere,
the best and most efficient solutions will emerge from the efforts of private-sector vendors, business
partners, and governmental projects funded at both the state and federal levels. Because of the
demanding timelines for development, testing, deployment, and operation of IT systems for
Exchanges and Medicaid agencies to extend coverage as required by the Affordable Care Act, we
want to support and identify those promising solutions early in the their life cycle. We also want to
ensure that state development approaches are sufficiently flexible to integrate successful components
as they become available.
1.3 Document Organization
This document is organized as follows:
Section 2, Governance. Defines responsibilities for this Guidance within the federal government.
Section 3, Business Architecture. Defines the key business assumptions and goals for Exchanges,
Medicaid, and CHIP.
Section 4, Cost Allocation. Describes the mechanisms and considerations for funding and
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coordinating between sources of funding for responsibilities shared among Exchanges, Medicaid and
CHIP.
Section 5, Technical Architecture. Identifies initial standards and high-level architectural guidance
for use in implementing provisions of the Affordable Care Act relating to Exchanges, Medicaid and
CHIP.
2. Governance
This IT Guidance provides guidance to States on the implementation of expanded health insurance
coverage under Exchanges, Medicaid, and CHIP.
This IT Guidance is the product of a joint development and review process within the U.S.
Department of Health and Human Services (HHS), involving both OCIIO and CMS. It is envisioned
that the IT Guidance and the health insurance Exchange core functions will be governed through a
System Development Life Cycle (SDLC)-type model that includes life-cycle phases and transition
stage gate reviews for such items as business service descriptions/definitions, requirements
specifications, system design specifications, data models, interface control documents, and
integration test cases.
Future versions of this IT Guidance will be developed with additional input from and consultation
with the states. States are invited to provide comments and ask questions relating to this guidance by
contacting either OCIIO or CMS.
This IT Guidance will not supplant or override statutory or regulatory direction or requirements
previously established by the Secretary of Health and Human Services. States who plan or
implement IT systems under the Affordable Care Act should consult existing law, regulations, and
policy guidance as well as this document.
3. Business Architecture
We expect IT systems to support a first-class customer experience, as well as seamless coordination
between the Medicaid and CHIP programs and the Exchanges and between the Exchanges and plans,
employers, and navigators. We also expect these systems to generate robust data in support of
program evaluation efforts and ongoing improvements in program delivery and outcomes. In
addition to reviewing the statutory requirements contained in the Affordable Care Act, states should
use the following assumptions and goals in their IT roadmaps:
States should aim to provide the same customer experience to all individuals seeking
coverage, regardless of source or amount of financial assistance for which they may qualify
or whether they enter the process through the Exchange, Medicaid, or CHIP. States should
aim to make it easy for individuals to explore information on their health coverage options,
and should quickly and accurately enroll individuals into coverage.
For most people, this routing and enrollment in the Exchange, Medicaid or CHIP will happen
in real time. Some people may experience discrepancies between the information they
provide and the information obtained through authoritative sources, which affects their
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eligibility. For those individuals, we expect a timely and responsive resolution process as
required by the Affordable Care Act. Other individuals may seek a specific determination by
Medicaid (because of disability, for example), that may require more information and
processing time.
Customers should experience this process as representing the highest level of service,
support, and ease of use, similar to that experienced by customers of leading service and
retail companies and organizations doing business in the United States.
States should aim to replicate this customer experience with other stakeholders and business
partners, including plans, employers, and navigators.
Most individuals will be evaluated for eligibility in the Exchange, Medicaid and CHIP using
a coordinated set of rules; as a result, we expect common systems and high levels of
integration to avoid duplication of costs, processes, data, and effort on the part of either the
state or the beneficiary. Such systems will support Exchanges as they execute
responsibilities for Medicaid and CHIP eligibility determinations and Medicaid and CHIP
agencies that interact with Exchange-eligible individuals.
For the purposes of the Affordable Care Act, HHS is developing a Federal approach to
verification from Federal agencies such as the Internal Revenue Service, so states will not
have to independently establish their own interfaces and connections.
IT systems should be able to generate data in support of performance management, public
transparency, policy analysis, and program evaluation.
4. Cost Allocation
The high degree of interaction and seamlessness required particularly between Exchanges, Medicaid
and CHIP necessitates highly integrated systems. There are, at present, opportunities for significant
leverage between Exchanges and Medicaid. As described below, States should use cost allocation
appropriately (in accordance with Office of Management and Budget (OMB) Circular A-87),
between the federal grants made available for Exchanges under the Affordable Care Act and federal
match available through Medicaid or other federal programs for IT support.
