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Acquisition RFP No. 0456-153 Request for BAFO September 17, 2004
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The State of Washington, Department of Social and Health Services (DSHS) is
requesting a Best and Final Offer (BAFO) from the Bidders per RFP Section 7.3.1. The
objectives of the BAFO are to:
Obtain the most competitive price while meeting all RFP requirements.
Ensure fairness in the evaluation by confirming that the Bidders’ proposed prices
include comparable services and functions.
Resolve possible misunderstandings that may have affected proposed costs.
Ensure proposed costs are sufficient so that additional State and/or Federal
appropriations are not required after contract execution.
Instructions:
Each Bidder must:
In accord with these instructions and those contained in RFP Section 5.1,
complete the attached BAFO Cost Proposal Form providing DSHS with a BAFO
that satisfies the Mandatory BAFO Requirements (MR) documented on the
following page. This BAFO Cost Proposal Form will replace your original Cost
Proposal Form and be scored according to RFP Section 7.2.8.
o Your BAFO Cost Proposal Form must not contain zeros in any field and all
costs must be included in the provided fields (i.e., there must not be any
costs identified outside of the designated fields of the table).
On a separate sheet from the BAFO Cost Proposal Form, restate each of the
mandatory BAFO Requirements below in the same sequence they appear on the
following page, including requirement number and the full text of the requirement,
and provide Bidder’s response immediately following each requirement.
Submit five copies of the BAFO to the RFP Coordinator at the address identified
in RFP Section 6.2.1 no later than 10:00 a.m. Pacific Daylight Time on
Monday, October 11, 2004.
Direct any questions regarding the BAFO request to the RFP Coordinator
identified in RFP Section 6.2.1.
Failure of a Bidder to submit a BAFO or to meet any or all of its requirements may
be deemed non-responsive and the Bidder may be disqualified from the
evaluation process. Furthermore, if it becomes apparent to DSHS at any point
during contract negotiations that the Bidder did not price its BAFO in a way that
meets all of the requirements below, DSHS reserves the right to cancel
negotiations with that Bidder and immediately begin negotiations with another
Bidder. This right is in addition to, and in no way limits, the rights of DSHS
identified in RFP Section 7.5.1.
DSHS reserves the right to amend this BAFO request.
Acquisition RFP No. 0456-153 Request for BAFO September 17, 2004
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Mandatory BAFO Requirements (MR)
1. As required by RFP Amendment 4, agree that your BAFO proposed price
includes the RFP Sample Contract terms as if you were going to sign the DSHS
Sample Contract, RFP Appendix AA, with no negotiation. (Note that this
requirement is for evaluation of cost proposals only and does not prevent
negotiation between the Bidder and DSHS per RFP Section 5.5).
2. As required in the RFP, see e.g., Section 5.1, agree that your BAFO proposed
price includes a solution that meets all RFP Requirements.
3. The RFP contains management, technical and functional requirements for all
three implementation phases. Accordingly, DSHS requires that Bidders complete
requirements verification, design and development activities for all three phases
upfront during Phase 1. (See RFP Section 2.10 and 1.8.3.) Agree that your
BAFO proposed price reflects this requirement and includes all Design,
Development, and Implementation costs for all three phases to support all RFP
requirements.
4. The Bidder proposal must support the current DSHS Operations and
Maintenance Model as described in RFP Section 1.4. Existing state law requires
that all functions currently performed by State staff must continue to be
performed by State staff. The only staffing roles to be proposed by the Bidder
are those described in RFP Section 1.4 for operating, maintaining and modifying
the MMIS and those described in RFP Section 4.8.2 Pharmacy Clinical Services.
Agree that your BAFO proposed price includes only Bidder staff to perform the
roles necessary to maintain and modify the MMIS and those roles identified in
RFP Sections 1.4 and 4.8.2.
5. Agree that your BAFO proposed price includes a private network environment as
the transport vehicle between the Bidder’s data center and the Bidder’s network
device within the State’s data center. Due to quality of service issues, the public
internet is not an acceptable transport vehicle. See RFP Section 3.11 Network
Connectivity.
6. DSHS expects that all hardware and software required to support all
requirements in the RFP be included in the Bidder’s proposal unless explicitly
specified. This requirement includes hardware and software required to support
OCR, Imaging and document management, and Contact and Call Center
Management. Agree that your BAFO proposed price includes all software and
hardware to support all RFP requirements and that existing DSHS hardware and
software are not included in your proposal unless explicitly identified in the RFP.
