Integrated Case Management SystemPage 1 FORM ; Rev. 06/24/2010 July 27, 2011 Molly Martin, Dept. of Administration FSSA Sr. Account Manager RFS Integrated Case Management System Pre-Proposal Conference

Integrated Case Management SystemPage 2 FORM ; Rev. 06/24/2010 General Information Purpose of RFP/RFS Proposal Preparation & Evaluation Key Dates Minority and Women’s Business Enterprises RFS Response Discussion Question and Answer Session Agenda

Integrated Case Management SystemPage 3 FORM ; Rev. 06/24/2010 Sign-In Sheet for Attendees Sign-In Sheet and PowerPoint will be posted on State’s Solicitation Website Hold questions until the end of the presentation - Any verbal response is not considered binding; respondents are encouraged to submit any question formally in writing if it affects the proposal that will be submitted to the state. General Information

Integrated Case Management SystemPage 4 FORM ; Rev. 06/24/2010 Overview This RFS provides interested vendors with sufficient information to submit proposals for consideration by FSSA to satisfy a need to replace current case management systems (DART, INsite, PAS, IRIS) with an enterprise-level Integrated Case Management System (ICMS). FSSA will evaluate the necessary software solution(s) and implementation services in the context of the RFS. FSSA’s interest is in proposals that demonstrate a creative and innovative approach to meeting the challenges of project schedule, cost and quality as well as to supporting FSSA’s alignment with the Centers for Medicare and Medicaid Services.

Integrated Case Management SystemPage 5 FORM ; Rev. 06/24/2010 The state expects respondents to provide cost effective, creative solutions when submitting proposals. -Business & Technical Proposal Contents A cost proposal template has been provided; please return back in Excel format. Buy Indiana Preference, 5 definitions -Status shall be finalized by proposal due date. Attachment C, Indiana Economic Impact -Definition of FTE (Full-Time Equivalent). Proposal Preparation

Integrated Case Management SystemPage 6 FORM ; Rev. 06/24/2010 Summary of Evaluation Criteria: 1. Adherence to Mandatory Requirements - Pass/Fail 2. Management Assessment/Quality (Business & Technical) - 40 points 3. Cost (Cost Proposal) - 15 points 4. Indiana Economic Impact - 15 points 5. Buy Indiana - 10 points 6. Minority (10) and Women Business (10) Subcontractor Commitment 20 points * 100 Total Points (102 if bonus awarded)

Integrated Case Management SystemPage 7 FORM ; Rev. 06/24/2010 Written Questions Due: August 1 Responses to Questions: August 8 Proposal Due Date: August 29 Tentative Award Date: TBD Key Dates

Integrated Case Management SystemPage 8 FORM ; Rev. 06/24/2010 Charles Hill, MWBE Division Contact Information - or Phone: Complete Attachment A, MWBE Form - Include sub-contractor letters of commitment Goals for Proposal - 8% Minority Business Enterprise - 8% Women’s Business Enterprise Minority & Women’s Business Enterprises

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Integrated Case Management SystemPage 10 FORM ; Rev. 06/24/2010 Minority & Women’s Business Enterprises Prime Contractors must ensure that the proposed subcontractors meet the following criteria: Must be listed on the IDOA Directory of Certified Firms Each firm may only serve as once classification – MBE or WBE A Prime Contractor who is an MBE or WBE must meet subcontractor goals by using other listed certified firms. Certified Prime Contractors cannot count their own workforce or companies to meet this requirement. Must serve a commercially useful function. The firm must serve a value-added purpose on the engagement. Must provide goods or service only in the industry area for which it is certified as listed in the directory at Must be used to provide the goods or services specific to the contract National Corporate Diversity Plans are generally not acceptable

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Integrated Case Management SystemPage 12 FORM ; Rev. 06/24/2010  Effective April, 2011, a new MWBE scoring methodology will be utilized for all RFP’s released  New Process – MWBE scoring is conducted based on 20 points plus a possible 2 bonus points scale - MBE: Possible 10 points + 1 bonus point - WBE: Possible 10 points + 1 bonus Point  Professional Services Scoring Methodology: - The points will be awarded on the following schedule: - Fractional percentages will be rounded up or down to the nearest whole percentage - Submissions of 0% participation will result in a deduction of 1 point in each category - The highest submission which exceeds the goal in each category will receive 11 points (10 points plus 1 bonus point). In case of a tie both firms will receive 11 points Minority & Women’s Business Enterprises %1%2%3%4%5%6%7%8% Pts

Integrated Case Management SystemPage 13 FORM ; Rev. 06/24/2010 BidderMBE %Pts.WBE %Pts.Total Pts. Bidder 112.0% % Bidder 26.0%7.54.0% Bidder 38.0% % Bidder 416.0% %10.0 Bidder 50.0%0.0%-2.0 Minority & Women’s Business Enterprises

Integrated Case Management SystemPage 14 FORM ; Rev. 06/24/2010 ICMS Request for Services Response ICMS Request for Services Response

