Comprehensive Child Welfare Info Systems (CCWIS)

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 Comprehensive Child Welfare Information Systems (CCWIS) ISSUE DATE QUESTIONS DUE RFP RESPONSES DUE BY March 13, 2024 March 28, 2024 – 4:30 PM (EST) April 11, 2024 – 4:30 PM (EST) PLEASE BE ADVISED THAT ALL NOTIFICATIONS, RELEASES, AND ADDENDUMS ASSOCIATED WITH THIS RFP WILL BE POSTED AT: http://www.bgs.state.vt.us/pca/bids/bids.php THE STATE WILL MAKE NO ATTEMPT TO CONTACT INTERESTED PARTIES WITH UPDATED INFORMATION. IT IS THE RESPONSIBILITY OF EACH BIDDER TO PERIODICALLY CHECK THE ABOVE WEBPAGE FOR ANY AND ALL NOTIFICATIONS, RELEASES, AND ADDENDUMS

ASSOCIATED WITH THIS RFP. STATE CONTACT: E-MAIL: Kristine Furman kristine.furman@vermont.gov USE SUBJECT: VT CCWIS 1 http://bgs.vermont.gov/purchasing http://www.bgs.state.vt.us/pca/bids/bids.php mailto:kristine.furman@vermont.gov Revised July 28, 2022 Page 2 of 25 1. OVERVIEW: 1.1. SCOPE AND BACKGROUND: Through this Request for Proposal (RFP), the Agency of Digital Services (ADS), on behalf of the Department for Children and Families (DCF and hereinafter the “State”) is seeking to solicit competitive bids and enter into a contract with one company (hereinafter the “Vendor” or “Contractor”) for the Design, Development, and Implementation (DII) of a Comprehensive Child Welfare Information System (CCWIS). The selected vendor will collaborate with Vermont DCF to develop a CCWIS solution that satisfies the federal CCWIS Self-Assessment criteria, making it eligible for Federal Financial Participation (FFP). For an understanding of the State’s Child Welfare and Human Services acronymes, refer to Appendices : VT CCWIS Appendix A-C, Appendix B: Glossary for CCWIS RFP. 1.2. PRIMARY OBJECTIVES: A. Customizability and Ownership: • Software Customization and Ownership: In developing a solution tailored to Vermont's needs, it is imperative to address the ownership and stewardship of customized software components. B. Ownership and Federal Sharing: • All software customized or explicitly built for the State of Vermont using Federal Financial Participation (FFP) funds shall be the property of Vermont. This includes, but is not limited to, all custom code, configurations, and related documentation. • In accordance with federal guidelines, the State of Vermont will share ownership rights with federal agencies, as applicable. This ensures compliance with federal requirements for transparency and reuse of federally funded developments. C. CCWIS Design Review Compliance: • Any and all customizations to the software must adhere to the Comprehensive Child Welfare Information System (CCWIS) design review requirements. The vendor is responsible for ensuring that the system's design, including custom components, meets or exceeds all CCWIS standards. • The design review process will evaluate customizations for their impact on system performance, interoperability, and long-term maintainability. D. Custom Feature Justification: • Our CCWIS solution requires a careful balance between the custom features and the cost- efficiency of standardized out-of-the-box functionalities. 1.3. CONTRACT PERIOD: The Contract arising from this RFP will be the period of implementation services, plus up to five years for annual operating costs (maintenance and service). The State may consider an option to include the ability to renew for up to two additional twelve-month periods. The State anticipates the start date for such contract(s) will be July 1, 2024. 1.4. SINGLE POINT OF CONTACT: All communications concerning this RFP are to be addressed in writing to the State Contact listed on the front page of this RFP. Actual or attempted contact with any other individual from the State concerning this RFP is strictly prohibited and may result in disqualification. 1.5. BIDDERS’ CONFERENCE: A bidder’s conference will not be held. Revised July 28, 2022 Page 3 of 25 1.6. QUESTION AND ANSWER PERIOD: Any bidder requiring clarification of any section of this RFP or wishing to comment on any requirement of the RFP must submit specific questions in writing no later than the questions deadline indicated on the first page of this RFP. Questions may be e-mailed to the point of contact on the front page of this RFP. Questions or comments not raised in writing on or before the last day of the question period are thereafter waived. At the close of the question period, a copy of all questions or comments and the State's responses will be posted on the State’s website: http://www.bgs.state.vt.us/pca/bids/bids.php. Every effort will be made to post this information as soon as possible after the question period ends, contingent on the number and complexity of the questions. 1.7. CHANGES TO THIS RFP: Any modifications to this RFP will be made in writing by the State through the issuance of an Addendum to this RFP and posted online at http://www.bgs.state.vt.us/pca/bids/bids.php . Modifications from any other source are not to be considered. 1.8. SOURCE OF FUNDS: Socioeconomic affirmative steps under 2 C.F.R. § 200.321 If using applicable federal funds Socioeconomic affirmative steps under 2 C.F.R. § 200.321 must include at least the following six steps: 1. Placing qualified small and minority businesses and women’s business enterprises on solicitation lists. 2. Assuring that small and minority businesses and women’s business enterprises are solicited whenever they are potential sources. 3. Dividing total requirements, when economically feasible, into smaller tasks or quantities to permit maximum participation by small and minority businesses, and women’s business enterprises. 4. Establishing delivery schedules, where the requirement permits, which encourage participation by small and minority businesses, and women’s business enterprises. 5. Using the services and assistance, as appropriate, of such organizations as the Small Business Administration and the Minority Business Development Agency of the Department of Commerce; and 6. Requiring the prime/general contractor, if subcontracts are to be let, to take the same affirmative steps as listed in numbers 1 through 5. If a bidder requires assistance in preparing their proposal or needs guidance on socioeconomic certifications, the bidder may contact the Procurement Technical Assistance Center (PTAC). PTAC specializes in helping small businesses navigate the documentation associated with State and Federal procurement. Their website is: https://accd.vermont.gov/economic-development/programs/ptac. 2. DETAILED REQUIREMENTS/DESIRED OUTCOMES: 2.1. DESIRED OUTCOMES: The Vermont Department for Children and Families (DCF) seeks to partner with a qualified vendor to develop a Comprehensive Child Welfare Information System (CCWIS) that fulfills a broad set of objectives. We aim to modernize our technological infrastructure and improve the quality of child welfare and youth justice services we provide. By empowering our caseworkers and engaging with our external partners, we intend to positively impact the lives of the children and families we serve. We are committed to implementing a data-driven and user-centric solution while ensuring compliance with federal standards and eligibility for federal funding. Below, we have outlined the specific desired outcomes that guide this initiative. A. Federal Compliance & Funding • Achieve compliance with federal CCWIS Self-Assessment criteria. • Secure eligibility for Federal Financial Participation (FFP). B. Data-Driven Decision Making • Transition to a Data-Driven Decision-Making model in child welfare. • Equip caseworkers with real-time analytics and insights. http://www.bgs.state.vt.us/pca/bids/bids.php http://www.bgs.state.vt.us/pca/bids/bids.php Revised July 28, 2022 Page 4 of 25 C. Caseworker Empowerment 1. Efficient Data Entry and Management: • Implement forms and interfaces that are optimized for quick and error-free data entry. • Utilize dropdown menus, checkboxes, and pre-filled options to minimize manual typing and reduce entry errors. • Integrate automatic data validation checks to ensure accuracy and completeness of entered information. 2. Voice-to-Text and Text-to-Voice Capabilities: • Incorporate advanced voice-to-text features to allow caseworkers to dictate notes and information, enhancing speed and convenience. • Include text-to-voice technology to assist in reviewing and digesting large volumes of text-based information, beneficial for accessibility and reducing screen time. 3. Smart Field Population: • Design the system to intelligently auto-populate fields based on previous entries or related data points to save time and reduce redundancy. • Enable the system to learn from user patterns to predict and suggest common entries, further streamlining the data entry process. 4. Bulk Data Entry and Editing: • Allow for bulk data entry and editing features for handling large volumes of data efficiently. • Implement batch processing capabilities for updates and changes that affect multiple records. 5. Data Entry Assistance and Guidance: • Include contextual help and inline guidance for data entry fields to assist new users and reduce errors. • Provide tooltips and examples for complex fields to ensure clarity in data input. 6. Efficiency & Time Management: • Implement structured data collection to minimize time spent on documentation. • Enable fully automated workflows and notifications to expedite case resolution. D. User Experience & Dashboard 1. Integrated Workload Management: • The dashboard shall provide an integrated view of the user's and team's current workload, with capabilities to assign, reassign, and prioritize tasks. • Features shall allow for the tracking of progress on individual tasks and aggregate views of team workload to support efficient management and redistribution of work items. 2. Case Management Integration: • Case workers shall utilize the dashboard for a real-time view of case statuses, with the ability to delve into case details directly from the dashboard. • The dashboard shall offer functionalities for updating case statuses and adding notes or documents, streamlining case management processes. 3. Administrative Task Coordination: • The dashboard shall present a summary of upcoming administrative tasks, with direct actions available for scheduling, reporting, and communication. • Integration with organizational tools such as calendars and email systems shall be provided to ensure synchronicity of tasks and notifications. 