{"Purpose":"VDSS seeks to learn from Suppliers and research organizations what strategies, technologies, and practices can most effectively reduce the SNAP Payment Error Rate (PER). VDSS is open to innovative recommendations and emerging technologies from the supplier community.\n\nKey challenges include PER above federal thresholds (11.5% in 2024), frequent high-dollar errors, inconsistent adoption of tools and practices across 120 LDSS, and limited automation and feedback loops.","Scope of Work":"Support the reduction of the SNAP PER to under six percent (6%.)\nBalance program integrity with timeliness and client support, ensuring vulnerable households are not harmed by error-reduction measures.\nProvide sustainable solutions that comply with federal and state oversight and adapt to policy changes.\nProvide insights that can be implemented and quickly scaled statewide.\nDeliver early, measurable improvements withing the first six (6) to twelve (12) months of implementation should VDSS decide to move forward with a procurement.\nSupport a workforce under strain from high caseloads and high turnover.\nCan be adapted across all LDSS agencies.\nIntegrate with VDSS systems such as Virginia Case Management System (VaCMS) or Rushmore.","Background":"VDSS administers the Supplemental Nutrition Assistance Program (SNAP) through a COV-supervised, locally administered model across 120 Local Departments of Social Services (LDSS). This structure poses unique challenges in ensuring consistent application of federal and state rules, resulting in higher-than-expected SNAP payment errors. VDSS seeks to improve SNAP payment accuracy while maintaining timely program access and customer service\n\nVDSS faces sustained federal and state pressure to improve SNAP payment accuracy while maintaining program access and timeliness. Following implementation of H.R. 1, VDSS has experienced increased oversight, reporting requirements, and inquiries from stakeholders. Current eligibility and reporting tools do not consistently prevent high-dollar errors or translate QC findings into operational practice. LDSS’ rely on manual workarounds that are unsustainable, resource intensive, and inconsistently applied across jurisdictions.","Minimum Qualifications":null,"User Base":"Total number of SNAP workers for the Virginia Department of Social Services - 3072\nTotal number of workers for the Virginia Department of Social Services - .9,491","Go-Live/Launch Timeline":"Virginia is targeting September 30, 2026, to achieve a reduction of the SNAP Payment Error Rate (PER) to six percent (6%) or lower. \nEarly, Measurable Improvements: Proposed solutions should deliver early, measurable improvements within the first six (6) to twelve (12) months of implementation should VDSS decide to move forward with a procurement.","Hosting":"No preference over the targeted cloud environment. Open to any cloud environment that is available to the agency through VITA.\nOpen to using any VITA approved cloud platform as well hosting application at the on-premises data center at QTS Richmond data center.\nAzure GovCloud, AWS","Legacy System":"The Virginia Case Management System (VaCMS) is the VDSS’ enterprise eligibility and case-management platform. It supports multiple Benefit Programs, including SNAP, Temporary Assistance for Needy Families (TANF), Medicaid, and Child Care, by providing a single, integrated system for intake, eligibility determination, and ongoing case maintenance across all 120 LDSS.","Data Migration":"NA","Integration":"Integrate with VDSS systems such as Virginia Case Management System (VaCMS) or Rushmore.","Reporting & analytics":"The solution should assist in internal VDSS analytics and oversight.PowerBI is used for analysis and reporting","Maintenance Support":"VDSS does not have an expectation. Vendor responses should include what post-implementation support can be offered.\n\nVDSS is interested in receiving proposals from vendors that incorporate AI-assisted support either as part of the initial implementation or as a future project phase. The agency welcomes innovative approaches that enhance efficiency, accuracy, and program integrity while maintaining compliance with applicable state and federal requirements.","Training":null,"Submission Method":"Electronic response must be uploaded to eVA Virginia Business Opportunities","Initial Contract Term":"NA","Estimated Budget by State":"NA","Offshore resource":"NA","Sub-contract":null,"Pricing":"Provide a high-level, non-binding estimate of solution costs, including licensing, implementation, training, and ongoing maintenance.\n\nVendors should also provide cost estimates for other supports such as qualitative analysis, PER analysis, staff augmentation and training development/delivery.","Retention Period":null,"MWBE/SDVOB":null,"Warranty":null,"Payment Terms":null,"Escrow":null,"Payment Holdback":null,"RFP Document Folder Link":"https://drive.google.com/drive/folders/1uFWN-7S410Hl_GpMeJ-AJsj7v6YL8LYn?usp=drive_link","QA Response Link":"https://drive.google.com/file/d/1iXnq1kQxv3yFyT0UPe6zVPdRQzX-_fQn/view?usp=drive_link"}
Assumptions
- Cardinality Solution will be hosted on AWS Gov Cloud for the production instance.
- AWS Hosting includes one production and four non-production instances - Development, Integration Testing, UAT and Staging
- Cardinality SaaS license includes - Yearly 2 upgrades, monthly hot fixes and level 3 support
- All resources would be based out of the US
- The Cardinality Saas license cost is provided for up to upto 100 internal users and upto 3100 Portal users.
- Cardinality will make use of the Power BI licenses of the agency for Analytics and Reporting
- The Operations & Maintenance Support phase is assumed to start after DDI phase of 6 months
- Cardinality will provide Level-2 and Level-3 support during the M&O Phase
- Level-1 support will be provided by the Agency