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DCF ITN: #02U17DS1 FASAMS PROJECT 1 of 68 (PMT-06-1516)

STATE OF FLORIDA DEPARTMENT OF CHILDREN AND FAMILIES

Office of Substance Abuse and Mental Health

INVITATION TO NEGOTIATE (ITN)

The Financial and Service Accountability Management System

(FASAMS) Project

ITN#: 02U17DS1 Release Date: FEBRUARY 17, 2017


TABLE OF CONTENTS

SECTION 1. INTRODUCTION .......................................................................................................... 4

1.1 Service Introduction to the Procurement ................................................................................ 4

1.2 Statement of Purpose .................................................................................................................. 4

1.3 Problem Statement ...................................................................................................................... 5

1.4 Challenges ..................................................................................................................................... 5

1.5 FASAMS Business Goals and Objectives ............................................................................... 6

1.6 Solution Overview ...................................................................................................................... 9

1.7 FASAMS Project Approach ..................................................................................................... 12

1.8 FASAMS Phase III Implementation Project Phases ........................................................... 12

1.9 Assumptions ............................................................................................................................... 13

1.10 Project High Level Milestones ................................................................................................ 13

1.11 Term of the Agreement ............................................................................................................. 14

1.12 Contact Person and Procurement Manager .......................................................................... 14

1.13 Contract Terms ........................................................................................................................... 15

1.14 Definitions .................................................................................................................................. 15

1.15 Supporting Documentation ..................................................................................................... 15

1.16 Small, Minority, and Florida Certified Veterans Business Participation ....................... 15

SECTION 2. ITN PROCESS ............................................................................................................... 15

2.1 General Overview of the Process ........................................................................................... 15

2.2 Official Notices and Public Records ...................................................................................... 15

2.3 Protests and Disputes ............................................................................................................... 16

2.4 Limitations on Contacting Department Personnel and Others ........................................ 16

2.5 Schedule of Events and Deadlines ......................................................................................... 17

2.6 Solicitation Conference ............................................................................................................ 19

2.7 Written Inquiries ....................................................................................................................... 19

2.8 Notice of Intent to Submit a Reply ........................................................................................ 19

2.9 Receipt of Replies ...................................................................................................................... 19

2.10 Form PUR 1001 (ATTACHMENT IV) .................................................................................... 20

2.11 Department’s Reserved Rights ............................................................................................... 20

SECTION 3. SPECIFICATIONS ....................................................................................................... 21

3.1 Mandatory Requirements ........................................................................................................ 21


3.2 Minimum Financial Specifications ........................................................................................ 21

3.3 Vendor Registration in MyFloridaMarketPlace .................................................................. 22

3.4 Composition of the Contract ................................................................................................... 22

3.5 Order of Precedence .................................................................................................................. 22

SECTION 4. INSTRUCTIONS FOR RESPONDING TO THE ITN .......................................... 22

4.1 How to Submit a Reply ............................................................................................................ 22

4.2 Content of the Programmatic Reply....................................................................................... 23

4.3 Content of the Financial Reply ............................................................................................... 34

4.4 Public Records and Trade Secrets .......................................................................................... 35

4.5 Department not Obligated to Defend Vendor Claims ....................................................... 36

SECTION 5. THE SELECTION METHODOLOGY ...................................................................... 36

5.1 Selection Criteria ....................................................................................................................... 36

5.2 Application of Mandatory Requirements ............................................................................. 37

5.3 Evaluation Phase Methodology for Ranking and Shortlisting......................................... 37

5.4 Programmatic and Cost Scoring.............................................................................................. 38

5.5 Negotiation Process for Final Selection ................................................................................ 39

5.6 Final Selection and Notice of Intent to Award Contract .................................................... 41

APPENDIX I: NOTICE OF INTENT TO SUBMIT A REPLY ........................................................ 43

APPENDIX II: CERTIFICATE OF SIGNATURE AUTHORITY ................................................... 44

APPENDIX III: VENDOR’S CERTIFICATIONS ............................................................................. 45

APPENDIX IV: QUESTION SUBMITTAL FORM .......................................................................... 51

APPENDIX V: MANDATORY REQUIREMENTS CHECKLIST ................................................. 52

APPENDIX VI: SUBCONTRACTOR LIST ....................................................................................... 54

APPENDIX VII: GLOSSARY OF TERMS ......................................................................................... 55

LIST OF ATTACHMENTS ................................................................................................................... 68

ATTACHMENT I: FASAMS STANDARD INTEGRATED CONTRACT PART-1 .................. 68

ATTACHMENT II: FASAMS STANDARD INTEGRATED CONTRACT PART-2 ................. 68

ATTACHMENT III: PUR 1000 ............................................................................................................. 68

ATTACHMENT IV: PUR 1001 ............................................................................................................. 68

ATTACHMENT V: REQUIREMENTS RESPONSE MATRIX ...................................................... 68

ATTACHMENT VI: COST PROPOSAL WORKBOOK ................................................................. 68


SECTION 1. INTRODUCTION

1.1 Service Introduction to the Procurement

The Department of Children and Families (Department), Office of Substance Abuse and Mental Health (SAMH) is issuing this solicitation in accordance with Section 394.77, Florida Statues, for the purpose of obtaining design, development, and implementation (DDI) and operations and maintenance (O&M) services for a Substance Abuse and Mental Health Financial and Services Accountability Management System (FASAMS). Any vendor interested in submitting a reply must comply with any and all terms and conditions described in this Invitation to Negotiate (ITN).

1.2 Statement of Purpose

The Department is seeking proposals from qualified vendors to:

1. Design, develop, and implement a FASAMS data warehouse with business intelligence and analytics capabilities (DW/BI) that supports service budgeting, service delivery, service payment and performance outcome management as described in ATTACHMENT II: FASAMS STANDARD INTEGRATED CONTRACT PART-2.

2. Provide O&M services for the new system and the hardware and software to support a third-party cloud-based hosted solution as described in ATTACHMENT II: FASAMS STANDARD INTEGRATED CONTRACT PART-2.

The Department’s SAMH Program Offices are responsible for the administration and management of the state’s public substance abuse and mental health systems, and are charged with providing services for children and adults with serious mental illnesses and with substance abuse disorders. These services support a critical component of the Department’s mission of advancing individual and family recovery and resiliency.

The Department’s SAMH program headquarters are located in Tallahassee, FL. Statewide substance abuse and mental health services are delivered locally through contracts with community substance abuse and mental health providers. SAMH services are administered throughout 20 circuits statewide, which are grouped into six regions. There are also seven state mental health treatment facilities for individuals with mental health needs that require longer-term treatment.

The DCF SAMH programs are responsible for the administration and provision of services to over 300,000 individuals with an annual budget of more than $1 billion. DCF has the fiduciary responsibility for assuring the funding received for SAMH services from federal grants and state appropriations is used for the intended purposes. Extensive reporting on outcome measures, services provided and treatment episodes is required by the Florida legislature and Substance Abuse and Mental Health Services Administration (SAMHSA), the primary federal funding agency.

The Substance Abuse and Mental Health Information System (SAMHIS) is currently used by the Department to collect, maintain, analyze, and report data on persons served in state funded mental health treatment facilities and in state-contracted community substance abuse and mental health provider organizations. The SAMHIS data warehouse currently integrates information on clients of SAMH services socio-demographic and clinical data with information on providers of SAMH behavioral health services, provider sites, programs, performance targets, and outcomes. The SAMHIS data warehouse currently does not have contractual and financial data at the required level of detail and structure.


1.3 Problem Statement

Recurring audit findings1 have questioned the ability of the Department to assure they are maximizing revenue and optimizing the allocation of federal and state funds for substance abuse and mental health services across local communities of care.

The information stored in SAMHIS does not provide the Department with the necessary capabilities to meet General Appropriations Act (GAA) and SAMHSA reporting requirements. The information in SAMHIS does not provide the information at the level of detail needed for the Department to link the budget it receives from the GAA to:

• Provider contracts

• Services provided

• Invoices submitted

• Services paid for and for whom

• Service outcomes

SAMH data is currently collected across the State in hundreds of different sites and organizations. Data standardization across these organizations has not been established and has resulted in the following challenges:

• Validation problems cause significant delays in getting data from source systems loaded into SAMHIS

• Data files are in legacy “fixed-length format” instead of a flexible text format (e.g. XML)

• The absence of data format standardization requires “one-off” transformation code to extract and validate data (greatly increasing the cost and complexity of data management).

• The absence of validation rule standardization that require “one-off” interpretation of validation code and implementations.

• The absence of a statewide coordinated change and configuration management process makes it difficult and costly and very time consuming to implement system changes statewide.

1.4 Challenges

SAMH currently maintains direct contracts with Providers of SAMH services. In addition to its direct provider contracts, SAMH maintains contracts with seven regional Behavioral Health Managing Entities (MEs). MEs do not provide directs services but rather are recipients of federal and state funds who by contract with the Department, execute sub-contracts with regional systems of care to meet specific geographic behavioral health needs for the provision of SAMH services.

SAMHIS is used to collect ME and Provider information on the provision of services to SAMH clients, the submission and payment of invoices from SAMH to the Providers and MEs and, the payment of invoices from the MEs to regional SAMH sub-contracted providers across local communities of care.

1 State of Florida Auditor General, Department of Children and Families and Selected Behavioral Health Managing Entities – Oversight of Substance Abuse and Mental Health Services, Operational Audit. Report No. 2015-155, David W. Martin, CPA March 2015, ps. 9-10. www.myflorida.com/audgen


The SAMHIS data is currently collected in hundreds of different provider sites and organizations. The sub-contracted providers submit their detailed records to their ME, who aggregates and reformats the data from all sub-contracted providers and passes it on to SAMH. SAMH loads this information into the SAMHIS data warehouse and generates the necessary state and federal reports. The current challenges and limitations facing the Department are as follows:

• SAMHIS does not contain all of the required services and financial data to meet federal and state reporting requirements.

• Although detailed financial and services information is being passed from the provider to the ME, the financial information passed to SAMH is in aggregate format. This limits the ability to tie detailed service records to the related and specific financial records. As a result, the Department loses visibility into the provider’s actual expenditures for the specific services provided.

• SAMHIS does not have the capability of linking service events to treatment episodes to define an episode of care for a SAMH recipient of substance abuse, mental health or both types of program services. The lack of both information and structure for clearly delineating an episode of care for SAMH clients within SAMHIS makes it difficult to define, track and measure treatment and performance outcomes. There are also issues relating services that cross annual periods.

• Section 394.9082(3)(h) Florida Statues directs the Department to create a unique identifier for SAMH clients to track the provision of behavioral health services across communities of care. Currently the lack of identity matching makes it difficult to match up SAMH client information from multiple treatment locations, providers of services, and payors of services for the purposes of care and fund coordination.

• The current process for loading source data from multiple systems statewide into SAMHIS is cumbersome and impacts contract performance measures due to a variety of challenges.

• Source data is collected from multiple systems utilizing varying formats and valid values. As a result, extracting and loading the data can require “one-off” versions of code greatly increasing the cost and complexity of data management.

• There is a lack of validation rule standardization which requires “one-off” interpretation of validation code and implementations.

1.5 FASAMS Business Goals and Objectives

The FASAMS solution is expected to meet the Department’s business goals and objectives in accordance with Section 394.77, Florida Statues to satisfy the legislative intention as defined in Specific Appropriation 302A with the addition of a client unique identifier defined in Section 394.9082(3)(h) Florida Statues for improvements to Florida’s system for the delivery of behavioral health services. The FASAMS business goals include the following:

1.5.1 Goal # 1 - Improved Service Accountability

1. The ability to collect, report and analyze individual client co-occurring substance abuse and mental health provider episodes of care; admission episodes, treatments episodes and all associated services events across the provider communities of care.


2. The ability to collect, report and analyze episodes of care for SAMH recipients of DCF services across DCF programs.

3. The ability to analyze and report if the SAMH services provided are meeting the expected outcomes for SAMH clients within and across a community of care.

1.5.2 Goal # 2 – Improved Financial Accountability

1. The FASAMS solution will facilitate improved fund coordination through:

a. The ability to collect, report and analyze detailed information on the billed and paid services provided to SAMH clients by providers of substance abuse and mental health services.

b. The ability to collect, report and analyze information on the GAA Allocation of Budget Schedule of Funds for ME and provider contracts, the allocation of appropriated funds for SAMH provider contracts, the invoiced cost of services by provider contract against appropriated funds and the actual cost of services invoiced by provider for SAMH recipients across provider communities of care.

c. The ability to analyze the comparative cost of reimbursements for Medicaid covered services and GAA covered services to identify opportunities for increasing federal funding for behavioral health care services.

1.5.3 Goal # 3: Improved Performance Outcomes

1. The FASAMS solution will ensure compliance with Federal Reporting requirements through:

a. Standardization and consolidation of required data for Federal, National Outcome Measures (NOMs) and the Treatment Episode Data Set (TEDS) performance outcome reporting.

b. Integration of the Uniform Grant Guidance (UGG) system and performance requirements for compliance and monitoring of federal grant appropriations, sub-recipient contracts and performance outcomes.

c. The ability to collect, report and analyze Federal and national performance outcome measures based on detailed service, client, and financial information to identify future treatment interventions and improve systems of care and restoration of SAMH clients to the community.

2. The FASAMS solution will ensure compliance with State Reporting requirements through:

a. Standardization and consolidation of required data for State Annual and Performance reporting

b. The ability to collect, report and analyze State performance outcome measures based on detailed service, client and financial information to identify future treatment interventions, improve systems of care, and restoration of SAMH clients to the community.

3. The FASAMS solution will improve Service Outcome Reporting requirements through:

a. The ability to analyze and report on met and unmet service needs within communities of care.


b. The ability to identify service improvements based on performance outcome reporting and analysis.

c. The ability to report and analyze treatment plan outcomes for SAMH clients to improve provider stabilization, assessment and assignment of services to achieve desired treatment outcomes.

4. The FASAMS solution will improve Financial Outcome Reporting requirements through:

a. The ability to report and analyze GAA budget appropriations and actual expenditures for invoiced services against target population outcomes for budget, and service planning.

b. The ability to report and analyze the actual cost of services within communities of care for future budgeting purposes and improvement of revenue maximization and performance outcomes.

5. The FASAMS solution will improve Contract Performance Reporting requirements through:

a. Standardization and consolidation of required SAMH provider contract data to improve contract monitoring and performance outcome reporting.

b. The ability for FASAMS Users for example, Department Contract Managers, to generate contract performance outcome reports.

c. The ability to identify and improve performance outcome measures based on the analysis of detailed provider information year over year.

d. The ability to tie FASAMS provider performance outcomes to Federal, NOMS and state outcomes year over year to align performance outcomes with the allocation and maximization of funds for services within and across communities of care.

1.5.4 Goals # 4: Improved Data Sharing with DCF OCW, DCF ESS and AHCA

1. FASAMS will improve data sharing through the:

a. Exchange information between (SAMH) FASAMS and the Office of Child Welfare (OCW) Florida Safety Family Network (FSFN) to identify within each system those recipients who have received SAMH and OCW services.

b. Exchange of information between FASAMS and the office of Economic Self Sufficiency’s (ESS) Automated Community Connection to Economic Self Sufficiency (ACCESS) to identify SAMH clients who are eligible for Medicaid and have or are receiving Temporary Assistance for Needy Families (TANF) and Supplemental Nutrition Assistance Program (SNAP) benefits.

c. Exchange of information between ESS ACCESS and FASAMS to assign SAMH clients in FASAMS a unique client identifier for the purposes of achieving care coordination across communities of care.

d. Exchange of information with the Agency for Health Care Administration’s (AHCA) Florida Medicaid Management Information System (FMMIS) to identify SAMH recipients of services who were Medicaid eligible at the time of service and received Medicaid payment for services.


1.5.5 Goal # 5: Improved Data Management with DCF SAMH Providers and Agency Partners

1. FASAMS will enable the effective and efficient exchange of FASAMS data through:

a. A published detailed data dictionary and set of user manuals

b. A common set of validation rules and processes to be shared across Providers, ME’s, and DCF

c. Validation rules will be transparent (done through configuration tables which can be understood by business users and accessed by DCF system administrators for simple changes)

d. Data governance to coordinate validation rule changes across FASAMS community of care

e. Feedback mechanisms to notify and track data validation failures and resolutions.

f. Feedback mechanisms to notify data managers of data errors in FASAMS, and external systems, and track which errors have been corrected within FASAMS or by external systems. Standardized data formats to enable improved consistency and quality while reducing manual effort associated with sharing data across the community of care.

g. Improved ability to perform self-service analytics through improvements to data content and structure.