4. Context-Driven User Experience: • The dashboard interface shall automatically adjust to display information and tools relevant to the user’s specific role and current context. • Customizable views and settings shall be available to users to tailor the dashboard to their unique needs and preferences. Implementation of these dashboard enhancements must be clearly detailed in the vendor's proposal, demonstrating how the solution will be tailored to meet the diverse needs of different user roles within the CCWIS. The proposed dashboard must align with the user experience and functionality requirements as outlined in Exhibit B: VT CCWIS Functional Requirements. • Vendors are expected to include mock-ups or prototypes of the proposed dashboard along with descriptions of the functionalities to illustrate compliance with these detailed requirements. E. External Partner Accessibility Revised July 28, 2022 Page 5 of 25 1. External Partners Accessibility: • Develop a dedicated portal for service providers, foster providers, and other partners. • Include tailored functionalities for applications, status tracking, and document management. 2. Real-Time Information Sharing: • Ensure the portal provides real-time updates on cases, referrals, and other pertinent data. • Integrate messaging or chat functions for real-time communication among stakeholders. • Provide tools for sharing updates, comments, or inquiries directly within the platform. • Allow for the immediate sharing and access of relevant documents and case files. • Implement version control and audit trails for shared documents to track changes and updates. • Allow for the immediate sharing and access of relevant documents and case files. • Implement version control and audit trails for shared documents to track changes and updates. F. System Flexibility & Customizability 1. Out-of-the-Box Solutions: • Offer ready-to-use functionalities for standard processes. • Ensure minimal setup for efficient deployment. 2. Customizable Options: • Provide modules and features that can be tailored to specific needs. • Allow for easy modification of workflows and interfaces. 3. Easy System Customization: • Build on a flexible architecture that allows for straightforward customization. • Enable Vermont DCF staff to autonomously modify the system. G. Architectural & Security Standards 1. Comprehensive UI/UX Design Standards: • Employ user-centered design principles to create intuitive and accessible interfaces. • Incorporate feedback from end-users to continually improve the user experience. 2. Coding Best Practices: • Adhere to industry-standard coding practices for maintainability and performance. • Implement code reviews and testing protocols to ensure code quality. • Adherence to CCWIS design requirements for customized functions in the new CCWIS. 3. Data and Security Standards: • Apply rigorous data management and security protocols, including encryption and secure data handling practices. • Regularly update security measures in line with emerging threats and best practices. 4. Architectural Design Patterns: • Utilize proven architectural design patterns for system robustness and scalability. • Design the architecture to support future enhancements and integrations. • API Design Standards: • Develop APIs based on standard protocols for ease of integration and interoperability. • Ensure APIs are secure, efficient, and well-documented for external use. H. Module Development, Deployment, and Testing: 1. Facilitation of Parallel Development: • Enable simultaneous development of different system components to reduce time-to-market. • Use containerization and microservices architectures to support parallel development efforts. 2. Efficient Development Process: • Optimize development processes to minimize waste and maximize value delivery. • Regularly review and refine development practices for continuous improvement. 3. Deployment and Testing: • Facilitate independent deployment and testing of modules for faster iteration and reduced dependencies. Revised July 28, 2022 Page 6 of 25 • Implement automated testing to ensure module stability and functionality. I. Scalable User Management and Flexible Access Controls: 1. Vendors must present strategies for user management that accommodate scalability and provide flexible access control to facilitate administration and adapt to evolving organizational needs. This includes: • Hierarchical role-based access controls. • Dynamic access management systems responsive to real-time situational changes. J. Security Audit and Compliance Regimen: 1. Regular security audits, compliance checks, and vulnerability assessments are mandatory, ensuring: • Ongoing evaluation and strengthening of security postures. • Immediate identification and remediation of vulnerabilities. • Compliance with state-specific security mandates and recommended frameworks such as NIST. K. Data Protection Protocols: 1. Detailed protocols for data masking and redaction are required to protect sensitive information within the system. Proposals should specify: • Techniques for de-identifying data to prevent unauthorized access to personal information. • Redaction methods to ensure that sensitive data is not exposed in user interfaces or reports. L. Service Quality & Regulatory Compliance 1. Quality Improvement: • Aim to elevate the standards of child welfare and youth justice services. • Incorporate feedback mechanisms for continuous service improvement. 2. Best Practices and Protocols: • Implement best practices and protocols in service delivery. 3. Federal and State Regulations: • Ensure the system is compliant with all relevant federal and state regulations. • Regularly update the system in line with changing legal requirements. 4. Audit and Reporting: • Include features for easy auditing and reporting to comply with regulatory requirements. M. Impact on Child & Family Welfare 1. Direct Positive Impact: • Focus on directly improving the well-being and safety of Vermont’s children and their families. • Integrate tools and features that support proactive care and intervention. 2. Data-Driven Insights: • Utilize data analytics to gain insights into factors affecting child and family welfare. • Base decisions and strategies on accurate, real-time data. 2.2. FUNCTIONAL AND NON-FUNCTIONAL REQUIREMENTS The Vermont Department for Children and Families (DCF) is pursuing a Comprehensive Child Welfare Information System (CCWIS) that complies with the federal regulations outlined in CFR 1355.50-59. This adherence is further delineated in the CCWIS Self-Assessment guidelines in CCWIS Technical Bulletin #7. Interested vendors are required to submit proposals that comprehensively address the Functional and Non- Functional goals and requirements specified in the attached appendices and referenced in Parts 3 and 4 of the Bidder Response Form (Exhibit A). In addition to the functional and non-functional requirements, please refer to DCF’s high level workflows included in Appendices: VT CCWIS Appendix A-C, Appendix A: VT CCWIS Workflows. Attachments: • Exhibit A: VT CCWIS Bidder Response Form (BRF) • Exhibit B: VT CCWIS Functional Requirements Revised July 28, 2022 Page 7 of 25 o We have organized our functional requirements into a series of specific modules, as detailed in the Functional Requirement Exhibit. This modular approach categorizes various operational aspects for clarity and efficiency. The exhibit is structured with the following modules: • Intake • Investigations • Case Management • Resource Management • Eligibility • Service Referrals • Finance • Report • Appeals • Exhibit C: VT CCWIS Non-Functional Requirements • Exhibit D: VT CCWIS Salesforce Platform (Optional) o If your proposed solution involves using Salesforce, please complete Appendix F. This appendix is designed explicitly for vendors utilizing Salesforce Solution, allowing us to better understand how your Salesforce-based solution aligns with our requirements. • Appendices: VT CCWIS Appendix A-C o Appendix A: VT CCWIS End to End Workflows • These flowcharts provide a module-level, end-to-end overview, covering all functional epics for comprehensive process logic understanding. o Appendix B: VT CCWIS Glossary for CCWIS RFP o Appendix C: Standard State Contract Template with Attachments 2.3. DELIVERY OF SERVICES 2.3.1. Vendor Company / Organization / Capabilities Bidders must provide a comprehensive profile of their company, detailing its organizational structure and capabilities that ensure the effective design, development, and implementation of a Comprehensive Child Welfare Information System (CCWIS). In addition, bidders must describe their experience of CCWIS Vendor projects within the last five years, elucidating their specific roles and contributions in each project. 1. Project Staffing and Roles Vermont DCF expects that the bidder will allocate key staff members who are qualified and dedicated to successfully completing this project. The bidder's staffing plan should address the following: • Project Organization Chart: Include an organization chart showcasing this project's proposed staffing structure. • Staff Summary Table: Present a summary table outlining the details of each proposed project participant. This table should include the participant's name, current role or position, current employer, key functions in their current role, years of experience in their role, proposed role in this project, the percentage of time to be dedicated to this project, onsite or remote status, and years of experience in CCWIS vendor projects. • Key Personnel Identification: Identify individuals within the project team who are considered key personnel for the successful execution of this project. • Subcontracting: If subcontractors are to be used, provide their details along with the nature of their contribution to the project. Subcontractors must meet the same requirements and scrutiny as the primary bidder. 2.4. SOLUTION APPROACH Revised July 28, 2022 Page 8 of 25 2.4.1. Overview Here is some general guidance that the State would like to provide bidders: • We are open to different types of solutions (e.g., custom, low code no code (LCNC), COTS, SaaS, others?) but we believe that we prefer SaaS or cloud vendor hosted solution delivery. • We are open to working with a System Integrator (SI) or directly with a Vendor’s professional services team, but we only want one contract to manage for this solution including implementation, maintenance, and operations. • We will allow the use of subcontractors, but we will expect the selected Vendor to manage them, and the State will hold the subcontractor to the same standards that it uses with the Vendor (and the Vendor remains accountable to remaining compliant to our contract). • We expect a vendor to provide the training and documentation required to enable State staff to configure the solution with minimal support from the selected vendor. • We would like the proposed solution to comprehensively develop all essential modules, including Intake, Investigation, Case Management, Resource Management, Service Referral, Appeals, Finance, Eligibility, and Reporting, to ensure a fully integrated CCWIS. • We desire a modular solution and implementation but expect to go live using a “Big Bang” cutover approach from our legacy solutions. • We would like to engage with the selected vendor in Joint Application Design (JAD) sessions for each module where we finalized one or more user stories that trace back to our RFP requirements including detailed acceptance criteria as a means for establishing baseline implementation requirements that are detailed enough for the vendor to execute with a high level of confidence that the delivered work product will meet the State’s needs. 