{"Scope":"This Request for Proposal (RFP) is a One Time Acquisition conducted by the State of California, Department of General Services, Procurement Division (DGS-PD) to cover the requirements of the Department of General Services, Office of Administrative Hearings (OAH) for the Implementation and Maintenance and Operations of a new Case Management System (CMS)","Statement of Work":"The Office of Administrative Hearings (OAH) conducts over 13,000 hearings annually for more than 1,800 agencies, but its current Case Management System is outdated. This contract will provide a new, unified CMS to replace the legacy system, streamline case processing, reduce manual work, improve data access and public transparency, and expand secure statewide e-filing and document management","Experience":"Bidder must have successfully implemented at least two (2) enterprise Case Management Systems or comparable workflow-driven systems for government or judicial/administrative organizations within the last five (5) years.","User Base":"Provide internal user access for 200 concurrent users (DGS staff). Provide unlimited access to external users via an external user portal","Go-Live/Launch Timeline":"The Implementation Phase shall commence upon the Effective Date and is estimated to be completed within thirty-three (33) months. The Implementation Phase includes all activities defined in the Statement of Work, from project initiation through system go-live and the 90-day stabilization period.\n\nThe 33-month deployment timeline represents the State’s estimated duration for completing the Implementation Phase. This estimate is provided for planning purposes only. Bidders may propose an alternative implementation timeline, provided it meets all requirements in the Statement of Work and supports a successful transition to the new solution.","Hosting":"DGS manages and supports both Microsoft Azure Commercial and AWS Commercial cloud infrastructure for existing applications. DGS prefers leveraging Microsoft Azure Commercial for any new applications requiring DGS-managed cloud infrastructure.","Legacy System":"Practice Manager is the existing legacy CMS","Data Migration":"The as-is application server currently hosts 1.7TB of data, while the as-is Database currently hosts 73GB of data. The volume of cases required to be migrated will be finalized with business staff during the requirements analysis phase outlined in RFP.","Reporting & Compliance Requirements":"1. Power BI (US Government)\n2. Power BI VM (Azure)\n3. SSRS 2022 - For reports that are consumed internally. For reports that are more tabular in nature.","Maintenance Support":"A detailed narrative of the scope of ongoing support services to be provided by the Contractor, including but not limited to: 1) Application performance monitoring. 2) Application patching and release cadence/scheduling. 3) Infrastructure/Platform updates and patching cadence/scheduling. 4) Application configuration and data backup schedules. 5) Annual DR environment testing plans. ","Initial Contract Term":"The anticipated term of this Agreement is five (5) years upon written notice from DGS (Effective Date). The Contractor's rates listed in Exhibit B, Attachment 1, Cost Worksheet will stay in effect for the entire contract term.","Estimated Budget by State":"The BCP requests up to $4.9 million (one-time) from the Service Revolving Fund in 2025-26 to implement the replacement of the aging Case Management System. (BCP)\nThere is also $628,000 ongoing funding anticipated beginning in 2028-29 to support annual maintenance costs. (BCP)","Integrations":"Thomson Reuters Case Center, Adobe Sign, Fiserv PayPoint, Other External & Internal Systems as Identified in future\n\nDGS staff are responsible for maintaining and enhancing existing custom integrations. If existing integration tools are required to support the new CMS, the Contractor will be required to support DGS staff in modifying as-is integrations to work with the new CMS. It is DGS's preference to replace existing third-party integrations with native functionality within the new CMS.","Help Desk":"DGS will provide helpdesk support for any on-prem COTS solutions. The Contractor will be required to provide (all levels of support) for SaaS solutions.","Pricing":"\"The Maintenance and Operations (M&O) phase begins after a successful 90-day stabilization period following project completion.\nIf M&O starts before Year 4 of the contract, the contractor must provide all M&O services at no cost until Year 4 begins.\nThe contractor cannot bill, defer billing, or seek reimbursement for any M&O services provided before Year 4, now or later.\nThe contractor will only be paid for M&O services starting in Year 4, based on the rates and terms in Exhibit B, Attachment 1.\n\nThe Maintenance and Operations (M&O) Phase shall commence immediately upon the successful completion of the 90-day Stabilization Period following Project Completion, regardless of the date on which such completion occurs.\n1. Early Commencement and No-Cost Provision. If the commencement date under subsection (C) occurs prior to the fourth year of the term of the Agreement (year 4), the Contractor shall provide all required M&O Services at no cost to the State until the start of year 4.\n2. Deferred billing, invoicing, or reimbursement for M&O Services provided prior to year 4, is expressly prohibited. The Contractor shall not seek payment for such services at any time, including after the start of year 4.\n3. Compensation Post-Year 4: The Contractor shall be entitled to compensation for M&O Services in accordance with the rates and terms set forth in Exhibit B, Attachment 1, Cost Worksheet.