1.6 Solution Overview

The Florida Legislature, through Section 394.77, Section 394.9082(3)(h) Florida Statues and Specific Appropriation 302A, has funded and authorized the Department to develop and implement FASAMS to fulfill the following statutory requirements:

• A uniform fiscal and services accounting management information system;

• A uniform reporting system with uniform definitions and reporting categories; and

• A uniform system with automated interfaces to the Department’s child welfare information system and the Agency for Health Care Administration’s Medicaid Management Information System.

• The creation of a unique identifier for clients receiving behavioral health services through the ME to coordinate care.

The FASAMS data warehouse, data analytics and reporting capabilities will enable FASAMS users to answer the question of “who received what services, from whom, at what costs, and for what outcomes”. The expected results from the implementation of the FASAMS solution are standardized data management processes that increase operating efficiencies and reduce operating costs.

The diagram below Exhibit 1: FASAMS Business Intelligence and Data Warehouse Capabilities provides a high level representation of the FASAMS components. The diagram below is not intended to be a diagram of the required solution, but rather to provide context of the capabilities and source systems included in the scope of the FASAMS solution.

At its core FASAMS is a data warehouse which enables reporting and analysis of financial, services and performance outcome information. Data for the data warehouse is supplied using an XML format through various types of interfaces. The source data may require transformation prior to loading it into FASAMS. Business Intelligence Analytics will be performed using DCF’s Tableau Server.


Exhibit 1: FASAMS Business Intelligence and Data Warehouse Capabilities

1.6.1 Data Sources

FASAMS data will need to be collected from several source systems. The DCF Information Data System (IDS) and SAMHIS, which are relational data warehouses. The DCF Contract Administration Reporting System (CARS), the DCF State Mental Health Treatment Facility Systems (SMHTFS), and MEs have collections of files that will need to be processed. Please refer to Section 1.15 Supporting Documentation for the link to the FASAMS Procurement Library containing a list of referential data models for information sharing between the source systems and the FASAMS solution.

1.6.2 Automated Interfaces

Automated interfaces will be established with:

• The Department’s Office of Child Welfare (OCW) child welfare information system, the Florida Family Safety Network (FSFN) to perform reporting and analytics on SAMH clients who are recipients of Child Welfare services.


• Florida Agency for Health Care Administration’s (AHCA) Florida Medicaid Management Information System (FMMIS) to enable the Department to collect, analyze and report data pertaining to Medicaid Enrollments, Medicaid Encounters, and Medicaid Paid Claims, which will be used to ensure that revenue is maximized for recipients of DCF services provided to DCF eligible clients.

• The Department’s Office of Economic Self-Sufficiency (ESS) Automated Community Connection to Economic Self-Sufficiency (ACCESS) system to request a unique identifier and client eligibility information to enable the Department to effectively track SAMH clients in the multiple provider and agency systems.

• The Extensible Markup Language (XML) format will be used to standardize data file transfers. Health care industry standard Electronic data Interchange (EDI) XML record formats (e.g. Accredited Standards Committee (ASC) X12 835/837 and X12 271) will be used to provide consistency and reduce the duplicative effort required to extract, format, and load data across localized record formats. Refer to Section 1.15 Supporting Documentation for the link to the FASAMS Procurement Library containing the FMMIS Companion Guides for the listed formats.

• These interfaces are anticipated to run as batch jobs. The frequency of the transmission of the interface files will be determined during the FASAMS Phase III implementation project, however it is anticipated, at a minimum, the jobs will run monthly.

1.6.3 Data Warehouse

This is where FASAMS data will reside. Financial and services data will be collected, validated, in some cases reformatted, then loaded into the data warehouse. It should be noted that the plan is to merge the existing SAMHIS ADMDW data warehouse into FASAMS during this phase of the FASAMS project.

The FASAMS Data warehouse will provide several capabilities and improvements over the existing SAMHIS data warehouse.

• The data warehouse FASAMS will contain the required services and financial data elements. Refer to Section 1.14 Definitions for the link to the FASAMS Procurement Library containing referential data models for the FASAMS data warehouse and a list of the SAMHIS data tables and table sizes.

• Detailed ME sub-contracted Provider financial and services information will be passed from the MEs to the Department so service records can be related to financial records.

• The Department ESS ACCESS program is currently working with the SAMH program to create a “unique identifier” (UID) for SAMH clients in FASAMS. The population of the ACCESS UID for SAMH clients in FASAMS and across other Department, ME and Provider systems will be accomplished using a batch process.

• The collection and management of multiple client unique identifiers from FASAMS’s source systems will facilitate the match up of services, financial and performance information of SAMH clients receiving services from Providers at multiple treatment locations across episodes of care.

• Validation problems will be minimized by implementing configuration management of validation rules/code and including providers and ME’s within the governance process.


In the short term, FASAMS will place additional demands on the MEs/Providers to support record changes and data validation. The longer-term impact of improved validation coordination, and use of data standards, would be to allow the MEs to spend less time wrestling with financial/services data calls and validation issues.

1.6.4 BI Analytics

The main intent of FASAMS is to increase transparency of financial and services data. BI Analytics will be done using DCF’s existing Tableau Server. This will allow SAMH to take advantage of the existing enterprise agreement for licensing of internal users. The Vendor will be required to create data tables to facilitate State and Federal reporting in Tableau. SAMH is also planning to use the Tableau Server to do self-service analytics.

1.6.5 Data Sharing

Information from FASAMS database will be used to support reconciliation with the state financial system (FLAIR). FASAMS data will be shared with the FSFN system to enable improved coordination of care (e.g. to provide caseworkers and, child and adult protection investigators with information on household members who have received treatment for mental health or substance abuse).

1.6.6 User Access

The DCF Tableau Server will be used to present data to authorized users of FASAMS data warehouse. Secure user access to FASAMS data warehouse will be role-based. Data will be read only. Data correction notifications will be sent to the source system for correction. Direct data access to the tables will be limited to batch jobs. SAMH will be the primary users of this system with super users having the ability to query the data without Vendor intervention. ME’s and Providers may also be granted access to data as defined during FASAMS design.

1.7 FASAMS Project Approach

The Department has planned for a multi-phase approach to the FASAMS project.

1. Phase I: Planning and Requirements Development (Completed)

2. Phase II: Procurement of an Implementation, Maintenance and Operations Vendor (Current)

3. Phase III: Implementation of a FASAMS Data Warehouse, Business and Analytics Platform and Interfaces. (Future)

4. Phase IV: FASAMS Operations and Maintenance. It is anticipated that FASAMS solution will be a cloud-based hosted solution with maintenance services provided by the Vendor. (Future)

1.8 FASAMS Phase III Implementation Project Phases

The FASAMS Implementation Project will be broken down into 3 major phases: Implementation, Warranty, and O&M.

1.8.1 FASAMS Implementation

During the Implementation stage FASAMS will be designed, developed and implemented. DDI may be performed as a single deployment across all of the ME’s and contract types (sometimes referred to as a big bang approach). Another option would be to segment DDI into deployments (referred to as an iterative approach). For example, the first deployment would design, develop and implement all of the interfaces, data warehouse, and analytics for one group of ME’s and Contract Types, the second


deployment would design, develop, and implement whatever additional requirements are needed to support the second group of ME’s and Contract Types. If subsequent deployments are planned, these would follow the same design, develop and implement process. DDI deployments could be sequential or if sufficient internal and external resources are available, the deployments could overlap. Whichever deployment approach is used should balance things such as “speed to value”, costs, risks, and organizational impact.

1.8.2 FASAMS Warranty

The warranty stage is focused on correction of application errors which were introduced during DDI. The warranty period lasts for a period from the end of the DDI deployments. The first month after deployment is typically where most warranty issues will be discovered. For this reason, it is important that the System Integration vendor (SI) maintain key senior resources during this time period (referred to as hyper care). The following 11 months of warranty are considered sustainment. Any errors that occur in the original system would be corrected by the SI.

The numbers of development errors detected and corrected after the first month of deployment should decrease significantly after the first month of deployment. Depending on SAMH business needs staffing may either be reduced or shifted to other activities (e.g. incorporation of SAMHIS interfaces or functional enhancements).

1.8.3 FASAMS Operations and Maintenance

The Operations and Maintenance phase starts at the end of implementation. With iterative deployments, O&M would begin at the end of the first deployment warranty period and incorporate the new deployments as they are cut over.

1.9 Assumptions

1. FASAMS will use modern cloud-based analytics solutions for data integration, data warehousing and business intelligence (BI) capabilities.

2. The Department welcomes innovative data warehouse and cloud analytics solutions. The Department seeks to leverage lower costs for up-front hardware and infrastructure; greater agility and shorter time to value; the ability to scale more quickly, easily and cheaply for larger data sets; self-service capabilities for nontechnical users; support for mobile analytics; and the option to pay for usage via subscription pricing.

3. Identity matching will play a significant role in enabling data BI/DW. This project assumes the FASAMS ACCESS UID project will be completed prior to the FASAMS project, and will require identity matching capabilities within FASAMS solution.

4. Assume industry standard record formats (e.g. XML, ANSI X12) will be used to transfer data into FASAMS project.

1.10 Project High Level Milestones

Below is a list of high level project milestones for the FASAMS Phase III: Implementation project. The Department is seeking implementation approaches and use of methodologies that provide value at speed to the Department.

• Contract Award is targeted for June of 2017, with a contract start date of July 1, 2017.


• Project Planning will be conducted for thirty (30) days following the execution of the contract award.

• Implementation activities will commence following the completion of the project planning activities with example milestones listed below.

o Validate Business, Functional, Metadata, and Technical Requirements

o Migration (ETL) Tools Environment Established

o BI Environment Established

o Mandatory Reports Built

o Interfaces Completed

o Migration Tools and Procedures Validated

o Publish information exchange standards

o Data Validation Service Beta Testing

o Data Validation Service Production

o Implementation Completed

o O&M Begins

• Completion of the FASAMS implementation is planned for June of 2018.

1.11 Term of the Agreement

The anticipated start date of the resulting contract is July 1, 2017. The anticipated duration of the contract is three (3) years after the date of the execution of the contract. The contract may be renewed for a period not to exceed three (3) years or for the term of the original contract, whichever period is longer. Such renewal shall be made by mutual agreement and shall be contingent upon satisfactory performance evaluations as determined by the Department and shall be subject to the availability of funds. Any renewal must shall be in writing and shall be subject to the same terms and conditions as set forth in the initial contract including any amendments.

1.12 Contact Person and Procurement Manager

This ITN is issued by the State of Florida, Department of Children and Families. The sole contact point for all communication regarding this ITN is:

Florida Department of Children and Families David Shepard

Mailing Address: Florida Department of Children and Families 1317 Winewood Boulevard, Building 5, Room 150 Tallahassee, FL 32399

[email protected]

All contact with the Procurement Manager shall be in writing via electronic mail, U.S. Mail, or other common courier. Use of email for contact is not permitted outside of the list of scheduled events and deadlines listed in Section 2.5 Scheduled Events and Deadlines.


1.13 Contract Terms

Families Glossary of Contract Terms, which is incorporated herein by reference, maintained in the Contract Manager’s file and located at the following website:

http://ewas.dcf.state.fl.us/asc/glossary/glossary.asp

1.14 Definitions

The program or service specific terms and definitions that apply to this ITN can be found in APPENDIX VII: Glossary of Terms, and on the DCF SAMH FASAMS website at:

http://www.myflfamilies.com/service-programs/substance-abuse/fasams

1.15 Supporting Documentation

The supporting documentation and associated links to download documentation can be found in the FASAMS Procurement Library on the DCF SAMH FASAMS website at: http://www.myflfamilies.com/service-programs/substance-abuse/fasams. ATTACHMENT V: REQUIREMENTS RESPONSE MATRIX and ATTACHMENT VI: COST PROPOSAL WORKBOOK are included in the FASAMS Procurement Library at the link provided in this section above.

1.16 Small, Minority, and Florida Certified Veterans Business Participation

Contract terms used in this document can be found in the Florida Department of Children and

Small Businesses, Certified Minority and Florida Certified Veteran Business Enterprises are encouraged to participate in any scheduled conferences, conference calls, pre-solicitation, or pre-proposal meetings. All vendors shall be accorded fair and equal treatment.

SECTION 2. ITN PROCESS

2.1 General Overview of the Process

The ITN process is divided into two (2) phases, the Evaluation Phase and the Negotiation Phase. The Evaluation Phase involves the Department’s initial evaluation of replies. During the Evaluation Phase, all responsive replies will be evaluated against the evaluation criteria set forth in this ITN. The Department will then select one (1) or more vendors (Shortlist) within the competitive range to participate in negotiations. A vendor will be deemed responsive unless determined to be nonresponsive as defined in this solicitation document.

The Negotiation Phase involves negotiations with the vendor(s). During the Negotiation Phase, the Department may request revised replies and best and final offers based on the negotiations. Following negotiations, the Department will post a notice of intended contract award, identifying the vendor(s) that provides the best value.

2.2 Official Notices and Public Records

2.2.1 Notices Regarding the ITN

All notices, decisions, intended decisions, addenda and other matters relating to this procurement will be electronically posted on the Department of Management Services (DMS) Vendor Bid System (VBS) located at: http://www.myflorida.com/apps/vbs/.

To find postings at such location:

1. Click on Search Advertisements


2. Under “Agency” select Department of Children and Families

3. Scroll down to the bottom of the screen and click on “Initiate Search”

It is the responsibility of prospective vendors to check the VBS for addenda, notices of decisions and other information or clarifications to this ITN.

2.2.2 Public Records

All electronic and written communications pertaining to this ITN, whether sent from or received by the Department, are subject to the Florida public records laws located in Chapter 119, Florida Statutes. Section 4.4 of this ITN addresses the submission of trade secret and other information exempted from public inspection.

2.3 Protests and Disputes

Any protest concerning this solicitation shall be made in accordance with subsections 120.57(3) and 287.042(2), Florida Statutes (F.S.), and Chapter 28-110, Florida Administrative Code.

FAILURE TO FILE A PROTEST WITHIN THE TIME PRESCRIBED IN SUBSECTION 120.57(3), F.S., OR FAILURE TO POST THE BOND OR OTHER SECURITY REQUIRED BY LAW WITHIN THE TIME ALLOWED FOR FILING A BOND, SHALL CONSTITUTE A WAIVER OF PROCEEDINGS UNDER CHAPTER 120, F.S.

2.4 Limitations on Contacting Department Personnel and Others

2.4.1 General Limitations

Respondents to this solicitation or persons acting on their behalf may not contact, between the release of the solicitation and the end of the 72-hour period following the agency posting the notice of intended award, excluding Saturdays, Sundays, and state approved holidays, any employee or officer of the executive or legislative branch concerning any aspect of this solicitation, except in writing to the Procurement Manager or as provided in the solicitation documents. Violation of this provision may be grounds for rejecting a response. As part of a response to a Department request for additional or clarifying information, vendor representatives may communicate directly with other Department personnel or consultants identified by the Procurement Manager for such purposes.

2.4.2 Limitations During Negotiations

During the Negotiation Phase of this ITN: (i) any contact and communication between the members of the negotiations team for the prospective vendor(s) with whom the Department is negotiating and the negotiation team for the Department is permissible, but only "on the record" (as required by subsection 286.0113(2), F.S.) during the negotiations meetings; (ii) communication between the Lead Negotiator for the prospective vendor(s) with whom the Department is negotiating and the lead negotiator for the Department outside of the negotiations meetings is permissible so long as it is in writing; and (iii) communications between prospective vendor representatives and other Department representatives is permissible only as determined in writing by the Procurement Manager. As part of an activity initiated by the Department during the negotiations phase, such as service or product demonstration, testing or development, vendor representatives may communicate directly with other Department personnel or consultants identified by the Procurement Manager or the Lead Negotiator for such purposes.


2.4.3 Violation of Contact Limitations

Violations of Section 2.4 of this ITN will be grounds for rejecting a proposal, if determined by the Department to be material in nature.