2.4.2. Vendor Principles Bidders are mandated to propose a delivery methodology for Design, Development, and Implementation services that encapsulates the following key principles: • Collaborative Engagement: The methodology should foster a collaborative environment between the State of Vermont and the vendor. Both parties must work in synergy, sharing knowledge and insights to achieve project success collectively. • Risk Management with Innovation: While the methodology should have robust risk management controls, it should not stifle innovation. There should be ample scope for continually refining solutions to emerging needs and technologies. • Clarity in Communication: It should facilitate constant and clear communication about roles, responsibilities, and expected deliverables. This includes a framework for outlining deliverable timeframes for every project team member. • Alignment with Project Goals: All deliverables must align with the chosen implementation methodology, solution architecture, and the project's overarching goals. Any deviation should be justified and approved by relevant stakeholders. • Quality Assurance: The methodology should incorporate stringent quality checks and balances to ensure that each product or deliverable meets or exceeds standards. This can include, but is not limited to, regular internal audits, client reviews, and third-party assessments. • High Transparency: Critical project decisions and solution design choices should be transparent to the State. This involves sharing what decisions are made and why they are made, providing the State with a clear understanding of the project trajectory. Revised July 28, 2022 Page 9 of 25 2.4.3. State Responsibilities As a part of the CCWIS Contract, the State is responsible for and administers, at a high-level, the following facets of the CCWIS Project: • All licensing and expenses associated with maintenance of mandated State ecosystem components that integrate with the Vendor’s solution. • Granting the appropriate level of access to the needed enterprise systems, the State’s network, State-managed policies, and procedures, CCWIS Project material, and other documentation. • Providing historical and current Federal assessment documentation as required to ensure project compliance. • Providing the CCWIS Vendor with user and technical training regarding the appropriate use of State AHS and ADS Enterprise systems, as needed. • Providing explanation, clarification, and interpretation of State policies and procedures, as needed. • Identifying and facilitating access, as needed, to all State-specific or Vendor-specific CCWIS Project resources. • Monitoring compliance of the CCWIS Contract. • Administering and maintaining all enterprise-level privacy and security policies and plans, and the State will collaborate with the CCWIS Vendor to ensure security and privacy requirements are integrated into the planning, budgeting, acquisition, and management of the CCWIS Project and contract. • Providing project resources, such as but not limited to, a Contract Manager, IT Manager, and State Project Manager. • Coordinating all contract management activities between the State and the CCWIS Vendor for the CCWIS Project. • Providing and ensuring adherence to State project management standards. • Providing and ensuring adherence to business analysis standards. • Obtaining independent reviews of the CCWIS Project procurement activities, per Vermont State Statute 3 V.S.A. § 3303. • Performing all required work on the legacy systems to support the implementation of all phases. • Data extractions from legacy solutions. • Creation of or modifications to the State’s common noticing solution correspondence templates (if applicable). • Determining and maintaining the algorithm used by the State’s Master Person Index (MPI) solution. • Collaborating and supporting all mandated Federal certification and testing activities necessary to obtain Federal approval and enhanced funding. 2.4.4. Vendor Responsibilities As a part of the CCWIS Contract, the CCWIS Vendor will be responsible for, at a high-level, the following facets of the CCWIS Project: The Vendor will be responsible for delivering all product deliverables and document deliverables, in accordance with the specifications of the RFP, and shall also be accountable for ensuring the end-to- end functioning and integration of the whole solution upon completion of all deliverables to achieve all requirements of the RFP and the resultant contract and the desired outcomes identified in RFP Section 2.2 • Compliance with and adherence to the executed CCWIS Contract. • All hosting activities, costs, and security related to the solution(s) (for non-State hosted proposals). Revised July 28, 2022 Page 10 of 25 • Providing a hosted cloud environment that supports the CCWIS Solution (for non-State hosted proposals), inclusive of all necessary environments for development, testing, training, staging, and production. • Disaster recovery (DR) activities and plan for the Solution’s environment. • Maintenance and operations (M&O) of the provided CCWIS Solution environment. • The design, development, and implementation of the proposed and agreed upon CCWIS Solution. • Ensuring that the vendor activities do not impact current daily operations of other State systems. • Leveraging and integrating with the preferred State technologies highlighted in Table 1. • The agreed-upon integrations required to complete the proposed CCWIS Solution. This includes the development, deployment, testing, management, and maintenance of all necessary interfaces for integrations transmitted from or received by the CCWIS Solution. These interfaces can be to other related systems/ecosystems and components, either internal or external to the State. • Initial data cleansing, transformation, deduplication, and ingestion of child welfare data from legacy solutions. • Interfacing with the State’s MPI solution as needed to complete MPI functionality. • The review, validation, and management of the functional, non-functional, and technical requirements, and all associated user stories with all applicable stakeholders, including: o Maintenance and management of all requirements and user stories in the State’s preferred requirement management application. o Compliance with all State and Federal statutes, policies, and regulations governing child welfare. • The development and overall management of a Test Plan to detail the comprehensive testing approach, in collaboration with the State, for all testing levels (and activities), including but not limited to: o Unit Testing. o System Integration Testing. o Performance Testing. o Security Compliance Testing. o Penetration Testing. o Accessibility and Section 508 Compliance Testing. o Development and execution of relevant and appropriate test cases (with traceability to all requirements and associated User Stories). o Management of all test data. o Defect management (including reporting, logging, workarounds, training updates, and defect closeout). o Preparation and training for all State resources/stakeholders for all test phases and test activities. o Maintenance and management of all test cases within the State’s preferred testing management application. o User Acceptance Testing. o End-to-End Testing of all solution components. • Following and adhering to all State-required project management standards and guidelines for the overall management, organization, status reporting, and tracking of the CCWIS Project, including Revised July 28, 2022 Page 11 of 25 the development/production, execution, and ongoing management of the following, such as but not limited to: o Detailed project timeline and schedule. o Project status reporting and communications. o Project risks and issues. o Detailed design documentation. o Implementation/deployment (plans) and roll out. o Software Development Life Cycle (SDLC) Test plans. o Technical and end-user training (plan) and documentation. o Solution knowledge transfer to State resources/staff or subsequent vendor. o Project closeout. • Following and adhering to all State-required business analysis standards and guidelines for all deliverables and artifacts. • The acquisition of and day-to-day oversight/management of an experienced and dedicated vendor project team that will sufficiently perform and execute the duties and responsibilities defined by the State. • Adherence and alignment with all enterprise-level privacy and security policies and plans and collaborating with the State to ensure security and privacy requirements are integrated into the planning, budgeting, acquisition, and management of the CCWIS Project, solution, and contract. • Adherence and alignment with all Federal, State, and program specific guidelines, policies, requirements, mandates, funding allocations, and directives, and collaborating with the State to ensure CCWIS Project and system-solution compliance, including but not limited to: o Federal Conditions for Funding. o Federal IRS compliance for use of Federal Tax Information (FTI). o Federal and State accessibility guidelines. • Adherence and alignment with all enterprise-level data governance policies and plans. Additionally, the Vendor will collaborate with the State to ensure data management requirements are integrated into the planning, budgeting, acquisition, and administration of the CCWIS Project, solution, and contract. • The vendor is expected to create all the necessary integrations for the Vermont CCWIS solution to ensure seamless interoperability between different system components and external partners. • Managing approved subcontractors. • Should IV&V be utilized, participating in IV&V interviews and inviting IV&V to VT-CCWIS Project meetings. • Training Management to provide the initial and ongoing knowledge transfer process, enabling stakeholders to maximize their usage, familiarity, application, and comprehension of all aspects of the solution. The State expects a training methodology that provides both standard training schedules/classes coupled with specialized, tailored training approaches that offers the flexibility to customize any aspect or variable of the training framework to address specified needs, such as levels of education, pandemic challenges, special needs, user types, and level of experience. Additionally, the flexible training approach must encompass multiple modes of training presentation styles and methods, such as online, hard copy, and electronic training opportunities in both on demand, prerecorded, and structured training sessions. 