Data Broker Services RFP

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Data Broker ServicesRFP 529-07-0087
Vendor Conference

• June 26, 2007

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Welcome

• Introductions
• Steve Bailey, Manager, Enterprise Contract and
  Procurement Services (ECPS)
• Sherice Williams-Patty, HUB Coordinator,
  Administrative Services Development (ASD)
• Allen Bledsoe, Director, Special Programs, State
  Operations
• Chester Beattie, Assistant General Counsel
• Housekeeping Items

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HHSC Procurement Roles

• ECPS- Responsible for procurement activity
• HUB- Responsible for HUB activity
• Program- Responsible for project scope,
  requirements, performance, results, contract
  management/monitoring
• Legal- Questions/answers and legal activity
  matters

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Data Broker ServicesVendor Conference Overview

• Procurement Activities
• HUB Items
• RFP Overview
• Questions Submittal
• Break
• Preliminary Responses to Questions
• Closing Comments

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Procurement Activities

• Questions Answers
• Sole Contact, Katherine Smith
• Procurement Schedule
• Solicitation Access
• Submission Requirements
• Solicitation Changes
• Screening Evaluation
• Award Information

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Historically Underutilized Business (HUB) Plans
Requirements
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Agenda Topics

• RFP Section 4.0 Historically Underutilized
  Business Participation Requirements
• HUB Subcontracting Plan (HSP)
• Self Performance HSP
• HSP Prime Contractor Progress Assessment Report

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RFP Section 4.0 Historically Underutilized
Business Participation Requirements

• HUB Participation Goals
• Potential Subcontracting Opportunities
• Vendor Intends to Subcontract
• Minority or Women Trade Organizations
• Self Performance
• HSP Changes After Contract Award
• Reporting and Compliance with the HSP

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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 Commissions (TBPCs) website at
http//www.tbpc.state.tx.us/communities/procuremen
t/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)
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Administrative Services Development HUB Program
Office

• Robert L. Hall, C.P.M.
• Administrative Services Development Director
• [phone]
• robert.hall_at_hhsc.state.tx.us
• Carlos Balderas, HUB Administrator
• [phone]
• Carlos.balderas_at_hhsc.state.tx.us
• Sherice Williams-Patty, HUB Administrator
• [phone]
• Sherice.williams-patty_at_hhsc.state.tx.us

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General Information
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General Information

• Mission Statement
• 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.
• Mission Objective
• To enter into a contract in which the contractor
  will
• 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
• 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.

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Project Timeline

• RFP Release Date June 11, 2007
• Vendor Pre-Proposal Conference June 26, 2007
• Vendor Questions due by 5pm CDT June 26, 2007
• HHSC Responses to VendorQuestions Posted July
  10, 2007
• Vendor Proposals due by 5pm CDT August 6, 2007
• Optional Vendor Demonstrations/Oral August 27,
  2007Presentations August 31, 2007
• Tentative Award Announcement October 1, 2007
• Anticipated Contract Start Date November 1, 2007

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Scope of Work
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Scope of Work

• HHSC is seeking the assistance of a vendor to
  establish and implement Data Broker Services that
  meets the following general design requirements
• Client eligibility determination
• Re-certification of benefits
• Continued

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Scope of Work

• Provides the following services to help determine
  client eligibility
• Credit history information
• Texas vehicle registration information
• Texas criminal history, Texas property records,
  Social Security Number (SSN) death master file
• Industry standard web service interface with the
  Texas Workforce Commission (TWC)
• Single web-based portal for SAVERR
• 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
• Procedures to measure and control PERM within
  Medicaid and CHIP to within a four (4) percent
  error rate, or established federal guidelines

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Scope of Work

• Successful Vendor will provide the following
• Transition the current data broker function from
  the existing vendor
• Manage, distribute and account for all
  information that is provided
• Monitor quality of service provided
• Data is collected as required by HHSC
• Corrective action if operational or quality
  problems arise
• Unlimited access to the database as HHSC
  determines necessary
• Disaster Recovery Plan
• Ability for HHSC to add new related services
• Maintain accountability to HHSC