2.5 Schedule of Events and Deadlines

Activity Date Time (Eastern)

Address Section Reference

ITN advertised and released on Florida VBS:

2/17/2017 5:00 p.m. DMS VBS Electronic Posting site: http://myflorida.com/apps/vbs/vbs_www.main_menu

2.2.1

*Solicitation Conference (Call) to be held:

3/9/2017 10:00 a.m. Attn: David Shepard Procurement Manager Dept. of Children & Families

[email protected]

Conference Call Number: 1-888-670-3525

Participant Code: 6436952752

2.6

Submission of written inquiries must be received by:

3/10/2017 5:00 p.m. Attn: David Shepard Procurement Manager Dept. of Children & Families

[email protected]

2.7

Anticipated date for posting Department's Response to Inquiries:

3/22/2017 5:00 p.m. DMS VBS Electronic Posting site: http://myflorida.com/apps/vbs/vbs_www.main_menu

2.7

Notice of Intent to Submit a Reply:


[email protected]

2.8

Sealed Replies must be received by the Department:


[email protected]

2.9, 4.1


Activity Date Time (Eastern)

Address Section Reference

*Reply Opening and Review of Mandatory Requirements:

4/3/2017 1:00-2:00 p.m.

Department of Children and Families 1317 Winewood Boulevard Building 3, Conference Room 202 Tallahassee, FL 32399

4.2.2, 5.2

*Debriefing Meeting of the Evaluators and ranking of the replies:

4/25/2017 10:00 a.m. Department of Children and Families 1317 Winewood Boulevard Building 3, Conference Room 202 Tallahassee, FL 32399

5.3

Anticipated posting of qualified Vendors (shortlist) for Negotiation:

5/1/2017 5:00 p.m. DMS VBS Electronic Posting site: http://myflorida.com/apps/vbs/

5.4.4

Anticipated negotiation period:

5/8/2017 – 6/2/2017

10:00 a.m. Department of Children and Families 1317 Winewood Boulevard Building 3, Conference Room 202 Tallahassee, FL 32399

5.5

*Meeting of Negotiation Team to Develop Recommendation for Award:

6/23/2017 10:00 a.m. Department of Children and Families 1317 Winewood Boulevard Building 3, Conference Room 202 Tallahassee, FL 32399

5.6

Anticipated posting of Intended Contract Award:

6/28/2017 5:00 p.m. DMS VBS Electronic Posting site: http://myflorida.com/apps/vbs/

5.6.3

Anticipated Effective Date of Contract:

7/12/2017 N/A N/A 1.8

*All vendors are hereby notified that meetings noted with an asterisk above (*) are public meetings open to the public and may be electronically recorded by any member of the audience. Although the public is invited, no comments or questions will be taken from vendors or other members of the public (except for the Solicitation Conference, during which comments and questions will be taken from vendors).


All times in the event schedule are local times for the Eastern Time Zone. Although the Department may choose to use additional means of publicizing the results of this ITN, posting on the VBS is the only official notice recognized for the purpose of determining timeliness in the event of protest.

2.6 Solicitation Conference

The purpose of the Solicitation Conference is to review the ITN with interested vendors. The Department encourages all prospective vendors to participate in the Solicitation Conference, during which prospective vendors may pose questions. The Solicitation Conference for this ITN will be held at the time and date specified in Section 2.5. Participation in the Solicitation Conference is NOT a pre-requisite for acceptance of replies from prospective vendors. The Department shall be only bound by written information that is contained within the solicitation documents or formally posted as an addendum or a response to questions.

2.7 Written Inquiries

Prospective vendor questions will only be accepted if submitted as written inquires to the Procurement Manager as specified in Section 1.12, and received on or before the date and time specified in Section 2.5. Vendors should use the template provided in APPENDIX IV: QUESTION SUBMITTAL FORM of this ITN to submit written inquiries, preferably in electronic form. Written inquires will not be accepted by facsimile.

The responses to all inquiries will be made available by the date and time specified in Section 2.5 through electronic posting on the VBS at: http://vbs.dms.state.fl.us/vbs/.

2.8 Notice of Intent to Submit a Reply

Vendors who are interested in responding to this ITN are encouraged to send a Notice of Intent to Submit a Reply (APPENDIX I) to the Procurement Manager specified in Section 1.12, on or before the date and time specified in Section 2.5.

2.9 Receipt of Replies

2.9.1 Reply Deadline

Replies must be received by the Department no later than the date/time and at the address provided in Section 2.5. Any replies that are not received at the specified address, by the specified date and time, will not be evaluated. All methods of delivery or transmittal to the Department’s contact person remain the responsibility of the prospective vendor and the risk of non-receipt or delayed receipt shall be borne exclusively by the prospective vendor.

2.9.2 Binding Replies

By submitting a reply, each vendor agrees its reply shall remain a valid offer for at least one-hundred and eighty (180) calendar days after the reply opening date and, in the event the contract award is delayed by appeal or protest, such one-hundred and eighty (180) calendar day period is extended until entry of a final order in response to such appeal or protest.

2.9.3 Changes to Replies After Submission Prohibited

Once the reply opening deadline has passed, no changes, modifications, or additions to the reply submitted will be accepted by or be binding upon the Department until the Department initiates negotiations or requests revised replies. The Department reserves the right to correct minor irregularities, but is under no obligation to do so.


2.9.4 Right to Rely on Department Information

In selecting vendor(s) for negotiation and in making a final selection, the Department reserves the right to rely on information about a vendor in the Department’s records or known to its personnel.

2.9.5 Receipt Statement

Replies not received at the specified place or by the specified date and time, or both, will be rejected and returned unopened to the vendor by the Department. The Department will retain one unopened original for use in the event of a dispute.

2.9.6 Request to Withdraw Reply

A written request to withdraw a reply, signed by the vendor, may be considered if received by the Department within 72 hours after the reply opening time and date as specified in Section 2.5 above. A request received in accordance with this provision may be granted by the Department upon proof of the impossibility to perform based upon an obvious vendor error.

2.9.7 Cost of Preparation of Reply

By submitting a reply, a vendor agrees that the Department is not liable for any costs incurred by the vendor in responding to this ITN.

2.10 Form PUR 1001 (ATTACHMENT IV)

The standard “General Instructions to Respondents” Form PUR 1001 (10/06) is hereby attached to this ITN by reference as if fully recited herein. Sections 3, 4, 5, 14, and 18 of Form PUR 1001 are not applicable to this solicitation. In the event of any conflict between Form PUR 1001 and this ITN, the terms of this ITN shall take precedence over Form PUR 1001, unless the conflicting term is required by Florida law, in which case the term contained in Form PUR 1001 shall take precedence. Form PUR 1001 (ATTACHMENT IV) and is also available at:

http://www.dms.myflorida.com/media/purchasing/pur_forms/1001_pdf

2.11 Department’s Reserved Rights

2.11.1 Waiver of Minor Irregularities

The Department reserves the right to waive minor irregularities when doing so would be in the best interest of the State of Florida. A minor irregularity is a variation from the terms and conditions of this ITN which does not affect the price of the reply or give the vendor a substantial advantage over other vendors and thereby restrict or stifle competition and does not adversely impact the interest of the Department. At its option, the Department may correct minor irregularities but is under no obligation to do so. When correcting minor irregularities, the Department may request the vendor provide clarifying information or additional materials to correct the minor irregularity. However, the Department will not request and the vendor shall not provide additional materials that affect the price of the proposal or give the vendor an advantage or benefit not enjoyed by other vendors.

2.11.2 Right to Inspect, Investigate, and Rely on Information

In ranking replies for negotiation and in making a final selection, the Department reserves the right to inspect a vendor’s facilities and operations, to investigate any vendor representations and to rely on information about a vendor in the Department’s records or known to its personnel.

2.11.3 Rejection of All Replies


The Department reserves the right to reject any or all replies at any time, including after an award is made, when doing so would be in the best interest of the State of Florida. By rejecting any or all replies the Department assumes no liability to any vendor.

2.11.4 Withdrawal of ITN

The Department reserves the right to withdraw the ITN at any time, including after an award is made, when doing so would be in the best interest of the State of Florida. By withdrawing the ITN the Department assumes no liability to any vendor.

2.11.5 Reserved Rights After Notice of Award

2.11.5.1 The Department reserves the right to schedule additional negotiation sessions with a vendor or vendors identified in the posting of a Notice of Award to establish final terms and conditions for contracts with the/those vendor(s). 2.11.5.2 The Department reserves the right, after posting notice thereof, to withdraw or amend its Notice of Award and reopen negotiations with any vendor(s) at any time prior to execution of a contract.

2.11.6 Other Reserved Rights

The Department reserves all rights described elsewhere in this ITN.

SECTION 3. SPECIFICATIONS

3.1 Mandatory Requirements

The vendor must meet the requirements of Section 4.2.2. A reply that fails to meet the Mandatory Requirements will be deemed nonresponsive and will not be evaluated.

3.1.1 Minimum Programmatic Specifications

The selected vendor shall perform the tasks outlined in ATTACHMENT II: FASAMS STANDARD INTEGRATED CONTRACT PART-2 in accordance with all terms thereof, which is being posted on the VBS with this ITN, and incorporated by reference.

3.2 Minimum Financial Specifications

The selected vendor shall be compensated in the manner set forth in ATTACHMENT II: FASAMS STANDARD INTEGRATED CONTRACT PART-2 in accordance with all terms therein, which is being posted on the VBS with this ITN, and incorporated by reference.

3.2.1 Funding Sources

Funding for FASAMS project has been establish through State Special Appropriation 302A, State Fiscal Year 2016-17 GAA Section 321A and Back of Bill Section 37, Chapter 216, Florida Statutes.

3.2.2 Allowable Costs

Not applicable.

3.2.3 Funding for Services Only

There will be no funds awarded or associated with the resulting contract for start-up or readiness activities. Such costs will be borne exclusively by the selected vendor.


3.3 Vendor Registration in MyFloridaMarketPlace

To be paid, each vendor doing business with the state must register in the MyFloridaMarketPlace system and pay the required transaction fees, unless exempted under Rule 60A-1030(3), Florida Administrative Code. Vendors not subject to registration requirements should include proof of exemption from registration. Failure to include either proof of registration or exemption will not prevent the evaluation of the reply; however, proof of registration or exemption must be provided prior to execution of the contract, if any.

3.4 Composition of the Contract

The contract awarded as a result of this ITN will be composed of:

3.4.1 Department’s Standard Integrated Contract

The Department’s Standard Integrated Contract (ATTACHMENT I) contains general contract terms and conditions required by the Department for all vendors. In addition, the Department’s Standard Integrated Contract contains additional contract terms and conditions governing the performance of work, the clients to be served, required deliverables, performance standards, and compensation.

3.4.2 Form PUR 1000 (ATTACHMENT III)

Form PUR 1000 is attached by reference into the Department’s Standard Integrated Contract. The Form PUR 1000 contains standard terms and conditions that will apply to the contract which results from the solicitation. Form PUR 1000 is available at:

http://www.dms.myflorida.com/media/purchasing/pur_forms/1000_pdf.

3.4.3 Other Attachments or Exhibits

All other attachments and exhibits to the Department’s STANDARD INTEGRATED CONTRACT PART 1 AND PART 2 referenced in this ITN shall also be part of the resulting contract, if any.

3.5 Order of Precedence

In the event of conflict among the foregoing contract documents, the following order of precedence will apply. The reply submitted in response to this ITN and any additional submittals may be incorporated into or attached to the contract but will not change the provisions or order of precedence outlined below.

3.5.1 ATTACHMENT I – FASAMS STANDARD INTEGRATED CONTRACT PART-1 and ATTACHMENT II – FASAMS STANDARD INTEGRATED CONTRACT PART-2.

3.5.2 The vendor’s reply and any additional submittals, if incorporated into or attached to the contract.

SECTION 4. INSTRUCTIONS FOR RESPONDING TO THE ITN

4.1 How to Submit a Reply

4.1.1 Mandatory Reply Deadline

All replies must be received by the Procurement Manager by the deadline and at the address set forth in Section 2.5. The vendor must choose the appropriate means for delivery based on the


requirements specified in Section 4.1.4, and is exclusively responsible for receipt of the reply by the Procurement Manager. Late replies will not be evaluated. See also Section 2.9.1.

4.1.2 Electronic Transmittal of Replies Not Accepted

Facsimile or electronic transmissions of replies will not be accepted.

4.1.3 Reply Amendments

Any amendments to the reply as originally submitted by the vendor, not required by the Department, must comply with the requirements of this section and must be received by the deadline specified in Section 2.5.

4.1.4 Number of Copies Required and Format for Submittal

Vendors shall submit one (1) original and two (2) hard copies of the Programmatic Reply and one (1) original and two (2) copies of the Financial Reply. The original Programmatic Reply and the Financial Reply submitted to the Department must contain an original signature of an official authorized to bind the vendor to the reply. Two (2) electronic copies (on CD-ROM or USB Storage Device) of the reply, each containing both parts of the reply (Programmatic and Financial).

4.1.5 Replies to be in Sealed Container

All original, hard copies and electronic copies of the vendor Replies must be submitted in a sealed container. The container must be clearly marked with the title of the reply, the ITN number, the vendor's name, and identification of enclosed documents (i.e., Programmatic Reply and Financial Reply for The Financial and Service Accountability Management System (FASAMS) Project). The original reply must be clearly marked as the original, and the copies identified and numbered (i.e., original, copy #1 of 7, etc.).

4.1.6 Hard-copy Format

Replies must be typed, single-spaced, on 8 1/2” x 11” paper. Pages must be numbered in a logical, consistent fashion. Figures, charts and tables should be numbered and referenced by number in the text. The reply must be bound, labeled and submitted in Tabbed Section 4.2 for the Programmatic Reply and Section 4.3 for the Financial Reply.

4.1.7 Electronic Copy Format

The required electronic format of the reply must be on non-rewritable CD-ROM or USB storage device. The software used to produce the electronic files must be Adobe portable document format (“pdf”), version 6.0 or higher. The Department must be able to be open and view the reply utilizing Adobe Acrobat, version 9.0. The electronic copies must be identical to the original reply submitted, including the format, sequence and section headings identified in this ITN. The electronic media must be clearly labeled in the same manner as the hard copies and submitted with the corresponding hard copies. The hard copy marked “original” shall take precedence over the electronic version(s) of the reply and all non- “original” hard copy versions of the reply in the event of any discrepancy. If a discrepancy is found between the hard copy reply marked “original” and any of the electronic versions submitted on CD-ROM, the Department reserves the right, at its sole discretion, to reject the entire reply.

4.2 Content of the Programmatic Reply

4.2.1 Programmatic Reply Title Page

The first page of the reply shall be a Title Page that contains the following information:


A. Department to which reply is submitted;

B. Title of reply;

C. ITN number;

D. Prospective vendor’s name and federal tax identification number;

E. Name, title, telephone number and address of person who can respond to inquiries regarding the reply; and

F. Name of program coordinator (if known).

G. Identification of enclosed documents

4.2.2 TAB 1: MANDATORY REQUIREMENTS

The following are the Mandatory Requirements for this ITN:

4.2.2.1 Certificate of Signature Authority

The reply must include a signed certificate (APPENDIX II), completing either Section A (or providing a corporate resolution or other duly executed certification issued in the vendor’s normal course of business) or Section B, demonstrating the person signing the reply and its statements and certifications is authorized to make such representations and to bind the vendor.

4.2.2.2 Mandatory Certifications

The reply must include a Mandatory Certifications - Master Certification (APPENDIX III) signed by the person named in the Certificate of Signature Authority as the Authorized Representative of the vendor and the “true” box must be checked next to each of the Certifications (a) through (m).

4.2.2.3 Dun and Bradstreet Financial Stress Score

The reply must include a completed and signed copy of the Dun & Bradstreet Financial Stress Score Certification.

4.2.2.4 Tie Breaking Certification

The reply may include the Master Certification - Tie Breaking Certifications (also in APPENDIX III). The vendor may check the “true” box for any or all Tie Breaking Certifications identified in APPENDIX III (m) through (p) for which a vendor qualifies. Completion of the Tie Breaking Certifications is mandatory for qualifying vendors if the vendor does not desire to waive all rights to consideration of a “tie breaker.”

4.2.3 TAB 2: TABLE OF CONTENTS

The Vendor response must have a Table of Contents.