2.4.5. Technical Approach Revised July 28, 2022 Page 12 of 25 The Vendor’s approach to Design, Development, and Implementation (DDI) must comply with the ACF technical bulletin #3: Modular Design and Review Guidance. The State intends to apply hybrid agile/waterfall principles and a user-centered design in the planning and implementation of these modules. Business process improvements will be designed and implemented with the release of new technical capabilities to ensure stakeholders can realize the intended business benefits as CCWIS system capabilities become available (i.e., when overall Solution goes live in production). The state’s technical vision for the future CCWIS solution includes the following: • A modular solution design. • Building solutions that are configurable, interoperable, extensible, and maintainable. • Leveraging open standards with “low code” and highly configurable modular development. • A preference for SaaS or vendor cloud hosted solutions but open to alternatives. • A preference to reuse existing State and AHS technologies where possible but open to alternatives. Table 1 below lists the State’s enterprise or Agency of Human Services’ (AHS) wide technologies. Please note that use of these technologies is the State’s preferred approach, but we are open to considering alternatives where it does not add additional cost, improves the user experience, and meets the State’s functional and nonfunctional requirements. Please note, however, that integration with the State’s AHS Master Person Index (MPI) is required. Table 1: State’s Core Enterprise \ AHS Technologies Vendor Solution Application / Use Hyland OnBase Enterprise Content Management (ECM) and Document Storage. TBD – Active AHS Noticing Platform Procurement TBD AHS Notice and Correspondence generation and distribution. Salesforce MuleSoft Data and Application Integration – preferred use of State’s MuleSoft cloud when integrating to custom State legacy solutions on a point- to-point basis. Also, if the State has existing MuleSoft APIs to a State Solution (e.g. to OnBase, Noticing Solution), then it is preferred that vendor will use existing APIs. Note: the preferred use of MuleSoft for integration is not communicating a preference for Salesforce as the core case management solution. Okta Customer Identity Cloud External User Identity Access Management (IAM) and Single Sign- On (SSO). Verato Master Person Index AHS uses to standardize customer contact records across AHS solutions. Augments the contact record de-duplication functional of case management solution – required. For vendors proposing the use of the State’s ECM and\or Noticing solutions, for any nonfunctional requirements specific to these functional components that you feel are not applicable please indicate as such explaining your rationale (e.g., State’s responsibility to meet the requirement since the State is providing the solution). 2.4.6. CCWIS Interfaces The following table summarizes the State’s functional interface requirements which are all listed in Exhibit B. These interfaces are listed in Table 2 to help potential bidders understand the importance of quality interfaces to the success of the State’s CCWIS solution. Table 2: CCWIS Interfaces S.No Integration Name Source System/ Application Target System/ Application One Way or Two Way Integration Requirement ID # Revised July 28, 2022 Page 13 of 25 1 ABC Registry (Child Protection Registry) ABC Registry application CCWIS One Way Functional Requirement: Investigation Tab Requirement ID: IV-51 2 Vision (Department of Finance System) Vision/CCWIS Vision/CCWIS Two Way Functional Requirement: Finance Tab Requirement ID: FN-030 3 NCANDS Portal CCWIS NCANDS Portal One Way Functional Requirement: Investigation Tab Requirement ID: IV-43 4 AFCARS Portal CCWIS AFCARS Portal One Way Functional Requirement: Reports Tab Requirement ID: RP-51 5 NYTD Portal CCWIS NYTD Portal One Way Functional Requirement: Reports Tab Requirement ID: RP-52 6 Orbis/Caseworks (YASI) CCWIS Caseworks (YASI) Two Way Functional Requirement: Case Management Tab Requirement ID: CM-089 7 CDD IS CCWIS CDD IS Two Way Functional Requirement: Case Management Tab Requirement ID: CM-090 8 NEICE CCWIS NEICE Two Way Functional Requirement: Case Management Tab Requirement ID: CM-091 9 UNITY (Unified Nationwide Interstate Tracking for Youth) CCWIS UNITY Two Way Functional Requirement: Case Management Tab Requirement ID: CM-092 10 AAICAMA data system – Assoc. of Admin.of the Interstate Compact on Adoptions and Medical Assistance CCWIS AAICAMA System Two Way Functional Requirement: Case Management Tab Requirement ID: CM-093 11 Medicaid (MMIS) application CCWIS MMIS Two Way Functional Requirement: Case Management Tab Requirement ID: CM-094 12 AOE (Agency of Education) CCWIS TBD Two Way Functional Requirement: Case Management Tab Requirement ID: CM-095 13 Economic Services Benefits and Office of Child Support Payments CCWIS ACCESS Two Way Functional Requirement: Eligibility Tab Requirement ID: EL-024, EL-006, EL- 007, EL-008, EL-009, EL-010, EL-011, EL012 14 VT Courts CCWIS Odyssey Two Way Functional Requirement: Appeals Tab Requirement ID: AP-001 15 ROMRT CCWIS ROMRT Two Way Functional Requirement: Reports Tab Requirement ID: RP-53 16 Master Person Index CCWIS VT AHS Verado MPI Two Way Functional Requirement: Case Management Tab Requirement ID: CM-112 17 Noticing (preferred) CCWIS VT AHS TBD Two Way NA 18 Document Management CCWIS VT OnBase Two Way Functional Requirement: Case Management Tab Requirement ID: CM-113 19 Identity & Access (preferred) CCWIS Okta Two Way Functional Requirement: Case Management Tab Requirement ID: CM-114 20 DOC (Department of Corrections) CCWIS DOC One Way Functional Requirement: Case Management Tab Requirement ID: CM-115 2.4.7. Existing/Current State Technology The Social Services Management Information System (SSMIS) is the primary database systems used by DCF’s Family Services Division (FSD). SSMIS is the primary system used to support child welfare activities Revised July 28, 2022 Page 14 of 25 in Vermont and was implemented in the early 1980’s. It utilizes a Linux operating system with shell scripting and runs on IBM’s Informix platform. FSDNET is a secondary system developed in the 1990’s, running Cold Fusion and MS SQL. FSDNET was created to support intake and investigation activities and provide a means for the input of case notes. FSD staff must currently use 11 separate systems and 30+ Excel spreadsheets to support current business processes. In summary, FSD does not currently have a proper case management solution and supporting functional solution components such as (not exhaustive list) a portal, a business rules engine, a noticing solution, a document management solution, and a financial management module. Important integrations with the Vermont Courts do not exist so interactions are manually completed. 2.4.8. Project Governance Support Once finalized, the vendor must comply rigorously with the approved CCWIS Vendor Project Governance Structure. Moreover, the vendor will utilize the project management and communication tools chosen for this project. The following summarizes the vendor's overall project management responsibilities: • Quality Objectives: The vendor shall adhere to all project quality objectives, standards, and practices, ensuring that all deliverables meet the desired level of quality. • Collaboration with CCWIS Project Team: The vendor must work closely and collaboratively with the CCWIS Project Team to complete the deliverables and milestones established for the project. • Project Coordination: The vendor ensures that all activities are well-coordinated and completed according to the approved schedules and plans. This includes ensuring that all relevant information is effectively communicated to both teams and stakeholders. • Risk and Issue Management: The vendor will escalate and resolve any vendor-related risks and issues, ensuring they are dealt with promptly and effectively. • Fiscal Stewardship: The vendor shall display a commitment to fiscal responsibility by managing the project effectively and communicating clearly, thus ensuring that the project remains within budget. • Quality Management: The vendor is expected to implement mechanisms to effectively measure and manage the process and product quality throughout the project lifecycle. • Resource Management: To ensure successful delivery, the vendor must maintain adequate staffing resources at appropriate levels throughout the CCWIS Vendor Project. • Ensuring Traceability and Vendor Accountability: 1. Requirements Traceability: Vendors must demonstrate a systematic approach to traceability from the RFP through to design, development, acceptance, and implementation phases. This involves: • Mapping each requirement from the RFP to corresponding elements within design documents, development artifacts, and acceptance criteria. • Providing a traceability matrix as part of the proposal, which will be updated throughout the project lifecycle. • The vendor is responsible for continuously updating and maintaining the traceability matrix current throughout the project lifecycle. 2. Vendor Deliverable Accountability: Vendors will be held accountable for the completion and demonstration of all deliverables. This includes: • Providing evidence of deliverables at various project checkpoints. • Ensuring that all deliverables are directly traceable to the initial RFP requirements. Revised July 28, 2022 Page 15 of 25 3. Collaboration with CCWIS Project Team: • The RFP specifies that the vendor's approach to project management must be collaborative, working in conjunction with the CCWIS project team to ensure a unified approach to traceability and project governance. • Regular joint reviews will be conducted to verify alignment with project objectives and compliance with CCWIS standards and requirements. 