Vermont Department of Labor Unemployment Insurance Modernization

1 Department of Buildings and General Services Agency of Administration 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 SEALED BID REQUEST FOR PROPOSAL Vermont Department of Labor Unemployment Insurance Modernization ISSUE DATE August 4, 2022 QUESTIONS DUE August 19. 2022 4:30PM (EST) RFP RESPONSES DUE BY September 16, 2022 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 WEBPAGEFOR ANY AND ALL NOTIFICATIONS, RELEASES AND

ADDENDUMS ASSOCIATED WITH THIS RFP. STATE CONTACT: Stephen Fazekas TELEPHONE: (802) 279-7075 E-MAIL: stephen.fazekas@vermont.gov FAX: (802) 828-2222 Se VERMONT http://bgs.vermont.gov/purchasing http://www.bgs.state.vt.us/pca/bids/bids.php mailto:stephen.fazekas@vermont.gov Revised November 10, 2021 Page 2 of 52 1. OVERVIEW: 1.1. SCOPE AND BACKGROUND: Through this Request for Proposal (RFP) the Agency of Digital Services (hereinafter the State) is seeking to establish contracts with one or more companies that can provide the implementation for the Vermont Department of Labors (VDOL) Unemployment Insurance (UI) Modernization project. 1.2. CONTRACT PERIOD: Any Contract(s) arising from this RFP will be for a period of (5) five years with an option to renew for up to two additional twelve-month periods. The State anticipates the start date for such contract(s) will be October 1, 2022. 1.3. 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. 1.4. 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 deadline for question 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 States web site 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. 1.5. 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. 1.6. 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 affirmative steps must include at least the following six steps: 1. Placing qualified small and minority businesses and womens business enterprises on solicitation lists; 2. Assuring that small and minority businesses and womens 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 womens business enterprises; 4. Establishing delivery schedules, where the requirement permits, which encourage participation by small and minority businesses, and womens 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. The State of Vermont is interested in obtaining bids to meet the following business need(s): Most of Vermonts current UI IT systems are standalone - mainframe-based and developed in the 1980s and http://www.bgs.state.vt.us/pca/bids/bids.php http://www.bgs.state.vt.us/pca/bids/bids.php https://accd.vermont.gov/economic-development/programs/ptac Revised November 10, 2021 Page 3 of 52 1990s using existing standards and products (e.g., COBOL). These systems are becoming difficult to maintain due to lapsed contractor support and the increasing scarcity of IT workers trained to support older mainframe systems. Additionally, in recent years the federal government has made numerous changes to the UI program that states are required to implement. These changes are often difficult and time consuming to implement with mainframe systems. A modern UI system that integrates these primary functions, integrates, and provides real-time web functions, improved ad-hoc reporting capabilities, and tracking data through the unified system instead of spreadsheets will improve overall department operational efficiency, increase the accuracy of the system, and significantly improve customer satisfaction. The system must also interface with several other Departments/Agencies and Reporting capabilities. 2.2. The State of Vermont seeks to achieve the following Business Value(s): A more user-friendly interface for constituents, a more scalable solution for future phases and years. 2.2.1. Cost Savings: After all the phases are complete, VDOL will no longer need to support the mainframe system with internal and external resources and promotes more efficient process and easy to change UI rules. 2.2.2. Customer Service Improvement: The new solution will provide a streamlined, up to date user interface that will be easy to use and navigate as well as, easy to update and evolve and provide customers pertinent information and account status, thus reducing inquiries to VDOL about claims. 2.2.3. Risk Reduction: Once all the phases are complete, VDOL will no longer need to support the mainframe for UI. This will significantly reduce the risk of outages for the customer and staff and reduce costs. 2.2.4. Compliance: The new solution will meet all State and Federal compliance laws and regulations. 2.3. Functional and Non-Functional Requirements 2.3.1. The States Functional and Non-Functional Requirements are provided in the attached State of Vermont Bidder Response Form (Exhibit C). 2.3.2. The Non-Functional Requirements include requirements for the following: 2.3.2.1. Hosting 2.3.2.2. Application Solution 2.3.2.3. Security 2.3.2.4. Data Compliance: Solutions must adhere to applicable State and Federal standards, policies, and laws. The Bidder Response Form includes a table of data types and their applicable State and Federal standards, policies, and laws. The boxes in the table that are checked are the ones that are applicable to this procurement. 3. Current UI Business Environment Public Website: Vermont Department of Labors Website provides the public information and access to the Departments programs. The website links to Unemployment Insurance online applications, forms, and training and information material. 3.1. Claimants Benefits 3.1.1. Claims Intake: The claims intake function is the ability for a claimant to submit an Initial Claim application & Re-open Claim (from last 12 months) for unemployment compensation when fully unemployed or employed less than full-time. These services may be available through Interactive Voice Response (IVR) and internet applications, call centers where claims are taken over the phone by an agent, or a combination thereof. Special situations may necessitate claims being taken at a temporary site or employers filing the claims on behalf of workers. This function includes taking Federal Government (UCFE) and Military Claims (UCX). claims. Claimants also need to certify Weekly throughout the duration of their benefit period to receive their benefits. 3.1.2. Claims Intake Special Programs: This function includes managing special Unemployment Compensation programs to determine under which program an individual has potential entitlement https://labor.vermont.gov/ https://vermont.force.com/DOLClaim/s/ https://vermont.force.com/DOLClaim/s/ https://oui.doleta.gov/unemploy/docs/factsheet/UCFE_FactSheet.pdf https://oui.doleta.gov/unemploy/ucx.asp https://uipublic01.labor.vermont.gov/Claimantportal/portal/login.aspx Revised November 10, 2021 Page 4 of 52 at the point of intake. Such programs include Trade Readjustment Allowances (TRA), Disaster Unemployment Assistance (DUA), Pandemic Unemployment Assistance Program (PUA), Federal- State Extended Benefits (EB), state EB or additional compensation (AB) and other temporary Federal Emergency Unemployment Compensation (EUC). Therefore, this function includes all the necessary processes to take claims for a states regular unemployment insurance (regular UI), Federal-State EB, State EB (also known as State Additional Compensation), other Federal emergency compensation, TRA and DUA programs. 3.1.3. Unemployment Insurance Benefits Program Chart as of 3/17/2021 3.1.4. Monetary Determination: The monetary determination function establishes a claimants monetary entitlement for benefits. A claimants benefit entitlement is determined using wage and employment history during the base period. A worker must have earned a certain amount of wages or have worked a certain period of time within a states base period, or alternate base period, to qualify to receive regular state UI benefits. Basic UI claims have a benefit year effective date and benefit year end date during which benefits are payable. The normal base period in Vermont is the first four of the last five completed calendar quarters from the date the claim is filed. Most states have implemented alternate base periods to allow individuals additional opportunity to establish entitlement when their work history fails to meet the requirements for the normal base period. A claimant who meets the monetary requirements establishes a maximum benefit amount (MBA) and a weekly benefit amount (WBA) of entitlement to unemployment benefits. The MBA is the amount that can be paid in regular UI over the life of the claim; the WBA is the amount used to determine the claimants weekly payment. This function also includes redeterminations of monetary eligibility that will occur when a wage investigation is completed, additional wages are processed or removed, or other various reasons. The State may require an eligible claimant to serve a waiting period (or waiting week) before benefits are payable. 3.1.5. Non-Monetary Determination: The non-monetary determination function includes conducting telephone interviews with interested parties, gathering facts, weighing evidence, rendering appealable decisions (determinations), and storing information to support the non-monetary decision about an individuals eligibility. When the states adjudication of an issue or issues is complete, the outcome will either allow or deny benefits, impose disqualifications, and/or hold the claimant ineligible for receipt of benefits for a period of time. In addition, the claimant may be placed into over-payment, and/or have fraud and penalty weeks applied. 3.1.6. Benefit Payments: The weekly certification, filed by the claimant each week they wish to receive benefits, triggers the actual benefit payments for all UC programs. This certification records the claimants availability and ability to work, work searches conducted (if required), and will calculate and issue a correct partial benefit payment based upon hours and wages (deductible earnings) entered on the certification for a given week, when applicable. https://labor.vermont.gov/pua https://labor.vermont.gov/unemployment-insurance/extended-benefits https://labor.vermont.gov/unemployment-insurance/ui-claimants/calculating-your-ui-benefits https://labor.vermont.gov/unemployment-insurance/ui-claimants/claims-intake-eligibility-claims-filing Revised November 10, 2021 Page 5 of 52 3.1.7. Deficiency payments include receiving information that a claimant has been underpaid for a week, calculating the benefit amount the claimant is due, issuing the payment, and storing the information. 