4.2.4 TAB 3: EXECUTIVE OVERVIEW (Not to exceed 10 pages)

The vendor shall provide a brief executive overview demonstrating an understanding of the ITN purpose stated in Section 1.2, and the needs specified in this ITN.

The Executive Overview shall be organized by the purposes stated in SECTION 1: INTRODUCTION and ATTACHMENT II: FASAMS STANDARD INTEGRATED CONTRACT PART-2 and shall include the following:


1. A summary demonstrating an understanding of FASAMS Project, the State of Florida’s SAMH needs and business objectives, and key project milestones as specified in this ITN and its supporting documents.

2. A description of the vendor’s company qualifications and related experience. A description of any sub-contractors being proposed. A prime vendor may partner with other sub-vendors (subcontractors) as needed. However, for each response to this ITN, the response should represent an integrated tool suite and solutions approach to serve the overall needs of SAMH as described within this ITN.

3. An overview of the vendor’s proposed solution including the name and brief description of the vendor’s recommended FASAMS BI/DW related tools and technologies.

4. A description of the vendor’s approach to data standardization and synchronization of validation across federated data sources.

5. A description of the vendor’s approach for implementing the recommended FASAMS related tools, technologies and solutions to meet the requirements outlined.

6. A description of the vendor’s understanding and approach to meet Department’s Operations & Maintenance (O&M) requirements.

4.2.5 TAB 4: SERVICES APPROACH AND METHODOLOGY (Limited to 50 pages)

The vendor shall describe their approach and methodology for implementing the FASAMS solution. Vendor approaches shall comply with the Contract Objectives/Requirements Overview outlined in SECTION 1: INTRODUCTION and described in ATTACHMENT II: FASAMS STANDARD INTEGRATED CONTRACT PART-2 of this ITN. The implementation of the FASAMS solution is considered Release 1, and subsequent phases will be based on the Department’s needs and funding availability.

4.2.5.1 Overall Management Approach

1. Describe the proposed approach for accomplishing the tasks described in all sub-sections of ATTACHEMENT II: EXHIBIT C-1 Implementation and O&M Overall Management Service Tasks, EXHBITS C-1.1 through C-1.7.

4.2.5.2 Project Management Approach

1. Describe the proposed approach and methodology for project management including planning, project execution, monitoring, controlling, and closing that will guide the decision making that occurs throughout the Project Performance Phases. Include a definition of the approach and methodology for each of the project management processes defined in ATTACHEMENT II: EXHIBIT C-1.4.

2. Provide an outline and description of the proposed Project Management Plan including all sub-components as defined in ATTACHMENT II, EXHIBIT C-2.1.2 Project Management Plan.

3. Provide a project schedule as defined in ATTACHMENT II, EXHIBIT C-2.1.3 The Project Schedule.

4.2.5.3 IV&V and Oversight Entity Review


1. Describe the proposed approach to coordinating and participating in IV&V and oversight project activities during each of the project phases as described in ATTACHMENT II, EXHIBIT C-1.5 IV&V and Oversight Entity Review .

4.2.5.4 Knowledge Transfer

1. Describe the proposed approach to conducting knowledge transfer meetings during each of the project phases as described in ATTACHMENT II, EXHIBIT C-1.6 Knowledge Transfer .

4.2.5.5 Disaster Preparedness and Recovery

1. Describe the proposed approach and methodology for providing disaster preparedness and recovery services during the project phases as described in ATTACHMENT II, EXHIBIT C-1.7 Disaster Recovery and ATTACHMENT II, EXHIBIT C-2.1.4.

4.2.5.6 Solution Overview

Provide a detailed description of the Provider’s proposed solution. In order to facilitate the reply evaluation process, vendors should format their reply to the requirements below in a way that is clearly delineated for each of these areas.

The vendor shall, at a minimum, address the following:

1. Describe how the solution will meet the business goals and objectives in SECTION 1.5: FASAMS Business Goals and Objectives of this ITN.

2. Describe the Provider’s proposed solution capabilities as they apply to SECTION 1.6: Solution Overview of this ITN.

3. Describe how business and IT will interact with the system to obtain information and services.

4. Describe your approach for data cleansing.

h. How will your company analyze the data cleansing effort?

i. How will you prioritize the cleansing effort?

j. What roles do you see for SAMH, ME’s, Providers playing in this effort?

5. Describe your approach for data migration.

a. Outline the steps you recommend to prepare for data migration

b. When they would be performed and

c. Who would perform them?

6. Describe your approach for collapsing duplicate client data as part of the data migration process.

a. How will duplicates be identified?

b. How will duplicate client records be collapsed?

c. What role would you see for SAMH, ME’s, Providers in this process?

7. Describe your approach to managing the upload of multiple file formats including XML files from multiple sources to include validation and error handling of the data?


8. Several of the key goals of this system are to enable timely access to accurate financial and services data. There are several challenges which will need to be addressed to achieve these goals. Please describe how you would work with us to overcome these challenges:

a. FASAMS data is distributed across many different layers of providers, managing entities, SAAS vendors, and SAMH. There is currently a lack of data standardization within, and across, these layers. Record formats are inconsistent across providers and MEs. This means applications must be maintained to extract and load data in many different formats. Describe your approach for processing data stored in multiple formats.

b. SAMH data validation rules are described in a PDF document. Each sending or receiving system interprets the validation rules and translates them into code (which may contain different logic and be implemented at different times). Describe how you would support synchronization of validation across these federated data sources in a way which centralizes the validation effort while continuing to make the source systems responsible for managing their own data.

c. Describe the tools, reports and procedures you will provide to support efficient and effective error notification and tracking to overcome issues with the time it takes to identify and resolve data errors?

9. The timeliness and reliability of information are very important to SAMH. Today, “Numbers of Data Errors” is considered a key performance indicator for providers and ME’s. Unfortunately, initial intake information can be unreliable for substance abuse and mental health clients. For example, in cases where the patient is incapacitated “John Doe” information may be used in the admission process for the patient until they stabilize and are able to provide more reliable information (typically less than 2 weeks). Please describe the processes and tools would you put in place to balance the timeliness of initial information while insuring the completeness and reliability of this information as soon as accurate information can be gathered?

10. Initial intake information can be unreliable. This may lead to inaccuracies, gaps, and duplications. The purpose of the FASAMS interfaces is to collect information to verify, complete and update information submitted during the intake process. For instance, patients may be asked for certain types of eligibility information that they may not be able to provide or may provide incorrect responses. The DCF ESS ACCESS interface will use SAMH client demographic information to match current and previous client information in the ACCESS system with information from more authoritative source systems.

a. Describe your approach for updating source data to reflect data from more authoritative sources.

b. Describe your approach for consolidating duplicative patient records or information.

11. Fragmented data hampers the ability to perform coordinated health care. Describe how your company has enabled “episode of care” integration. See APPENDIX VII: GLOSSARY OF TERMS for the definition of episode of care.

12. FASAMS intended to provide visibility into the relationships between services and financial.

a. Describe the types of reports your company has used to bring this information together for other Health and Human Services (HHS) clients.


b. Describe the types of reports you would recommend for FASAMS.

13. Describe how your recommended tools would enable transfer of data from a federated set of data sources. For example:

a. Describe how a central set of validation rules could be used to identify conflicting information or duplicative data across the federated data sources.

b. Describe the essential data elements you have and the types of data that can be mastered as part of your Master Data Management (MDM) solution (e.g. patients, episodes of care providers, and ME’s)

c. There are certain key types of data which are shared across SAMH. These data entities must be managed very carefully in-order to prevent critical data inconsistencies. This management process is often referred to as Master Data Management (MDM). Based on your companies SAMH domain experience, please provide a list of “candidate” master data entities for FASAMS.

14. Describe any HHS industry best practices you will be implementing to enable effective and efficient financial and services insights.

15. Describe how your tools and solutions will enable effective and efficient data validation and cleansing efforts across Providers, Managing Entities, and SAMH.

4.2.5.7 System Development Approach

1. Describe the proposed approach and methodology for the tasks identified in ATTACHMENT II, EXHIBIT C-2 Implementation Project Performance Period Tasks.

8. Describe the warranty support and maintenance that will be provided for the proposed solution. Refer to ATTACHMENT II, EXHIBIT C-3 Warranty Project Performance Period Service Tasks.

9. Describe the proposed approach for providing warranty, maintenance and operations services in support of the system. Refer to ATTACHMENT II, EXHIBIT C-4 Operations, Maintenance and, Enhancements Project Performance Period Service Tasks.

10. Provide a list of all deliverables associated with the proposed project approach by Project Phase. Refer to ATTACHMENT II, EXHIBIT D: DELIVERABLES.

11. Provide a proposed set of performance measures and metrics based on the examples and requirements described in ATTACHMENT II, EXHIBIT E: PERFORMANCE MEASURES. The finalization of performance measures, metrics, service level agreements (SLAs) and associated liquidated damages for inclusion in the contract will be handled during contract negotiations.

4.2.5.8 Technical Description

1. Provide a description of the general system architecture of the proposed solution. Describe the benefits of this system architecture and how it supports the objectives of the proposed solution.

2. From a technical perspective, provide a detailed description of how the proposed solution will be phased into production and how it will integrate with the existing Department systems during each phase.


3. From a technical perspective, describe how the proposed solution will satisfy the business and technical requirements as specified in ATTACHMENT V: REQUIREMENTS RESPONSE MATRIX.

4. Describe the reliability, availability, and disaster recovery capabilities of the proposed solution.

5. For FASAMS tools within the proposed solution, describe the proposed approach and strategy of handling necessary customizations and integration of FASAMS tools to support the requirements without compromising the architecture or maintenance of the products.

6. Describe the integration strategy for the proposed solution with the current Provider, ME, and Department systems during the phased implementation.

7. Describe the external interface strategy for the proposed solution.

8. Describe any assumptions about modifications that will need to be made to the current Provider, ME, and Department systems.

9. Describe how the solution will scale to meet “surge” reporting needs which occur throughout the year.

10. Provide a detailed list of hardware required for the proposed solution. If the hardware listed is proprietary, the item must be identified as such. The response, at a minimum, must include descriptions and configurations for the following (if proposed):

a. Servers

b. Workstations

c. Storage

d. Uninterruptible Power Supply (UPS)

e. Printers and peripheral equipment

f. Network

g. Cloud based solutions

h. Other required hardware for the proposed solution

11. Provide a detailed list of the software required for the proposed cloud based solution for data integration, data warehousing and business intelligence (BI) capabilities.

The response, at a minimum, must include descriptions for the following:

a. Tools software

b. Operating system software (for both servers and workstations)

c. Network software

d. Network management software

e. Data management software

f. Database management software

g. System software tools


h. Development tools

i. Security and control software

j. Version control software

k. Validation rule management software

l. Other required software for the proposed solution

4.2.5.9 Value Added Services – Innovative Ideas

Value added services related to FASAMS Project are services beyond those services previously outlined that the vendor may provide to offer additional benefits to the Department. Describe and clearly label any value added services offered to the Department. Although the Department has provided a statement of need and mandatory requirements for vendors, these are not intended to limit the vendor’s innovations or creativity in preparing a reply to accomplish these goals. Innovative ideas, new concepts and partnership arrangements other than those presented in this Invitation to Negotiate, will be considered. For example, these might include unique business features, special services, offer costs or shared savings, discounts or terms and conditions specific to each vendor.

Additional costs or shared savings associated with value added services or innovative ideas should not be included in the cost response for ATTACHMENT II: FASAMS STANDARD INTEGRATED CONTRACT PART-2 but should be included in the Financial Reply to this ITN in ATTACHMENT VII: COST PROPOSAL WORKBOOK, PART 4: FASAMS INNOVATIONS.

4.2.6 TAB 5: SYSTEM REQUIREMENTS

This section applies to only FASAMS Project requirements in this ITN and ATTACHMENT II: FASAMS STANDARD INTEGRATED CONTRACT PART-2.

4.2.6.1 System Requirements Response Matrix

The vendor must respond to all the FASAMS business and technical requirements provided in ATTACHMENT V: REQUIREMENTS RESPONSE MATRIX. ATTACHMENT V: REQUIREMENTS RESPONSE MATRIX is included in the FASAMS Procurement Library. The link to the Procurement Library is provided in Section 1.15 Supporting Documentation of this ITN. The reply to this section must be submitted electronically as both a Microsoft Excel workbook and an Adobe Acrobat PDF file format. A hard copy of the Requirements Response Matrix should NOT be included in the vendor’s reply. Any deviation from these formats may be deemed non-responsive.

The template included in ATTACHMENT V: REQUIREMENTS RESPONSE MATRIX includes the following columns populated by the Department:

1. Response Matrix Tab:

• Requirement ID: Unique ID for a requirement

• Core/Sub Process: Name of the core/sub process with which the requirement is associated.

• Description: A definition of the requirement in terms of a statement of system capability or performance.

• Priority: See ATTACHMENT V: REQUIREMENTS RESPONSE MATRIX for description.


The vendor shall respond to each requirement in the following three (3) columns, using only the specified coding:

• Vendor Response: The vendor’s response to each requirement must be coded as follows:

0: Cannot Support Requirement: The business function is not included in the base product. The base product cannot be configured or customized software cannot be developed to meet the required functionality.

1: Customization Required: The business function requires:

o Customized changes to the base product or software development apart from the base product’s existing design, process, or structure;

o Customized software to be developed to meet the required functionality or to integrate with other software products.

2: Configuration Required: The business function can be met by configuring the base product. In this context, “configuration” means that software coding is not required.

3: Included in Base Product: The business function is included in the base product(s) and is fully demonstrable.

• Level of Effort: This field is required if the vendor response to the requirement is 1 or 2 (Customization Required or Configuration Required). The Extent of Effort must be coded as follows:

o Trivial: 8 hours or less

o Low: 9 hours to 80 hours

o Medium: 81 hours to 500 hours

o High: 501 hours and above

• Vendor Comments: Vendor comments may be recorded in this column. The vendor is requested to limit the comments to three (3) sentences or less.

4.2.7 TAB 6: COMPANY QUALIFICATIONS AND EXPERIENCE (Limit to 25 pages)

This section shall be organized to include the following sub-sections:

1. Organizational Approach and Philosophy: The vendor shall describe its organization’s approach and philosophy, including mission statement, core values, and vision.

2. Organizational Structure and Governance: The vendor shall: describe its organization and governance structure, depicting clear lines of authority including corporate affiliations; describe how the structure represents a lean, efficient and effective administrative model; describe experience and achievements in developing a governance model is designed to avoid conflicts of interest.

The following specifically apply to the prime vendor and should be addressed as such:

A. Names and addresses of all affiliated or related companies, partnerships or associations (including subcontractor, if any) and a brief description of its relationship to the vendor, if proposing to use any subcontractors to perform the


work described in this ITN and ATTACHMENT II: FASAMS STANDARD INTEGRATED CONTRACT PART-2.

3. Organizational Experience: The vendor must describe any experience in providing similar services as requested in this ITN and ATTACHMENT II: FASAMS STANDARD INTEGRATED CONTRACT PART-2. The experience should include work done by the individuals who will be assigned to the work described in this ITN, as well as the overall experience of the organization. State whether the vendor was the prime contractor or a subcontractor and whether it worked in cooperation with a subcontractor. Where applicable, clearly note the vendor’s related experience which included individuals who will be assigned and their role on the past project. Provide a detailed description of any work to be subcontracted, including information describing the qualifications and relevant experience of any proposed subcontractors.

4. Sub-Contracts: The vendor must list all identified subcontracts, or the plan and approach to vet, identify and recruit and retain subcontractors, who will provide proposed services.

Provide the requested information below which will demonstrate the vendor’s and subcontractor(s)' ability to successfully complete the work described in this ITN and its appendices, attachments, exhibits and referenced supporting documentation. The vendor’s and any proposed subcontractor(s)’ information shall be shown separately.

Specifically, in addition to the other information described above the vendor and the subcontractor(s) must provide:

A. Full, legal name.

B. Federal Employer Identification Number.

C. Proof of legal entity and authorization to do business with the State of Florida.

D. Country and state of incorporation.

E. Principal place of business.

F. Description of the vendor’s organization, including number of years in business, subsidiaries, parent corporations, officers; include organization charts and details concerning the number of facilities by geographic location.

G. Brief description of the vendor’s principal type of business and history and what uniquely qualifies the vendor for the work described in this ITN.