2.4.9. Deliverable Acceptance Process 1. Criteria: • The contractor shall submit each deliverable to the State for review and approval once the Contractor has determined the deliverable is in a final state. • The State shall have five (5) business days to review and approve the deliverable, or to provide comments to the Contractor if the deliverable is not acceptable. • During the five (5) business day period, the State may schedule and conduct a joint walkthrough of the deliverable with Contractor so that Contractor can make real-time updates based on State feedback. At the conclusion of the walkthrough, the goal is to confirm that updates to the deliverable are agreed. State may approve the deliverable after this walkthrough or may provide additional comments during the five (5) business day period. • If State provides comments to Contractor on or before the end of the five (5) business day period, Contractor shall have three (3) business days from receipt of State’s comments to incorporate comments and resubmit the deliverable to State for review. • If at the end of the five (5) business day period, the State has neither accepted, nor provided comments on the deliverable, the deliverable may be escalated by the Contractor. • The State will have an additional three (3) business days to confirm that comments provided have addressed the feedback and approve or disapprove the deliverable. If the State does not approve the deliverable, the Contractor and State shall endeavor to resolve any remaining issues within two (2) business days. 2. Deliverable Expectation Document (DED): • The Contractor shall complete a Deliverable Expectation Document (DED) for each product deliverable prior to work beginning to ensure a common understanding between the State and the Contractor regarding the scope, content, and structure of the deliverable prior to beginning work. DED’s will follow the acceptance process outlined in Section 3. • The RFP will require vendors to propose measurable performance criteria as part of their Detailed Execution Plan (DED), which must be acceptable to the state. These criteria will serve as benchmarks for evaluating the vendor's performance and ensuring alignment with the project's goals and objectives. 3. Deliverable Acceptance Document (DAD): • Upon completion of each deliverable product and deliverable document, the Contractor must submit a Deliverable Acceptance Document (DAD) for State review and approval. The DAD must ensure the requirements of the product deliverable stated in the approved DED were met. • Approval of a DAD must be preceded by a thorough walkthrough of the product deliverable by the Contractor as the formal review process of the deliverable with State and Contractor. The State and Contractor will establish a mutually agreed upon cadence to which the DAD review and approval process will adhere. 4. Deliverable Best Practices: • Deliverables shall be in English and will utilize any existing State style guide; if the State does not have a style guide the Contractor’s style guide will be used instead. Deliverable documents will be written for the intended audience, e.g., user manuals should be written for business users and design documents should be written for technical staff. There should be no embedded documents. With the exception of security documents, links to related material should point to documents on the State SharePoint site. Deliverables are to be approved based on the acceptance criteria agreed to in the associated DED. • Supplemental material, including third-party documents and/or documents created under difference contracts, may be provided to direct readers to related information that is not part of the DED criteria in the deliverable. 5. Deliverable documents must include the following components: I. Title Page – which includes project name, document title, unique document ID, revision number, and issuance date; II. Revision History – record of changes and who made the changes; III. Table of Contents – list of major sections in the document. (include table of figures if applicable); Revised July 28, 2022 Page 16 of 25 IV. Objective – the purpose of the document; and V. Scope – content as defined by the DED. • Deliverable documents will not be submitted without first being proofread by the Contractor to help ensure all spelling and grammar errors are fixed. The deliverable documents are to be complete and in a final draft before requesting review from the State. • Deliverable documents will be maintained throughout the life of this agreement. If a Change Request or defect causes a modification to the system, any deliverable pertaining to that functionality will be reviewed and updated appropriately. Updates will be made and follow the approval process as if the deliverable document was a newly submitted item. Table 3: PMO Deliverables As part of our commitment to the successful implementation of the Comprehensive Child Welfare Information System (CCWIS), it is imperative to highlight the critical role of Project Management Office (PMO) Deliverables within the scope of this RFP. These PMO Deliverables are not merely indicative milestones but are ingrained as essential contract deliverables, carrying significant weight in the overall project execution and management. Contractual Significance of PMO Deliverables: • Defined as Contract Deliverables: Each PMO Deliverable outlined in the following table constitutes a definitive part of the contractual agreement between the State and the selected vendor. These deliverables are integral to the project's lifecycle and are essential for fulfilling the contractual obligations. • Direct Association with Payment Milestones: To reinforce the importance of these deliverables and ensure their timely completion, we have directly linked them with payment milestones. This means that the release of payments is contingent upon the satisfactory completion and validation of each listed PMO Deliverable. This approach aligns the vendor's financial incentives with the project's progress and successful delivery. • Clear Expectations and Accountability: By explicitly associating PMO Deliverables with payment milestones, we set clear expectations regarding the project's timeline and quality standards. This measure also establishes a transparent and accountable process, ensuring that the vendor remains focused on delivering high-quality results within the stipulated timeframes. • The deliverables identified in Table 3- PMO Deliverables are to be provided by the vendor to the PMO, for final approval by the PMO. This clarification is intended to establish clear vendor accountability and prevent any potential misunderstanding of the PMO's role. Table 3: PMO Deliverables Deliverable Title Description DDI Vendor Project Management Plan (VPMP) This plan outlines the tasks managed and planned by the vendor. It defines the vendor's approach to project management activities and processes tailored to the vendor work, including schedule management, project communications, risk and issue management, change control, and subcontractor management. Requirements Management Plan (RMP) The RMP describes the procedures for identifying, documenting, and validating requirements, including eliciting requirements from stakeholders, prioritizing them, managing requirement tools, producing documentation such as specification documents, and managing changes to requirements after finalization. Requirements Traceability Matrix (RTM) The RTM maps each requirement to its corresponding system detailed design, test plans, test cases, and implementation/code artifacts. It includes validation procedures, organization by release or project phase, and documentation and storage in a shared project repository. The vendor will support project governance and accomplish requirements traceability and mapping in accordance with RFP 2.4.8 Systems Architecture Design Document (SADD) The SADD provides a high-level logical and technical architecture overview, including specifications for software and infrastructure. It contains API documentation, boundary diagrams, and details on system supportability post-implementation. System Functional Design Document (SFSD) The SFSD details how each functional module within the system will operate and interact. It incorporates business rules, design standards, modularity, and a modular development process for scalable and efficient system architecture. Revised July 28, 2022 Page 17 of 25 Data Model Document (DMD) The DMD maps the data structure of the CCWIS solution, including a logical data model, physical data model, and a detailed data dictionary with metadata such as table names, index names, and storage details. Data Conversion and Migration Plan (DCMP) This plan outlines the strategy for migrating legacy data to the new CCWIS system. It addresses initial assumptions, business rules, dependencies, validation, error handling, cutover, rollback plans, data cleansing, progress reports, and bi-directional data exchanges. Configuration Management Plan (CMP) The CMP defines processes for configuring software and managing changes within the CCWIS solution, including version and configuration management, change management, security measures, and documentation requirements. Test Management Plan (TMP) The TMP outlines automated and regression testing methodologies for ongoing system reliability and performance, including comprehensive test suites for functionality and performance validation. CCWIS Solution Training Plan This plan details training courses, curriculum, materials, and documentation for various roles, including hands-on exercises, instructor guides, and participant materials. Implementation Management Plan (IMP) The IMP coordinates with internal and external stakeholders for project deadlines. It defines roles, responsibilities, and processes for stakeholders and outlines an implementation strategy for organizational risk minimization and data synchronization. Go Live Checklist and System Acceptance Plan (SAP) This deliverable includes a checklist of activities and artifacts needed for deployment and a SAP that documents the validation process for the CCWIS solution. Operations and Maintenance Plan (O&M Plan) The O&M Plan documents post-warranty support, ensuring operational consistency, user support, and anticipates changes in functionality and other aspects. Knowledge Transfer Plan This plan outlines objectives, relationship to other plans, schedule, approach, methods of knowledge transfer, resources, risks, curriculum, materials, communications, monitoring, metrics, evaluation criteria, and third-party vendor involvement. Stakeholder Engagement and Communication Plan This plan outlines strategies for engaging with and communicating to all stakeholders throughout