Management Information System for NC¡¯s Child and Adult Care Food Program RFP

Agency: State Government of North Carolina
State: North Carolina
Type of Government: State & Local
NAICS Category:
  • 541512 - Computer Systems Design Services
  • 541519 - Other Computer Related Services
  • 541611 - Administrative Management and General Management Consulting Services
  • 624410 - Child Day Care Services
Posted Date: Mar 25, 2021
Due Date: May 20, 2021
Solicitation No: 30-DPH-41529-21
Bid Source: Please Login to View Page
Contact information: Please Login to View Page
Bid Documents: Please Login to View Page
Bid Number Description Date Issued Bid Opening Date Bid Opening Time Help
30-DPH-41529-21 Management Information System for NC’s Child and Adult Care Food Program RFP
Deadline for Vendors to submit questions is April 14, 2021
3/25/2021 5/20/2021 2:00 PM ET 30-

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STATE OF NORTH CAROLINA
Department of Health and Human Services
Division of Public Health
Refer ALL inquiries regarding this RFP to:
Melissa Pressley
Melissa.Pressley@dhhs.nc.gov
919-855-4966
See page 4 for mailing instructions.
REQUEST FOR PROPOSAL (RFP) NO.
30-DPH-41529-21
Offers will be publicly opened: May 21, 2021
Issue Date: March 25, 2021
Commodity Number:
Description: Management Information System for
NC’s Child and Adult Care Food Program
Purchasing Agency: N.C. Department of Health and
Human Services, Division of Public Health
Requisition No.: N/A
OFFER AND ACCEPTANCE: The Purchasing Agency solicits offers for the Services and/or goods described
in this solicitation. All offers and responses received shall be treated as offers to contract. The Purchasing
Agency’s acceptance of any offer must be demonstrated by execution of the acceptance found below, and any
subsequent Request for Best and Final Offer, if issued. Acceptance shall create a contract having an order of
precedence as follows: Best and Final Offers, if any, Special terms and conditions specific to this RFP,
Specifications of the RFP, the Department of Information Technology Terms and Conditions, and the agreed
portion of the awarded Vendor’s offer.
EXECUTION: In compliance with this Request for Proposal, and subject to all the conditions herein, the
undersigned offers and agrees to furnish any or all Services or goods upon which prices are offered, at the
price(s) offered herein, within the time specified herein. By executing this offer, I certify that this offer is submitted
competitively and without collusion.
Failure to execute/sign offer prior to submittal shall render offer invalid. Late offers are not acceptable.
OFFEROR:
STREET ADDRESS:
P.O. BOX:
ZIP:
CITY, STATE & ZIP:
TELEPHONE NUMBER: TOLL FREE TEL. NO
PRINT NAME & TITLE OF PERSON SIGNING:
FAX NUMBER:
AUTHORIZED SIGNATURE:
DATE:
E-MAIL:
Offer valid for forty-five (45) days from date of offer opening unless otherwise stated here: 90 days.
ACCEPTANCE OF OFFER: If any or all parts of this offer are accepted, an authorized representative of the North
Carolina Department of Health and Human Services (DHHS), Division of Public Health (DPH) shall affix their
signature hereto and this document and the documents identified above shall then constitute the written agreement
between the parties. A copy of this acceptance will be forwarded to the awarded Vendor(s).
FOR PURCHASING AGENCY USE ONLY
Offer accepted and contract awarded this ___ day of _____________________, 20__, as indicated on attached certification,
by _____________________________________________ (Authorized representative of DHHS/DPH).