3.1.8. Benefit Payments Overpayments: The benefit payments function includes identifying, establishing, collecting, and managing benefits that are overpaid to a claimant. An overpayment will be classified non-fraudulent if the claimant was not at fault, and fraudulent if the claimant had willful intent to defraud and/or misrepresent material facts to receive benefits. Overpayments may be collected through repayment by a claimant, recovery from future benefit entitlement (known as an offset), or through state means, such as a tax refund recovery. States adhere to program specific rules when using compensable weeks to offset overpayments. This function will include legal actions available to the state under its law to enforce repayment of all overpayments. For fraudulent overpayments, states may impose additional penalties. may also waive overpayments under certain conditions and these conditions may vary by the type of program for which the claimant was paid. 3.1.9. Benefit Charging: The benefit charging function identifies chargeable employers, determines the employers chargeability, and notifies the employer whether their account will be charged. Contributory employers may be relieved of charges if separation from their employment was the fault of the claimant; reimbursable employers are generally always charged with some exceptions under certain circumstances. Employers are charged based on benefits paid to former workers of the employer. Vermont charges base period employers in a pro-rata share of the wages they paid to the total wages in a claimants base period. Adjustments may be made to charges based on employer supplied information or adjustments to claim payments. Benefit charges are used in the calculation for a chargeable employers tax rate for the year. 3.1.10. Claimant Investigation: The claimant investigation function identifies, investigates, manages, and stores information that might cause previously paid benefits to be determined an overpayment of the claimants entitlement. Any claimant behavior that is the basis of the information may be fraudulent or non-fraudulent. Examples of instances leading to an investigation are claimant failure to report earnings, erroneous claimant-supplied information about availability, outside parties reporting miscellaneous tips, and cross-match sources that report potentially disqualifying income to the state for the individual under a data exchange agreement. 3.1.11. Benefit Appeals: This function includes receiving, scheduling, hearing, and maintaining appeals information and decisions issued to claimants. Claimants are afforded appeal rights to all adverse determinations issued by the State. 3.1.12. Re-Employment (RESEA): The re-employment function identifies claimants who are most in need of re-employment services to expedite their return to work, categorizes the claimants, and notifies the states RESEA staff of the claimants identity. Individuals are grouped according to individual needs and their identity made known to reemployment staff that can provide the more intensive services that the individual needs. 3.1.13. UI Program Performance and Accountability: The supports tracking, review, management and reporting of key performance areas of Unemployment Insurance categories as dictated by USDOL to promote continuous improvement in UI operational performance. This covers but is not limited to Benefit Accuracy Measurements, UI Data Validation, Tax Measures, Benefit Timeliness and Quality. Details of the performance measures can be found here: https://oui.doleta.gov/unemploy/performance1.asp#collapse1 https://labor.vermont.gov/unemployment-insurance/ui-employers/unemployment-tax-rates https://labor.vermont.gov/ui-fraud https://labor.vermont.gov/ui-fraud https://www.dol.gov/agencies/eta/american-job-centers/RESEA https://oui.doleta.gov/unemploy/performance1.asp%23collapse1 Revised November 10, 2021 Page 6 of 52 3.2 Employer Tax 3.2.1 Employer Registration Process: 3.2.1.1 The employer registration intake process performs a liability check, and receives new and re-activation registrations. 3.2.1.2 The employer registration processing function creates and determines an employers UI liability, assigns account numbers, assigns employer contribution rates, manages SUTA dumping detection and prevention, processes and manages total and partial employer account activity for business acquisitions and mergers, maintains experience rating accounts, processes on-going entity changes to employer accounts, and stores employer information. 3.3 Employer Contribution and Wage Reporting: 3.3.1 The employer contribution and wage reporting intake function receives quarterly tax and wage contribution reports, adjusted reports, reported wages and contribution submitted by employers and Third Party Administrators (TPA) for individual or multiple employer accounts. 3.3.2 The employer contribution and wage processing function processes submitted quarterly d wage and contribution reports, adjusted reports, and makes adjustments to contributions calculations and reported wages. 3.4 Employer Contribution Payments Cashiering: The employer contribution payments/cashiering function receives employer payments for their state unemployment contributions, creates a payment transaction to credit the employers accounts, and prepares the payment for deposit. 3.5 Employer Contribution and Wage Report Delinquency: The employer contribution and wage report delinquency function identifies employer report delinquencies for contribution and wage reports, creates and issues delinquency notices to employers, determines and assesses interest and penalties for delinquencies, creates estimated reports, creates documents to enforce collection, documents and makes assignments to field staff to file legal documents and/or collect delinquent reports, and stores and tracks delinquency data. 3.6 Money Delinquency Collections: The money delinquency/collections function identifies and manages unpaid contributions, determines interest and penalties for past due accounts, generates legal actions allowable under state law to collect delinquent monies, makes assignments to field staff to collect delinquent monies and processes legal collection documents, and stores and tracks the accounts receivable for contributions. 3.7 Employer Audits: The employer audit function selects employers for audit, performs audits of large and small employers, processes and records audit information, files appeals of audit results, and stores, tracks, and processes audit results, including assessment of penalties and debarments. The employer audit program examines employer records to assure employer compliance with reporting requirements and to determine if taxes and wages have been reported correctly. 3.8 Employer Account Maintenance: The employer account maintenance function generates quarterly/annual tax rate notices and billing notices to contributory and reimbursable employers, produces quarterly notices of benefits charged to contributory employers, issues employer refunds, and receives and makes address changes or other changes to employer records. 3.9 Tax Appeals: This function includes receiving, scheduling, hearing, and maintaining appeal decisions issued to employers. Employers are afforded appeal rights to an action that may adversely impact an employer such as creating liability or benefit charges to an account. 3.10 Trust Fund Accounting: The trust fund accounting function receives benefits and tax data to account for agencys financial records, receives employer contributions to complete and make bank deposits, prepares and requests UI trust fund drawdowns from the US Treasury, maintains records for the states benefit payment and/or clearing accounts, and prepares and maintains the federally required form to report UI financial transactions. https://uipublic.labor.vermont.gov/EmployerRegistration/VT_UI_Liability/Liabilitycheck1.aspx https://labor.vermont.gov/unemployment-insurance/unemployment-information-employers/employer-online-services/employer https://labor.vermont.gov/unemployment-insurance/unemployment-information-employers/employer-online-services/employer Revised November 10, 2021 Page 7 of 52 3.11 Tax Program Review: The tax program review function performs program and systems reviews, creates universes, selects and reviews samples, calculates computed measures, and prepares and stores reports to measure performance of the states tax system. The states tax program performances are measured by the Tax Performance System (TPS), a comprehensive program, which measures the completeness, timeliness, and accuracy of the tax functions. 3.12 Reporting 3.12.1 This function generates the state agencys reports. 3.12.2 Administrative and Performance Reports: Reports for routine and ad hoc data to measure performance of a particular staff person, a specific office, a region, or a program. Reports are also needed for workload management. 3.12.3 Federal Reports: The USDOL requires states to submit Employment and Training Administration (ETA) reports. The states reports are transmitted electronically weekly, monthly, and quarterly or annually under the Unemployment Insurance Reports (UIR) in the USDOL Ultra system (also referred to as SUN system). 3.12.4 Labor Market Information (LMI) Reports: UI data is reported to LMI for Data & Statistical analysis. 3.12.5 Other State Reports: Reports with UI data as needed by other state and federal partners. 3.13 Data Compliance: Solutions must adhere to applicable State and Federal standards, policies, and laws. The Bidder Response Form includes a table of data types and their applicable State and Federal standards, policies, and laws. The boxes in the table that are checked are the ones that are applicable to this procurement 4. Current Technical Environment 4.1. Network Architecture: See External Main Frame Network Draft Attachment to this RFP. 4.2. Network Environment: Our current Mainframe is offsite and hosted by Blue Hill and currently running on VSE Version 2.3. We are in the process of upgrading to z/VSE 6.2. We have a VPN Connection from 5 of our buildings to BlueHill. The users connect to the Terminal Emulator in the office via the Internet or Remote via Citrix or Open VPN. We have an External group that handles our call center and they all access currently via Citrix (future will be WVD). Our Mainframe also has connections to BLS Bureau of Labor Statistics, IRS Internal Revenue Services, ICON Interstate Connection Network to send and receive wages from other states and reporting for Reconciliation. 4.3. Operating Environment: Microsoft Windows 10 workstations. We use Microsoft Office 365 suite across the agency. 4.4. Web Environment: ADS IT staff is responsible for managing all aspects of the web servers including the hardware and software updates. 4.5. Database Environment: The mainframe database server uses VSAM and is supported by ADS Labor IT and Blue Hill. SQL Server databases are hosted at VDOL. Installation and maintenance of the SQL Server databases are installed and configured by ADS Labor IT. The structure of the VSAM files and SQL Server tables are defined by the Vermont developers. 4.6. Interactive Voice Response (IVR): The IVR that supports the weekly claims filing process (the New Claim IVR) is located at Tech Vault in Burlington. ADS Labor IT and Shared Services provides Tier One support. Outside vendor Avtek built and maintained all the custom handlers for the logic of asking and capturing the data the claimant provides. Vermont uses the I3 product from Interactive Connect for its IVR Services. The IVR receives data from VABS via Flat File. Data is also output from the IVR system to be sent back to VABS for processing. 4.7. Imaging: Vermont Department of Labor uses Imaging capability from Canon Imageware to store documents/images related to UI processing. PUA documents are currently stored in OnBase. OnBase will be the imaging system for all new implementations. 4.8. Applications: There are a host of applications used to manage the Unemployment Insurance business processes. Below is a list of applications, their purpose, and what other systems they interface with. 4.8.1. ACH Debit Payments: This is used by employers to make ACH payments for their tax liability. The codebase uses ASP, VB.Net 1.1. Input data comes from CATS and is https://oui.doleta.gov/unemploy/tps.asp https://oui.doleta.gov/dmstree/handbooks/401/5th/hb401_5.pdf https://oui.doleta.gov/dmstree/handbooks/401/5th/hb401_5.pdf Revised November 10, 2021 Page 8 of 52 delivered as a Flat File via FTP. Outputs data to the Bank as a Flat File (API Available) and is sent by FTP. 4.8.2. ACCUFUND: This is the Accounting Software for UI Fund management. The codebase uses 3rd Party. Input data comes from VABS and is delivered as a Flat File. 4.8.3. Appeals: This application manages Appeal Entry, Scheduling, and Disposition Management. The codebase uses COBOL/CICS on z/VSE. Input data comes from VABS and is delivered as a Flat File. Outputs data to VABS. 4.8.4. ATR Forms: This application provides a D51 Forms listing. The codebase uses ASP, VB.Net 1.1. Input data comes from VABS and is delivered as a Flat File. 4.8.5. ATR External: This application performs New Hire Verification. The codebase uses Cold Fusion. 