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  1. 1. Data Broker Services RFP # 529-07-0087 June 26, 2007 Vendor Conference
  2. 2. Welcome <ul><li>Introductions </li></ul><ul><ul><li>Steve Bailey , Manager, Enterprise Contract and Procurement Services (ECPS) </li></ul></ul><ul><ul><li>Sherice Williams-Patty , HUB Coordinator, Administrative Services Development (ASD) </li></ul></ul><ul><ul><li>Allen Bledsoe , Director, Special Programs, State Operations </li></ul></ul><ul><ul><li>Chester Beattie , Assistant General Counsel </li></ul></ul><ul><li>Housekeeping Items </li></ul>
  3. 3. HHSC Procurement Roles <ul><li>ECPS - Responsible for procurement activity </li></ul><ul><li>HUB - Responsible for HUB activity </li></ul><ul><li>Program - Responsible for project scope, requirements, performance, results, contract management/monitoring </li></ul><ul><li>Legal - Questions/answers and legal activity matters </li></ul>
  4. 4. Data Broker Services Vendor Conference Overview <ul><li>Procurement Activities </li></ul><ul><li>HUB Items </li></ul><ul><li>RFP Overview </li></ul><ul><li>Questions Submittal </li></ul><ul><li>Break </li></ul><ul><li>Preliminary Responses to Questions </li></ul><ul><li>Closing Comments </li></ul>
  5. 5. Procurement Activities <ul><li>Questions & Answers </li></ul><ul><li>Sole Contact, Katherine Smith </li></ul><ul><li>Procurement Schedule </li></ul><ul><li>Solicitation Access </li></ul><ul><li>Submission Requirements </li></ul><ul><li>Solicitation Changes </li></ul><ul><li>Screening & Evaluation </li></ul><ul><li>Award Information </li></ul>
  6. 6. Historically Underutilized Business (HUB) Plans Requirements
  7. 7. <ul><li>RFP Section 4.0 Historically Underutilized Business Participation Requirements </li></ul><ul><li>HUB Subcontracting Plan (HSP) </li></ul><ul><li>Self Performance HSP </li></ul><ul><li>HSP Prime Contractor Progress Assessment Report </li></ul>Agenda Topics
  8. 8. <ul><li>HUB Participation Goals </li></ul><ul><li>Potential Subcontracting Opportunities </li></ul><ul><li>Vendor Intends to Subcontract </li></ul><ul><li>Minority or Women Trade Organizations </li></ul><ul><li>Self Performance </li></ul><ul><li>HSP Changes After Contract Award </li></ul><ul><li>Reporting and Compliance with the HSP </li></ul>RFP Section 4.0 – Historically Underutilized Business Participation Requirements
  9. 29. HSP Assistance from TBPC HUB Subcontracting Plan (HSP) Forms Step-by-step instructions and an audio on “ How to Complete an HSP ” is located on the Texas Building and Procurement Commission’s (TBPC’s) website at: http://www.tbpc.state.tx.us/communities/procurement/prog/hub/hub-subcontracting-plan How to Complete an HSP Play Windows Media Version (2.9 mb download) Play Macromedia Flash version (1.8 mb download) Read Video Transcript (.rtf file) (43k download)
  10. 30. Administrative Services Development HUB Program Office <ul><li>Robert L. Hall, C.P.M . </li></ul><ul><li>Administrative Services Development Director </li></ul><ul><ul><li>(512) 424-6596 </li></ul></ul><ul><ul><li>[email_address] </li></ul></ul><ul><li>Carlos Balderas, HUB Administrator </li></ul><ul><ul><li>(512) 424-6896 </li></ul></ul><ul><ul><li>[email_address] </li></ul></ul><ul><li>Sherice Williams-Patty, HUB Administrator </li></ul><ul><ul><li>(512) 424-6903 </li></ul></ul><ul><ul><li>[email_address] </li></ul></ul>
  11. 31. General Information
  12. 32. General Information <ul><li>Mission Statement </li></ul><ul><li>The mission of the Health and Human Services Commission (HHSC) in this procurement is to contract with a single qualified vendor, to provide services and technology that will assist HHSC in the determination and administration of client eligibility for receiving client services. </li></ul><ul><li>Mission Objective </li></ul><ul><li>To enter into a contract in which the contractor will: </li></ul><ul><ul><li>Provide services and technology that will assist HHSC in the determination of client eligibility and verification of information provided by clients applying for or receiving client services </li></ul></ul><ul><ul><li>Provide services and technology for a re-certification of eligibility process, based on a system of objective, risk-based factors and conditions, which will assist HHSC staff in determining if clients can be automatically re-certified without a personal interview or requiring additional information from a client. </li></ul></ul>
