{"Project Scope":"End-to-end design, configuration, integration, testing, implementation, and transition to operations for a statewide CCWIS replacing child-welfare components of SSIS. Deliverables include requirements/design, configuration/development, data conversion/reporting, bidirectional exchanges, security/privacy/accessibility, testing, training/readiness, cutover, sustainability support, warranty stabilization, knowledge transfer, documentation, and closeout; an optional Phase 2 may add adult-program functionality and SSIS decommissioning/archiving.","Background":"Minnesota plans to replace its aging SSIS child welfare system with a modern CCWIS-compliant system. The new system will support 6,500+ child-welfare users across 87 counties and 3 Tribal organizations, improve scalability, data quality, integrations, accessibility, and statewide standardization while allowing local flexibility.","Experience and References":"Responder must have successfully implemented a child welfare system modernization project in another state. For purposes of this solicitation, a successfully implemented child welfare solution is one that has been deployed into production and is actively used by a public child welfare agency to support the delivery and oversight of child welfare services.\nResponder must provide contact(s) for references for the successful implementation.\nResponder must have at least five years of implementation expertise and experience in child welfare system modernization.\n","Client / End-User Profile (User Base)":"The system supports all 87 Minnesota counties, three American Indian Child Welfare Initiative Tribes (AICWIT), and state-level staff; there are more than 6,500 users supporting child-welfare program areas plus more than 4,000 SSIS users across other service domains.","Go-Live/Launch Timeline":"No fixed go-live date specified; evaluation and selection anticipated by Q1 2027. Timeline tied to contract execution and hybrid-agile delivery milestones.","Geographic / Offshore Resource Restrictions":"All storage and processing must occur within U.S. borders; foreign outsourcing prohibited. Applies to subcontractors at all levels.","Hosting & Infrastructure Requirements":"Scalable cloud-based architecture required; must meet WCAG 2.1 AA accessibility, role-based security, and auditability. No specific provider mandated; compliance with state/federal standards expected.","Legacy System":"SSIS child welfare system (Social Services Information System).","Data Migration":"Vendor responsible for conversion from SSIS; must preserve fiscal accuracy, auditability, and statutory reporting. Historical records and reporting dependencies require reconciliation. Joint planning for CCWIS should drive conversion and migration activities, as SSIS will remain an operational system for nonchild welfare programs until a future modernization phase. ","System Integrations":"Must provide bi-directional exchanges with Medicaid, eligibility, licensing, reporting, statewide identity services, and partner systems. API-first architecture and open standards required.","Reporting & analytics":"Robust data governance and integrity controls\nSupports federal/state reporting\nReal-time analytics and dashboards","Maintenance & Support (Post-Launch)":"Vendor provides 30-day regional Post Go-Live Support (PGLS) per region, a 30-day statewide PGLS, followed by 12 months of ongoing Maintenance & Operations (M&O). Severity 1 incidents require 24x7x365 coverage with 15-min response, 2-hr workaround, and 4-hr resolution targets, alongside 99.9% monthly system availability.\n\nThe DDI Vendor should establish and operate a Post Go-Live (PGLS) team for each region as it goes live. For each of the five regions, the PGLS should operate for no less than thirty (30) calendar days following the region’s Go Live. During this time, the Responder should provide elevated functional and technical support focused on issue triage, resolution, user assistance, and operational stabilization for that region.\nAt the conclusion of each regional PGLS period, operational support for that region should transition to the State support team. The Responder should then shift PGLS operations to the next region entering Go Live. This phased approach should continue until all five regions have completed their regional PGLS period.\nUpon completion of the five defined regional rollouts, the Responder should operate a thirty (30) calendar day Post Go Live Support team that supports the full CCWIS user base and validates statewide readiness.\nFollowing completion of the initial six-month PGLS period, the Responder will continue to provide Ongoing M&O for a period of no less than twelve (12) months. This phase is intended to reinforce system stability, support the State’s transition to primary support responsibility, and maintain continuity of critical CCWIS services as the solution enters steady state. At the conclusion of this period, the State may elect to extend M&O to address evolving operational needs, significant changes, or major updates.","Training":"Vendor must execute a train-the-trainer program covering ~6,500 end users across 5 regions (minimum 2 onsite sessions per region plus central St. Paul location) and virtual/embedded eLearning. Curricula and materials must cover role-based workflows, local practice variations, and technical staff operations in accessible Word/PDF formats.","Proposal / Submission Requirements":"Responses must be submitted through the SWIFT Supplier Portal by 2:00 PM Central Time on September 24, 2026; fax, email, and printed responses are not accepted. Required submissions include the declarations, exceptions, cost proposal, workforce/equal-pay declaration, RTMs, project methodology, testing/training/support, solution components, accessibility narrative, VPAT, and applicable samples/other agreements.","Initial Contract Term":"The initial term of this contract is anticipated to be two five years.,","Ongoing Project Management Obligations":"Vendor must align with State’s hybrid-agile model; provide plans, schedules, risk/issue management, and reporting. Governance artifacts and traceability required.