4.8.6. ATR Internal: This application is for managing ATR Forms. The codebase uses Cold Fusion. Input data comes from VABS and is delivered as a Flat File. 4.8.7. Audit: This application is for managing Field Assignments/Compliance Audits. The codebase uses COBOL/CICS. 4.8.8. BAM: This application is for managing Benefits Accuracy Measurement cases and case selection. The codebase uses Manual, Excel. Input data comes from VABS and is delivered as a Flat File. 4.8.9. BTQ: This application is for managing Benefits: Timeliness and Quality. Input data comes from VABS and is delivered as a Flat File. 4.8.10. Bulk Wage Reporting: This application is for managing Bulk - Wage and Contribution Reporting. The codebase uses ASP, VB.Net 1.1. Input data comes from Wage Bank, CATS and is delivered as a Flat File. Outputs data to Wage as a Flat File. 4.8.11. CATS: This application is the Employer Tax Management system. The codebase uses COBOL/CICS. Outputs data to Bulk Wage, New Hire, VITWS, as a Flat File, , ... and is sent by Batch Processing/FTP. 4.8.12. CATS Lookup: This application is part of DOL Intranet and allows lookup of Employer information. The codebase uses ASP, VB.Net 1.1. Input data comes from CATS. 4.8.13. Check Recon: Process for which cashed UI checks get reported back to DOL to maintain an accurate outstanding check register. Updates information in VABS. Input data comes from VABS. 4.8.14. Claimant Portal: This application is for claimants to File Weekly Certifications, Update Claimant Info, Add/Reopen Claims, and to Report Work Search. The codebase uses ASP, VB.Net 1.1. Input data comes from VABS and is delivered as a Flat File. Outputs data to VABS as a Flat File and is sent by Scheduled Tasks and SQL Jobs. 4.8.15. Clear 2 There: This application is for managing Appellate Information. This is a web based external application. 4.8.16. CONNX: This application is for mirroring mainframe data to a MS SQL Server for reporting and processing with external apps. The codebase is an early version of VB and the code is proprietary. Input data comes from VABS, CATS, WAGE and is pulled directly through TCP/IP connection. Outputs data to MS SQL Server via ADO.net. 4.8.17. Data Warehouse (MS SQL Server) : This application is for managing Mainframe Data Replication. Input data comes from CONNX and is delivered as a data stream using ADO.net. 4.8.18. DOL Intranet This includes a number of internal applications written in various iterations of Dot NET for management and reporting of public facing applications. These are intended for internal use. 4.8.19. DPCM: This application is for managing Automated Cross Match. The codebase uses Cobol, Excel. 4.8.20. DUA: This application is for managing Disaster Unemployment Assistance. 4.8.21. Elixir: This application is for managing Forms for many Mainframe Output Jobs. The codebase uses 3rd Party. Input data comes from VABS, CATS. 4.8.22. Employer Portal: This application is for managing Return to Work Dates and New Hire Reporting. The codebase uses ASP, VB.Net 1.1. Outputs data to Mainframe (New Hire, Return to Work Date) as a Flat File and is sent by Scheduled Task. 4.8.23. Employer Registration: This application is for managing Employer Registrations for UI Employer Tax Accounts. The codebase uses ASP, VB.Net 1.1. Revised November 10, 2021 Page 9 of 52 4.8.24. FARS: This application is for managing DOL Financial Accounting. The codebase uses COBOL/CICS. 4.8.25. ICON: This application is for managing Interstate Connection, Data Sharing. The codebase uses COBOL/CICS. Input data comes from VABS and is delivered as a Flat File. 4.8.26. IDH Processor: This application is for managing Application data through IDH for fraud detection. The codebase uses c#.Net 4.6. Input data comes from Sql. Outputs data to Data Warehouse by Application to Sql connection 4.8.27. LMI: This application is for managing Labor Market Information. The codebase uses SQL. Input data comes from VABS and is delivered as a Flat File. 4.8.28. MISC SQL Jobs: This application is for managing Multiple Reports, and Power BI Extracts. The codebase uses Stored Procedures, Sql Agent Jobs, and DTS/DTSX Packages. Outputs data to Staff as TXT, CSV, and XLS files and is sent Manually or by Batch file for Business Review. 4.8.29. New Hire: This application is for managing Employer New Hire Reporting submissions. The codebase uses ASP, VB.Net 1.1. Input data comes from CATS (Employers) and is delivered as a Flat File. Outputs data to Mainframe (New Hire), Mainframe (Return to Work) as a Flat File and is sent by Scheduled Task. 4.8.30. NMAS: This application is for managing Non-Monetary Adjudication. The codebase uses VB.Net 1.1. Input data comes from VABS and is delivered as a Flat File. Outputs data to VABS as a Flat File and is sent by Windows Service. 4.8.31. OnBase: This application is for Document Management. The codebase uses 3rd Party. Input data comes from Salesforce through an API. Outputs data to Salesforce by API 4.8.32. Peoples United Bank: This application is for managing Payment Info Transmissions. The codebase uses 3rd Party. Outputs data to Employer Services and is sent by Manual Review 4.8.33. RESEA: This application is for selecting, managing, and scheduling reemployment assessments. The codebase uses ASP, VB.Net 1.1. Input data comes from VABS and is delivered as a Flat File. Outputs data to AJLA, Archive as a Flat File. 4.8.34. Report-UI-Fraud: This application is for reporting Suspected Fraud, Identity Theft, Claimant Fraud, Misclassification, and other types of program fraud. The codebase uses SharePoint Web Form. Input data comes from public reports. Outputs data to Outlook Email 4.8.35. Return to Work Date: This application is used for the reporting of return-to-work dates from employers. Outputs data to VABS as a Flat File. 4.8.36. Salesforce PUA: This application is for PUA Management. The codebase uses Salesforce. Outputs data to VABS as a New Applications and is sent by Internal Application. 4.9. Salesforce UI Claimant Portal: This application is for managing UI Applications. The codebase uses Salesforce. Outputs data to VABS as an API. 4.9.1. Schedule/Intake Appeals: The codebase uses COBOL/CICS. 4.9.2. Claims Pre-Processor: This application Converts new Applications from Salesforce to Transaction for VABS. The codebase uses c#.Net 4.6. Input data comes from SQL. Outputs data to File, Business as a Flat File and is sent by VABS FTPs in, Manual file for Business Review. 4.9.3. SF Import App: This application Retrieves Salesforce data from MuleSoft API into UI SQL Server. The codebase uses c#.Net 4.6. Input data comes from MuleSoft API and is delivered as a Json. Outputs data to UISqlSvr and is sent by Stored Proc 4.9.4. Short Term Compensation 4.9.5. SIDES: This application is for managing Employer Separation Forms and information (ITSC Developed). The codebase uses .Net. 4.9.6. TPS: This application is for managing Tax System Performance. The codebase uses ASP, VB.Net 1.1. 4.9.7. VABS: This application is for Benefits Management, Unemployment Insurance, Extended Benefits, TRA, NAFTA, EUC, DUA, STC, CWC, UCFE, UCX, etc. The codebase uses COBOL/CICS. Input data comes from Claimant Portal, IVR, ATR, NMAS, SF Converter, Wage1, OCS, Tax, Bank, etc and is delivered as a Flat File. Outputs data to Claimant Portal, Housing Authority, IVR, New Hire, NMAS, Office of Child Support, Tax Dept, Vermont Job Link, as a Flat File and is sent by Batch processing, FTP. Revised November 10, 2021 Page 10 of 52 4.9.8. VABS Last 4 Lookup: This application is part of DOL Intranet. The codebase uses ASP, VB.Net 1.1. 4.9.9. VITWS: This application is for managing Wage and Contribution Reporting, and ACH payments. The codebase uses ASP, VB.Net 1.1. Input data comes from Wage, CATS, Bank and is delivered as a Flat File. Outputs data to Wage, as a Flat File and is sent by Scheduled Task. 4.9.10. VITWS Admin Portal 4.9.11. VITWS Business Changes: This application is for managing Business Information Changes. The codebase uses ASP, VB.Net 1.1. Input data comes from Wage and is delivered as a Flat File. Outputs data to CATS as a Flat File. 4.9.12. VITWS Reg: This application is for managing Employer Filing Registration. Outputs data to CATS as a Flat File and is sent by Scheduled Task. 4.9.13. Wage: This application is for Wage Record Management. The codebase uses COBOL/CICS. Input data comes from VITWS, Bulk Wage Reporting, Wage Entry and is delivered as a Flat File. Outputs data to CATS, VABS and is sent by Batch Processing 4.9.14. Weekly Claim Lookup 4.9.15. WRIS: Input data comes from WAGE and is delivered as a Flat File. Outputs data to WAGE as a Flat File and is sent by FTP, Batch processing. 4.10. Security: 4.10.1. If there are questions regarding security, please submit a question. 4.11. Backup and Recovery The Mainframe system is backed up regularly and this is managed by Blue Hill. Internal systems are backed up daily, Weekly and monthly backups are stored/managed using Acronis, Data retention is based on the type of data and its criticality to the Department of Labor. 4.12. System Statistics (24,000 active) in the system and 1.2 million wage records. The agency conducted approximately 180 Employer audits. There were approximately 1,500 Lower Appeals and 400 Higher Appeals. I For first 2 quarters of 2020 the numbers are: 120k initial claims 30k continued/extended/reopened UI claims $332.6 mil in UI payments (does not include PUA) 124k claimants received payments 540K wage records for first 2 quarters of 2020 1.4k lower appeals 160 Higher appeals System Usage: In 2019, Vermont DOL processed 20,000 Initial Claims, 8,000 continued claims and $ 64.5 million in payments for 22,000 claimants. There were approximately 30,000 Employers Revised November 10, 2021 Page 11 of 52 Schedule/Initiate Appeals (Mainframe COBOL/CICS) ATR D51 Print (.NET) NonMonetary Adjudication System NMAS ITSC (.NET) Adjudicate Appeals (Mainframe COBOL/CICS) Short Time Compensation Program (.NET) THIRS/Magmedia Wage/Contribution Large Employers (.NET) ATR - External (Cold Fusion) ACH Debit Payment System (.NET) New Hire Reporting (.NET) Employees Return to Work (.NET) Employer Registration Application (.NET) VT UI System Map 2020 CATS Employer Contribution/Tax (Mainframe COBOL/CICS) ACUFUND UI Fund Management (COTS) WEB Continuous Claims, Direct Deposit, Change email, add/ reopen claim (.NET) IVR Initial and Continued Claims SIDES Employer Separation - ITSC Internal (.NET) VITWS/VITWS Registration Wage/Contribution Reporting (.NET) ATR - Internal (Cold Fusion) Fraud Reporting/ Misclassification All Parties (.NET) Phase I DPCM Automated Cross Match (COBOL) & Excel Clear2There Appellate Hub - Appeals (COTS) Domestic Violence (Paper) Imaging (Canon) Check Recon (Filezilla) VDOL Viewer SALESFORCE (Regular UI Clams Intake) BTQ Benefits Timely Quality (COBOL) TPS - Tax Performance System (COBOL) Mass Layoffs (Paper) Wage Record (COBOL) VABS Benefit and Eligibility (Mainframe COBOL/CICS) Employer Leasing (Paper/Excel)) Audit (Field Assignment) (COBOL) REA/RESEA Scheduling (.NET) VABS Last 4 Lookup (.NET) CATS Lookup (.NET) VITWS Business Changes (.NET) ICON (COBOL) DOL Website (.NET) LEGEND Disaster Unemployment Assistance SALESFORCE (PUA claims intake and management) BAM Benefits Accuracy Measures (Paper/Excel) Weekly Claim lookup (staff) Out of Scope Revised November 10, 2021 Page 12 of 52 5. Scope of Work Complete replacement of the legacy Unemployment Insurance system, including (but not limited to) the following components (Full requirements are in the Bidder Response form): 5.1. General (various categories) 5.2. Accounting 5.3. Appeals 5.4. Benefits 5.5. Benefits - Adjudication 5.6. Benefits Special Program 5.7. Finance 5.8. Fraud 5.9. Labor Market Information (LMI) 5.10. Performance and Compliance BAM 5.11. Performance and Compliance BTQ 5.12. Performance and Compliance TPS 5.13. Performance and Compliance - DV 5.14. Program Integrity 5.15. Program Integrity Benefits Collection 5.16. Program Integrity Tax Collection 5.17. Reemployment Services and Eligibility Assessment (RESEA) 5.18. Tax 5.19. Tax Employer Audit 5.20. Data Conversion 6. GENERAL REQUIREMENTS: 6.1. PRICING: Bidders must price the terms of this solicitation at their best pricing. Any and all costs that Bidder wishes the State to consider must be submitted for consideration. If applicable, all equipment pricing is to include F.O.B. delivery to the ordering facility. No request for extra delivery cost will be honored. All equipment shall be delivered assembled, serviced, and ready for immediate use, unless otherwise requested by the State. 