Comprehensive Child Welfare Info Systems (CCWIS)

Agency:	State of Vermont
State:	Vermont
Type of Government:	State & Local
NAICS Category:	541511 - Custom Computer Programming Services 541512 - Computer Systems Design Services 541611 - Administrative Management and General Management Consulting Services
Posted Date:	Mar 13, 2024
Due Date:	Apr 11, 2024
Bid Source:	Please Login to View Page
Contact information:	Please Login to View Page
Bid Documents:	Please Login to View Page

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Department of Buildings and General Services

Office of Purchasing & Contracting

133 State Street, 5th Floor | Montpelier VT 05633-8000

802-828-2211 phone |802-828-2222 fax

http://bgs.vermont.gov/purchasing

Agency of Administration

SEALED BID

REQUEST FOR PROPOSAL

Comprehensive Child Welfare Information Systems

(CCWIS)

ISSUE DATE

QUESTIONS DUE

RFP RESPONSES DUE BY

March 13, 2024

March 28, 2024 – 4:30 PM (EST)

April 11, 2024 – 4:30 PM (EST)

PLEASE BE ADVISED THAT ALL NOTIFICATIONS, RELEASES, AND ADDENDUMS ASSOCIATED

WITH THIS RFP WILL BE POSTED AT:

http://www.bgs.state.vt.us/pca/bids/bids.php

THE STATE WILL MAKE NO ATTEMPT TO CONTACT INTERESTED PARTIES WITH UPDATED

INFORMATION. IT IS THE RESPONSIBILITY OF EACH BIDDER TO PERIODICALLY CHECK THE

ABOVE WEBPAGE FOR ANY AND ALL NOTIFICATIONS, RELEASES, AND ADDENDUMS

ASSOCIATED WITH THIS RFP.

STATE CONTACT:

E-MAIL:

Kristine Furman

kristine.furman@vermont.gov

USE SUBJECT: VT CCWIS

1. OVERVIEW:

1.1. SCOPE AND BACKGROUND: Through this Request for Proposal (RFP), the Agency of Digital Services

(ADS), on behalf of the Department for Children and Families (DCF and hereinafter the “State”) is

seeking to solicit competitive bids and enter into a contract with one company (hereinafter the “Vendor” or

“Contractor”) for the Design, Development, and Implementation (DII) of a Comprehensive Child Welfare

Information System (CCWIS).

The selected vendor will collaborate with Vermont DCF to develop a CCWIS solution that satisfies the

federal CCWIS Self-Assessment criteria, making it eligible for Federal Financial Participation (FFP).

For an understanding of the State’s Child Welfare and Human Services acronymes, refer to Appendices

: VT CCWIS Appendix A-C, Appendix B: Glossary for CCWIS RFP.

1.2. PRIMARY OBJECTIVES:

A. Customizability and Ownership:

• Software Customization and Ownership: In developing a solution tailored to Vermont's needs, it is

imperative to address the ownership and stewardship of customized software components.

B. Ownership and Federal Sharing:

• All software customized or explicitly built for the State of Vermont using Federal Financial

Participation (FFP) funds shall be the property of Vermont. This includes, but is not limited to, all

custom code, configurations, and related documentation.

• In accordance with federal guidelines, the State of Vermont will share ownership rights with federal

agencies, as applicable. This ensures compliance with federal requirements for transparency and

reuse of federally funded developments.

C. CCWIS Design Review Compliance:

• Any and all customizations to the software must adhere to the Comprehensive Child Welfare

Information System (CCWIS) design review requirements. The vendor is responsible for ensuring

that the system's design, including custom components, meets or exceeds all CCWIS standards.

• The design review process will evaluate customizations for their impact on system performance,

interoperability, and long-term maintainability.

D. Custom Feature Justification:

• Our CCWIS solution requires a careful balance between the custom features and the cost-

efficiency of standardized out-of-the-box functionalities.

1.3. CONTRACT PERIOD: The Contract arising from this RFP will be the period of implementation services,

plus up to five years for annual operating costs (maintenance and service). The State may consider an

option to include the ability to renew for up to two additional twelve-month periods.

The State anticipates the start date for such contract(s) will be July 1, 2024.

1.4. SINGLE POINT OF CONTACT: All communications concerning this RFP are to be addressed in writing

to the State Contact listed on the front page of this RFP. Actual or attempted contact with any other

individual from the State concerning this RFP is strictly prohibited and may result in disqualification.