7. Agree that your BAFO proposed price includes the design, development and
implementation of a web portal for use by Washington State providers, health
plans, and clients per requirements in RFP Section 4.27 Internet Access.
8. Agree that your BAFO proposed price includes a solution that meets all federal
and state laws, rules, regulations, and requirements, including certification
requirements, as of the date of contract signing. Further, agree that your BAFO
proposed price includes a solution that meets all future laws, rules, regulations,
and requirements specifically identified in the RFP as requirements (e.g., NPI
Acquisition RFP No. 0456-153 Request for BAFO September 17, 2004
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and Medicare Part D). Finally, above and beyond those laws, rules, regulations,
and requirements identified in the RFP as requirements, agree that you commit
to providing DSHS a solution that meets all new laws, rules, regulations, and
requirements throughout the life of the contract subject to the change control
process in accord with RFP Section 2.5.3 and RFP Amendment AA Sections 11
and 15.
9. Agree that your BAFO proposed price includes design, development and
implementation of all interfaces, including the AFRS to MMIS interface to support
reconciliation of account code balances between MMIS and AFRS, per RFP
Sections 4.13.1 Financial, General and 3.12 Interfaces, and Appendix AJ
Interface Inventory.
10. Agree that your BAFO proposed price includes all data conversion required for
the operational MMIS, including historical SSPS data, as well as the Data
Warehouse for all three phases as required in RFP Section 2.10.7 Approach to
Data Conversion and Section 2.10.10.8 Final Conversion. Also confirm that the
Data Warehouse will include converted data in a single, common format from all
source files.
BAFO Cost Proposal Form September 17, 2004
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BAFO Cost Proposal Form
Instructions: Vendors must submit a completed BAFO Cost Proposal Form, per Request for
BAFO.
Fixed Price Cost Proposal for DDI:
One-Time DDI
Component
Costs1
1. Proposed Fixed Price
1. $____________
Includes all transfer system functionality including, but not limited
to, MR and SR requirements contained in this RFP, except
separately priced requirements identified below.
2. Separately Priced Requirements
a. Common Eligibility Interface Component a. $____________
(Requirement #3.12.4) b. $____________
b. Common Authorization Interface Component
c. $____________
(Requirement #3.12.6)
c. Payroll Withholdings d. $____________
(Requirements #4.13.5.4, #4.13.5.5, #4.13.5.6, 4.13.5.7) e. $____________
d. IVR Voice Recognition
(Requirement #4.18.17) f. $____________
e. Event Triggered Correspondence
(Requirement #4.24.24)
f. Magnetically Encoded Client ID Card Reader Devices. Price
per unit (Requirement #4.19.12 per Amendment #2)
2. $____________
Sub-total (a – e only):
3. Additional 1,000 hours
3. $____________
for specialized services per RFP Section 5.1
4. 10% of Proposed Fixed Price
4. $____________
for system enhancements per RFP Sections 2.5.3 and 5.1
5. “Blended” hourly rate
5. $____________
per RFP Section 5.1
Total: (1 + 2 + 3 + 4)
$_____________
1
To design, develop, test, and install the MMIS Re-Procurement Project as described by RFP #0456-153
BAFO Cost Proposal Form September 17, 2004
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Fixed Price Cost Proposal for On-going Operations and Maintenance2:
Component Year 1 Year 2 Year 3 Year 4 Year 5 Year 6 Total
1. Proposed Fixed Price
2. Proposed Fixed Price (adjusted
for 24 hour disaster recovery –
see Requirement # 3.8.5)
3. Proposed Fixed Price (adjusted
for 120 hour disaster recovery –
see Requirement # 3.8.5)
4. Proposed Price for System
Enhancements (10,000 hours at
the blended hourly rate to be
exercised at the state’s option)
5. Proposed Price for Vendor
Printed Remittance Advices
(RAs) per Amendment #4,
General Question
Note:
1. DSHS anticipates a phased implementation approach in accordance with RFP Section 1.8.3. Bidders must estimate operations
costs accordingly.
2. DSHS will pro-rate annual operating costs for a partial year in the event any implementation phase occurs after the start of a
calendar year.
2
To operate and maintain the MMIS Re-Procurement Project as described by RFP #0456-153.
BAFO Cost Proposal Form September 17, 2004
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3. On-going operations and maintenance payments will not commence until DSHS has determined the implemented system meets
State acceptance criteria as defined for each implementation phase in accordance with the process detailed in RFP Section
2.10.3.
4. Throughout the life of the contract, the Bidder shall provide, at no additional cost to DSHS, fixes to any defects or shortcomings of
the system per RFP Section 2.8.2, Operations and Maintenance.
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