6.1.1. Prices and/or rates shall remain firm for the initial term of the contract. The pricing policy submitted by Bidder must (i) be clearly structured, accountable, and auditable and (ii) cover the full spectrum of materials and/or services required. 6.1.2. Cooperative Agreements. Bidders that have been awarded similar contracts through a competitive bidding process with another state and/or cooperative are welcome to submit the pricing in response to this solicitation. 6.1.3. Retainage. The final retainage of 10 % shall be paid to the vendor upon 90 days of defect and misconfiguration free operation of the product. In the event a defect or misconfiguration in the product is discovered prior to the 90-day period expiring, the period shall reset. All defects detected within the 90-day period shall be fixed free of cost by the vendor. Upon release of any fix for any detected defect, the 90-day period shall restart. If the vendor is using the state preferred platform and the fix causes issues within other state applications, the vendor, if applicable and liable for the impacted application, will be responsible for the remediation of those defects free of charge. If the vendor is not liable or able to remediate those defects, the amount paid to the impacted vendor will be deducted from the retainage on a dollar-for-dollar basis. 6.2. STATEMENT OF RIGHTS: The State shall have the authority to evaluate Responses and select the Bidder(s) as may be determined to be in the best interest of the State and consistent with the goals and performance requirements outlined in this RFP. The State of Vermont reserves the right to obtain clarification or additional information necessary to properly evaluate a proposal. Failure of bidder to respond to a request for additional information or clarification could result in rejection of that bidder's proposal. To secure a project that is deemed to be in the best interest of the State, the State reserves the right to accept or reject any and all bids, in whole or in part, with or without cause, and to waive technicalities in submissions. The State also reserves the right to make purchases outside of the awarded contracts where it is deemed in the best interest of the State. 6.2.1. Best and Final Offer (BAFO). At any time after submission of Responses and prior to the final selection of Bidder(s) for Contract negotiation or execution, the State may invite Bidder(s) to provide a BAFO. The state reserves the right to request BAFOs from only those Bidders that meet the minimum qualification requirements and/or have not been eliminated from consideration during the evaluation process. 6.2.2. Presentation. An in-person or webinar presentation by the Bidder may be required by the State if it will help the States evaluation process. The State will factor information presented during presentations into the evaluation. Bidders will be responsible for all costs associated with providing the presentation. 6.3. WORKER CLASSIFICATION COMPLIANCE REQUIREMENTS: In accordance with Section 32 of The Vermont Recovery and Reinvestment Act of 2009 (Act No. 54), Bidders must comply with the following provisions and requirements. 6.3.1. Self-Reporting: For bid amounts exceeding $250,000.00, Bidder shall complete the appropriate section in the attached Certificate of Compliance for purposes of self-reporting information relating to past violations, convictions, suspensions, and any other information related to past performance relative to coding and classification of workers. The State is requiring information on any violations that occurred in the previous 12 months. 6.3.2. Subcontractor Reporting: For bid amounts exceeding $250,000.00, Bidders are hereby notified that upon award of contract, and prior to contract execution, the State shall be provided with a list of all proposed subcontractors and subcontractors subcontractors, together with the identity of those subcontractors workers compensation insurance providers, and additional required or requested information, as applicable, in accordance with Section 32 of The Vermont Recovery and Reinvestment Act of 2009 (Act No. 54). This requirement does not apply to subcontractors providing supplies only and no labor to the overall contract or project. This list MUST be updated and provided to the State as additional subcontractors are hired. A sample form is available online at http://bgs.vermont.gov/purchasing-contracting/forms. The subcontractor reporting form is not required to be submitted with the bid response. 6.4. EXECUTIVE ORDER 05-16: CLIMATE CHANGE CONSIDERATIONS IN STATE PROCUREMENTS: For bid amounts exceeding $25,000.00 Bidders are requested to complete the Climate Change Considerations in State Procurements Certification, which is included in the Certificate of Compliance for this RFP. After consideration of all relevant factors, a bidder that demonstrates business practices that promote clean energy and address climate change as identified in the Certification, shall be given favorable consideration in the competitive bidding process. Such favorable consideration shall be consistent with and not supersede any preference given to resident bidders of the State and/or products raised or manufactured in the State, as explained in the Method of Award section. But, such favorable consideration shall not be employed if prohibited by law or other relevant authority or agreement. 6.5. METHOD OF AWARD: Awards will be made in the best interest of the State. The State may award one or more contracts and reserves the right to make additional awards to other compliant bidders at any time if such award is deemed to be in the best interest of the State. All other considerations being equal, preference will be given first to resident bidders of the state and/or to products raised or manufactured in the state, and then to bidders who have practices that promote clean energy and address climate change, as identified in the applicable Certificate of Compliance. 6.5.1. Evaluation Criteria: Consideration shall be given to the Bidders project approach and methodology, qualifications and experience, ability to provide the services within the defined timeline, cost, and/or success in completing similar projects, as applicable, and to the extent specified below. Evaluation Factors for Written Responses Total Points for This Factor Qualifications: Contractor demonstrates financial strength of the company, experience and knowledge in the implementation of State and/or Federal Unemployment Insurance Programs (Bidder Response Form Part 1) 25% Contractor Proposal/Solution and Ability to meet the States Functional and Non-Functional Requirements (Bidder 50% Response form Part 2 7). Pricing: Pricing and financial structure for implementation, warranty, and maintenance and support (Bidder Response Form Part 8) 25% Acceptance of State Terms and Conditions Pass/Fail Adherence to Mandatory Bidding Requirements Pass/Fail 6.6. CONTRACT NEGOTIATION: Upon completion of the evaluation process, the State may select one or more bidders with which to negotiate a contract, based on the evaluation findings and other criteria deemed relevant for ensuring that the decision made is in the best interest of the State. In the event State is not successful in negotiating a contract with a selected bidder, the State reserves the option of negotiating with another bidder, or to end the proposal process entirely. 6.7. COST OF PREPARATION: Bidder shall be solely responsible for all expenses incurred in the preparation of a response to this RFP and shall be responsible for all expenses associated with any presentations or demonstrations associated with this request and/or any proposals made. 6.8. CONTRACT TERMS: The selected bidder(s) will be expected to sign a contract with the State, including the Standard Contract Form and Attachment C as attached to this RFP for reference. If IT Attachment D is included in this RFP, terms may be modified based upon the solution proposed by the Bidder, subject to approval by the Agency of Digital Services. 6.8.1. Business Registration. To be awarded a contract by the State of Vermont a bidder (except an individual doing business in his/her own name) must be registered with the Vermont Secretary of States office https://sos.vermont.gov/corporations/registration/and must obtain a Contractors Business Account Number issued by the Vermont Department of Taxes http://tax.vermont.gov/ . 6.8.2. The contract will obligate the bidder to provide the services and/or products identified in its bid, at the prices listed. 6.8.3. Payment Terms. Percentage discounts may be offered for prompt payments of invoices; however, such discounts must be in effect for a period of 30 days or more in order to be considered in making awards. 6.8.4. Quality. If applicable, all products provided under a contract with the State will be new and unused, unless otherwise stated. Factory seconds or remanufactured products will not be accepted unless specifically requested by the purchasing agency. All products provided by the contractor must meet all federal, state, and local standards for quality and safety requirements. Products not meeting these standards will be deemed unacceptable and returned to the contractor for credit at no charge to the State. 6.9. DEMONSTRATION: An in-person or webinar demonstration by the Bidder may be required by the State if it will help the States evaluation process. The State will factor information presented during demonstrations into the evaluation. Bidder will be responsible for all costs associated with the providing the demonstration. 