NC CACFP MIS RFP Version FINAL
Page 1 of 124
Form Rev. 2019/03/27
Table of Contents
I. Introduction ........................................................................................................................................................ 3
II. Bidding Information.......................................................................................................................................... 4
A. Procurement Schedule.................................................................................................................................... 4
B. Instructions to Vendors .................................................................................................................................. 4
C. General Conditions for Proposals .................................................................................................................. 7
D. Evaluation Process ....................................................................................................................................... 13
III. Technical Proposal ....................................................................................................................................... 15
IV. Cost Proposal ............................................................................................................................................... 36
V. Other Requirements and Special Terms ................................................................................................... 43
VI. Proposal Content and Organization ......................................................................................................... 51
Attachment A. Format for Vendor Submitted Questions ............................................................................ 54
Attachment B. Department of Information Technology Terms and Conditions....................................... 55
Attachment C. Vendor Qualifications ............................................................................................................. 70
Attachment D. Vendor Readiness Assessment Report .............................................................................. 79
Attachment E. Cost Workbook........................................................................................................................ 80
Attachment F. Affirmation ................................................................................................................................ 87
Attachment G. CACFP MIS Functionality ..................................................................................................... 90
Attachment H. Service Level Agreements .................................................................................................. 120
Attachment I. CACFP MIS Transfer System .............................................................................................. 124
Table of Tables
Table 1: Procurement Schedule ....................................................................................................................... 4
Table 2: Additional Terms .................................................................................................................................. 8
Table 3: Project Management Plan Required Contents ............................................................................. 17
Table 4: Implementation Deliverables ........................................................................................................... 22
Table 5: Total Cost Table Example................................................................................................................ 37
Table 6: Pricing for Project Deliverables Example ...................................................................................... 38
Table 7: Total Cost Table for Maintenance & Enhancement Phase Example ........................................ 40
Table 8: Supplemental Service Pricing Example ......................................................................................... 41
Table 9: Proposed Optional Services Pricing ............................................................................................... 42
Table 11: Service Level Agreements for Maintenance & Enhancement Phase ................................... 120
NC CACFP MIS RFP Version FINAL
Page 2 of 124
Form Rev. 2019/03/27
I. Introduction
The United States Department of Agriculture Food and Nutrition Services (USDA-FNS) administers the
Child and Adult Care Food Program (CACFP) through Federal grants to states which supplement food and
administrative costs incurred by participating providers. CACFP participating providers serve meals and
snacks to eligible children and adults that attend non-residential child and adult care centers. The program
is authorized at section 17 of the National School Lunch Act (42 U.S.C. 1766). Program regulations are
issued by the USDA under 7 CFR part 226. In North Carolina, the Department of Health and Human
Services (DHHS or Department), Division of Public Health (DPH or Division), Nutrition Services Branch
(NSB) provides CACFP program oversight and administration to approximately six hundred participating
child and adult care institutions. The program currently utilizes vendor proprietary software for its
Management Information System (MIS), named NC CARES North Carolina Claims and Reimbursement
Electronic System.
The MIS is currently hosted at the North Carolina Department of Information Technology (DIT) data center.
It consists of modules for application, claims, compliance, accounting, configuration, security and reporting
that enable participating providers to manage their program applications and reimbursement claims and
allows the State agency to manage and monitor the program, facilitate claim reimbursement, and
accommodate Federal reporting requirements. The MIS facilitates reimbursement for approximately four-
thousand-five-hundred facilities.
The purpose of this RFP is to solicit Offers that will allow the Purchasing Agency to select a Vendor to
customize an MIS to handle administrative and management functions of NC’s Child and Adult Care Food
Program, as well as provide ongoing maintenance and enhancement support of the MIS. This may be
through the procurement of Vendor proprietary software designed specifically to support the program or by
leveraging a system transfer of another states CACFP system.
The Purchasing Agency has selected the CACFP MIS, currently used in the District of Columbia, Office of
the State Superintendent of Education (“OSSE”) as the system for transfer. For additional information,
please see Section II.B., Instructions to the Vendor. Information regarding the selected transfer system is
in Attachment I CACFP MIS Transfer System Description. This transfer system is also referred to herein
as the “Orchard System.”