H. Statement of whether the vendor has filed for bankruptcy protection in the past five (5) years or is currently in the process of filing or planning to file for bankruptcy protection or financial restructuring or refinancing. If so, provide court and case number.

I. Identification of any potential or actual conflicts of interest that might arise for the Vendor as a result of contract award to the vendor, and describe in detail the plan to eliminate or mitigate them. Such conflicts include, but are not limited to, those covered by Section 6 of ATTACHMENT IV: PUR 1001. Address both personal and organizational conflicts.

J. Reservations the vendor must make if unable to certify completely all of the items in Section 9 of the PUR 1001 entitled "Representation and Authorization." If no reservations are made in this section of the reply, the vendor shall be deemed to attest to the truth of all of listed items and the Department may rely upon them.


The following specifically apply to the prime vendor and should be addressed as such:

K. Names and addresses of all affiliated or related companies, partnerships or associations (including subcontractor, if any) and a brief description of its relationship to the vendor, if proposing to use any subcontractors to perform the work described in this ITN and ATTACHMENT II: FASAMS STANDARD INTEGRATED CONTRACT PART-2.

4.2.8 TAB 7: CORE TEAM QUALIFICATIONS (Limited to 30 pages)

1. The vendor shall describe the qualifications and credentials of their key leadership and key staff with an explanation of their qualifications to lead their organization in meeting the needs of this ITN. In addition, the vendor must include résumés for key leadership and key staff describing their work experience, education, and training as it relates to the requirements of this ITN.

2. The reply shall include the vendor’s operational approach to the recruitment, training, supervision and retention of qualified personnel as described in ATTACHMENT II: FASAMS STANDARD INTEGRATED CONTRACT PART-2.

3. The vendor shall demonstrate the approach to recruitment of staff able to meet any unique cultural needs described in ATTACHMENT I: FASAMS STANDARD INTEGRATED CONTRACT PART 1. The solution should address all applicable personnel grievance and conflict resolution practices. The vendor should explain how the organization, subcontractors, and staffing levels will best meet the performance standards required to perform properly. It is also important to describe the credentials for human resources, quality assurance, financial, information technology, and other key professional level employees.

4.2.8.1 Staffing Requirements

The vendor’s proposed staff and organization must be sufficient to provide the required services throughout the contract. Proposed individuals’ skill levels should be consistent with the vendor’s proposed solution and services. Proposed staff résumés must be provided and must reflect experience with technologies and project(s) of similar size and complexity utilizing the software products being proposed and must reflect the abilities for the proposed task assignments. The Department reserves the right to reject any proposed team members throughout the duration of the project.

The vendor shall staff the project with key personnel identified in their reply, which are considered by the Department to be essential to this Project. Additional named staff, project staff and on-site requirements shall be determined through discussions between the vendor and the Department.

Prior to substituting any of the proposed key personnel (other than for illness, serious personal circumstances or separation from service) the vendor shall notify and obtain written approval from the Department of the proposed substitution as soon as possible, but no less than thirty (30) business days. Written justification should include documentation of the circumstances requiring the changes and a list of the proposed substitutions in sufficient detail to permit evaluation of the impact on the Project. The Department, at its discretion, may agree to accept personnel of equal or superior qualifications in the event that circumstances necessitate the replacement of previously assigned personnel. In addition, the Department reserves the right to reject any proposed team members throughout the duration of the Project.

Further, the vendor shall not knowingly engage any former employee of the Department where such employment conflicts with Section 112.3185, Florida Statute (F.S.)


The Department shall provide the office space, printer access, office supplies, telephone service, and other required resources identified during contract negotiations as specified by the executed contract.

4.2.8.2 Background Investigations

All vendor personnel assigned to this Project shall have a background-screening that is equivalent to a Level Two (2) screening standard specified in Section 435.04, F.S., and the Department’s Operating Procedure Number 60-25. The Department’s policies can be viewed at the following link:

http://www.dcf.state.fl.us/admin/publications/policies.asp

The vendor will cooperate with the Department in obtaining the Level Two background screenings. The vendor is responsible for the cost of obtaining the screenings. The results of the screenings shall be provided to the Department’s Contract Manager and shall be used, in part, in approving Project team members. The Department reserves the right to make final determinations on all vendor personnel assigned to this Project.

The Department may disclose the results of such screenings only to state employees with a need to know (e.g., auditors, investigators, etc.) and shall use the results only for the purpose of evaluating the proposed personnel and not for any other purpose.

4.2.8.3 Individual Non-Disclosure and Confidentiality Confirmation

All Provider personnel assigned to this Project shall sign an Individual Non-Disclosure and Confidentiality Confirmation Form

4.3 Content of the Financial Reply

4.3.1 Financial Reply Title Page

The first page of the reply shall be a Title Page that contains the following information: A. Title of reply; B. ITN number; C. Prospective vendor’s name and federal tax identification number; D. Name, title, telephone number and address of person who can respond to inquiries regarding the reply; and E. Name of program coordinator (if known).

4.3.2 TAB A: FINANCIAL INFORMATION

4.3.2.1 Financial Management

The vendor must describe its current financial management and accounting systems and capability to perform the duties based on the vendor’s response to Tab B: Budget and the vendor’s cost proposal.

4.3.2.2 Proposed Service Efficiencies and Re-investment

The vendor shall provide information on how they plan to develop efficiencies in the services being provided. From this plan, the vendor shall show how the cost reduction or added services that are realized from these efficiencies will be re-invested into the required services.

4.3.2.3 Ongoing Approach to Reduce Administrative Costs and Expand Services


The Vendor shall provide an ongoing approach to reduce administrative cost, without affecting the quality of the services.

4.3.2.4 Local Match

Not applicable

4.3.3 TAB B: BUDGET

The vendor must demonstrate how they will use their budgeted funds to provide the services required in this ITN by submitting the Vendor’s cost proposal using ATTACHMENT VII: COST PROPOSAL WORKBOOK. Refer also to ATTACHMENT II: FASAMS STANDARD INTEGRATED CONTRACT PART-2, EXHIBIT F: METHOD OF PAYMENTS. The budget totals should be based on available funding projections, if any, and if different, the vendor should explain the differences.

4.4 Public Records and Trade Secrets

4.4.1 Replies and Other Submissions Are Property of the State These provisions supplement Section 19 of Form PUR 1001 (ATTACHMENT IV). All materials submitted in reply or other response to this ITN become the property of the State of Florida, which shall have the right to use such ideas or adaptations of those ideas without cost or charge, regardless of selection or rejection of a reply.

4.4.2 Replies and Other Submissions are Subject to Public Inspection Unless exempted by law, all public records are subject to public inspection and copying under Florida’s Public Records Law, Chapter 119, F.S. A time-limited exemption from public inspection is provided for the contents of a reply and other submittals pursuant to subsection 119.071(1)(b), F.S. Once that exemption expires, all contents of a reply and other submittals become subject to public inspection unless another exemption applies. Any claim of trade secret exemption for any information contained in a Vendor’s reply or other submittal to this solicitation will be waived upon opening of the reply or other submittal by the Department, unless the claimed trade secret information is submitted in accordance with this Section. This waiver includes any information included in the Vendor’s reply or other submittal outside of the separately bound document described below.

4.4.3 How to Claim Trade Secret Protection If the Vendor considers any portion of the documents, data or records submitted in its reply to be trade secret and exempt from public inspection or disclosure pursuant to Florida’s Public Records Law, the Vendor must submit all such information in a separately bound document (or in the case of electronic media, a separate CD, with the words "Trade Secret" included in the file name) clearly labeled "Attachment to Reply, ITN No.– Trade Secret Material". Appropriate cross-references should be included in nonexempt materials. The first page of the electronic file or hard copy document must explain why the information in the electronic file or hard copy document is a trade secret. This submission must be made no later than the reply submittal deadline. Where such information is part of material already required to be submitted as a separately bound or enclosed portion of the reply, it shall be further segregated and separately bound or enclosed and clearly labeled as set forth above in addition to any other labeling required of the material. If the Vendor considers any portion of a submission made after its reply to be trade secret the Vendor must clearly label the submission as containing trade secret information (or in the case of electronic media, include "Trade Secret" in the relevant file names).


4.4.4 Vendor’s Duty to Respond to Public Records Requests In response to any notice by the Department that a public records request received by the Department encompasses any portion of the separately bound part of the vendor’s reply or other submissions labeled as “trade secret,” the Vendor shall expeditiously provide the Department, or the public pursuant to subsection 119.0701(2), F.S., with a redacted version of the document(s) and identify in writing the specific statutes and facts that authorize exemption of the information from the Public Records Law. If different exemptions are claimed to be applicable to different portions of the redacted information, the Vendor shall provide information correlating the nature of the claims to the particular redacted information. The redacted copy must only exclude or obliterate only those exact portions that are claimed confidential or trade secret. If the Vendor fails to promptly submit a redacted copy and justification in response to the notice of a public records request, the Department is authorized to produce the records sought without any redaction.

4.5 Department not Obligated to Defend Vendor Claims

The Department is not obligated to agree with the Vendor’s claim of exemption, and by submitting a reply or other submission the Vendor agrees to be responsible for defending its claim that each and every portion of the redactions is exempt from inspection and copying under Florida’s Public Records Law. Further, the Vendor agrees that it shall protect, defend, and indemnify, including attorney’s fees and costs, the Department for any and all claims and litigation (including litigation initiated by the Department) arising from or relating to Vendor’s claim that the redacted portions of its reply are confidential, proprietary, trade secret, or otherwise not subject to disclosure or the scope of the provider’s redaction.

SECTION 5. THE SELECTION METHODOLOGY

The Department intends to award the contract to the responsive vendor(s) that the Secretary, or his or her designee, determines to be the best value, based on the selection criteria set forth in Section 5.1.

5.1 Selection Criteria

The following Selection Criteria shall apply for this ITN:

Selection Criteria

• The vendor’s articulation of its solution/services and the ability of the solution/services to meet the requirements of this ITN and provide additional value.

• The vendor’s company structure, subcontractors, and experience and capability to deliver and maintain its proposed solution/services including the vendor track record providing services similar to the one specified in this ITN.

• The skills and experience of the vendor’s leadership team, staff and resources the vendor will use in implementing its solution/services.

• The vendor’s financial management approach, cost proposal and related financial information.

The Department may consider any information or evidence which comes to its attention and which reflects upon a vendor’s capability to fully perform the contract requirements and/or the vendor’s demonstration of the level of integrity and reliability which the Department determines to be required to assure performance of the contract.


5.2 Application of Mandatory Requirements

A vendor must respond to all Mandatory Requirements (defined herein) in order to be considered for evaluation under this ITN. The Mandatory Requirements for this ITN are set forth in ATTACHMENT I: STANDARD INTEGRATED CONTRACT PART-1, ATTACHMENT II: FASAMS STANDARD INTEGRATED CONTRACT PART-2 and ATTACHMENT V: REQUIREMENTS RESPONSE MATRIX.

5.2.1 The Procurement Manager will examine each reply to determine whether the reply meets the Mandatory Requirements. A reply that fails to meet the Mandatory Requirements will be deemed nonresponsive and will not be evaluated.

5.2.2 An initial determination that a reply meets the Mandatory Requirements does not preclude a subsequent determination of non-responsiveness.

5.3 Evaluation Phase Methodology for Ranking and Shortlisting

5.3.1 Scoring by Evaluators

The Department’s Evaluators will independently evaluate each Programmatic Reply in accordance with the following criteria:

Criteria Relative Value

• Vendor’s articulation of their project approach, the innovation of the approach, and the ability of the approach to meet the Department’s needs, the requirements of this ITN, including any federally mandated implementation and funding requirements.

o Overall Approach

o Project Management Approach

o Innovations (Approach and Service Related)

15%

• Vendor’s articulation of their solution and the ability of the solution to meet the requirements of this ITN and provide additional innovations.

o Solution Overview

o System Requirements

o System Development Approach

o Technical Description

o Warranty & O&M Approach

o Solution Innovations

40%

• The Vendor’s company structure, subcontractors, and experience and capability to deliver its proposed solution/services including the Vendor track record providing services similar to the one specified in this ITN.

o Company Profile and Experience

o Past Performance References

25%


Criteria Relative Value

• The skills and experience of the Vendors leadership team, staff and resources the Vendor will use in implementing its solution/services.

o Core Team Qualifications

15%

TOTAL 100%

Exhibit 2: Evaluation Criteria Relative Values

The Procurement Manager will compile information from the references provided by the replying vendor.

5.4 Programmatic and Cost Scoring

During the Evaluation Phase, the Cost Reply will be evaluated based on the formula below. (Lowest Price / Vendor Price) * (Vendor Programmatic Score / Max Programmatic Score) * Max Cost Points = Cost Score

1. Lowest Price = Lowest cost of all responsive replies

2. Vendor Price = Cost for a specific vendor

3. Vendor Programmatic Score = Score of a specific vendor’s Programmatic Reply

4. Max Programmatic Score = Maximum points available for the Programmatic Reply (700 points)

5. Max Cost Points = Maximum points available for the Cost Reply (300 points)

6. Cost Score = Cost points awarded to the Vendor

5.4.1 Total Score, Recommended Ranking and Competitive Range of Replies

The Procurement Manager will average the total programmatic point scores by each Evaluator to calculate the points awarded for each section.

Topic Points

Programmatic Score 700

Cost Score 300

TOTAL 1000

The Procurement Manager will use total points to rank Vendors from 1 to n.

For example:

Firm Raw Points Received Rank

Company A 900 2

Company B 1000 1

Company C 800 3*


Company D 750 5

Company E 800 3*

*In the event that multiple firms have the same raw point score, the rank positions needed to cover those firms are the same. Each firm receives a rank of 3.

This ranking will serve as the recommended ranking of the Department’s Evaluators.

5.4.2 Report of the Procurement Manager

After developing the recommended ranking in accordance with Section 5.3.1, the Procurement Manager will provide to the Secretary, or his or her designee, a report on replies deemed nonresponsive and, as to those deemed responsive, a report on the evaluation process and the recommended ranking of the Evaluators.

5.4.3 Determination of Ranking

The scoring from the Evaluation Phase shall serve as a recommendation only. No scoring by the Secretary, or his or her designee, will be performed. The Secretary, or his or her designee, will make a determination to include one or more vendors on the Move Forward List based on the competitive range of total scores.

5.4.4 Selection and Posting of Qualified Vendors for Negotiations (Shortlist)

Upon approval of the list of vendors selected for negotiations by the Secretary or his/her designee, the Department will post the Move Forward List on the VBS at: http://vbs.dms.state.fl.us/vbs/. Responsive vendors who are not listed in the posting will not be formally eliminated from the ITN process until the posting of the notice of intent to award. Unless otherwise provided in the posting of the Move Forward List, no presumption of preference or merit in the negotiation process or for contract award shall arise from the Evaluators’ scores, the ranking or the order of vendors listed in such posting. No responsive vendor will be formally eliminated from consideration for award of a contract under this ITN until the posting of a Notice of Intended Award is issued.

5.5 Negotiation Process for Final Selection

The Department intends to initially negotiate concurrently with up to four (4) of the highest-ranked vendors on the Move Forward List approved by the Secretary, or his or her designee. However, the Department reserves the right, after posting notice thereof, to expand the Move Forward List to include additional responsive vendors for negotiation or change the method of negotiation [e.g., concurrent versus by order of ranking], if it determines that to do either would be in the best interest of the state.

5.5.1 Supplemental Replies

The Department reserves the right to require vendors on the Move Forward List to submit a supplemental reply or other submission prior to conducting negotiations. Notice of such requirement will be posted on the DMS VBS website: http://vbs.dms.state.fl.us/vbs/.

5.5.2 Goal of Negotiations

The negotiation process is intended to enable the Department to determine which vendor presents the best value, whether and with whom it will contract, and to establish the principal terms and conditions


of such contract. There may be additional negotiations to finalize all terms and conditions of the contract after a notice of selection is posted.

5.5.3 Department Retains Discretion

After the initial negotiation session with the selected vendor(s), in its sole discretion, the Department shall determine whether to hold additional negotiation sessions and with which vendor(s) it will negotiate.