6.10. INDEPENDENT REVIEW: Certain State information technology projects require independent expert review as described under 3 V.S.A. 3303(d). Such review, if applicable, will inform the States decision to award any contract(s) resulting from this RFP 7. CONTENT AND FORMAT OF RESPONSES: The content and format requirements listed below are the minimum requirements for State evaluation. These requirements are not intended to limit the content of a Bidders proposal. Bidders may include additional information or offer alternative solutions for the States consideration. However, the State discourages overly lengthy and costly proposals, and Bidders are advised to include only such information in their response as may be relevant to the requirements of this RFP. 7.1. The bid should include a Cover Letter and Technical Response and Price Schedule. 7.2. COVER LETTER: https://sos.vermont.gov/corporations/registration/ http://tax.vermont.gov/ 7.2.1. Confidentiality. To the extent your bid contains information you consider to be proprietary and confidential, you must comply with the following requirements concerning the contents of your cover letter and the submission of a redacted copy of your bid (or affected portions thereof). 7.2.2. All responses to this RFP will become part of the contract file and will become a matter of public record under the States Public Records Act, 1 V.S.A. 315 et seq. (the Public Records Act). If your response must include material that you consider to be proprietary and confidential under the Public Records Act, your cover letter must clearly identify each page or section of your response that you consider proprietary and confidential. Your cover letter must also include a written explanation for each marked section explaining why such material should be considered exempt from public disclosure in the event of a public records request, pursuant to 1 V.S.A. 317(c), including the prospective harm to the competitive position of the bidder if the identified material were to be released. Additionally, you must include a redacted copy of your response for portions that are considered proprietary and confidential. Redactions must be limited so that the reviewer may understand the nature of the information being withheld. It is typically inappropriate to redact entire pages, or to redact the titles/captions of tables and figures. Under no circumstances may your entire response be marked confidential, and the State reserves the right to disqualify responses so marked. 7.2.3. Exceptions to Contract Terms and Conditions. If a Bidder wishes to propose an exception to any terms and conditions set forth in the Standard Contract Form and its attachments, such exceptions must be included in the cover letter to the RFP response. Failure to note exceptions when responding to the RFP will be deemed to be acceptance of the State contract terms and conditions. If exceptions are not noted in the response to this RFP but raised during contract negotiations, the State reserves the right to cancel the negotiation if deemed to be in the best interests of the State. Note that exceptions to contract terms may cause rejection of the proposal. 7.3. TECHNICAL RESPONSE. In response to this RFP, a Bidder shall: 7.3.1. Provide details concerning your form of business organization, company size and resources. 7.3.2. Describe your capabilities and particular experience relevant to the RFP requirements. 7.3.2.1. Identify all current or past State projects. 7.3.3. Identify the names of all subcontractors you intend to use, the portions of the work the subcontractors will perform, and address the background and experience of the subcontractor(s), as per RFP section 4.3.2 above. 7.4. REFERENCES. Provide the names, addresses, and phone numbers of at least three companies with whom you have transacted similar business in the last 12 months. You must include contact names who can talk knowledgeably about performance. 7.5. REPORTING REQUIREMENTS: Provide a sample of any reporting documentation that may be applicable to the Detailed Requirements of this RFP. 7.6. PRICE SCHEDULE: Bidders shall submit their pricing information in the Price Schedule attached to the RFP. 7.7. CERTIFICATE OF COMPLIANCE: This form must be completed and submitted as part of the response for the proposal to be considered valid. 7.8. STATE OF VERMONT BIDDER RESPONSE FORM: This form must be completed and submitted as part of the response for the proposal to be considered valid. The State of Vermont Bidder Response Form provides a standard format and content for bidder proposals. When required, this form will prompt Bidders to supply the information required in the above RFP sections 4.3 through 4.7. Note: In addition to completing the State of Vermont Bidder Response Form, Bidders are required to provide the specific attachments that are described within the Bidder Response Form. 8. SUBMISSION INSTRUCTIONS: 8.1. CLOSING DATE: Bids must be received by the State by the due date specified on the front page of this RFP. Late bids will not be considered. 8.1.1. The State may, for cause, issue an addendum to change the date and/or time when bids are due. If a change is made, the State will inform all bidders by posting at the webpage indicated on the front page of this RFP. 8.1.2. There will not be a public bid opening. However, the State will record the name, city, and state for any and all bids received by the due date. This information will be posted as promptly as possible following the due date online at: https://bgs.vermont.gov/content/opc-bid-tabulation-sheets-0 . Bidders are hereby notified to review the information posted after the bid opening deadline to confirm receipt of bid by the State. Any bidder that submitted a bid, and is not listed on the bid tabulation sheet, shall promptly notify the State Contact listed on the front page of this RFP. Should a bidder fail to notify the State Contact listed on the front page of this RFP within two weeks of posting the bid tabulation sheet, the State shall not be required to consider the bid. 8.2. BID DELIVERY INSTRUCTIONS: 8.2.1. ELECTRONIC: Only electronic bids will be accepted. 8.2.1.1. E-MAIL BIDS. Only emailed bids will be accepted. Bids will be accepted via email submission to SOV.ThePathForward@vermont.gov. Bids must consist of a single email with a single, digitally searchable PDF attachment containing all components of the bid. Multiple emails and/or multiple attachments will not be accepted. There is an attachment size limit of 40 MB. It is the Bidders responsibility to compress the PDF file containing its bid if necessary, in order to meet this size limitation. 8.2.1.2. FAX BIDS: Faxed bids will not be accepted. 9. BID SUBMISSION CHECKLIST: Cover Letter Redacted Technical Response, if applicable Certificate of Compliance State of Vermont Bidder Response Form and Attachments o Technical Response (included in Bidder Response Form) o References (included in Bidder Response Form) o Price Schedule (included in Bidder Response Form) 10. ATTACHMENTS: 10.1. Certificate of Compliance 10.2. Worker Classification Compliance Requirement; Subcontractor Reporting Form 10.3. State of Vermont Bidder Response Form 10.4. Standard State Contract with its associated attachments, including but not limited to, Attachment C: Standard State Provisions for Contracts and Grants (December 15, 2017) and Attachment D: Information Technology System Implementation Terms & Conditions 10.5. State of Vermont - IRS Pub. 1075 TERMS https://bgs.vermont.gov/content/opc-bid-tabulation-sheets-0 mailto:SOV.ThePathForward@vermont.gov RFP/PROJECT: DATE: Page 1 of 3 CERTIFICATE OF COMPLIANCE For a bid to be considered valid, this form must be completed in its entirety, executed by a duly authorized representative of the bidder, and submitted as part of the response to the proposal. A. NON-COLLUSION: Bidder hereby certifies that the prices quoted have been arrived at without collusion and that no prior information concerning these prices has been received from or given to a competitive company. If there is sufficient evidence to warrant investigation of the bid/contract process by the Office of the Attorney General, bidder understands that this paragraph might be used as a basis for litigation. B. CONTRACT TERMS: Bidder hereby acknowledges that is has read, understands and agrees to the terms of this RFP, including Attachment C: Standard State Contract Provisions, and any other contract attachments included with this RFP. C. WORKER CLASSIFICATION COMPLIANCE REQUIREMENT: In accordance with Section 32 of The Vermont Recovery and Reinvestment Act of 2009 (Act No. 54), the following provisions and requirements apply to Bidder when the amount of its bid exceeds $250,000.00. Self-Reporting. Bidder hereby self-reports the following information relating to past violations, convictions, suspensions, and any other information related to past performance relative to coding and classification of workers, that occurred in the previous 12 months. Summary of Detailed Information Date of Notification Outcome Subcontractor Reporting. Bidder hereby acknowledges and agrees that if it is a successful bidder, prior to execution of any contract resulting from this RFP, Bidder will provide to the State a list of all proposed subcontractors and subcontractors subcontractors, together with the identity of those subcontractors workers compensation insurance providers, and additional required or requested information, as applicable, in accordance with Section 32 of The Vermont Recovery and Reinvestment Act of 2009 (Act No. 54), and Bidder will provide any update of such list to the State as additional subcontractors are hired. Bidder further acknowledges and agrees that the failure to submit subcontractor reporting in accordance with Section 32 of The Vermont Recovery and Reinvestment Act of 2009 (Act No. 54) will constitute non-compliance and may result in cancellation of contract and/or restriction from bidding on future state contracts. RFP/PROJECT: DATE: Page 2 of 3 D. Executive Order 05 16: Climate Change Considerations in State Procurements Certification Bidder certifies to the following (Bidder may attach any desired explanation or substantiation. Please also note that Bidder may be asked to provide documentation for any applicable claims): 1. Bidder owns, leases or utilizes, for business purposes, space that has received: Energy Star Certification LEED, Green Globes, or Living Buildings Challenge Certification Other internationally recognized building certification: ____________________________________________________________________________ 2. Bidder has received incentives or rebates from an Energy Efficiency Utility or Energy Efficiency Program in the last five years for energy efficient improvements made at bidders place of business. Please explain: _____________________________________________________________________________ 3. Please Check all that apply: Bidder can claim on-site renewable power or anaerobic-digester power (cow-power). Or bidder consumes renewable electricity through voluntary purchase or offset, provided no such claimed power can be double-claimed by another party. Bidder uses renewable biomass or bio-fuel for the purposes of thermal (heat) energy at its place of business. Bidders heating system has modern, high-efficiency units (boilers, furnaces, stoves, etc.), having reduced emissions of particulate matter and other air pollutants. Bidder tracks its energy consumption and harmful greenhouse gas emissions. What tool is used to do this? _____________________ Bidder promotes the use of plug-in electric vehicles by providing electric vehicle charging, electric fleet vehicles, preferred parking, designated parking, purchase or lease incentives, etc.. Bidder offers employees an option for a fossil fuel divestment retirement account. Bidder offers products or services that reduce