The Vendor that is selected will also provide Maintenance and Enhancements (M&E) on the MIS. M&E
includes:
Handling break/fix, configuration issues, troubleshooting, software, and hardware issues
Providing additional services in accordance with the System Change Request process
The Purchasing Agency is seeking a technical solution that aligns with the North Carolina Department of
Health and Human Services Cloud First approach for information technology strategies. The Cloud First
approach proposes that cloud hosting be the first option for hosting new or updated MIS application for
North Carolina. The DHHS Cloud First strategy document can be reviewed at the following link:
https://files.nc.gov/ncdhhs/NCDHHS-Cloud-Computing-Strategy.pdf
The North Carolina Department of Information Technology (DIT) currently has contracts with Google for
their Google Cloud Platform (GCP), Microsoft for their Azure cloud platform, and Amazon for their Amazon
Web Services (AWS) platform.
This request is for a close-ended contract between the awarded Vendor and the Purchasing Agency to
furnish a pre-determined quantity of a good or service during a specified period of time.
NC CACFP MIS RFP Version FINAL
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Form Rev. 2019/03/27
In addition, the Purchasing Agency reserves the right to make partial, progressive or multiple awards:
where it is advantageous to award separately by items; or where more than one supplier is needed to
provide the contemplated specifications as to quantity, quality, delivery, service, geographical areas; and
where other factors are deemed to be necessary or proper to the purchase in question.
II. Bidding Information
A. Procurement Schedule
The Procurement Manager will make every effort to adhere to the following schedule:
Event
Table 1: Procurement Schedule
Responsibility
Date and Time
Issue RFP
State
Thursday, March 25, 2021
Submit Written Questions
Vendor
Wednesday, April 14, 2021 by 2:00 PM EST
Provide Response to Questions
State
Friday, April 30, 2021
Submit Proposals
Vendor
Thursday, May 20, 2021 by 2:00 PM EST
Proposal Evaluations and Approvals State
Thursday, July 1, 2021
Contract Award
State
Thursday, July 1, 2021
Kick Off, Start of JADS
Vendor/State Monday, July 12, 2021
B. Instructions to Vendors
DELIVERY INSTRUCTIONS:
a) Vendor must submit one (1) executed (signed) electronic copy of its offer. Vendor must submit its
response to this solicitation by electronic mail ONLY. Paper copies will be deemed non-
responsive, and the offer will not be considered.
b) Responses should be e-mailed directly to ProcurementQuestions@dhhs.nc.gov. If there are
technical questions regarding e-mail submission, they may be addressed to
ProcurementQuestions@dhhs.nc.gov. When submitting responses or questions, the Subject Line
must begin with the RFP number 30-DPH-41529-21.
c) Your Technical Proposal and Cost Proposal may be contained in the same e-mail but must be separate
files and clearly named (e.g. 30-DPH-41529-21 Vendor’s Name Technical, 30-DPH-41529-21 Vendor’s
Name Cost). Files should not be password-protected and should be capable of being copied to other
media. Offers submitted via facsimile machine, telephone or by physical mail delivery in response to this
solicitation will be deemed non-responsive and will not be considered further.
d) If your documents are submitted in multiple emails, that must be stated in the Subject line, and the first
and final e-mail should be clearly noted. For example: Subject: 30-DPH-41529-21 VENDOR NAME
Response Email 1 of 3; Subject: 30-DPH-41529-21 VENDOR NAME Response Email 3 of 3.
e) It is the responsibility of the Vendor to submit its offer in accordance with these instructions by
the specified time and date of opening. All electronic offers are subject to the conditions made a
part hereof.
f) Offers must be submitted with the Execution page signed and dated by an official authorized to bind the
Vendor’s firm. Failure to return a signed offer shall result in disqualification. All offers must comply with
Section VI, Proposal Content and Organization.