\n\nVendor must deliver bi-weekly project status reports, schedule/requirements control reports, and updated WBS/IMS artifacts aligned with State PMO and PMI standards. Responsibilities include bi-weekly performance metric reporting, risk/issue logging, and change control management in a hybrid-agile framework.","Disclosed Budget or Contract Value":"No budget or contract value disclosed.","Subcontracting & Teaming":"The State permits joint ventures, with one responder submitting on behalf of the group and remaining legally responsible for the response/contract. Qualified subcontractors are permitted, but the prime retains single-point accountability for performance, integration, and delivery; U.S. storage/processing restrictions apply to subcontractors at all levels.","Pricing Structure & Cost Format":"Responders must complete Attachment C: Cost Detail/Cost Proposal. The RFP does not specify a fixed-price versus T&M structure in the main text; additional proposed tasks/goods must have their costs clearly separated from requested scope because cost is evaluated.","Diversity / Socioeconomic Preferences":"Workforce and Equal Pay Declaration (Attachment D) required. No explicit MWBE/SDVOB scoring preferences stated.","E-Signature":"Electronic signatures are an identified modern capability expected to improve the user experience and reduce administrative burden. Existing local EDMS solutions provide electronic forms capabilities that enable users to collect electronic signatures, route work through pre-configured workflows, and collaborate with clients. The future CCWIS must account for these capabilities and appropriate EDMS integration.","Escrow":null,"Warranty Period":"Vendor must provide an eighteen (18) month formal warranty period commencing after successful statewide deployment and acceptance of contracted scope. Vendor must correct configuration/code defects at no cost to the State within SLA timelines and provide root cause analysis for Sev 1/2 incidents within 5 business days.","Payment Terms":"Payments are tied to formal State review and approval of completed deliverables, artifacts, and milestones. Invoicing timelines and specific statutory interest terms are governed by standard Minnesota state contract provisions.","Retainage / Withholding":"Most notably, up to 10% retainage may be held until final review/contract fulfillment; payment depends on State acceptance; the State has termination rights; and the contract contains substantial requirements concerning indemnification, State audits, government data, IP, security, insurance, cloud services, and data protection. The contract also requires applicable workers' compensation coverage and contains continuing obligations for indemnification, audits, government data practices, IP, governing law, etc.","Billing and Invoicing":"Vendor must submit invoices upon formal State approval of deliverables and milestones in accordance with Exhibit D (Pricing) and approved Deliverable Expectation Documents (DEDs). Demonstrations of process/product quality metrics are required prior to payment release.","Disaster Recovery And Business Continuity":"Vendor must implement secure, scalable infrastructure; DR specifics (RPO/RTO) not addressed.","Security Requirements":"Must implement role-based access, auditability, Tribal data protections, and comply with state/federal standards. Foreign outsourcing prohibited.","Change Request / Scope Change Handling":"Formal change control procedures govern all scope, configuration, or technical modifications under State approval. Base pricing covers DDI scope, while Phase 2 (adult services/SSIS decommissioning) is reserved as an optional contract amendment.","Mobile App":"Modern, mobile responsive user experience that supports field-based work across devices and locations. ","L-1 Support/Help Desk Support/Call Center":"End-user Tier-1 help desk support (e.g., password resets, basic user navigation, local hardware issues) remains the responsibility of the State/county/Tribal agency teams or existing internal IT support structures rather than the contracted vendor.\n\nService Desk Operations\nProvide ITIL aligned Level 2 and Level 3 support. 24x7x365 on-call for Severity 1. Always-available web submission for incidents. Support is provided from within the continental United States. ","Intellectual Property Ownership":"State retains final approval authority over all deliverables and artifacts; standard Minnesota contract terms govern work product ownership, while state contract law prohibits terms that violate Minn. Stat. Ch. 13 (Data Practices Act). Client data must remain within US borders upon contract termination.","Commercial and Legal Risks (Liability caps, indemnity, liquidated damages, penalties, performance bonds, no exceptions)":"Minnesota law prohibits state indemnification clauses unless authorized. Unenforceable terms include mandatory arbitration, foreign law, automatic renewal, unilateral changes. Vendor exceptions must be submitted in Attachment B.","Staffing(Onsite, Resource availability, feasibility of onsite-offshore model)":null,"Competition (Favoring a particular vendor, platform)":null,"Partnership Gaps (Lack of required local partner or sub-contractor)":null,"Relationship / Pre-selling":null,"Regulatory & Statutory Compliance":"Must comply with federal CCWIS (45 CFR §1355), Minnesota legislative mandates (2024 Ch.115, 2025 Ch.6), MIFPA, ICWA, MAAFPCWDA, and Minnesota Government Data Practices Act (Chapter 13).","Additional Tasks or Activities":"Responders may propose optional extra tasks, goods, or activities to improve procurement results.\nAssociated costs must be clearly itemized and separated from the main proposal.\nUnseparated optional costs will be included in the baseline total cost, which will reduce the proposal's cost score.","Exit Transition":"The Responder should produce an Exit Transition Plan that details activities, roles, milestones, asset inventories, data and tool transfers, contract and third-party considerations, and the criteria for successful transition. The Responder should support the State for a minimum of 180 days or as otherwise defined to complete the transition","RFP Document Folder Link":"https://drive.google.com/drive/folders/1av6PicC6300pqPob4NHIgeCLkGg1tguA?usp=drive_link"}
Assumptions
Not available in source data