1.5. BIDDERS’ CONFERENCE: A bidder’s conference will not be held.

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1.6. QUESTION AND ANSWER PERIOD: Any bidder requiring clarification of any section of this RFP or

wishing to comment on any requirement of the RFP must submit specific questions in writing no later than

the questions deadline indicated on the first page of this RFP. Questions may be e-mailed to the point of

contact on the front page of this RFP. Questions or comments not raised in writing on or before the last

day of the question period are thereafter waived. At the close of the question period, a copy of all

questions or comments and the State's responses will be posted on the State’s website:

http://www.bgs.state.vt.us/pca/bids/bids.php. Every effort will be made to post this information as soon as

possible after the question period ends, contingent on the number and complexity of the questions.

1.7. CHANGES TO THIS RFP: Any modifications to this RFP will be made in writing by the State through the

issuance of an Addendum to this RFP and posted online at http://www.bgs.state.vt.us/pca/bids/bids.php .

Modifications from any other source are not to be considered.

1.8. SOURCE OF FUNDS:

Socioeconomic affirmative steps under 2 C.F.R. § 200.321 If using applicable federal funds

Socioeconomic affirmative steps under 2 C.F.R. § 200.321 must include at least the following six steps:

1. Placing qualified small and minority businesses and women’s business enterprises on solicitation

lists.

2. Assuring that small and minority businesses and women’s business enterprises are solicited

whenever they are potential sources.

3. Dividing total requirements, when economically feasible, into smaller tasks or quantities to permit

maximum participation by small and minority businesses, and women’s business enterprises.

4. Establishing delivery schedules, where the requirement permits, which encourage participation by

small and minority businesses, and women’s business enterprises.

5. Using the services and assistance, as appropriate, of such organizations as the Small Business

Administration and the Minority Business Development Agency of the Department of Commerce; and

6. Requiring the prime/general contractor, if subcontracts are to be let, to take the same affirmative

steps as listed in numbers 1 through 5.

If a bidder requires assistance in preparing their proposal or needs guidance on socioeconomic

certifications, the bidder may contact the Procurement Technical Assistance Center (PTAC). PTAC

specializes in helping small businesses navigate the documentation associated with State and Federal

procurement. Their website is: https://accd.vermont.gov/economic-development/programs/ptac.

2. DETAILED REQUIREMENTS/DESIRED OUTCOMES:

2.1. DESIRED OUTCOMES:

The Vermont Department for Children and Families (DCF) seeks to partner with a qualified vendor to develop

a Comprehensive Child Welfare Information System (CCWIS) that fulfills a broad set of objectives. We aim to

modernize our technological infrastructure and improve the quality of child welfare and youth justice services

we provide. By empowering our caseworkers and engaging with our external partners, we intend to positively

impact the lives of the children and families we serve. We are committed to implementing a data-driven and

user-centric solution while ensuring compliance with federal standards and eligibility for federal funding.

Below, we have outlined the specific desired outcomes that guide this initiative.

A. Federal Compliance & Funding

• Achieve compliance with federal CCWIS Self-Assessment criteria.

• Secure eligibility for Federal Financial Participation (FFP).

B. Data-Driven Decision Making

• Transition to a Data-Driven Decision-Making model in child welfare.

• Equip caseworkers with real-time analytics and insights.

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C. Caseworker Empowerment

1. Efficient Data Entry and Management:

• Implement forms and interfaces that are optimized for quick and error-free data entry.

• Utilize dropdown menus, checkboxes, and pre-filled options to minimize manual typing and reduce entry

errors.

• Integrate automatic data validation checks to ensure accuracy and completeness of entered information.

2. Voice-to-Text and Text-to-Voice Capabilities:

• Incorporate advanced voice-to-text features to allow caseworkers to dictate notes and information,

enhancing speed and convenience.

• Include text-to-voice technology to assist in reviewing and digesting large volumes of text-based

information, beneficial for accessibility and reducing screen time.

3. Smart Field Population:

• Design the system to intelligently auto-populate fields based on previous entries or related data points to

save time and reduce redundancy.

• Enable the system to learn from user patterns to predict and suggest common entries, further streamlining

the data entry process.

4. Bulk Data Entry and Editing:

• Allow for bulk data entry and editing features for handling large volumes of data efficiently.

• Implement batch processing capabilities for updates and changes that affect multiple records.

5. Data Entry Assistance and Guidance:

• Include contextual help and inline guidance for data entry fields to assist new users and reduce errors.

• Provide tooltips and examples for complex fields to ensure clarity in data input.