NC CACFP MIS RFP Version FINAL
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Form Rev. 2019/03/27
g) One (1) electronic, e-mailed copy of Vendor’s redacted response in accordance with Chapter 132 of the
General Statutes, Public Records, marked RFP 30-DPH-41529-21 – Vendor’s Name – Redacted. For
the purposes of this RFP, redaction means to edit a document by obscuring or removing information that
is considered confidential and/or proprietary by Vendor and that meets the definition of Confidential
Information set forth in G.S. 132-1.2. If Vendor’s response does not contain Confidential Information,
Vendor must submit a signed statement to that effect as RFP 30-DPH-41529-21 – Vendor’s Name –
Redacted. The files should not be password-protected and should be capable of being copied to other
media.
h) This RFP is available electronically at https://www.ips.state.nc.us/ips/. All inquiries regarding the RFP
specifications or requirements are to be addressed to the contact person listed on Page One.
WITHDRAWAL OF PROPOSAL: A Vendor may withdraw a proposal by sending a written notice of
withdrawal to the same email address to which the proposal was delivered:
ProcurementQuestions@dhhs.nc.gov. The notice must be received at that email address by 5:00 pm
Eastern Standard Time on the seventh calendar day following the deadline for proposal submission.
THE ORCHARD SYSTEM: DHHS will provide a copy of the Orchard System, inclusive of its source code,
through a DVD or flash drive upon request by a Vendor for the Vendor’s limited use in reviewing, evaluating,
and analyzing the Orchard System solely to determine whether to respond to this RFP and to prepare and
submit a bid proposal offer in response to the RFP. DHHS reserves access granting rights to those potential
offerors who submit the Affirmation in Attachment F and whom DHHS identifies as capable of performing
the implementation of the Orchard System. Potential offerors must submit their completed Attachment F to
Melissa Pressley.
NON-RESPONSIVE OFFERS: Vendor offers will be deemed non-responsive by the State and will be
rejected without further consideration or evaluation if statements such as the following are included:
a) “This offer does not constitute a binding offer”,
b) “This offer will be valid only if this offer is selected as a finalist or in the competitive range”,
c) “The Vendor does not commit or bind itself to any terms and conditions by this submission”,
d) “This document and all associated documents are non-binding and shall be used for discussion purposes
only”,
e) “This offer will not be binding on either party until incorporated in a definitive agreement signed by
authorized representatives of both parties” or
f) A statement of similar intent.
VENDOR’S LICENSE OR SUPPORT AGREEMENTS: The terms and conditions of the Vendor’s standard
services, license, maintenance or other agreement(s) applicable to Services, Software and other Products
acquired under this RFP may apply to the extent such terms and conditions do not materially change the terms
and conditions of this RFP. In the event of any conflict between the terms and conditions of this RFP and the
Vendor’s standard agreement(s), the terms and conditions of this RFP relating to audit and records, jurisdiction,
choice of law, the State’s electronic procurement application of law or administrative rules, the remedy for
intellectual property infringement and the exclusive remedies and limitation of liability in the DIT Terms and
Conditions herein shall apply in all cases and supersede any provisions contained in the Vendor’s relevant
standard agreement or any other agreement. The State shall not be obligated under any standard license and/or
maintenance or other Vendor agreement(s) to indemnify or hold harmless the Vendor, its licensors, successors
or assigns, nor arbitrate any dispute, nor pay late fees, interest, penalties, legal fees or other similar costs.
QUESTIONS CONCERNING RFP: Written questions concerning this RFP will be received until April 14, 2021
by 2:00 PM EST. They must be sent via e-mail to: Melissa.Pressley@dhhs.nc.gov. Please insert “Questions
30-DPH-41529-21” as the subject for the email. The questions should be submitted in the following format, in a
MS Excel document following the format in Attachment A.
NC CACFP MIS RFP Version FINAL
Page 5 of 124
Form Rev. 2019/03/27

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See Also

Bid Number Description Date Issued Bid Opening Date Bid Opening Time Help 19-IFB-015379-GAR

State Government of North Carolina

Bid Due: 6/17/2021