5.5.4 Other Department Rights During Negotiations

At any time during the negotiation process, the Department’s reserved rights include but are not limited to:

•••• Schedule additional negotiating sessions with any or all responsive vendor(s);

•••• Require any or all responsive vendor(s) to provide additional or revised replies and detailed written proposals addressing specified topics;

•••• Require any or all responsive vendor(s) to provide a written best and final offer;

•••• Require any or all responsive vendor(s) to address services, prices, or conditions offered by any other vendor;

•••• Pursue a contract with one or more responsive vendor(s) for the services encompassed by this solicitation, any addenda thereto, and any request for additional or revised detailed written proposals or request for best and final offers;

•••• Pursue the division of contracts between responsive vendor(s) by type of service or geographic area, or both;

•••• Arrive at an agreement with any responsive vendor, finalize principal contract terms with such vendor and terminate negotiations with any or all other vendors, regardless of the status of or scheduled negotiations with such other vendor(s);

•••• Decline to conduct further negotiations with any vendor;

•••• Reopen negotiations with any vendor;

•••• Take any additional administrative steps deemed necessary in determining the final award, including additional fact-finding, evaluation, or negotiation where necessary and consistent with the terms of this ITN;

•••• Review and rely on relevant information contained in the replies received pursuant to Section 4; and

•••• Review and rely on relevant portions of the evaluations conducted pursuant to Section 5.3.

The Department has sole discretion in deciding whether and when to take any of the foregoing actions, the scope and manner of such actions, the responsive vendor or vendors affected and whether to provide concurrent public notice of such decision.

5.5.5 Negotiation Meetings Not Open to Public

•••• Negotiations between the Department and vendors are not open to the public pursuant to subsection 286.0113(2), Florida Statutes.


•••• Negotiation strategy meetings of the Department’s Negotiation Team are exempted by subsection 286.0113(2)(a), F.S.

•••• The Department shall audio record all meetings of the Department’s negotiation team.

5.6 Final Selection and Notice of Intent to Award Contract

5.6.1 Department’s Negotiation Team Recommendation

The Department’s Negotiation Team will develop a recommendation as to the award that will provide the best value to the state based on the selection criteria set forth in Section 5.1. In so doing, the Negotiation Team is not required to score the vendors, and will base the Negotiation Team’s recommendation on the selection criteria and will arrive at its recommendation by majority vote. The Negotiation Team’s recommendation will be forwarded to the Secretary, or his or her designee, for review.

5.6.2 Selection of Vendor(s)

The Secretary, or his or her designee, will then decide which solutions and vendor(s) represent the best value, based on the selection criteria in Section 5.1, and to whom the contract should be awarded under this ITN. In so doing, the Secretary, or his or her designee, is not required to score the vendors, and will base his or her decision on a determination of best value. If the Secretary determines that two or more replies most advantageous to the state are equal with respect to all relevant considerations, including price, quality, and service, the award will be made in accordance with section 295.187, Florida Statutes, and Rule 60A-1.011, Florida Administrative Code.

5.6.3 Reserved Rights

The Department reserves the right to:

•••• Select one or more vendors for the services encompassed by this solicitation, any addenda thereto and any request for additional or revised detailed written proposals or request for best and final offers;

•••• Divide the work among vendors by type of service or geographic area, or both;

•••• Award contracts for less than the entire service area or less than all services encompassed by this solicitation, or both; and

•••• Award a contract which includes one or more subcontractors proposed by any other vendor(s).

5.6.4 Posting Notice of Award

The Department will post the Notice of Intent to Award Contract, stating intent to enter into one (1) or more contracts with the vendor or vendors identified therein, on VBS http://vbs.dms.state.fl.us/vbs/. Any negotiations to finalize terms and conditions of the contract after such notice will involve a Department designee and not the Department’s negotiation team, although members of the team may assist the designee in such negotiations.

5.6.5 Reserved Rights After Notice of Intent to Award

The Department reserves the right:


•••• To schedule additional negotiation sessions with vendor(s) identified in the Notice of Intent to Award in order to establish final terms and conditions for contracts with the vendor(s).

•••• To post a notice of withdrawal or amendment of its Notice of Intent to Award and reopen negotiations with any vendor at any time prior to execution of the contract.

•••• To post a notice of withdrawal of award in the event that the selected vendor fails to execute the contract or defaults in performance. In such event, the Department reserves the right to re-procure services in accordance with Rule 60A-1.006(3) Florida Administrative Code.

This space left blank intentionally.

DCF ITN: (PMT-06-1516) 43 of 68

APPENDIX I: NOTICE OF INTENT TO SUBMIT A REPLY

__________________________________________________ (Vendor Name) wishes to inform the Florida Department of Children and Families of its intent to respond to the solicitation entitled "______________________________________,” ITN No. ______________________.

PLEASE PRINT OR TYPE REQUESTED INFORMATION

Name of Authorized Official:

Title of Authorized Official:

Signature of Authorized

Official:

Date:

Address:

City, State, Zip:

Telephone No:

Facsimile No:

E-mail Address:

DCF ITN: (PMT-06-1516) 44 of 68

APPENDIX II: CERTIFICATE OF SIGNATURE AUTHORITY

Check below and complete Section A or Section B

Vendor is not a sole proprietorship (Complete Section A)

Vendor is a sole proprietorship (Complete Section B)

Section A I, _______________________________ _______ (name), hold the office or position of ____________________________________ (title) with__________________ (legal name of Vendor) and have authority to make official representations by said Vendor regarding its official records and hereby state that my examination of the Vendor’s records show that __________________________ (name) currently holds the office or position of ______________________________ (title) with the Vendor and currently has authority to make binding representations to the Department and sign all documents submitted on behalf of the above-named Vendor in response to ITN # ____________, and, in so doing, to bind the named Vendor to the statements made therein. Dated: Signature: Printed Name: Title: NOTE: In lieu of the above, the Vendor may submit a corporate resolution or other duly executed certification issued in the Vendor’s normal course of business to prove signature authority of the named Authorized Representative.

Section B I, ____________________________(name) am a sole proprietor, personally doing business in the name of ________________________________________ (name of Vendor), and will be personally bound by the Proposal submitted in response to ITN # ________. Dated: Signature: Printed Name:

DCF ITN: (PMT-06-1516) 45 of 68

APPENDIX III: VENDOR’S CERTIFICATIONS

MANDATORY CERTIFICATIONS

MASTER CERTIFICATION

As the person named in the Certificate of Signature Authority as the Authorized Representative of the Vendor, ________________________________________ (legal name of Vendor), I confirm that I have fully informed myself of all terms and conditions of ITN #__________ (the ITN), the facts regarding the Reply submitted by the Vendor in response to the ITN and the truth of each statement contained in Certifications (a) through (m) and certify, by checking the applicable “true” or “false” box below and affixing my signature hereto, that each statement in each checked certification is “true” or “false” as indicated. Check the applicable box next to the title to each certification: True

False

a. Certification of Binding Reply and Acceptance of Terms of ITN and Contract Document

b. Certification of Representations Per Section 9 of PUR 1001 c. Certification of Authority to Do Business in Florida

d. Statement of No Involvement

e. Conflict of Interest Statement (Non-Collusion)

f. Certification Regarding Subcontractors and Other Vendors g. Certification Regarding Lobbying

h. Certification Regarding Scrutinized Companies List

i. Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion for Contracts/subcontracts

j. Certification Regarding Prior Contractual Obligations k. Certification of Representations Per sections 287.133, and 287.134, F.S.

l. Certification of a Drug Free Workplace

The content of each certification named above, set forth below, is incorporated into this Master Certification as if fully recited herein and, for each certification marked “true” above, the below signature is deemed to be affixed to each such certification. I agree that any certification not marked above will be deemed “false.” Signature of Authorized Representative:

Date:


By checking the “True” box in the Master Certification and signing the same, I hereby certify that the Vendor’s Reply is submitted in good faith in response to the Department of Children and Families Invitation to Negotiate (the ITN) and is binding on the Vendor in accordance with the terms of the ITN, that I have read, understood and agree with the terms and conditions of the ITN and, if awarded any contract as a result of the ITN, the Vendor will comply with the requirements, terms, and conditions stated in the ITN and the contract document. The Vendor further agrees that any intent by the Vendor to deviate from the terms and conditions set forth therein may result, at the Department’s exclusive determination, in rejection of the reply.

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b. Certification of Representations Per Section 9 of Form PUR 1001

By checking the “True” box in the Master Certification and signing the same, I hereby certify acknowledgement all matters set forth in Section 9 of PUR 1001. c. Certification of Authority to Do Business in Florida

By checking the “True” box in the Master Certification and signing the same, I hereby certify that the Vendor is an existing legal entity and satisfies all licensing and registration requirements of state law authorizing it to do business within the State of Florida.

d. Statement of No Involvement

By checking the “True” box in the Master Certification and signing the same, I hereby certify that no member of this firm or any person having interest in this firm has: Been awarded a contract that was procured using procedures other than those described in subsections 287.057 (1-3), Florida Statutes, to perform a feasibility study of the potential implementation of a subsequent contract to support this project; Participated in drafting of a solicitation for this specific project; or Developed a program for future implementation of this project.

e. Conflict of Interest Statement (Non-Collusion) By checking the “True” box in the Master Certification and signing the same, I hereby certify that all persons, companies, or parties interested in the Invitation to Negotiate as principals are named therein, that the Vendor’s Reply is made without collusion with any other person, persons, company, or parties submitting a reply; that it is in all respect made in good faith; and as the signer of the reply, I have full authority to legally bind the Vendor to the provisions of this reply.

f. Certification Regarding Subcontractors and Other Vendors

By checking the “True” box in the Master Certification and signing the same, I hereby certify the Vendor’s Agreement to the following: 1) during the negotiation phase the Department may request, and any vendor submitting a reply to this ITN may propose, that such vendor use any of the subcontractors or providers used or identified by any other vendor submitting a reply to this ITN; and 2) that the Vendor waives any contract provision to the contrary.

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g. Certification Regarding Lobbying

By checking the “True” box in the Master Certification and signing the same, I hereby certify, to the best of my knowledge and belief,:

(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 an 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 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.

(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 congress, an officer or employee of congress, or an employee of a member of congress in connection with this federal contract, grant, loan, or 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 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 was placed when this transaction was made or entered into. Submission of this certification is a prerequisite for making or entering into this transaction imposed by section 1352, Title 31, United States Code. Any person who fails to file the required certification shall be subject to a civil penalty of not less than $10,000 and not more than $100,000 for each such failure.

h. Certification Regarding Scrutinized Companies List

By checking the “True” box in the Master Certification and signing the same, I hereby certify, the Vendor is not listed on either the Scrutinized Companies with Activities in Sudan List or the Scrutinized Companies with Activities in the Iran Petroleum Energy Sector List. Both lists are created pursuant to section 215.473, Florida Statutes. I understand section 287.135, Florida Statutes, prohibits Florida state agencies from contracting with companies on either list, for goods or services over $1,000,000, and pursuant to section 287.135, Florida Statutes, the submission of a false certification may subject company to civil penalties, attorney’s fees, and/or costs.

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By checking the “True” box in the Master Certification and signing the same, I hereby certify , in accordance with the debarment and suspension instructions listed below, the Vendor certifies neither it nor its principals is presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this contract/subcontract by any federal department or agency. Where the prospective vendor is unable to certify to any of the statements in this certification, such prospective vendor shall attach an explanation to this certification.

INSTRUCTIONS REGARDING DEBARMENT, SUSPENSION, INELIGIBILITY AND

VOLUNTARY EXCLUSION FOR CONTRACTS/SUBCONTRACTS

This certification is required by the regulations implementing Executive Order 12549, Debarment and Suspension, signed February 18, 1986. The guidelines were published in the May 29, 1987 Federal Register (52 Fed. Reg., pages 20360-20369). (See 2 C.F.R. Part 180)

(1) Each provider whose contract/subcontract equals or exceeds $25,000 in federal moneys must sign this certification prior to execution of each contract/subcontract. Additionally, providers who audit federal programs must also sign, regardless of the contract amount. The Department of Children and Families cannot contract with these types of vendors if they are debarred or suspended by the federal government.

(2) This certification is a material representation of fact upon which reliance is placed when this contract/subcontract is entered into. If it is later determined that the signer knowingly rendered an erroneous certification, the Federal Government may pursue available remedies, including suspension and/or debarment.

(3) The vendor shall provide immediate written notice to the contract manager at any time the vendor learns that its certification was erroneous when submitted or has become erroneous by reason of changed circumstances.

(4) The terms “debarred,” “suspended,” “person,” “principal,” and “voluntarily excluded,” as used in this certification, have the meanings set out in the Definitions and Coverage sections of rules implementing Executive Order 12549. You may contact the department’s contract manager for assistance in obtaining a copy of those regulations.

(5) The vendor agrees by submitting this certification that, it shall not knowingly enter into any subcontract with a person who is debarred, suspended, declared ineligible, or voluntarily excluded from participation in this contract/subcontract unless authorized by the Federal Government.

(6) The vendor further agrees by submitting this certification that it will require each subcontractor of this contract/subcontract, whose payment will equal or exceed $25,000 in federal moneys, to submit a signed copy of this certification.

(7) The Department of Children and Families may rely upon a certification of a vendor that it is not debarred, suspended, ineligible, or voluntarily excluded from contracting/subcontracting unless it knows that the certification is erroneous.

This signed certification must be kept in the contract file. Subcontractor’s certification must be kept at the vendor’s business location.

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j. Certification Regarding Prior Contractual Obligations

By checking the “True” box in the Master Certification and signing the same, I hereby certify the Vendor has not:

(1) Failed to correct to the satisfaction of the Department any unsatisfactory performance in a previous contract after Department notice of unsatisfactory performance;

(2) Had a contract terminated by the Department for cause; and

(3) Failed to sign a certification regarding debarment, suspension, ineligibility and voluntary exclusion contract/subcontracts (APPENDIX III) prior to contract execution.

k. Certification of Representations Per Sections 287.133 and 287.134, Florida Statutes

By checking the “True” box in the Master Certification and signing the same, I hereby certify the Vendor is not listed on the Convicted Vendors List created and maintained pursuant to section 287.133, Florida Statutes, or on the Discriminatory Vendors List created and maintained pursuant to section 287.134, Florida Statutes.

l. Certification of a Drug Free Workplace

By checking the “True” box in the Master Certification and signing the same, I hereby certify the Vendor currently maintains a drug-free workplace environment in accordance with section 287.087, Florida Statutes, and will continue to promote this policy through implementation of that section.

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TIE BREAKING CERTIFICATIONS

Statutory Preferences When Awarding Contracts Various provisions of Chapters 287 and 295, F.S., provide qualifying Vendors the advantage of "tie breakers" whenever two or more bids, proposals, or replies received by an agency are equal with respect to price, quality, and service. In order to take advantage of the below "tie breakers," a Vendor who meets the statutory qualifications for one or more of these "tie breakers" must certify that it qualifies for the cited preference. Completion of the certification is optional for qualifying Vendors, however, a Vendor waives all rights to consideration of a "tie breaker" if it fails to submit the certification on or before the deadline to submit its bid, proposal or reply.

MASTER CERTIFICATION – TIE-BREAKING CERTIFICATIONS

As the Authorized Representative of the Vendor, ________________________________________ (legal name of Vendor), I confirm that I have fully informed myself of all terms and conditions of ITN # ____________(the ITN), the facts regarding the Reply submitted by the Vendor in response to the ITN and the truth of each statement contained in Certifications (n) through (p) and certify, by checking one or more of the boxes below and affixing my signature hereto, that each statement in each checked certification is true.

Check the box next to the title to each certification that is true: m. Certification of a Certified Minority Business Enterprise

n. Certification of a Service Disabled Veteran’s Business Enterprise

o. Certification of a Florida Business p. Certification of a Foreign Manufacturer with a Factory in Florida

The content of each certification named above, set forth below, is incorporated into this Master Certification as if fully recited herein and, for each certification marked “true,” above, the below signature is deemed to be affixed to each such certification. I agree that any certification not marked above will be deemed “false.” Signature of Authorized Representative:

Date:

m. Certification of a Certified Minority Business Enterprise

By checking the “True” box in the Master Certification – Tie-Breaking Certifications and signing the same, I hereby certify that my organization is a Certified Minority Business Enterprise in accordance with section 287.0943, Florida Statutes. n. Certification of a Florida Certified Veteran’s Business Enterprise

By checking the “True” box in the Master Certification – Tie-Breaking Certifications and signing the same, I hereby certify that my organization is a Service Disabled Veterans Business Enterprise in accordance with section 295.187, Florida Statutes. o. Certification of a Florida Business

By checking the “True” box in the Master Certification – Tie-Breaking Certifications and signing the same, I hereby certify that my organization’s principal place of business is located within Florida in accordance with section 287.084, Florida Statutes. p. Certification of a Foreign Manufacturer with a Factory in Florida

By checking the “True” box in the Master Certification – Tie-Breaking Certifications and signing the same, I hereby certify that my manufacturing organization has a factory in Florida that employs over 200 employees working in Florida in accordance with section 287.092, Florida Statutes.