6. Efficiency & Time Management:

• Implement structured data collection to minimize time spent on documentation.

• Enable fully automated workflows and notifications to expedite case resolution.

D. User Experience & Dashboard

1. Integrated Workload Management:

• The dashboard shall provide an integrated view of the user's and team's current workload, with

capabilities to assign, reassign, and prioritize tasks.

• Features shall allow for the tracking of progress on individual tasks and aggregate views of team workload

to support efficient management and redistribution of work items.

2. Case Management Integration:

• Case workers shall utilize the dashboard for a real-time view of case statuses, with the ability to delve into

case details directly from the dashboard.

• The dashboard shall offer functionalities for updating case statuses and adding notes or documents,

streamlining case management processes.

3. Administrative Task Coordination:

• The dashboard shall present a summary of upcoming administrative tasks, with direct actions available for

scheduling, reporting, and communication.

• Integration with organizational tools such as calendars and email systems shall be provided to ensure

synchronicity of tasks and notifications.

4. Context-Driven User Experience:

• The dashboard interface shall automatically adjust to display information and tools relevant to the user’s

specific role and current context.

• Customizable views and settings shall be available to users to tailor the dashboard to their unique needs

and preferences.

Implementation of these dashboard enhancements must be clearly detailed in the vendor's

proposal, demonstrating how the solution will be tailored to meet the diverse needs of different user

roles within the CCWIS. The proposed dashboard must align with the user experience and

functionality requirements as outlined in Exhibit B: VT CCWIS Functional Requirements.

• Vendors are expected to include mock-ups or prototypes of the proposed dashboard along

with descriptions of the functionalities to illustrate compliance with these detailed

requirements.

E. External Partner Accessibility

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1. External Partners Accessibility:

• Develop a dedicated portal for service providers, foster providers, and other partners.

• Include tailored functionalities for applications, status tracking, and document management.

2. Real-Time Information Sharing:

• Ensure the portal provides real-time updates on cases, referrals, and other pertinent data.

• Integrate messaging or chat functions for real-time communication among stakeholders.

• Provide tools for sharing updates, comments, or inquiries directly within the platform.

• Allow for the immediate sharing and access of relevant documents and case files.

• Implement version control and audit trails for shared documents to track changes and updates.

• Allow for the immediate sharing and access of relevant documents and case files.

• Implement version control and audit trails for shared documents to track changes and updates.

F. System Flexibility & Customizability

1. Out-of-the-Box Solutions:

• Offer ready-to-use functionalities for standard processes.

• Ensure minimal setup for efficient deployment.

2. Customizable Options:

• Provide modules and features that can be tailored to specific needs.

• Allow for easy modification of workflows and interfaces.

3. Easy System Customization:

• Build on a flexible architecture that allows for straightforward customization.

• Enable Vermont DCF staff to autonomously modify the system.

G. Architectural & Security Standards

1. Comprehensive UI/UX Design Standards:

• Employ user-centered design principles to create intuitive and accessible interfaces.

• Incorporate feedback from end-users to continually improve the user experience.

2. Coding Best Practices:

• Adhere to industry-standard coding practices for maintainability and performance.

• Implement code reviews and testing protocols to ensure code quality.

• Adherence to CCWIS design requirements for customized functions in the new CCWIS.

3. Data and Security Standards:

• Apply rigorous data management and security protocols, including encryption and secure data handling

practices.

• Regularly update security measures in line with emerging threats and best practices.

4. Architectural Design Patterns:

• Utilize proven architectural design patterns for system robustness and scalability.

• Design the architecture to support future enhancements and integrations.

• API Design Standards:

• Develop APIs based on standard protocols for ease of integration and interoperability.

• Ensure APIs are secure, efficient, and well-documented for external use.

H. Module Development, Deployment, and Testing:

1. Facilitation of Parallel Development:

• Enable simultaneous development of different system components to reduce time-to-market.

• Use containerization and microservices architectures to support parallel development efforts.

2. Efficient Development Process:

• Optimize development processes to minimize waste and maximize value delivery.

• Regularly review and refine development practices for continuous improvement.

3. Deployment and Testing:

• Facilitate independent deployment and testing of modules for faster iteration and reduced dependencies.

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TITLE	QUESTIONS DUE	ANSWERS POSTED	DUE DATE	NO POSTING AFTER
Comprehensive Child Welfare Info Systems (CCWIS) VT CCWIS Exhibit A-D	03/28/2024 04:30PM		04/11/2024 04:30PM

Comprehensive Child Welfare Info Systems (CCWIS)

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