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Scope of Work

• Transaction Response Times
• Not to exceed eight (8) seconds
• Is measured and calculated on a daily basis
• System Development
• Documentation
• Detailed Work plans updated
• Schedules for all system components
• Acceptance testing

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Scope of Work

• System Maintenance and Enhancement
• Maintain optimized levels
• Defined including interfaces
• Defined software development initiative
• Procedures for communicating with users about
  operations and applications software upgrades and
  for implementing these upgrades
• Provide preventive maintenance program

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Scope of Work

• System Availability
• Provide a minimum of 99.5 percent Uptime in each
  calendar month
• Downtime defined as any service outage that
  occurs outside of the defined required
  availability
• Downtime begins when the Vendor discovers the
  outage or is notified by HHSC
• Downtime attributable exclusively to telephony
  communications or HHSCs communication network
  failure

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Scope of Work

• Technology Updates
• Must include an optional technology refresh of
  hardware and software at no additional expense to
  HHSC
• Management Plans are operating tools for the life
  of the Contract. Such plans include the
  following
• Project Management Plan will include defined
  expectations of the contract deliverables,
  schedule for key activities and milestones
• Project Tracking
• Quality Management
• Change Management
• Risk Management
• Problem Management
• Integration Management
• Configuration Management

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Scope of Work

• Implementation Plan describes how the transition
  of functions, facilities and processes will
  transition from the current vendor to the awarded
  vendor
• Schedule of key milestones
• Outline of procedures to be followed
• Identify key issues that need to be addressed
• Identify roles and responsibilities
• Point of contact and procedures for managing
  problems/issues
• Implementation test plan which allows for at
  least two trial conversion tests
• Contingency plan for failed transition of services

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Scope of Work

• Acceptance Testing Plan will define the
  responsibilities of the Vendor and HHSC
• Acceptance Test Work Plan-define activities
• Stakeholder Responsibilities-describe the
  activities for various stakeholder groups and
  their responsibilities
• Define Acceptance testing criteria (metrics)

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Scope of Work

• Security Management Plan must include methods for
  resolving the following major security concerns
• Environmental
• Physical Site
• Computer Hardware
• Computer software
• Data Access and Storage
• Client/User
• Telecommunications
• Network

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Scope of Work

• 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
• Audiences Internal/External
• Description of the types of training/communication
  s
• Description of methods of delivery
• Communication Procedures, protocols and feedback
  systems to coordinate daily operational
  activities
• Methods for training course evaluation
• Methods for identifying HHSC ongoing
  training/communication needs
• Requirement for providing printed material
• Tasks, deliverables and milestones

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Scope of Work

• Disaster Recovery Plan/Business Continuity Plan
  must include the following
• Processes/procedures to provide for uninterrupted
  service delivery for all services
• A provision for annual testing procedures
• Courses of action to address potential and
  probable issues or problems that could occur
  during operations
• Location of all disaster recovery operations must
  also be identified and approved by HHSC

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Scope of Work

• Transition Plan must describe the vendors role
  and responsibilities during a transition period
  to a new vendor. The plan must include but is
  not limited to the following
• Issues that need to be addressed during a
  transition period
• Vendors/HHSC/Stakeholders roles and
  responsibilities
• Outline key milestones
• Outline or procedures to follow
• The method of identifying, documenting and
  transferring assets
• A contact person/procedures for managing
  problems/issues
• Contingency for failed transition of services

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Performance Measures and Associated Remedies

• General Performance Standards
• Monitoring
• Evaluation will be performed on a regular basis
  to determine accuracy, timeliness of
  expectations and activities outlined.
• Remedies and Liquidated Damages
• Written ten (10) day notice
• Specified cure period will allow written
  response from the vendor an opportunity to
  address the potential damages

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Vendor Questions