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APPENDIX IV: QUESTION SUBMITTAL FORM

Each Vendor shall complete the form provided based on its questions relating to this ITN. The completed form shall be submitted in accordance with the instructions provided in Section 2.7 of the ITN. The electronic response must be submitted as a Microsoft Word 2007 version file format. This form may be expanded as needed to facilitate response to this requirement. Vendor Name: [Enter Legal Name of Vendor]

Question

Number

ITN Section/

Attachment

Number

ITN/

Attachment

Page

Number

Question/Comment

1

2

3

4

5

6

7

8

9

10

11

12

13

14

15

[Add rows as necessary.] _______________________________________ *Signature of Authorized Representative [Enter Name and Title of Authorized Representative] *Name and Title of Authorized Representative

*This individual must have the authority to bind the Vendor.

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APPENDIX V: MANDATORY REQUIREMENTS CHECKLIST

MANDATORY CRITERIA CHECKLIST for: (enter name & reference # of solicitation)

Print Vendor’s Name (Agency):

Print Name of Department Reviewer (Procurement Manager):

Signature of Department Reviewer: Date:

Print Name of Department Witness:

Signature of Department Witness: Date: 1. Was the reply received by the date and time specified in the ITN and at the specified address?

(YES) = Pass (NO) = Fail

Comments:

2. Does the reply include the following?

a. Signed Certificate of Signature Authority, naming the vendor and its Authorized Representative (see note at bottom of Section A of Appendix II for acceptable alternatives)

(YES) = Pass ( O) = Fail

b. Master Certification, including the names of vendor and its Authorized Representative and signature of the Authorized Representative.


3. Is the “True” box in the Master Certification checked for each of the following?



b. Certification of Representations Per Section 9 of PUR 1001 (YES) = Pass (NO) = Fail

c. Certification of Authority to Do Business in Florida (YES) = Pass (NO) = Fail

d. Statement of No Involvement (YES) = Pass (NO) = Fail

e. Conflict of Interest Statement (Non-Collusion) (YES) = Pass (NO) = Fail

f. Certification Regarding Subcontractors and Other Providers (YES) = Pass (NO) = Fail

g. Certification Regarding Lobbying (YES) = Pass (NO) = Fail

h. Certification Regarding Scrutinized Companies List (YES) = Pass (NO) = Fail



j. Certification Regarding Prior Contractual Obligations (YES) = Pass (NO) = Fail

k. Certification of Representations Per Sections 287.133 and 287.134, F.S. (YES) = Pass (NO) = Fail

l. Certification of a Drug Free Workplace (YES) = Pass (NO) = Fail

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The reply includes the following “tie breaker “certification documents: Appendix III l. – Certification of a Drug Free Workplace Yes No Appendix III m. -Certification of a Certified Minority Business Enterprise Yes No Appendix III n. - Certification of a Service Disabled Veteran’s Business Enterprise Yes No Appendix III o - Certification of a Florida Business Yes No Appendix III p - Certification of a Foreign Manufacturer with a Factory in Florida Yes No

Comments:

4. Has the Department verified that the Vendor is not on the Convicted Vendor List or the Discriminatory Vendor List?


Comments:

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APPENDIX VI: SUBCONTRACTOR LIST

The lists will identify the subcontractors who will perform work under the contract(s) resulting from this solicitation.

The Vendor shall have determined to its own complete satisfaction that a listed subcontractor has been successfully engaged in the related subcontracted services and is qualified to provide the services for which each subcontractor is listed.

In the event that no subcontractor(s) will be used, this list shall be returned indicating “No Subcontractors will be used.”

CHECK HERE IF NO SUBCONTRACTORS WILL BE USED:

Subcontractor Name:

Subcontractor Name:

Business Type: Business Type:

Subcontracted Services:


Address: Address: City, State Zip City, State Zip Phone # Phone: FEIN # FEIN #

Subcontractor Name:

Subcontractor Name:

Business Type: Business Type: Subcontracted Services:


Address: Address: City, State Zip City, State Zip Phone # Phone: FEIN # FEIN #

[Duplicate table as necessary for additional subcontractors.] _______________________________________ *Signature of Authorized Representative [Enter Name and Title of Authorized Representative] *Name and Title of Authorized Representative *This individual must have the authority to bind the Vendor.

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APPENDIX VII: GLOSSARY OF TERMS

Term Acronym Definition

270 file 270 An EDI XML X12 format used primarily by healthcare providers to determine a client's eligibility for payment of services by Federal, State and private organizations via an Eligibility Inquiry.

271 file 271 An EDI XML X12 format used primarily by Federal, State and private organizations to provide eligibility status to providers for a client's eligibility for payment of services by via an Eligibility Inquiry Response.

508 Compliance Section 508 of the Rehabilitation Act requires all users, regardless of disability status, have access to electronic and information technology. All agencies and institutions that receive federal funding are required to be 508 Compliant.

835 file 835 An EDI XML X12 format used primarily by healthcare insurance plans to make payments to healthcare providers, to provide Explanations of Benefits (EOBs), or both.

837 file 837 An EDI XML X12 format established to meet HIPAA requirements for the electronic submission of healthcare claim information.

Actual Expenditures

The outlay of dollars by the Managing Entity paid to Providers for rendered services and used in support of the business.

Agency for Health Care Administration

AHCA A Florida agency responsible for the administration of the Florida Medicaid program, licensure, and regulation of Florida’s health facilities and for providing information to Floridians about the quality of care they receive.

Agency for State Technology

AST A Florida agency established by the Florida Legislature to develop and publish information technology policy for the management of the state’s information technology resources, oversee the state’s essential technology projects, and manage the State Data Center.

Alcohol, Drug, Mental Health Data Warehouse

ADMDW A large store of data accumulated from a wide range of sources used to guide management decisions by DCF SAMH.

American Society of Addiction Medicine

ASAM A widely used and comprehensive set of guidelines for placement, continued stay, and transfer/discharge of patients with addiction and co-occurring conditions.

Americans with Disabilities Act

ADA A civil rights law that prohibits discrimination against individuals with disabilities in all areas of public life, including jobs, schools, transportation, and all public and private places that are open to the general public.

Application Program Interface

API A set of routine definitions, protocols, and tools for building software and applications.

Approved Operating Budget

AOB A forecast of the sales revenue, production costs, overheads, cash flow, etc., of an organization, used to monitor its trading activities, usually for one year as approved by the DCF Budget Ledger Group.

Association of Rehabilitation

ARF A Florida organization that promotes the interests of individuals with disabilities by acting as a public policy change agent, and to promote and serve

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Facilities the interests of community human service provider organizations.

Automated Community Connection to Economic Self-Sufficiency

ACCESS A Florida system that allows customers to connect with their public assistance information 24/7, through the online application and MyACCESS Account.

Basic Client Information

BCI A federal report which contains basic client information that includes information on the client’s demographics (e.g., age, gender, race, ethnicity, and marital status), clinical status (e.g., mental health and substance abuse diagnoses, substance abuse problem), and outcomes (e.g., employment, living situation, criminal justice involvement, education).

Big Bend Community Based Care

BBCBC Managing Entity serving Bay, Calhoun, Escambia, Franklin, Gadsden, Gulf, Holmes, Jackson, Jefferson, Leon, Liberty, Madison, Okaloosa, Santa Rosa, Taylor, Wakulla, Walton, and Washington counties.

Block Grant A noncompetitive, formula grant mandated by the U.S. Congress. Eligible entities must submit an annual application to demonstrate statutory and regulatory compliance in order to receive the formula-based funding. SAMHSA is responsible for two block grant programs:

� Substance Abuse Prevention and Treatment Block Grant � Community Mental Health Services Block Grant

Broward Behavioral Health Coalition

BBHC Managing Entity serving Broward county.

Budget Allocation

The funding allocated to SAMH services at the State, Department, and Provider levels.

Budget Ledger System

BLS A Florida system that appropriates and manages the allocation of dollars downstream to the Managing entities via contracts and oversight.

Business Intelligence

BI The methods and technologies that gather, store, report, and analyze business data to help people make business decisions.

Business Requirement

BR The critical functions and activities the system must perform to meet organizational objectives as defined by the business stakeholders.

Carry Forward A term used to define sums of money that have not been spent during the current fiscal year but is not returned to the state.

Center for Behavioral Health Statistics and Quality

CBHSQ The government’s lead national agency for behavioral health statistics, as designated by the Office of Management and Budget.

Center for Mental Health Services

CMHS Organization leading federal efforts to promote the prevention for and treatment of adults who have serious mental illness and children with emotional disorders.

Center for Substance Abuse Treatment

CSAT Organization promoting community-based substance abuse treatment and recovery services for individuals and families in every community. CSAT provides national leadership to improve access, reduce barriers, and promote

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high quality, effective treatment, and recovery services.

Central Florida Behavioral Health Network

CFBHN Managing Entity serving Charlotte, Collier, DeSoto, Glades, Hardee, Highlands, Hendry, Hillsborough, Lee, Manatee, Pasco, Pinellas, Polk and Sarasota counties.

Central Florida Cares Health System

CFCHS Managing Entity serving Brevard, Orange, Osceola and Seminole counties.

Change Control Board

CCB A formally constituted group of stakeholders responsible for reviewing, evaluating, approving, delaying, or rejecting changes to the FASAMS project.

Children's Functional Assessment Rating Scale

CFARS A method of documenting and standardizing impressions from clinical evaluations or mental status exams that assess cognitive, social and role functioning. Used to evaluate the behavioral health outcomes for children receiving state supported services.

Children of Substance Abusers

COSA Identified support group of the Prevention - Indicated individuals (usually pertains to support and training)

Client Recipient of DCF SAMH services.

Client Admission

The data set captured for clients beginning an episode of care within a provider agency.

Client Assessment

The tools used to conduct client assessment and collect data regarding levels of functioning for adults and children, respectively, served in mental health programs.

Client Discharge A data set collected for every client discharged at the end of an episode of care.

Client-Specific Services

A data set linking persons served in state-contracted community SAMH programs to services, providers, costs, and outcomes.

Code of Federal Regulations

CFR The codification of the general and permanent rules published in the Federal Register by the departments and agencies of the Federal Government.

Commercial Off-The-Shelf

COTS A term used to describe software products that provide common business capabilities through minor configuration changes as opposed to custom coding.

Community Action Teams

CAT Teams providing comprehensive, community-based services to children aged 11 to 21 with a mental health diagnosis or co-occurring substance abuse diagnosis with accompanying characteristics such as: being at risk for out-of-home placement as demonstrated by repeated failures as less intensive levels of care; having two or more hospitalizations or repeated failures; involvement with the Department of Juvenile Justice or multiple episodes involving law enforcement; or poor academic performance and/or suspensions.

Community-Based Care

CBC A statewide network of comprehensive, community-based care agencies equipped to manage and deliver services to Florida's citizens.

Contract Accountability and Reporting System

CARS A DCF system which contains data on all Department contracts, grants, and amendments.

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Contract Negotiation

The process in which contracts between the DCF and Managing Entities are negotiated annually for what services will be funded by DCF and provided through ME subcontracts with Providers.

Contractor Entity which has a DCF contract to provide services.

Co-Occurring Admission

The activities and data set related to the entry of a client into an episode of care.

Co-Occurring Discharge

The activities and data set related to the release of a client from an episode of care.

Co-Occurring Disorder

COD Any combination of Mental Health and Substance Abuse disorders in any individual, whether or not the disorder has already been diagnosed.

Co-Occurring Disorder Service Capability

The ability of any program to organize every aspect of its program infrastructure (policies, procedures, practices, documentation and staff competencies), within its existing resources, to provide appropriately matched, integrated services to the individuals and families with co-occurring disorders that are routinely presenting for care in that program.

Cost Benefit Analysis

CBA A systematic approach to estimating the strengths and weaknesses of alternatives that satisfy transactions, activities, or functional requirements for a business.

Crisis Stabilization Services Utilization

CSSU The collection and analysis of crisis stabilization service data from public receiving faculties within the Managing Entity networks.

Crisis Stabilization Unit

CSU Facility which provides short-term inpatient stabilization for persons experiencing a mental health crisis, including beds for adults, children and adolescents.

Current Procedural Terminology

CPT A medical code set maintained by the American Medical Association through the CPT Editorial Panel.

Department of Children and Families

DCF Department

The SAMH Program is the legislatively appointed state authority for substance abuse, mental health, and methadone designation. The DCF program is governed by Chapters 394 and 397 of the Florida Statutes and is responsible for the oversight of a statewide system of care for the prevention, treatment, and recovery of children and adults with serious mental illnesses or substance abuse disorders.

Department of Corrections

DOC A Florida state department tasked to protect the public safety, to ensure the safety of Department personnel, and to provide proper care and supervision of all offenders under our jurisdiction while assisting, as appropriate, their reentry into society. DOC provides referrals to DCF of individuals in DOC's care who will require DCF services.

Diagnosis Code DIAG A data set used to indicate the type of diagnosis. Key fields include provider, social security number, admission date, diagnosis code, and diagnosis date. DIAG is required as part of the minimum data set for state mental health treatment facilities.

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Drug and Alcohol Services Information System

DASIS The primary source of national information on the services available for substance abuse treatment and the characteristics of individuals admitted to treatment.

Drug Court Funding

A government assigned money allocation of resources in support of court awarded sentences related to drug abuse

Economic Self-Sufficiency

ESS A program within DCF that helps to promote strong and economically self-sufficient communities by determining eligibility for food, cash and medical assistance for individuals and families on the road to economic recovery.

Electronic Data Interchange

EDI The transfer of data from one computer system to another by standardized message formatting, without the need for human intervention.

Electronic Health Record

EHR A digital version of a patient's paper chart. EHRs are real-time, patient-centered records that make information available instantly and securely to authorized users.

Eligibility Determination

The collection and reporting of client eligibility data, including information related to Medicaid, insurance plans and third-party benefits, as well as current roster of clients eligible for coverage under various plans.

Eligibility Validation

A task usually performed later in the services process to confirm that the services identified or payer during Eligibility Determination for a specific client has not changed.

Episode of Care EOC All services provided to a patient with a medical problem within a specific period of time across a continuum of care in an integrated system.

Evidence-Based Information Technology Framework

EBITF A tool that can be utilized in the evaluation and selection for the FASAMS solution. North Highland has partnered with the Department to develop meaningful objectives and measures which can be tracked over the procurement and implementation lifecycle. The EBITF provides a scoring framework for evaluating desired capabilities with importance value and technical feasibility.

Extensible Markup Language

XML A markup language that defines a set of rules for encoding documents in a format which is both human-readable and machine-readable.

Extract Transform Load

ETL A process used to collect data from various sources, transform the data depending on business rules/needs, and load the data into a destination database.

Family Intensive Treatment

FIT A program designated to provide intensive team-based, family-focused, comprehensive services to families in the child welfare system with parental substance abuse.

Federal Employer Identification Number

FEIN A unique number assigned to a company by the Federal government allowing the organization to do business.

Federal Information Processing

FIPS Publicly announced standards developed by the United States federal government for use in computer systems by non-military government agencies and government contractors.

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Standard

Federal Reports Required reports and performance measures for federally funded substance abuse and mental health programs (e.g., NOMs, BCI/SHR, TEDS). The objective of these measures and reports is to view an accurate and current picture of substance abuse and mental health services.

File Transfer Protocol

FTP A standard network protocol used to transfer computer files between a client and server on a computer network.

File Transfer Protocol Secure

FTPS An extension to FTP that adds support for the Transport Layer Security and the Secure Sockets Layer cryptographic protocols.