waste, conserve water, or promote energy efficiency and conservation. Please explain: ____________________________________________________________________________ ____________________________________________________________________________ 4. Please list any additional practices that promote clean energy and take action to address climate change: _____________________________________________________________________________ ____________________________________________________________________________ _____________________________________________________________________________ RFP/PROJECT: DATE: Page 3 of 3 E. Executive Order 02 22: Solidarity with the Ukrainian People Bidder certifies goods, products, or materials offered as part of this solicitation; none of the applicable goods or services are Russian-sourced goods and/or produced by Russian entities. If the non-use box is not checked above, Bidder hereby indicates that certain products provided under this solicitation are Russian-sourced goods and/or produced by Russian entities, as described in the table below. In addition, identify where indicated in the table, which goods are Russian-sourced and/or produced by Russian entities. An additional column is provided for any note or comment that you may have. SOV Contract # Provided Equipment or Product Contractor Note or Comment Bidder Name: Contact Name: Address: Fax Number: Telephone: E-Mail: By: Name: Signature of Bidder (or Representative) (Type or Print) END OF CERTIFICATE OF COMPLIANCE RFP/PROJECT: DATE: SUBCONTRACTOR REPORTING FORM This form must be completed in its entirety and submitted prior to contract execution and updated as necessary and provided to the State as additional subcontractors are hired. The Department of Buildings and General Services in accordance with Act 54, Section 32 of the Acts of 2009 and for total project costs exceeding $250,000.00 requires bidders to comply with the following provisions and requirements. Contractor is required to provide a list of subcontractors on the job along with lists of subcontractors subcontractors and by whom those subcontractors are insured for workers compensation purposes. Include additional pages if necessary. This is not a requirement for subcontractors providing supplies only and no labor to the overall contract or project. Subcontractor Insured By Subcontractors Sub Insured By Date: Name of Company: Contact Name: Address: Title: Phone Number: E-mail: Fax Number: By: Name: Failure to adhere to Act 54, Section 32 of the Acts of 2009 and submit Subcontractor Reporting: Worker Classification Compliance Requirement will constitute non-compliance and may result in cancellation of contract and/or forfeiture of future bidding privileges until resolved. Send Completed Form to: Office of Purchasing & Contracting 133 State Street, 5th Floor Montpelier, VT 05633-8000 State of Vermont Bidder Response Form See the attached Vermont Bidder Response Form (Exhibit C). STANDARD CONTRACT FOR TECHNOLOGY SERVICES 1. Parties. This is a contract for services between the State of Vermont, _____________ (hereinafter called State), and _____________, with a principal place of business in _____________, (hereinafter called Contractor). Contractors form of business organization is _____________. It is Contractors responsibility to contact the Vermont Department of Taxes to determine if, by law, Contractor is required to have a Vermont Department of Taxes Business Account Number. 2. Subject Matter. The subject matter of this contract is services generally on the subject of _____________. Detailed services to be provided by Contractor are described in Attachment A. 3. Maximum Amount. In consideration of the services to be performed by Contractor, the State agrees to pay Contractor, in accordance with the payment provisions specified in Attachment B, a sum not to exceed $________.00. 4. Contract Term. The period of Contractors performance shall begin on _____________, 20__ and end on _____________, 20__. 5. Prior Approvals. This Contract shall not be binding unless and until all requisite prior approvals have been obtained in accordance with current State law, bulletins, and interpretations. 6. Amendment. No changes, modifications, or amendments in the terms and conditions of this contract shall be effective unless reduced to writing, numbered and signed by the duly authorized representative of the State and Contractor. 7. Termination for Convenience. This contract may be terminated by the State at any time by giving written notice at least thirty (30) days in advance. In such event, Contractor shall be paid under the terms of this contract for all services provided to and accepted by the State prior to the effective date of termination. 8. Attachments. This contract consists of ___ pages including the following attachments which are incorporated herein: Attachment A Statement of Work o Exhibit 1 State Technical and Functional Requirements o Exhibit 2 Preliminary Implementation Master Schedule o Exhibit 3 State Third Party Software o Exhibit 4 Contractor Software Attachment B Payment Provisions Attachment C Standard State Provisions for Contracts and Grants a preprinted form (revision date 12/15/2017) Attachment D Attachment D: Information Technology Implementation Services Terms & Conditions Attachment __ [OTHER DEPARTMENT ATTACHMENTS, AS APPLICABLE] Attachment __ Contractors [License] Agreement Attachment __ [Maintenance and Support/Service Level Terms] 9. Order of Precedence. Any ambiguity, conflict or inconsistency between the documents comprising this contract shall be resolved according to the following order of precedence: 1) Standard Contract 2) Attachment D Other Terms and Conditions for Information Technology Contracts 3) Attachment C (Standard State Provisions for Contracts and Grants) 4) Attachment A with Exhibits 5) Attachment B 6) List other attachments as applicable WE THE UNDERSIGNED PARTIES AGREE TO BE BOUND BY THIS CONTRACT By the State of Vermont: By the Contractor: Date: Date: Signature: Signature: Name: Name: Title: Title: ATTACHMENT A SPECIFICATIONS OF WORK TO BE PERFORMED 1. PURPOSE This Contract sets forth the terms and conditions under which Contractor agrees to provide to the State with a [web-based,] Contractor-supported _______________________ (the Solution). The Solution shall ________________________________. The Contractor shall provide [development and design services, project and operations management, support and maintenance, consulting, training, engineering and application development , monitoring, support, backup and recovery, change management, technology updates and upgrades and other professional services as described herein] (individually and collectively referred to herein as the Services), as necessary for the States productive use of the Solution as further set forth in this Contract. This Contract specifies the obligations of each party with additional provisions detailed in the attached Attachments and Exhibits. 2. EXISTING SYSTEMS. [DESCRIBE] 3. OBJECTIVE This Contract identifies the tasks required by each party to implement and support the Solution through the following major activities: [development of project management planning documentation; requirements collection and validation, Solution design, data migration, configuration, integration and testing; deployment and training; operations, support, and maintenance services], all as detailed herein. The project will be executed in phases as described herein. The successful outcome of the project is defined by the following: completed in accordance with this Contract and applicable project management planning documentation; Resolution of all material functional and operational deficiencies prior to deployment in the production environment; completed within budget; configured to meet all specified requirements and needs of the State; the Solution meets and adheres to all requirements and timeframes set forth in service level terms set forth herein; the Solution is fully documented, including but not limited to requirements specifications, architecture, design, configuration, operational environment and user manuals; and trained State staff and stakeholders. 4. PERIOD OF INSTALLATION AND IMPLEMENTATION AND TRAINING The period of installation and implementation and training shall not exceed ________________________ months from the date of this Contract. Support and maintenance shall begin [upon Solution deployment] and shall continue through the Contract Term as the same may be extended by the parties. 5. DEFINITIONS. Capitalized terms used in this Contract not specifically defined in the text shall have the following meanings: (a) Certificate of Acceptance means written certification, delivered to Contractor and signed by an authorized representative of the State, stating that any Defects in a particular Phase or the Solution discovered after implementation and testing have been corrected as required under this Contract, and that the Phase complies in all material respects with all of the applicable Requirements. (b) Certificate of Completion means written certification, delivered to the State and signed by an authorized representative of Contractor, stating that any Defects in a particular Phase or the Solution discovered after implementation, testing and Acceptance have been corrected as required under this Contract, and that the Phase or Solution complies in all material respects with all of the applicable Solution Requirements. The State must provide written acceptance to Contractor of any and all Certificates of Completion for them to become effective. (c) Contractor Personnel means and refers to Contractors employees and employees of Contractors permitted subcontractors or permitted agents assigned by Contractor to perform Services under this Contract. (d) Defect means any failure by the Solution or any Phase or component thereof to conform in any material respect with applicable Requirements. (e) Defect Correction means either a modification or addition that, when made or added to the Solution, establishes material conformity of the Solution to the applicable Requirements, or a procedure or routine that, when observed in the regular operation of the Solution, eliminates the practical adverse effect on the State of such nonconformity. (f) Documentation means any and all descriptions and specifications of the Requirements included herein or created or developed hereunder, operational, functional and supervisory reference guides, manuals and instructive materials, in whatever form and regardless of the media on which it may be contained, stored or transmitted, which is developed, prepared, used or otherwise available from Contractor and/or Contractors suppliers, in connection with and applicable to the provision, use, operation and support of the Services hereunder. Documentation shall be sufficient to enable State personnel to understand, operate, use, access, support, maintain, update and modify Services, notwithstanding that Contractor is or may be responsible for any or all of the foregoing obligations. Documentation shall also include all standards applicable to the Services, including those applicable to: (i) Contractor for its own comparable items or services; (ii) the State for its own comparable items or services; and (iii) such standards and guidelines as the parties mutually agree apply to the Services involved. (g) Final Acceptance means the issuance of Certificate of Acceptance executed by the State which specifies the mutually agreed upon Go Live Date for the Solution. (h) Facilities means the physical premises, locations and operations owned or leased by the State (a State Facility) or the Contractor (a Contractor Facility), and from or through which the Contractor and/or its permitted contractors will provide any Services. (i) "Go Live Date." The date that the all or any part of the entire Solution is first available for use by the State in an operational, non-test environment, utilizing actual production data. (j) Phases. A particular portion of the Solution, as set forth in the Implementation Master Schedule or as may be modified in accordance with this Contract. Unless modified by written agreement of the parties, the five project Phases are [Solution Definition and Design, Requirements Gathering, Customization, Deployment, Training and Maintenance and Support]. (k) Requirements means the States baseline Functional and Technical Requirements attached as Exhibit 1 to Attachment A of this Contract. (l) Service Level means the specific level of performance Contractor is required to comply with and adhere to in providing the Services in conformity with the Requirements, consistent with the criteria and parameters specified in this Contract. Service Level Terms are set forth in Attachment __ to this Contract. 