\"","Offshore resources":"Offshore data storage and remote access to State data are prohibited, per SAM 4983.1, VIII. Security, Section G. DGS requires onshore resources for this RFP.","Staffing":"The staffing plan originally proposed by the Contractor shall remain assigned to the project. No substitution of personnel will be permitted except for reasons beyond the Contractor's control. Any changes to the Contractor's staffing plan must be approved by the DGS Contract Administrator. After the contract Effective Date, any substitution of personnel shall also require prior written approval from the DGS Contract Administrator. Replacement personnel shall possess qualifications and experience equal to or greater than those of the originally proposed staff. Refer to Section 10, Contractor Staff Changes, for more information. ","Key Personnel":"The Contractor will provide a team of specialists experienced in implementing the chosen solution. Their responsibilities include but are not limited to requirements refinement, solution design, solution implementation, configuration and integrations, data migration, testing and training. ","Submission Method":"The completed proposal response shall be submitted by email as follows:\nEmail proposals to OTA@dgs.ca.gov","Sub-contract":"Prime Contractor must identify and manage all subcontractors and remain fully responsible to the State.\nAny subcontractor changes require 14-day notice and DGS approval.\nSubcontractors must pass reference checks and follow all agreement terms, laws, and performance standards.\nContractor handles payments; the State is not responsible for paying subcontractors.\nSubcontracts must include indemnification protecting the State.","Training":"NA","MWBE/SDVOB":"If the SB/DVBE firm is a subcontractor, they must perform at least 25% of the contracted work for SB Preference and an additional 1%–5% for DVBE Incentive. They must perform a Commercially Useful Function. If the SB/DVBE is the prime contractor, they will be eligible for both the Preference and the Incentive.","Payment Schedule":"NA","Travel Cost":"The State will not reimburse travel expenses. The Contractor is responsible for their own operating expenses, overhead, travel, and clerical support. The State will not pay for fees not listed on Exhibit B, Attachment 1, Cost Worksheet.","E-Signature":"E-signature or digital authentication is not required within the external portal or workflows. However, internally, OAH uses Advanced Electronic Signatures (AES) via Adobe Sign for documents that require signatures. A similar AES-capable feature would be preferable to support internal routing and signing functionality, consistent with current system use.","Mobile Support":"DGS does not have explicit expectations for mobile access and/or responsive design requirements for the new CMS. All bidder proposals will be evaluated and scored with functionality and user experience in mind.","Value Added":"Reviewers may assign additional points based on the applicability and inclusion of the Optional Solution Requirements listed in Attachment 7 - Optional Solution Requirements. May be addressed within and/or as a part of the Technical Response (Attachment 6). Points will be awarded for optional capabilities that provide clear, measurable value to the State, enhance functionality, or improve efficiency beyond the mandatory requirements. The extent to which each optional feature aligns with, and advances OAH’s business needs will be considered in scoring.\n\nOptional features will not be used to determine compliance with mandatory requirements but may receive additional points as value-added enhancements.","Escrow":"NA","Terms & Condition":"The State objects to and will not evaluate or consider any additional terms or conditions submitted by a bidder.\n\nIf the State finds that a response has a material deviation from a specified requirement, the Bidder may be deemed non-responsive. \n\nA deviation from a requirement is material if the deficient response is not in substantial accord with the solicitation requirements, provides an advantage to one Bidder over other Bidders or has a potentially significant effect on the delivery, quantity or quality of items Proposal, amount paid to the supplier or on the cost to the State. Material deviations cannot be waived. \n\nResponsive Proposal is a proposal that complies without material deviation from the requirements of the solicitation and the terms and conditions of the proposed contract. ","Onsite":"The Contractor will be required to work an average of two (2) days per week on-site. The Contractor will be required to work on-site, determined by OAH's needs. On-site work will take place at OAH Headquarters, 2349 Gateway Oaks Dr., Ste 200 Sacramento CA 95833, with occasional work at other regional offices within the State of California. Unless there is a specific need or exception, all work must be performed using DGS-provided computers or laptops.","DVBE Withhold":"The State can withhold $10,000 from the final payment until the contractor meets DVBE certification. The contractor has 30 days to comply, or the withheld amount is permanently deducted.","SLA":"Please refer to Attachment 1, Exhibit A, Addendum No. 3 for inclusion of the following: “New Solution shall be considered a Priority 1 - Critical Application with 1-hour response / 8 hours to close ticket SLAs. These SLAs apply to evenings and weekends.”","Transition":"Plan and assist with facilitating organizational change activities to ensure a smooth transition from the legacy system to the new solution. These tasks will be\ndocumented in an Organizational Change Plan.","Folder Link":"https://drive.google.com/drive/folders/15G1uHjKUkW-cacHhejwEYLy6O42IhI3O?usp=drive_link"}
Assumptions
- 1. Cardinality Solution will be hosted on Azure Government Cloud for the production instance.
- 2. Azure Hosting includes one production and four non-production instances - Development, Integration Testing, UAT and Staging
- 3. Cardinality SaaS license includes - Yearly 2 upgrades, monthly hot fixes and L3 Support.
- 4. All resources would be based out of the United States
- 5. The Cardinality SaaS license cost is provided for up to 200 internal users and up to 100,000 Citizen users
- 6. Cardinality will leverage the Adobe licenses of the Agency for e-signature
- 7. The Operations & Maintenance Phase is assumed to start after the DDI phase of 15 months followed by 3 months of Stabilization Support
- 8. Cardinality will provide a mobile responsive application. Development of a mobile app is not part of scope of work
- 9. Cardinality will provide Tier-1 and Tier-2 support during the Operations & Maintenance Phase