  13. 33. Project Timeline <ul><li>RFP Release Date June 11, 2007 </li></ul><ul><li>Vendor Pre-Proposal Conference June 26, 2007 </li></ul><ul><li>Vendor Questions due by 5pm CDT June 26, 2007 </li></ul><ul><li>HHSC Responses to Vendor Questions Posted July 10, 2007 </li></ul><ul><li>Vendor Proposals due by 5pm CDT August 6, 2007 </li></ul><ul><li>Optional Vendor Demonstrations/Oral August 27, 2007—Presentations August 31, 2007 </li></ul><ul><li>Tentative Award Announcement October 1, 2007 </li></ul><ul><li>Anticipated Contract Start Date November 1, 2007 </li></ul>
  14. 34. Scope of Work
  15. 35. Scope of Work <ul><li>HHSC is seeking the assistance of a vendor to establish and implement Data Broker Services that meets the following general design requirements: </li></ul><ul><ul><li>Client eligibility determination </li></ul></ul><ul><ul><li>Re-certification of benefits </li></ul></ul><ul><ul><li>Continued… </li></ul></ul>
  16. 36. Scope of Work <ul><ul><li>Provides the following services to help determine client eligibility: </li></ul></ul><ul><ul><ul><li>Credit history information </li></ul></ul></ul><ul><ul><ul><li>Texas vehicle registration information </li></ul></ul></ul><ul><ul><ul><li>Texas criminal history, Texas property records, Social Security Number (SSN) death master file </li></ul></ul></ul><ul><ul><ul><li>Industry standard web service interface with the Texas Workforce Commission (TWC) </li></ul></ul></ul><ul><ul><ul><li>Single web-based portal for SAVERR </li></ul></ul></ul><ul><ul><ul><li>Initial Training sessions for hardware requirements, set-up procedures, overview of available data, permissible purpose for requesting data, how to read/use data, limitations on the use of data, hands on training for using the Data Broker System </li></ul></ul></ul><ul><ul><ul><li>Procedures to measure and control PERM within Medicaid and CHIP to within a four (4) percent error rate, or established federal guidelines </li></ul></ul></ul>
  17. 37. Scope of Work <ul><li>Successful Vendor will provide the following </li></ul><ul><ul><li>Transition the current data broker function from the existing vendor </li></ul></ul><ul><ul><li>Manage, distribute and account for all information that is provided </li></ul></ul><ul><ul><li>Monitor quality of service provided </li></ul></ul><ul><ul><li>Data is collected as required by HHSC </li></ul></ul><ul><ul><li>Corrective action if operational or quality problems arise </li></ul></ul><ul><ul><li>Unlimited access to the database as HHSC determines necessary </li></ul></ul><ul><ul><li>Disaster Recovery Plan </li></ul></ul><ul><ul><li>Ability for HHSC to add new related services </li></ul></ul><ul><ul><li>Maintain accountability to HHSC </li></ul></ul>
  18. 38. Scope of Work <ul><li>Transaction Response Times </li></ul><ul><ul><li>Not to exceed eight (8) seconds </li></ul></ul><ul><ul><li>Is measured and calculated on a daily basis </li></ul></ul><ul><li>System Development </li></ul><ul><ul><li>Documentation </li></ul></ul><ul><ul><li>Detailed Work plans updated </li></ul></ul><ul><ul><li>Schedules for all system components </li></ul></ul><ul><ul><li>Acceptance testing </li></ul></ul>
  19. 39. Scope of Work <ul><li>System Maintenance and Enhancement </li></ul><ul><ul><li>Maintain optimized levels </li></ul></ul><ul><ul><li>Defined including interfaces </li></ul></ul><ul><ul><li>Defined software development initiative </li></ul></ul><ul><ul><li>Procedures for communicating with users about operations and applications software upgrades and for implementing these upgrades </li></ul></ul><ul><ul><li>Provide preventive maintenance program </li></ul></ul>
  20. 40. Scope of Work <ul><li>System Availability </li></ul><ul><ul><li>Provide a minimum of 99.5 percent Uptime in each calendar month </li></ul></ul><ul><ul><li>Downtime defined as any service outage that occurs outside of the defined required availability </li></ul></ul><ul><ul><li>Downtime begins when the Vendor discovers the outage or is notified by HHSC </li></ul></ul><ul><ul><li>Downtime attributable exclusively to telephony communications or HHSC’s communication network failure </li></ul></ul>
  21. 41. Scope of Work <ul><li>Technology Updates </li></ul><ul><ul><li>Must include an optional technology refresh of hardware and software at no additional expense to HHSC </li></ul></ul><ul><li>Management Plans are operating tools for the life of the Contract. Such plans include the following: </li></ul><ul><ul><li>Project Management Plan will include defined expectations of the contract deliverables, schedule for key activities and milestones </li></ul></ul><ul><ul><ul><li>Project Tracking </li></ul></ul></ul><ul><ul><ul><li>Quality Management </li></ul></ul></ul><ul><ul><ul><li>Change Management </li></ul></ul></ul><ul><ul><ul><li>Risk Management </li></ul></ul></ul><ul><ul><ul><li>Problem Management </li></ul></ul></ul><ul><ul><ul><li>Integration Management </li></ul></ul></ul><ul><ul><ul><li>Configuration Management </li></ul></ul></ul>