6. PROJECT MANAGEMENT The scope of work as detailed below describes the services, deliverables and key assumptions. Contractor will develop an overall project schedule that details the tasks, timelines, and deliverables for the fully integrated solution. 6.1. CONTRACTOR PROJECT MANAGEMENT AND SUPPORT 6.1.1 CONTRACTORS PROJECT MANAGER Contractor will designate an individual to serve as the Contractor Project Manager who will: (i) be a senior employee within Contractors organization, with the information, authority and resources available to properly discharge the responsibilities required hereunder; (ii) serve as primary point of contact and the single-point of accountability and responsibility for all Contract-related questions and issues and the provision of Services by Contractor; (iii) have day-to-day responsibility for, and authority to manage, State customer satisfaction; (iv) devote full time and dedicated efforts to managing and coordinating the Services; and (v) be located at State Facilities or such other appropriate location as Contractor and the State may mutually agree. Contractors Project Manager shall be responsible for all tasks necessary to manage, oversee, and ensure success of the project. These tasks include documenting requirements, developing and updating project plans, assigning staff, scheduling meetings, developing and publishing status reports, addressing project issues, risks, and change orders, and preparing presentations for the State. Contractors project manager shall be responsible for the successful delivery of all Contractor tasks and subtasks defined in the Project Management Plan (as defined herein). Progress will be monitored and plans adjusted, as necessary, in project status meetings. The Project Management Plan deliverables (for both State and Contractor tasks) shall be updated by the Contractor, subject to review and approval of the State, and reports printed for each status meeting. Contractors project manager shall be responsible for developing and implementing the following project management documentation: Deliverable Description Update Frequency Project Charter The Project Charter provides basic information about the project. It includes a: Scope Statement (whats in and out of scope); list of Project Deliverables; high level Project Timeline; Key Roles & Responsibilities; known Risks, Assumptions and/or Constraints. It should be signed off on by the State. Once unless there are changes Project Management Plan The Project Management Plan will dictate specifics on how the Contractor Project Manager will administer the project and will include the following documentation: 1. Change Management Plan (will dictate how changes will be handled including any Service level terms on over/under estimates) 2. Communication Management Plan (will dictate what will be communicated, to who, and how often) 3. Requirements Management Plan (will dictate the approach that the requirements will be gathered, approved, and maintained) 4. Human Resources Management Plan (will dictate what resources will be assigned to the project, for how long, under what allocation, who they report to, and how to handle changes to the resource plan) 5. Procurement Management Plan (will dictate how the vendor(s) will interact with the project and expectations regarding vendor relations with State resources) 6. Quality Management Plan (will dictate the quality controls over the work being done on the project as well as determine Key Performance Indicators this document is not limited to deliverables) 7. Risk and Issues Management Plan (will dictate how risks and issues will be managed over the course of the project) 8. Scope Management Plan (will dictate how the scope will be maintained to prevent scope creep) Formal Acceptance Criteria Criteria that establishes what the acceptance and rejection criteria of each document on this list. Formal Acceptance Sign Off Obtain sign-off at the completion of each project deliverable as defined by the formal acceptance criteria. Change Requests Formal document which outlines any changes to the Contract scope, schedule, budget, and resources. Change Requests Log Tracks the specific change requests approved and their impact to the project scope, budget and schedule. Budget Log Outlines original Contract costs by deliverable with billed and paid-to-date information. Risk Log A log of all risks (opened or closed) that could impact the project. Risks should be outlined by their impact and their potential to occur. All risks should have an owner. Issue/Action Items/Decision Log A Log of open and resolved/completed Issues. Issues should be outlined by their impact, owner, date of occurrence, and remediation strategy. Decision Log A log of all decisions made over the course of the project. Decisions should have a date and name of decider. Requirements Documents Finalized list of the project requirements to be approved by the State. The approach is dictated by the Requirements Management Plan (see Project Management Plan), and can include: Stated requirements document (SRD): The SRD contains current state process flows, user stories, and business rules and states the business need at a high level. Business requirements document (BRD): The BRD contains a medium level of requirements as well as required metrics of project success. Functional requirements document (FRD): The FRD contains detailed requirements that can be handed off to the Contractor for execution. Test Plans A description of the testing approach, participants, sequence of testing and testing preparations Once Test Cases & Results The specific test cases to be tested and the testing results. Test Cases tie back to the project requirements (to ensure each one has been met). Create once then update with Results Implementation Master Schedule The IMS outlines how the project will go-live and will include a mini-project plan for the exact events that need to occur assigned to the resources that need to do them and the timeframe for when they need to get done. (See Section 4.4 for more detail.) Once per implementation Project Status Reports Provides an update on the project health, accomplishments, upcoming tasks, risks and significant issues. The Status Report and the project color being report shall be developed in consultation with the State business lead and State project manager, as set forth in greater detail in Section 4.2.2. Weekly Project Phase Audit/Gate Check At the end of each Phase, the Contractor Project Manager shall submit an audit of all deliverables and milestones achieved during the Phase to the State Project manager for review. Once per phase. Meeting Agenda/ Minutes All scheduled meetings will have an agenda and minutes. The minutes shall contain risk issues, action items, and decision logs. Minutes shall be transcribed over to the main logs. Per occurrence End of Project Metrics These are metrics that reflect how well the project was performed. Metrics will be outlined in the Quality Management Plan Lessons Learned A compilation of the lessons learned having 20/20 hindsight. Lessons learned shall be delivered in an Excel template and collected from each of the State and Contractor project team members to get a full 360 degree view of the project in retrospect. Once Closeout Report This report will include all the lessons learned, project metrics, and a summary of the projects implementation and outcome in operation. Once Contractor shall use State templates for the foregoing, unless otherwise approved by the State. The State Project Manager shall be responsible for the review and acceptance of project management documentation. Contractors project manager shall assist the States project manager (upon request) in creating materials for periodic presentations to State project sponsors and key stakeholders. Contractors project manager may be required to present information to, and answer questions from, State stakeholders at these presentations. 6.1.2 PROJECT MANAGEMENT AND SUPPORT The Contractor will apply PMI (Project Management Institutes PMBOK) principles to ensure on-time and within-budget delivery of the Solution, while meeting all of the Requirements in this Contract. The State will approve all project management methods and tools used during the project. These project management methods and tools are considered project deliverables. 6.1.3 KEY PROJECT STAFF Contractor will perform and support the Services consistent with this Contract and the Solution Requirements. Contractor Personnel will be properly educated, trained and qualified for the Services they are to perform and Contractor will put appropriate training in place to meet initial and ongoing training requirements of Contractor Personnel assigned to perform Services. (a) Contractor shall be responsible, at its own cost and expense, for any and all recruitment, hiring, Contractor-specific training, education and orientation for all Contractor Personnel assigned or to be assigned to perform Services or support the Requirements. (b) All Contractor Personnel, in addition to any Contractor security policies and procedures, shall be required to comply with the security requirements in this Contract (c) Contractor shall conduct its hiring process in compliance with all applicable Federal and State laws to include, but not be limited to, anti-discrimination laws. (i) Eligibility for Employment: Contractor shall verify that all prospective employees are eligible for employment in the United States. (ii) Criminal Records: Contractor or an agent of Contractor shall perform criminal background checks on all prospective employees utilizing a national criminal database acceptable to the State. Before any Contractor Personnel begin work on the Services x) such background check shall have returned a no record result or, y) to the extent that the result revealed that a felony record or records exist for a given individual, the associated conviction(s) shall be unrelated to the work to be performed as specified under the Equal Employment Opportunities Commissions EEOC Enforcement Guidance regarding the employment of convicted felons issued April 25, 2012. Contractor shall provide the State with notice of proposed Contractor Personnel with felony or misdemeanor convictions that involve a crime against a person; a crime involving the use or misuse of computer network; a crime involving weapons, explosives or arson; a crime involving trade secret/proprietary information; a crime involving theft, dishonesty, embezzlement, breach of fiduciary duty, identity theft, or other financial-related crimes; a felony conviction for drug possession; or a crime involving the distribution or trafficking of illegal drugs and/or controlled substances. (d) All Contractor Personnel providing or assigned to provide Services or otherwise in a position to obtain or have access to State Information, shall execute a non-disclosure agreement in a form acceptable to the State. (e) The timing for transfer, reassignment or replacement of Contractor Personnel will be coordinated with requirements for timing and other elements of the Services so as to maintain continuity in the performance of the Services and avoid interruption or disruption to the Services or any failures to maintain Service Levels. Contractor shall assign the following Contractor staff (Key Project Staff), to meet the Requirements of this Contract: [INSERT] Contractor will cause the Contractor Personnel filling the Key Project Staff positions to devote full time and dedicated effort to the provision of the Services and the achievement of Service Levels required for the Services, unless a lesser allocation during certain Project Phases may be agreed in writing. 