the project. It includes identifying key stakeholders, methods of communication, frequency of updates, and mechanisms for collecting and incorporating stakeholder feedback. System Integration Plan Details the approach for integrating the CCWIS with existing systems and data sources. It should include technical specifications, protocols for data exchange, and strategies for ensuring data consistency and integrity across systems. Data Governance and Quality Framework Establishes guidelines and standards for data governance, including data quality, security, privacy, and compliance with relevant regulations. It should define roles and responsibilities for data management and outline processes for ongoing data quality assurance. Security and Privacy Plan A comprehensive document detailing the security measures, privacy protocols, and compliance with relevant standards (such as NIST, HIPAA, etc.). It should include risk assessments, mitigation strategies, and plans for regular security audits. Disaster Recovery and Business Continuity Plan This plan outlines procedures and systems in place for data backup, system recovery, and maintaining operations in the event of a disaster or system failure. Quality Assurance and Testing Strategy This includes detailed plans for all testing phases (unit, integration, system, user acceptance) with timelines, responsibilities, criteria for success, and how testing will be documented and reported. Ongoing Support and Maintenance Agreement Details the terms for ongoing technical support, system updates, and maintenance post-implementation, including service level agreements (SLAs), response times, and escalation procedures. Data Migration Verification and Validation Report A detailed report documenting the process of data migration, including validation and verification strategies to ensure data integrity and accuracy during the migration process. 3.0. GENERAL REQUIREMENTS: 3.1. PRICING: The State of Vermont is committed to implementing a Comprehensive Child Welfare Information System (CCWIS) that not only meets the needs of the child welfare system but also ensures cost-efficiency, transparency, and adaptability. This section outlines our expectations for pricing and the approach we seek from prospective vendors. We invite vendors to submit pricing proposals for the full CCWIS implementation and individual CCWIS modules. Additionally, we emphasize our preference for an Agile implementation approach that fosters collaboration, iterative development, and flexibility. Furthermore, vendors are encouraged to provide transparent pricing breakdowns, offer competitive rates, and demonstrate a Revised July 28, 2022 Page 18 of 25 commitment to delivering high-value solutions that align with the state's vision. The following list details the specific requirements for pricing and implementation structure. 3.2. FULL CCWIS IMPLEMENTATION: The State of Vermont seeks vendors' proposals for the Comprehensive Child Welfare Information System (CCWIS) implementation. Vendors are required to submit a comprehensive pricing proposal for the entire CCWIS implementation. 3.3. MODULE-SPECIFIC PRICING 3.3.1 In addition to the full CCWIS implementation, vendors are also required to provide individual pricing for each module of the CCWIS system, including but not limited to Case Management, Courts Integration, Placement, Eligibility, Service Referral, Resource Management, Reporting and Appeals. 3.3.2 Vendors must provide a detailed pricing breakdown for each module. The breakdown should align with the functional requirements outlined in this RFP. This will allow for a clear understanding of the cost associated with each SOV CCWIS module. 3.3.3 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 the bidder to respond to a request for additional information or clarification could result in the 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. 3.3.4 Best and Final Offer (BAFO). At any time after the 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. 3.3.5 Presentation. The State may require an in-person or webinar presentation by the Bidder if it will help the State’s 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. 3.4. 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: 3.4.1 Self-Reporting: For bid amounts exceeding $250,000.00, Bidder shall complete the appropriate section in the Certificate of Compliance (included in Exhibit A) 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 requires information on any violations that occurred in the previous 12 months. 3.4.2 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. 3.5. EXECUTIVE ORDER 05-16: CLIMATE CHANGE CONSIDERATIONS IN STATE PROCUREMENTS: Forbid 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 (see Exhibit A). http://bgs.vermont.gov/purchasing-contracting/forms Revised July 28, 2022 Page 19 of 25 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. However, such favorable consideration shall not be employed if prohibited by law or other relevant authority or agreement. 3.6. 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 (see Exhibit A). 3.6.1 Evaluation Criteria: Consideration shall be given to the Bidder’s 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 in Table 4 below. Table 4: Vendor Evaluation criteria Criteria Description/Detail Scoring Criteria Evaluator Score Refer to BRF Section Weight Company Background and Experience, Reference Versatility & Scale, Vendor Expertise & Qualifications (5) 10% Years in Business Number of years the company has been operational. 1: 0-5 years 2: 6-10 years 3: 11-15 years 4: 16-20 years 5: 20+ years Ties to Part 1 Relevant Experience Prior experience with CCWIS implementations or similar child welfare projects. 1: No relevant experience 2: 1 project 3: 2-3 projects 4: 4-5 projects 5: 6+ projects Ties to Part 1 Reference Checks Evaluate the satisfaction levels of past clients to determine the company's reliability and quality of work. 1: Very Negative 2: Somewhat Negative 3: Neutral 4: Positive 5: Highly Positive Ties to Part 1 CCWIS Related References Consideration of references from similar size/scale/complexity projects in adjacent industries. 1: No related references 2: Few related references 3: Some related references 4: Many related references 5: Vast, directly related references Ties to Part 1 Team Qualifications & Expertise Review the qualifications and industry knowledge of the vendor’s team to ensure they are capable of delivering a high- quality system. 1: Low expertise/qualifications 2: Basic expertise/qualifications 3: Moderate expertise/qualifications 4: High expertise/qualifications 5: Expert-level qualifications Ties to Part 1 Solution Capability, Technical Architecture, Platform Extensibility & Customization (7) 25% CCWIS Compliance Check if the company's system meets all the required regulations for child welfare information systems. 1: Not Compliant 2: Somewhat Compliant 3: Moderately Compliant 4: Compliant 5: Fully Compliant Ties to Part 2 Solution Architecture Assess the system's foundation for handling growth, preventing downtime, and recovering from disruptions. 1: Poor Architecture 2: Below Average 3: Average 4: Above Average 5: Excellent Architecture Ties to Part 4 Revised July 28, 2022 Page 20 of 25 Integration Capability with Existing Systems and Software Determine how well the system can connect and work with other software systems you may use. Assess the ease with which the new system will work alongside your existing software solutions. 1: Cannot Integrate 2: Limited Integration 3: Moderate Integration 4: High Integration 5: Seamless Integration Ties to Part 2 and Part 4 Security Protocols Ensure the company's system protects sensitive data against unauthorized access and cyber threats. 1: Non-compliant 2: Minimum Standards 3: Industry Average 4: Above Average 5: State of the Art Ties to part 4 Configuration- Driven Customization Consider how easily the system can be tailored to your needs without creating future complications or costs. 1: High code customization 2: Moderate code customization 3: Equal balance 4: Mostly low code customization 5: Entirely low code/no code Ties to Part 3 and Part 4 Pre-Built Functionality Modifiability Assess whether staff can change the system's existing features without extensive technical support. 1: Not modifiable 2: Somewhat modifiable 3: Moderately modifiable 4: Easily modifiable 5: Highly easily modifiable by internal staff Ties to Part 3 and Part 4 Product Updates Roadmap Frequency of product updates and their alignment with the organization's business needs. Ensure vendor's roadmap for new features and updates minimizes the need for significant rework and aligns strategically with business goals. 1: Rare updates with high impact 2: Infrequent updates with moderate impact 3: Regular updates with some impact 4: Frequent updates with minimal impact 5: Continuous updates with no negative impact Ties to Part 2 and Part 3 and Part 4 Functionality and User Experience (5) 25% Core Features Make sure the system includes all the essential functions necessary for child welfare management. 1: 50% Features 2: 50-69% Features 3: 70-84% Features 4: 85-94% Features 5: 95%+ Features Ties to Part 3 Core Features How well does the system meet our core functionalities through configuration rather than customization? 1: Fully by Configuration 2: Mostly by Configuration 3: Equal Configuration and Customization 4: Mostly by Customization 5: Fully by Customization Ties to Part 3 User-Friendly Interface To what degree is the system's user interface intuitive, user- centric, and designed to minimize the number of clicks to accomplish tasks? 1: Highly Intuitive and Efficient 2: Moderate Intuitiveness and Efficiency 3: Basic Intuitiveness with Room for Improvement 4: Non-Intuitive and Click-Intensive Ties to Part 2, Item 2 (Product exemplifying user-centered design). User Interface Configurability How configurable is the system's user interface in terms of adapting to individual user preferences and needs? 1: Highly Configurable UI 2: Configurable with Some Flexibility 3: Moderately Configurable UI 4: Limited Configuration Options 5: Non-Configurable UI Ties to Part 3 Mobile Capabilities Consider the system's usability on mobile devices in the field, including robust offline capabilities to allow data entry and access without internet connectivity. 1: Non-Functional 2: Basic Functionality 3: Moderate Functionality 4: High Functionality 5: Full Mobile Suite Ties to Part 3 and Part 4 Implementation and Support (4) 20% Implementation Plan Evaluate the thoroughness of the proposed implementation plan and the extent to which it ensures full stakeholder involvement throughout the software development process, allowing for ongoing feedback and iterations. 