  22. 42. Scope of Work <ul><ul><li>Implementation Plan describes how the transition of functions, facilities and processes will transition from the current vendor to the awarded vendor </li></ul></ul><ul><ul><ul><li>Schedule of key milestones </li></ul></ul></ul><ul><ul><ul><li>Outline of procedures to be followed </li></ul></ul></ul><ul><ul><ul><li>Identify key issues that need to be addressed </li></ul></ul></ul><ul><ul><ul><li>Identify roles and responsibilities </li></ul></ul></ul><ul><ul><ul><li>Point of contact and procedures for managing problems/issues </li></ul></ul></ul><ul><ul><ul><li>Implementation test plan which allows for at least two trial conversion tests </li></ul></ul></ul><ul><ul><ul><li>Contingency plan for failed transition of services </li></ul></ul></ul>
  23. 43. Scope of Work <ul><ul><li>Acceptance Testing Plan will define the responsibilities of the Vendor and HHSC </li></ul></ul><ul><ul><ul><li>Acceptance Test Work Plan-define activities </li></ul></ul></ul><ul><ul><ul><li>Stakeholder Responsibilities-describe the activities for various stakeholder groups and their responsibilities </li></ul></ul></ul><ul><ul><ul><li>Define Acceptance testing criteria (metrics) </li></ul></ul></ul>
  24. 44. Scope of Work <ul><ul><li>Security Management Plan must include methods for resolving the following major security concerns: </li></ul></ul><ul><ul><ul><li>Environmental </li></ul></ul></ul><ul><ul><ul><li>Physical Site </li></ul></ul></ul><ul><ul><ul><li>Computer Hardware </li></ul></ul></ul><ul><ul><ul><li>Computer software </li></ul></ul></ul><ul><ul><ul><li>Data Access and Storage </li></ul></ul></ul><ul><ul><ul><li>Client/User </li></ul></ul></ul><ul><ul><ul><li>Telecommunications </li></ul></ul></ul><ul><ul><ul><li>Network </li></ul></ul></ul>
  25. 45. Scope of Work <ul><ul><li>Training and Communication Plan must provide comprehensive strategy to train and communicate to internal/external stakeholders. Plan must include but is not limited to the following: </li></ul></ul><ul><ul><ul><li>Audiences; Internal/External </li></ul></ul></ul><ul><ul><ul><li>Description of the types of training/communications </li></ul></ul></ul><ul><ul><ul><li>Description of methods of delivery </li></ul></ul></ul><ul><ul><ul><li>Communication Procedures, protocols and feedback systems to coordinate daily operational activities </li></ul></ul></ul><ul><ul><ul><li>Methods for training course evaluation </li></ul></ul></ul><ul><ul><ul><li>Methods for identifying HHSC ongoing training/communication needs </li></ul></ul></ul><ul><ul><ul><li>Requirement for providing printed material </li></ul></ul></ul><ul><ul><ul><li>Tasks, deliverables and milestones </li></ul></ul></ul>
  26. 46. Scope of Work <ul><ul><li>Disaster Recovery Plan/Business Continuity Plan must include the following: </li></ul></ul><ul><ul><ul><li>Processes/procedures to provide for uninterrupted service delivery for all services </li></ul></ul></ul><ul><ul><ul><li>A provision for annual testing procedures </li></ul></ul></ul><ul><ul><ul><li>Courses of action to address potential and probable issues or problems that could occur during operations </li></ul></ul></ul><ul><ul><ul><li>Location of all disaster recovery operations must also be identified and approved by HHSC </li></ul></ul></ul>
  27. 47. Scope of Work <ul><ul><li>Transition Plan must describe the vendor’s role and responsibilities during a transition period to a new vendor. The plan must include but is not limited to the following: </li></ul></ul><ul><ul><ul><li>Issues that need to be addressed during a transition period </li></ul></ul></ul><ul><ul><ul><li>Vendor’s/HHSC/Stakeholders roles and responsibilities </li></ul></ul></ul><ul><ul><ul><li>Outline key milestones </li></ul></ul></ul><ul><ul><ul><li>Outline or procedures to follow </li></ul></ul></ul><ul><ul><ul><li>The method of identifying, documenting and transferring assets </li></ul></ul></ul><ul><ul><ul><li>A contact person/procedures for managing problems/issues </li></ul></ul></ul><ul><ul><ul><li>Contingency for failed transition of services </li></ul></ul></ul>
  28. 48. Performance Measures and Associated Remedies <ul><li>General Performance Standards </li></ul><ul><ul><li>Monitoring </li></ul></ul><ul><ul><ul><li>Evaluation will be performed on a regular basis to determine accuracy, timeliness of expectations and activities outlined. </li></ul></ul></ul><ul><ul><li>Remedies and Liquidated Damages </li></ul></ul><ul><ul><ul><li>Written ten (10) day notice </li></ul></ul></ul><ul><ul><ul><li>Specified “cure period” will allow written response from the vendor an opportunity to address the potential damages </li></ul></ul></ul>
  29. 49. Vendor Questions