Integrated Case Management SystemPage 15 FORM ; Rev. 06/24/2010Agenda  Introduction  Proposal ◦ Business Proposal ◦ Technical Proposal ◦ Requirements Response Matrix ◦ Cost Proposal  Attachments ◦ Proposal ◦ Informational

Integrated Case Management SystemPage 16 FORM ; Rev. 06/24/ Business Proposal  Respond in Attachment E  Number the Sections to Match RFS ◦ General ◦ Company Structure ◦ Company Financial Information ◦ Integrity of Company Structure and Financial Reporting ◦ Contract Terms/Clauses ◦ References ◦ Registration with Secretary of State ◦ Authorizing Document ◦ Subcontractors

Integrated Case Management SystemPage 17 FORM ; Rev. 06/24/ Technical Proposal  There are two sections of the Technical Proposal – Attachment F and Attachment G  Respond in Attachment F  Number the Sections to Match RFS ◦ Must respond to each numbered section and sub section ◦ Solution Description ◦ Approaches (Project Management, Software Development, Data Conversion, Cutover and Implementation, Organizational Change Management, Training) ◦ Must address a minimum set of issues/features ◦ List of Deliverables and Description of Deliverables ◦ May substitute or combine based on your methodology ◦ Project Staffing – Key and non-key personnel ◦ Attachment I – resume format and skills inventory

Integrated Case Management SystemPage 18 FORM ; Rev. 06/24/ Technical Proposal  Hardware and Software Components ◦ Detail description of System Architecture including Technical Components of the Solution ◦ Hardware and Software Installation ◦ System Sizing and Performance ◦ Data Models ◦ Disaster Recovery  Document Procedure to Confirm System Failover Capability  Provide Disaster Recovery Procedures and Supporting Documentation ◦ Security and Controls ◦ Software Warranty and Maintenance ◦ Multiple environments ◦ Software Solution

Integrated Case Management SystemPage 19 FORM ; Rev. 06/24/ Technical Proposal Requirements Response Matrix Attachment G  The Vendor must complete ALL worksheets; “Functional Requirements”, “General Requirements”, “Technical Requirements” and “Report Requirements”. Please note that the “Functional Requirements” worksheet is organized by Modules and contains a list of each Module’s functional level requirements  Refer to Attachment M – Detailed Software Requirements for a more specific understanding of requirements – This Attachment M is only a reference document

Integrated Case Management SystemPage 20 FORM ; Rev. 06/24/ Technical Proposal Requirements Response Matrix Attachment G For ALL worksheets the Vendor must respond to each of the requirements (1) by indicating in the “Meets (Yes/No)” column whether or not the Vendor’s proposed solution meets (Yes) or does not meet (No) each of the requirements and (2) by providing an explanation in the “Explain How Your Solution Meets This Requirement” column of how the proposed solution will meet the requirement. Failure to respond to each requirement in the Requirements Response Matrix could potentially put the Vendor’s proposal at risk for disqualification.

Integrated Case Management SystemPage 21 FORM ; Rev. 06/24/ Cost Proposal – Attachment D  Must be Provided Separately from Technical and Business Proposals  Table of Contents appears upon opening the file  Cells requiring Vendor data are light green  Non applicable cells are marked in black  File Contains Eight (8) Worksheets 1.Table of Contents 2.Instructions 3.Total Cost Summary 4.Labor Rates 5.Implementation – Deliverables must be the same as proposed in Technical Proposal 6.Packaged Software 7.Hardware 8.Cost Assumptions  There are specific Notes providing more detailed instructions for each worksheet

Integrated Case Management SystemPage 22 FORM ; Rev. 06/24/2010Attachments  Attachment A – MWBE  Attachment B – Sample Contract  Attachment C – IEI Form  Attachment D – Cost Proposal  Attachment E – Business Proposal  Attachment F – Technical Proposal  Attachment G – Requirements Response Matrix  Attachment H – Bidders’ Library – Reference Only  Attachments I – Resume Format and Skills Inventory  Attachment J – Acronyms and Abbreviations – Reference Only  Attachment L – ICMS Stakeholders and Affected End Users – Reference Only  Attachment M – Detail Software Requirements – Reference Only  Attachment N – Accessibility Compliance Template

Integrated Case Management SystemPage 23 FORM ; Rev. 06/24/2010 IDOA PROCUREMENT LINKS AND NUMBERS BUYIN (8946) For Vendor Registration Questions For Inquiries Regarding Substantial Indiana Economic Impact A. Link to the developing “one stop shop” for vendor registry with IDOA and Secretary of State. B.Secretary of State of Indiana: Can be reached at (317) for registration assistance. C.See Vendor Handbook: Online version available at D. Minority and Women Owned Business Enterprises: for table of IDOA certified MBEs and WBEs. For more WBE’s information E.RFP posting and updates: Go to (select “State of Indiana Opportunities” link) Drag through table until you find desired RFP/RFI number on left-hand side and click the link. Additional Information

Integrated Case Management SystemPage 24 FORM ; Rev. 06/24/2010 Questions & Answers