Federal grant funding made available to Exchanges under the Affordable Care Act cannot be used as
the state share for claiming federal matching funds.
States will need to allocate the costs of their IT systems proposals, considering OMB Circular A-87,
between the Exchanges and Medicaid for those activities in which Medicaid programs are likely to
benefit. Cost allocation with CHIP programs may also be needed. Some of the functions that we
anticipate will need cost-allocation include but may not be limited to eligibility, enrollment, and
possibly, consumer assistance. The administration of Exchanges and qualified health plans are
examples where it might be less likely that costs must be allocated between the two sources of
funding.
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5. Technical Architecture
5.1 Standards
Standards help achieve and sustain secure interoperability among state and federal health programs
and with providers and community organizations delivering care and promoting and organizing
access to coverage and benefits. It is our intent to ensure that any IT system development projects
supported through Exchanges, Medicaid or CHIP funding comply to the fullest extent possible with
standards in wide use within the U.S. health system and with standards endorsed or adopted by the
Secretary of Health and Human Services. These include Health Insurance Portability and
Accountability Act of 1996 (HIPAA) transaction standards, standards and protocols adopted by the
Secretary pursuant to Sections 1104 and 1561 of Affordable Care Act, standards to ensure
accessibility as well as security and privacy standards consistent with federal law. The following
paragraphs provide information relating to these and other standards.
5.1.1 HIPAA Transaction Standards
To improve the efficiency and effectiveness of the health care system, HIPAA included
administrative simplification provisions that required HHS to adopt national standards for electronic
health care transactions and code sets, unique employee and provider identifiers, and protection of
security and privacy. IT projects undertaken by states in support of the Affordable Care Act should
comply with all relevant HIPAA standards, including protection of personal health information.
5.1.2 Additional Transaction Standards in the Affordable Care Act
Section 1104 of the Affordable Care Act requires HHS to adopt a single set of operating rules for
each HIPAA transaction. Section 1561 of the Act calls upon the Secretary, in consultation with the
HIT Policy Committee and the HIT Standards Committee, to develop interoperable and secure
standards and protocols for enrollment. These standards were approved by Secretary Sebelius on
September 17th, 2010 and are accessible at:
http://healthit.hhs.gov/portal/server.pt?open=512&mode=2&objID=3161. One of the chief
recommendations from the Committees is that states collaborate using the National Information
Exchange Model (NIEM) and unified form to facilitate the enrollment process and common data
exchange.
Any additional standards, protocols, or approaches adopted by the Secretary pursuant to these two
sections of the Affordable Care Act should be considered and integrated into the IT development life
cycle undertaken by states.
5.1.3 Standards for Accessibility
Enrollment and eligibility systems should be designed to meet the diverse needs of users (e.g.,
consumers, state personnel, other third-party assisters) without barriers or diminished function or
quality.
Systems shall include usability features or functions that accommodate the needs of persons with
disabilities, including those who use assistive technology. State enrollment and eligibility systems
are subject to the program accessibility provisions of Section 504 of the Rehabilitation Act, which
include an obligation to provide individuals with disabilities an equal and effective opportunity to
benefit from or participate in a program, including those offered through electronic and information
technology. At this time, the Department will consider a recipient’s websites, interactive kiosks, and
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other information systems addressed by Section 508 Standards as being in compliance with Section
504 if such technologies meet those Standards. We encourage states to follow either the 508
guidelines or guidelines that provider greater accessibility to individuals with disabilities. States may
wish to consult the latest Section 508 guidelines issued by the US Access Board or W3C’s Web
Content Accessibility Guidelines (WCAG) 2.0
(see http://www.access-board.gov/sec508/guide/index.htm).
States should also take reasonable steps to provide meaningful access by persons with limited
English proficiency.
5.1.4 Security and Privacy
Information systems containing individually identifiable information and/or protected health
information (PHI) are required to implement adequate protections to ensure the protection of
sensitive data. The HIPAA Privacy and Security Rules specify privacy and security requirements
that HIPAA covered entities must follow. In designing their information systems, agencies should
also be aware of State laws that impose additional restrictions on the sharing of sensitive health
information.