Financial and Services Accountability Management System

FASAMS DCF was directed by the Florida Legislature through Specific Appropriation 302A to develop and implement a uniform management information and fiscal accounting system to improve cost control for the State and its providers in accordance with Section 394.77, Florida Statutes. Based on the proviso, DCF named the initiative FASAMS.

Financial Reporting

Reports related to the budget, expenditures, and revenue of services provided to persons served in state-contracted community substance abuse and mental health programs.

Financial Rule 65E-14

65E-14 The Community SAMH Financial Rule applicable to all SAMH-Funded Entities when providing services using community substance abuse and mental health funds appropriated by the Legislature to DCF through the Community SAMH Services budget entity.

Florida Accounting Information Resource

FLAIR A double entry, computer-based, general ledger accounting system owned by the Department of Financial Services which is utilized to perform the State's accounting and financial management functions. The accounts of all State agencies are coordinated through FLAIR, which processes expense, payroll, retirement, unemployment compensation, and public assistance payments.

Florida Department of Law Enforcement

FDLE Florida agency which provides data related to persons with substance abuse problems who are involved in the criminal Justice system.

Florida Medicaid Management Information System

FMMIS The information system used to process Florida Medicaid claims and payments to Health Plans, and to produce management information and reports relating to the Florida Medicaid program. This system is used to maintain Medicaid eligibility data and provider enrollment data.

Florida Public Assistance Eligibility System

FPAES The Florida system allows customers to connect with their public assistance information 24/7. *Currently known as Automated Community Connection to Economic Self-Sufficiency (ACCESS)

Florida Safe Families Network

FSFN A Statewide child welfare and client management information system that meets Federal requirements for documenting and reporting child welfare for Florida.

Florida Statute F.S. A written law passed by the legislative body authorized in the state of Florida (may contain words like law, regulation, enactment, act, bill, decree, edict, rule, ruling, resolution, dictum, command, order, directive, pronounce, proclamation,

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dictate, fiat, bylaw, and ordinance).

Functional Assessment Rating Scale

FARS A method of documenting and standardizing impressions from clinical evaluations or mental status exams that assess cognitive, social and role functioning.

General Appropriations Act

GAA An act making appropriations; providing moneys for an annual period (fiscal year) and supplemental appropriations for a specified period of time to pay salaries and other expenses, capital outlay - buildings, and other improvements, and for other specified purposed of the various agencies of the state government; providing for contingent retroactive operation; providing effective dates.

Health Information Exchange

HIE HIE allows health care providers and patients to appropriately access and securely share a patient’s vital medical information electronically. It is a paid-for service at provider level.

Health Insurance Portability and Accountability Act

HIPAA Act passed by Congress in 1996 which:

� Provides the ability to transfer and continue health insurance coverage for millions of American workers and their families when they change or lose their jobs;

� Reduces health care fraud and abuse; � Mandates industry-wide standards for health care information on electronic

billing and other processes; and � Requires the protection and confidential handling of protected health

information.

Healthcare Common Procedure Coding System

HCPCS A standardized health care procedure coding system for describing the specific items and services provided in the delivery of health care based on the American Medical Association's Current Procedural Terminology (CPT).

Incident Reporting and Analysis System

IRAS An online incident reporting tool that enables the Department to collect and analyze information about critical incidents that occur in substance abuse and mental health facilities.

Institute of Electrical and Electronics Engineers

IEEE The world's largest technical professional organization dedicated to advancing technology for the benefit of humanity.

Indigent Drug Program

IDP A program designed to help the homeless with drug problems and housing

Inquiry Data Set IDS A tool used by DCF to view budget, contract, and other data sets stored in FLAIR.

Internal Rate of Return

IRR A metric used in capital budgeting measuring the profitability of potential investments. Internal rate of return is a discount rate that makes the net present value of all cash flows from a particular project equal to zero.

International Classification of Diseases

ICD A medical classification list by the World Health Organization containing codes for diseases, signs and symptoms, abnormal findings, complaints, social circumstances, and external causes of injury or diseases.

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Invoice Validation

The verification of service and contract data against actual expenditures.

Level of Care LOC › Level of care refers to the intensity of the treatment an individual can receive from a provider agency. Not only there are various clinical instruments for assessing levels of care (e.g., LOCUS, ASAM), but also there are multiple levels of care an individual may experience during treatment, including prevention, education and assessment services, outpatient services, rehabilitative services, partial hospitalization, residential programs and the most intensive level being inpatient hospitalization. The Department will continuously review and approve clinical instruments, which will be used statewide to collect and report data into the FASAMS database.

Level of Care Utilization System

LOCUS An assessment instrument for measuring level of care and level of functioning for clients with mental health disorders or substance abuse problems.

Local Match Funds to be provided by city or county for specific services to match funds provided by state or federal block grants.

Lutheran Services Florida

LSF Managing Entity serving Alachua, Baker, Bradford, Citrus, Clay, Columbia, Dixie, Duval, Flagler, Gilchrist, Hamilton, Hernando, Lake, Lafayette, Levy, Marion, Nassau, Putnam, St. Johns, Sumter, Suwannee, Union and Volusia counties.

Maintenance of Effort

MOE The state must demonstrate that they will maintain the level of nonfederal funding for their program that was in effect prior to the federal grant award.

Managing Entity ME The Department contracts for behavioral health services through regional systems of care called Managing Entities. These entities do not provide direct services; rather, they allow the Department’s funding to be tailored to the specific behavioral health needs in the various regions of the State. *Referred to as “Contractor” in SAMHIS.

394.9082, F.S. A managing entity is a not-for-profit corporation organized in Florida which is under contract with DCF on a regional basis to manage the day-to-day operational delivery of behavioral health services through an organized system of care and a network of providers who are contracted with the managing entity to provide a comprehensive array of emergency, acute care, residential, outpatient, recovery support, and consumer support services related to behavioral health.

Master Client Index

MCI A means of storing basic client information on clients receiving DCF services. A comparison of client records from disparate systems are linked them together, creating a master demographic record for each client.

Mental Health MH A term used to generally describe an illness affecting a client's ability to effectively process mental acuity.

National Institute of Standards and

NIST A non-regulatory federal technology agency that works with industry to develop and apply technology, measurements, and standards.

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Technology

National Outcome Measures

NOMs A set of guidelines addressing ten domains crossing Mental Health, Substance Abuse treatment, and Substance Abuse Prevention by providing a proposed measureable outcome, prevention, and treatment plans. Domains: Abstinence, Employment/Education, Crime and Criminal Justice, Stability on Housing, Access/Capacity, Retention, Social Connectedness, Perception of Care, Cost Effectiveness, Use of Evidence-Based Practices

Non-Client Specific Services

The data set of services provided to a group of individuals for whom individual client records are not maintained (e.g., prevention).

North Highland NH A global management consulting firm known for helping its clients solve their most complex challenges related to customer experience, transformation, performance improvement, and technology and digital across the full spectrum of consulting, from strategy through delivery.

Office of Child Welfare

OCW A program within DCF which encompasses a wide-range of services, including assistance to families working to stay safely together or be reunited, foster care, youth, and young adults transitioning from foster care to independence, and adoption.

Office of Inspector General

OIG DCF office which conducts independent and objective audits, investigations, as well as reviews of agency issues and programs to assist the Department in accomplishing its mission.

Other Cost Accumulator

OCA The set of codes assigned to silos of spending that are used to assign funds and track expenditures.

Pamphlet 155-2 P155-2 PAM

A DCF SAMH document which specifies the data sets, file layout, method, and frequency requirements for collecting and reporting data on persons served in state-contracted community substance abuse and mental health provider agencies, including code tables and descriptions. The Pamphlet is a living document which is subject to change in response to business needs and/or legislative requirements.

Performance Based Prevention System

PBPS An online reporting system for the collection of data related to Substance Abuse Prevention programs and activities.

Personal Identification Number

PIN A unique four digit client ID assigned by ACCESS.

Personally Identifiable Information

PII Information, including demographic information collected from an individual, that is created or received by a health care provider, health plan, employer, or health care clearinghouse; and relates to the past, present, or future physical or mental health or condition of an individual; the provision of health care to an individual; or the past, present, or future payment for the provision of health care to an individual; and identifies the individual, or there is a reasonable basis to believe the information can be used to identify the individual.

Prevention - Indicated

Services provided to at-risk individuals

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Prevention - Selective

Services provided to a population subgroup whose risk of developing Mental Health or Substance Abuse disorders is higher than average

Prevention - Universal Direct

Services provided to an identifiable group of individuals that have not been identified on the basis of individual risk

Prevention - Universal InDirect

Services provided to the general public or a whole population that has not been identified on the basis of individual risk. Universal Indirect services support population-based programs and environmental strategies such as changing laws and policies

Project Management Plan

PMP A formal, approved document used to guide both project execution and project control.

Protected Health Information

PHI Any information, whether oral or recorded in any form or medium, that is created or received by a health care provider, health plan, public health authority, employer, life insurer, school or university, or health care clearinghouse; and relates to the past, present, or future physical or mental health or condition of any individual, the provision of health care to an individual, or the past, present, or future payment for the provision of health care to an individual.

Provider Community substance abuse and mental health service providing agencies contracted by DCF or sub-contracted by Managing Entities. *Referred to as “Subcontractor” in SAMHIS.

*Providers with DCF direct contracts are referred to as “Direct Providers” in the FASAMS Project ITN and Attachment II: Standard Integrated Contract Part-2.

Provider Directory

The data set containing demographic information for all agencies that contract with DCF for community mental health or substance abuse services.

Request For Quotation

RFQ Official form presented to those who wish to bid on a project.

Requirements Management Plan

RMP Describes the requirements identification, traceability, and maintenance processes developed for the FASAMS Project.

Requirements Traceability Verification Matrix

RTVM The RTVM is the primary tool used for organizing, analyzing, and documenting the business and technical requirements, as well as their relationships to each other.

Schedule of Funds

SOF A list of allocations for a sum of money or other resources set aside for a specific purpose

Seclusion and Restraint

SANDR A data set is used at the state level to collect and report the frequency and types of seclusion and restraint events that involve persons served in state-contracted and non-state contracted community substance abuse and mental health programs, and state mental health treatment facilities.

Secure File Transfer Protocol

SFTP A network protocol that provides file access, file transfer, and file management over any reliable data stream.

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Service-Level Agreement

SLA A contract between a service provider and its customers that documents what services the provider will furnish and defines the performance standards the provider is obligated to meet.

Service Reports Reports related to the types and amounts of services provided to persons served in state-contracted community substance abuse and mental health programs.

Set Aside A term used to identify money that is assigned to a specific service and is applied as a percentage (e.g., 5% of the total dollars for drug abuse housing would be a set aside – It must be spent and has its own OCA).

South Florida Behavioral Health Network

SFBHN Managing Entity serving Miami-Dade and Monroe counties.

Southeast Florida Behavioral Health Network

SEFBHN Managing Entity serving Indian River, Martin, Okeechobee, Palm Beach, and St. Lucie counties.

State Hospital Readmissions

SHR A federal report which contains all discharge events, except discharges that constitute a transfer within the same facility or for short term acute medical treatment after which the consumers return to continue their State hospital treatment, during the reporting period and records the number of days elapsed following each discharge event and the succeeding readmission to the state hospital.

State Mental Health Treatment Facility

SMHTF A state-contracted facility providing approved services for mental health that prescribe to state managed guidelines.

State Outcome Measurement and Management System

SOMMS The system used to monitor performance related to treatment and prevention of alcohol, drug, and mental health disorders. There are 10 measurements that must be submitted at time of admission and discharge that contribute to the 6 National Outcome Measurements (NOMs).

State Reporting General Appropriation Act Reports.

Statement of Work

SOW A document routinely employed in the field of project management. It defines project-specific activities, deliverables, and timelines for a vendor providing services to the client.

Subcontractor Providers who provide services by sub-contracting with an entity that has a contract with DCF (e.g., Provider who provides services under a contract with an ME).

Subject Matter Expert

SME A SME is a person who provides knowledge and expertise in a particular subject for a project.

Substance Abuse SA A term used to generally describe a client's use of a substance that effectively diminishes his/her ability to self-manage personal activities.

Substance Abuse and Mental

SAMH A program within DCF and legislatively appointed state authority for substance abuse, mental health, and methadone designation. The program is governed by

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Health Chapters 394 and 397 of the Florida Statutes and is responsible for the oversight of a statewide system of care for the prevention, treatment, and recovery of children and adults with serious mental illnesses or substance abuse disorders.

Substance Abuse and Mental Health Information System

SAMHIS A State level data set used to collect and report the types and amounts of services provided to persons served in state contracted community SAMH programs.

Substance Abuse and Mental Health Services Administration

SAMHSA The agency within the U.S. Department of Health and Human Services that leads public health efforts to advance the behavioral health of the nation.

Substance Abuse Automated Licensure Information System

SALIS A web-based software application used is the licensing and monitoring of locations and providers of Substance Abuse services; according to chapter 65D-30, Florida Administrative Code.

Supplemental Nutrition Assistance Program,

SNAP A federal nutrition program that helps stretch a food budget and buy healthy food (formerly known as food stamps).

Target Population

The grouping of a set of clients by a defined set of attributes (e.g., diagnosis code, age). Mental health target populations are determined from the client's first mental health outcome for the fiscal year. Substance abuse target populations are determined from the client's admission, immediate discharge, or detox record submissions.

Technical Requirement

TR The technical aspects that a system must fulfill, such as performance-related issues, reliability issues, and availability issues.

Temporary Assistance for Needy Families

TANF A program to provide temporary financial help to eligible low-income families. The program is designed to end dependence by needy parents on government benefits by promoting training, job preparation, and work.

Threshold A specific dollar amount assigned to a specific financial expenditure (e.g., pregnant women).

Treatment Episode

The period of treatment between admission and discharge from a facility, such as inpatient, residential, partial hospitalization, and outpatient, or the period of time between the first procedure and last procedure on an outpatient basis for a given diagnosis.

Treatment Episode Data Set

TEDS A compilation of demographic, substance abuse, and socioeconomic characteristics collected in state administrative data systems. The state role in submitting TEDS data to SAMHSA is critical because TEDS is the only national client-level database on substance abuse treatment. These data are used by federal policymakers, researchers, and many others for comparisons and trends on the characteristics of persons receiving substance abuse treatment. TEDS provides data outcomes in support of program performance measurement and

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management goals.

Uniform Reporting System

URS A SAMHSA data reporting system that collects aggregate data that describe the characteristics of persons served by the SMHA in a given 12-month period, by treatment setting and service types, performance and outcome measures, and indicators that support the use of State’s Community Mental Health Services Block Grant. This reporting system utilizes a standardized reporting of State mental health data.

Unique Client Identifier

UCI A computer-generated unique identifier for a client that would be held in a Master Client Index (MCI) table.

Wait List A report indicating clients who are determined to be eligible for a SAMH service but must wait for availability of that service.

Web-Block Grant Application System

WebBGAS WebBGAS is an online reporting system that States use to respond to the Uniform Application for the Substance Abuse Prevention and Treatment Block Grant (OMB No. 0930-0080) and the Community Mental Health Services Block Grant Application (OMB No. 0930-0168). Covering all 50 States and territories, WebBGAS is the central portal for States to apply for Block Grant funds within SAMHSA. Additionally, the system enables State Project Officers responsible for the review and approval of applications to perform their activities online. WebBGAS also has a series of reports used to monitor program performance and administrative activities.

The set of data tables submitted by DCF SAMH for mental health national outcome measures as federally required by SAMHSA Center for Mental Health Services.

X12 file X12 The standard for the development and maintenance of Electronic Data Interchange standards for the United States. Is also known as Accredited Standards Committee.

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LIST OF ATTACHMENTS

ATTACHMENT I: FASAMS STANDARD INTEGRATED CONTRACT PART-1

ATTACHMENT II: FASAMS STANDARD INTEGRATED CONTRACT PART-2

ATTACHMENT III: PUR 1000

ATTACHMENT IV: PUR 1001

ATTACHMENT V: REQUIREMENTS RESPONSE MATRIX

ATTACHMENT VI: COST PROPOSAL WORKBOOK

ATTACHMENT V: REQUIREMENTS RESPONSE MATRIX and ATTACHMENT VI: COST PROPOSAL WORKBOOK are included in the FASAMS Procurement Library on the DCF SAMH FASAMS website at: http://www.myflfamilies.com/service-programs/substance-abuse/fasams.

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