1: Comprehensive Plan with Full Stakeholder Engagement 2: Detailed Plan with High Stakeholder Involvement 3: Adequate Plan with Moderate Stakeholder Participation 4: Basic Plan with Limited Stakeholder Involvement Ties to Part 5 Revised July 28, 2022 Page 21 of 25 5: Minimal Plan with Inadequate Stakeholder Engagement Training Ensure that the company provides comprehensive training for your staff to use the new system. 1: No Training 2: Basic Training 3: Comprehensive Training 4: Customized Training 5: Continuous Learning Support Ties to Part 5 Data Migration & Transformation Evaluate the company's plan for moving existing data into the new system effectively. 1: No Plan 2: Basic Plan 3: Detailed Plan 4: Execution Strategy Included 5: Proven Track Record Ties to Part 2 and part 4 Ongoing Support Check the availability and responsiveness of the company's support team after the system is in place. 1: Limited Support 2: Below Average 3: Average 4: 24/7 Support 5: Dedicated Team Support Ties to Part 7 Cost Structure (5) 20% Licensing Fees Consider the cost of obtaining the rights to use the software. 1: Very Expensive 2: Above Average Cost 3: Average Cost 4: Below Average Cost 5: Highly Cost-Efficient Ties to Part 7 Implementation Costs Cost associated with deployment, including all forms of customization. Ensure to factor in customization-related costs for a more accurate representation of total implementation costs. 1: Very Expensive 2: Above Average Cost 3: Average Cost 4: Below Average Cost 5: Highly Cost-Efficient Ties to Part 7 Annual Maintenance Review the ongoing costs for maintaining the system each year. 1: Very Expensive 2: Above Average Cost 3: Average Cost 4: Below Average Cost 5: Highly Cost-Efficient Ties to Part 7 Training Fees Look at the costs for training your personnel on how to use the system. 1: Very Expensive 2: Above Average Cost 3: Average Cost 4: Below Average Cost 5: Highly Cost-Efficient Ties to Part 7 Additional/Hidden Costs Watch out for any extra costs that might not be immediately apparent. 1: Many Hidden Costs 2: Some Hidden Costs 3: Few Hidden Costs 4: Very Few Hidden Costs 5: Transparent with No Hidden Costs Ties to Part 7 3.6.2 The State of Vermont recognizes the need for a clear and structured evaluation process. Hence, the RFP has been updated to separate the evaluation of technical proposals from cost proposals. This separation ensures a focused assessment of the system’s features, capabilities, and compliance with technical requirements, independent of the financial aspects. 1. Demonstration Phase To facilitate a thorough understanding and assessment of the proposed solutions, the RFP will now include a dedicated demonstration phase. This phase is designed to allow selected users, including programmatic and technical staff, to interact with the final proposed solutions on a limited basis. The aim is to: • Experience firsthand the configurability and customization of the product. • Assess the practical functionality and workflow integration. • Evaluate the product's potential to fulfill the State's specific needs. • This demonstration phase will be limited to the last 2 or 3 bidders that show the most promise based on their technical and cost proposals. The State will provide a controlled environment where the practicality of each product can be tested. This hands-on approach Revised July 28, 2022 Page 22 of 25 will enable Vermont to make a well-informed decision, ensuring that the chosen solution aligns with our operational requirements and practice needs. 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 the State is not successful in negotiating a contract with a selected bidder, the State reserves the option of negotiating with another bidder or ending the proposal process entirely. 3.7. 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. 3.8. 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. 3.8.1 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 State’s office https://sos.vermont.gov/corporations/registration/and must obtain a Contractor’s Business Account Number issued by the Vermont Department of Taxes http://tax.vermont.gov/. 3.8.2 The contract will obligate the bidder to provide the services and/or products identified in its bid at the prices listed. 3.8.3 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. 3.8.4 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. 3.8.5 Retainage. At the discretion of the State, a pre-determined percentage of the total amount payable for milestones specified in Attachment B of the resulting contract, will be withheld from invoice payments until satisfactory completion and written State final acceptance of milestones in accordance with the terms and conditions of the contract. The State will notify the contractor of final acceptance, and at that time, contractor may provide the State with a separate invoice for the total retainage withheld. 3.9. DEMONSTRATION: An in-person or webinar demonstration by the Bidder may be required by the State if it will help the State’s 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. 3.10. 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 State’s decision to award any contract(s) resulting from this RFP. 4. 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 Bidder’s proposal. Bidders may include additional information or offer alternative solutions for the State’s 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. https://sos.vermont.gov/corporations/registration/ http://tax.vermont.gov/ Revised July 28, 2022 Page 23 of 25 4.1. The bid letter should include a Cover Letter and Technical Response and Price Schedule. 4.2. COVER LETTER: 4.2.1 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). 4.2.2 All responses to this RFP will become part of the contract file and will become a matter of public record under the State’s 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. 4.2.3 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. 4.3 TECHNICAL RESPONSE. In response to this RFP, a Bidder shall: 4.3.1 Provide details concerning your form of business organization, company size and resources. 4.3.2 Describe your capabilities and particular experience relevant to the RFP requirements. 4.3.2.1 Identify all current or past State projects. 4.3.3 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. 4.4 REFERENCES. Provide a list of three references similar in size and industry (preferably another governmental entity). References shall be clients who have implemented your Solution within the past 48 months. 4.5 REPORTING REQUIREMENTS: Provide a sample of any reporting documentation that may be applicable to the Detailed Requirements of this RFP. 4.6 PRICE SCHEDULE: Bidders shall submit their pricing information in the Price Schedule attached to the RFP. 4.7 CERTIFICATE OF COMPLIANCE: This form must be completed and submitted as part of the response for the proposal to be considered valid (see Exhibit A). 4.8 State of Vermont Bidder Response Form Exhibit A: 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. Revised July 28, 2022 Page 24 of 25 5.0 SUBMISSION INSTRUCTIONS: 5.1 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. 5.1.1 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. 5.1.2 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. 5.2 BID DELIVERY INSTRUCTIONS: 5.2.1 ELECTRONIC: Only electronic bids will be accepted. 5.2.1.1 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 Bidder’s responsibility to compress the PDF file containing its bid if necessary, in order to meet this size limitation. 6.0 BID SUBMISSION CHECKLIST:  Cover Letter  Redacted Technical Response, if applicable  Exhibit A: VT CCWIS Bidder Response Form (BRF) o Subcontractor Reporting Form (included in Bidder Response Form) o Technical Responses (included in Bidder Response Form) o References (included in Bidder Response Form) o Price Schedule (included in Bidder Response Form) o Certificate of Compliance (included in Bidder Response Form)  Exhibit B: VT CCWIS Functional Requirements  Exhibit C: VT CCWIS Non-Functional Requirements  Exhibit D: VT CCWIS Salesforce Platform (If proposing a Salesforce solution)  A Financial Statement (and a confidentiality statement if, the financial information is considered non-public) labeled Attachment #1.  A Road Map labeled Attachment #2.  Executive PowerPoint labeled Attachment #3.  A proposed list of project phases, tasks and an implementation time-line labeled Attachment #4.  Proposed DDI Bidder’s Organization Chart labeled Attachment #5.  An Implementation plan labeled Attachment #6.  Proposed M&O Bidder’s Organization Chart labeled Attachment #7.  Your Service Level Agreement (SLA) labeled Attachment #8. 7.0 RFP ATTACHMENTS: 7.1. Exhibit A: VT CCWIS Bidder Response Form (BRF) 7.2. Exhibit B: VT CCWIS Functional Requirements 7.3. Exhibit C: VT CCWIS Non-Functional Requirements https://bgs.vermont.gov/content/opc-bid-tabulation-sheets-0 https://bgs.vermont.gov/content/opc-bid-tabulation-sheets-0 mailto:SOV.ThePathForward@vermont.gov Revised July 28, 2022 Page 25 of 25 7.4. Exhibit D: VT CCWIS Salesforce Platform (Optional) o If your proposed solution involves using Salesforce, please complete Exhibit D. This exhibit is designed explicitly for vendors utilizing Salesforce Solution, allowing us to better understand how your Salesforce-based solution aligns with our requirements. 7.5. Appendices: VT CCWIS Appendix A-C 7.5.1. Appendix A: VT CCWIS E2E Workflows 7.5.2. Appendix B: VT CCWIS Glossary for CCWIS RFP 7.5.3. Appendix C: Standard State Contract Template with Attachments Appendix A VT CCWIS End to End Workflows 1 Note: Before delving into the process flow review, we highly recommend referring to the accompanying BPMN 2.0 Glossary below. This glossary will aid in understanding the BPMN 2.0 Semantics used throughout our documentation. Each semantic symbol and notation in the process flow is defined in this glossary, facilitating a clear and comprehensive understanding of the workflow logic. Please consult the glossary to grasp the full context and intricacies of the process flow. BPMN 2.0 Glossary 1. Events: A BPMN event is something that happens during a business process and starts, ends, delays, or interrupts the flow. • Start Event (Circle) Description: Represents where a particular process will start. • End Event (Bold Circle) Description: Represents where a process will end. • Intermediate Event (Double Circle) Description: Represents something that happens between the start and end events. 