6.1.4 KEY PROJECT STAFF CHANGES Contractor shall not change the project assignment of ___________________, __________________, and _________________ for the period of project implementation. Contractor shall not change other members of Key Project Staff without providing the State written justification, a comprehensive transition plan and obtaining prior written approval of the State. State approvals for replacement of Key Project Staff will not be unreasonably withheld. The replacement of Key Project Staff shall have comparable or greater skills and applied experience than being replaced and be subject to reference and background checks described above. If Contractor removes Key Project Staff for any reason without the States approval, Contractor agrees to replace the new Key Project Staff member if performance is unacceptable to State and provide the first thirty (30) days of a replacement resource with equivalent skill at no charge. Notwithstanding the foregoing, the State acknowledges that Key Project Staff may become unavailable due to termination of employment for any reason, through disability or death, illness, or through leave of absence such as FMLA or National Guard duty for example. In such circumstances, Contractor shall promptly notify the State in writing of the impending or actual departure of any Key Personnel and of the qualifications and identity of proposed replacement Key Project Staff. The State has the right to reasonably disapprove of any replacement Key Project Staff. 6.1.5 CONTROL OF CONTRACTOR PERSONNEL. Contractor shall be fully responsible for the management, compensation, and performance of all Contractor Personnel, and the filing of any and all returns and reports and the withholding and/or payment of all applicable federal, State, and local wage tax, or employment-related taxes, including, but not limited to, income taxes, gross receipt taxes, taxes measured by income, social security taxes, and unemployment taxes for Contractor and Contractor's employees. Notwithstanding the foregoing, Contractor's employees shall adhere to the States policies and procedures, of which Contractor is made aware while on State Premises, and shall behave and perform in a professional manner. The State, may, in its reasonable discretion, require Contractor to replace any Contractor Personnel, including but not limited to Key Project Staff, working hereunder who does not adhere to, behave, and perform consistent with the States policies and procedures, or otherwise engages in unprofessional or unethical conduct, or abuses any illegal substance or alcohol, or engages in illegal activities or consistently underperforms. The State shall provide written notice to Contractor of the requirement of replacement, or with whom there are irresolvable personality conflicts. Contractor shall use reasonable efforts to promptly and expeditiously replace Key Project Staff and replace all other personnel within fifteen (15) business days of receipt of the written notice unless otherwise mutually agreed. The States right to request replacement of Contractor personnel hereunder relates solely to the removal of individuals from work on this Contract with the State and does not create an employment relationship. Nothing in this Contract authorizes the State to direct the Contractors termination of the employment of any individual. 6.1.6 CONTRACTOR THIRD PARTY CONTRACTS. The State acknowledges and understands that Contractor will enter into third party contracts with the following Contractor subcontractors: (i) ___________________ for ___________________; (ii) ___________________ for ___________________; and (iii) ___________________ for the performance of Services hereunder. Contractor shall deliver a copy of all such third party contracts to the State for review upon request. The State hereby consents to the use by Contractor of these subcontractors, provided however that any such consent is not deemed acceptance of the terms of any subcontracts by the State. 6.2. PROJECT PLANNING The State and Contractor Project Managers will arrange for kick-off dates and procedures for managing the project such as reporting status and resolving issues. This will provide an opportunity to introduce all key members of the project teams and walk through the project management plan and key milestones. 6.2.1. MEETING PROTOCOLS For regular weekly project status meetings, Contractors Project Manager shall provide a meeting agenda and any handouts at least one business day in advance of the scheduled meeting. 6.2.2. PROJECT DOCUMENT STORAGE The Contractor will establish a SharePoint site, or some other collaboration mechanism, that is accessible to the Contractor and the State. This will provide a common area for Contractors project documents, artifacts, and deliverables. Access to all SharePoint sites (or other medium of collaboration) and all project material contained therein shall be delivered to the State upon completion of the project. 6.2.3. STATUS REPORTS Contractors Project Manager shall provide project documentation and collaboration to meet the States vendor reporting requirements. If requested, the Contractor shall use the States Status Report template. If no template is provided to the Contractor, the status information shall include, at a minimum: all planned tasks accomplished for the reporting period planned tasks that are incomplete, or behind schedule in the previous week (with reasons given for those behind schedule); all tasks planned for the upcoming two weeks; an updated status of tasks (entered into the Master Project Work Plan and attached to the status report e.g., percent completed, resources assigned to tasks, etc.); and the status of any corrective actions undertaken. The report will also contain items such as the current status of the projects technical progress and contractual obligations; achievements to date; risk management activities; unresolved issues; requirements to resolve unresolved issues; action items; problems; installation and maintenance results; and significant changes to Contractors organization or method of operation, to the project management team, or to the deliverable schedule, where applicable. For all project services performed on a time and materials basis, as provided herein, the Contractor shall also provide details on staff hours, cost per activity, all expenditures and a summary of services performed for the reporting period. The State Project Manager and Contractors Project Manager will come to agreement on the exact format of the project documentation and collaboration reports, at or before the project kick-off meeting. Each report shall include a project dashboard at the top outlining the overall status of the project in terms of the standard triple constraint: cost, time, resources (using a legend or icon of green, yellow, and red based upon the following definitions): Green on track to deliver committed scope by committed deadline with committed resources/funding. Yellow not on track to deliver committed scope by committed deadline with committed resources/funding, but have a plan to get back to green. Red not on track and currently do not have a plan to get back to green. Need project management intervention or assistance. In the event of yellow or red overall project status, there should be a specific task(s) and/or issue(s) identified as yellow or red which are the root cause of the overall project status being yellow or red. These items shall be presented in sufficient detail to determine the root-cause. The Status Report shall provide a link to the Risks and Issues Log for more detail. The report shall include a budget section outlining original contract costs by deliverable with billed and paid-to-date information by deliverable and in total. 6.3 IMPLEMENTATION MASTER SCHEDULE The Contractor has compiled a preliminary baseline implementation master schedule (IMS) using the best available knowledge at the time of Contract signing which is attached to this Attachment A as Exhibit 2. The Contractor shall update the IMS after execution of this Contract during the Project Development as required pursuant to the terms herein (e.g., updated tasks and task descriptions, updated meeting dates, updated resource assignments, updated milestone dates). Any such changes shall be communicated in writing by the Contractor to the State Contract Manager by executing a new or revised IMS or other documentation acceptable to the State. Such changes are subject to State review and approval. The parties shall work together to implement the IMS changes in accordance with the terms of this Contract; provided, however, in no event shall revisions to the IMS be deemed to amend this Contract. Changes to project scope, term or maximum amount shall require a Contract amendment. The IMS is an ongoing tool for anticipating and tracking changes to expectations for all project tasks, deliverables and milestones. The complete IMS is an integrated plan that is, it includes actions and deliverables from all project areas both Contractor and State. The complete IMS, which includes the detailed tasks and milestones, shall reside in [Microsoft Project (.mpp) format (Version 2007 or higher)] and will be shared in the ongoing communication meetings to discuss changes. State shall sign off on all deliverables from each Phase of the IMS before subsequent phase work is initiated. Once sign off is complete, Contractor and State will assess readiness to proceed with next phase. 7. SCOPE OF SERVICES. 7.1 DESCRIPTION OF SERVICES. Contractor agrees to provide and shall perform the Services described herein in accordance with and subject to the terms and conditions set forth in this Contract. 7.2 Project Major Phases, Warranty and Options. [DESCRIBE PROJECT PHASES AND DELIVERABLES FOR EACH PHASE; THIS SECTION SHOULD INCLUDE PAYMENT MILESTONES WHICH ARE THEN REITERATED IN ATTACHMENT B WITH PAYMENT AMOUNTS] The Contractor shall, at a minimum, provide State access to a [web-based] Solution that meets the tools and functionality requirements of the State set forth in Exhibit 1 to this Attachment A. Contractor shall use system development and configuration control methodologies and the desirable sequence of project major Phases as described he