The National Institute of Standards and Technology (NIST) has published a series of documents that
provide guidance to Chief Information Security Officers (CISO). While the NIST special
publications on security are compulsory only at the federal level, the special publications can serve as
useful guidance to non-federal agency CISOs in the implementation of a security program aimed at
the protection of both individually identifiable information and PHI.
See the link to NIST’s special publications: http://csrc.nist.gov/publications/PubsSPs.html;
additionally, a guide to implementing the HIPAA Security Rule can be found at:
http://csrc.nist.gov/publications/PubsFIPS.html
Finally, information systems containing tax return information must comply with the taxpayer
privacy and safeguards requirements of Section 6103 of the Internal Revenue Code.
5.1.5 Other Standards
Under the Information Technology Management Reform Act (Public Law 104-106), the Secretary of
Commerce approves standards and guidelines developed by NIST for federal computer systems that
extend beyond security and privacy. IT development projects should consider and apply NIST
standards as appropriate.
5.2 Architecture Guidance
This subsection provides initial, broad guidance for developing IT system architectures that support
the Health Insurance Exchanges and Medicaid and CHIP provisions contained in the Affordable Care
Act. Over time, the depth and breadth of these architectural standards will expand, providing
technical reference architectural guidance for secure and interoperable IT health care solutions to
support Exchanges and Medicaid as required by the Affordable Care Act.
Systems developed or enhanced to support functions of the Exchange should adhere to the following
architectural principles when possible.
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5.2.1 System Integration
Provide high-level integration of process flow and information flow with such business
partners as navigator, health plans, small businesses, brokers, employers, and others.
Apply a modular, flexible approach to systems development, including the use of open
interfaces and exposed application programming interfaces, and the separation of business
rules from core programming, available in both human and machine-readable formats.
Ensure seamless coordination between Medicaid, CHIP and the Exchange, and allow
interoperability with health information exchanges, public health agencies, human services
programs, and community organizations providing outreach and enrollment assistance
services.
5.2.2 Service-Oriented Architecture
Employ Web Services Architecture/Service-Oriented Architecture methodologies for system
design and development and to ensure standards-based interfaces to link partners and
information at both federal and state levels.
Employ common authoritative data sources and data exchange services, such as but not
limited to, federal and state agencies or other commercial entities.
Employ open architecture standards (non-proprietary) for ease of information exchanges.
5.2.3 Isolation of Business Rules
Use standards-based business rules and a technology-neutral business rule repository.
Enable the business rules to be accessible and adaptable by other states.
5.2.4 Security and Privacy
Support the application of appropriate controls to provide security and protection of enrollee
and patient privacy.
5.2.5 Efficient and Scalable Infrastructure
Leverage the concept of a shared pool of configurable, secure computing resources (e.g.,
Cloud Computing).
5.2.6 Transparency, Accountability, and Evaluation
Produce transaction data and reports in support of performance management, public
transparency, policy analysis and program evaluation.
Leverage Commercial Off-the-Shelf business intelligence functionality to support the
development of new reports and respond to queries.
Amendment 1 Page 281
STATE OF NEW MEXICO REQUEST FOR PROPOSALS
Human Services Department RFP #: 10-630-00-17771
Income Support Division ISD2 SYSTEM REPLACEMENT PROJECT
5.2.7 System Performance
Ensure quality, integrity, accuracy, and usefulness of functionality and information.
Provide timely information transaction processing, including maximizing real-time
determinations and decisions.
Ensure systems are highly available and respond in a timely manner to customer requests.
Amendment 1 Page 282
STATE OF NEW MEXICO REQUEST FOR PROPOSALS
Human Services Department RFP #: 10-630-00-17771
Income Support Division ISD2 SYSTEM REPLACEMENT PROJECT
Acronyms
APD Advance Planning Document
CHIP Children’s Health Insurance Program
CISO Chief Information Security Officer
CMS Centers for Medicare & Medicaid
Services
FOA Funding Opportunity Announcement
HHS U.S. Department of Health and Human
Services
HIPAA Health Insurance Portability and
Accountability Act of 1996
IRS Internal Revenue Service
IT Information Technology
NIEM National Information Exchange Model
NIST National Institute of Standards and
Technology
OCIIO Office of Consumer Information and
Insurance Oversight
PHI Protected Heath Information
SDLC System Development Life Cycle
WCAG Web Content Accessibility Guidelines
Amendment 1 Page 283