2. Activities: Actions that are performed within the business process. • Task (Rounded Rectangle) Description: Represents a single unit of work. Appendix A VT CCWIS End to End Workflows 2 • Sub-Process (Rounded Rectangle with a small plus) Description: Represents a sequence of more detailed process steps. In our Flows, the process also represents Epics. These Epics are included in the Functional Requirements Worksheet, where more details are provided for each Epic and their requirements. 3. Gateways: Decision points that help control a process's flow. or • Exclusive Gateway (Diamond) Description: Represents a branching point where only one path can be taken out of multiple available paths. • Parallel Gateway (Diamond with a cross) Description: Represents a point where multiple paths are taken simultaneously. • Inclusive Gateway (Diamond with a circle) Description: Represents a branching point where multiple paths can be taken based on certain conditions. Appendix A VT CCWIS End to End Workflows 3 4. Connecting Objects: They guide the flow of the process. • Sequence Flow (Arrow) Description: Represents the order in which activities will be performed. • Message Flow (Dashed Arrow with a circle at the start) Description: Represents communication between two participants in different Pools/Processes Re po rt er Se rv ic e Re fe rr al Appendix A VT CCWIS End to End Workflows Intake End to End Refer for Services Report Incident Refer for services Child Refer For services Rejected Intake Rejected Hotline Call Review Intake Accepted Assignment Receive hotline Call Intake Assigned Review Intake Decision 4 Re po rt er Se rv ic e Re fe rr al In ta k Ca se M an ag em en t Appendix A VT CCWIS End to End Workflows Investigation End to End Open new Case Intake assigned Review new investigation Assign Investigation/ Differential Response Initialing Investigation Conduct Interviews Complete Assessments Enter/Update investigation/ Differential Response data/ Disposition Case Assigned Investigation Closed Removal Removal 5 In ta ke Ca se M an ag em en t In ve st ig at io ns O dy ss e Re so ur ce Pr ov id er P or ta l Appendix A VT CCWIS End to End Workflows Case Management End to End Schedule Hearings Submit Affidavit Send Court orders Open New Case Courts Service Referral Receive New Case Assignment Case Assignment Case Management Activities Case Closure Case closed Removal needed Placement Placement Request Removal Licensed Provider Accept/deny Placement request 6 In ve st ig at io ns Re so ur ce Pr ov id er P or ta l O dy ss ey O dy ss e Ca se M an ag em en t Ac tiv iti es Re so ur ce Pr ov id er P or ta l Appendix A VT CCWIS End to End Workflows Placement End to End Child Placement needs Custody Awarded DCF Yes Search Placement Match Placement Finalize Placement Complete Placement Terminate Placement Does the child need a new placement? No Placement Concluded Placement Request Deny Request Accept Request 7 O dy ss ey Re so ur ce Pr ov id er P or ta l Ca se M an ag em en t Ac tiv iti es In ta k In ve st ig at io n Ca se M an ag em en t Ex te rn al S er vi ce Pr ov id er P or ta l Appendix A VT CCWIS End to End Workflows Service Referral End to End Services are needed Service provider type? Service Request Internal Triage Service Provided Service Request Closed External Send Service Request to External Provider Portal Service Provider Assigned Send Provided Service Details Send Service Request 8 In ta ke Ex te rn al S er vi ce Pr ov id er P or ta l In ve st ig at io n Ca se M an ag em en t Ca se M an ag em en t Appendix A VT CCWIS End to End Workflows Eligibility End to End Foster Care Child meets eligibility determination criteria Child at risk for Foster Care meets eligibility determination criteria Re Determination Eligible? No Child is Ineligible Generate Eligibility Record Initial Determination Yes Send to Finance for Eligibility payments Child is Eligible Eligible? 9 Ca se M an ag em en t Pa ym en Pa ym en Pa ym en Ca se M an ag em en t Se rv ic e Pr ov id er Po rt al Fo st er P ro vi de r In vo ice CD DI Vi sio TC M Finance End to End Appendix A VT CCWIS End to End Workflows Service Referrals made Foster Provider Contract Submit invoice Auto Generated payroll certification Unable to verify Send Payment File Send Payment Confirmation Start Link Provider Add Contract with VIsion Submit Invoice Verify Invoice Yes Approve Payment Process Payment Reconcile Payment End Submit invoice Web Portal Submitted invoice Invoice Verified? Send Payment File Send Payment Confirmation Send Payment file Send Payment Confirmation details Submit Invoice 10 Ca se M an ag em en t Se rv ic e Pr ov id er Po rt al Fo st er P ro vi de r In vo ice Ex te rn al S ta te Pa ym en t Sy st em s Vi sio n Ex te rn al S ta te Pa ym en t Sy st em s CD DI S Ex te rn al S ta te Pa ym en t Sy st em s TC M Re qu es te r O dy ss ey Appendix A VT CCWIS End to End Workflows Appeal End to End End Appeal Dismissed Requesting Appeal Review Appeal Yes Scheduling Appeals Appeal Hearing Original Decision Upheld File Motions Original Decision Reversed Submit Appeal Request Send Court orders 11 Re qu es te r O dy ss ey Re so ur ce M an ag em en t Re so ur ce Pr ov id er P or ta l Appendix A VT CCWIS End to End Workflows Resource Management End to End Submit Inquiry To be a foster Provider Training Completion Certificate Relicensing Application Register as Resource Provider type Submit Inquiry To be a Service Provider Submit Foster Application Send Portal Registration link Service Provider Registration approved? Training Access provided Resource Management Module License Expiration Receive Inquiry Registered for Service Provider Portal? No Training Completed? yes License Approved Yes Update Provider Table 90 Days before License Expiration date Relicense? Desire to Relicense? NO Yes License Renewed Update Provider Table License Expired Service Provider Registered 12 Re so ur ce Pr ov id er P or ta l Re so ur ce M an ag em en t Appendix B VT CCWIS Glossary for CCWIS RFP 1 Acronym/ Term Name Description ADS Agency of Digital Services The State of Vermont's agency of information technology professionals providing services and resources to partners in state government, ultimately for the benefit of the residents, businesses and visitors of the State of Vermont. AFCARS Adoption and Foster Care Analysis and Reporting System The Department of Health and Human Services (HHS), Administration for Children and Families (ACF), Children’s Bureau (CB) is responsible for the implementation and management of the Adoption and Foster Care Analysis and Reporting System (AFCARS). State and Tribal title IV-E agencies are required to report AFCARS case-level information on all children in foster care and children who have been adopted with title IV-E agency involvement (per §479 of the Social Security Act). The regulations were updated via the final rule published in May 2020. AHS Agency of Human Services The Agency of Human Services (AHS) was created by the Vermont Legislature in 1969 to serve as the umbrella organization for all human service activities within state government. AHS consists of 6 different departments across 12 district offices and a central office. The six departments are: DAIL, DCF, DOC, DMH, DVHA, and VDH. AOE Agency of Education The Agency of Education implements state and federal laws, policies, and regulations to ensure all Vermont learners have equitable access to high-quality learning opportunities. ACCESS ACCESS ACCESS is the Economic Services Division data system. The Office of Child Support also utilizes ACCESS to administer OCS programs. Case Carrying Staff Case Carrying Staff Any staff person who is assigned a case for service provision and monitoring. CCWIS Comprehensive Child Welfare Information System A Comprehensive Child Welfare Information System (CCWIS) is a case management information system that state and tribal title IV-E agencies may develop to support their child welfare program needs. If a title IV-E agency elects to build a CCWIS, the federal government will provide a more favorable reimbursement than is provided for non-CCWIS systems as long as the system meets federal requirements and is designed to support social workers’ needs to organize and record quality case information about the children and families receiving child welfare services. CDD Child Development Division CDD works with partners to provide Vermonters with affordable access to high-quality child care and child development services. Appendix B VT CCWIS Glossary for CCWIS RFP 2 CDDIS Child Development Division Information System Child Development Division Information System (CDDIS) is a modular case management system within the salesforce platform used by the Child Development Division (CDD) and their partners to manage core business. CFSR Child and Family Services Review The Children's Bureau conducts the CFSRs, which are periodic reviews of state child welfare systems. Chapter 49 Assessment (CA) In accordance with Vermont Child Abuse and Neglect statute, Chapter 49 Assessment means a response to a report of child abuse or neglect that focuses on the identification of the strengths and support needs of the child and the family and any services they may require to improve or restore their well-being and to reduce the risk of future harm. The child and family assessment does not result in a formal determination as to whether the reported abuse or neglect has occurred. Chapter 49 Investigation (CI) In accordance with Vermont Child Abuse and Neglect statute, Chapter 49 Investigation means a response to a report of child abuse or neglect that begins with the systematic gathering of information to determine whether the abuse or neglect has occurred and, if so, the appropriate response. An investigation shall result in a formal determination as to whether the reported abuse or neglect has occurred. CHINS Child in Need of Supervision In accordance with Vermont statute, Chapter 51, Child in need of care or supervision (CHINS), means a child who: (A) Has been abandoned or abused by the child’s parent, guardian, or custodian. or (B) Is without proper parental care or subsistence, education, medical, or other care necessary for his or her well-being. or (C) Is without or beyond the control of his or her parent, guardian, or custodian. or (D) Is habitually and without justification truant from compulsory school attendance. CHINS B Assessment ---- A type of assessment that can be conducted in addition to a traditional investigation (CI) or differential response (CA) case. CHINS B Assessment can be initiated based on family history and multiple intakes received within a short period of time. CIES Centralized Intake and Emergency Services CIES is a Vermont's statewide child protection hotline that operates twenty-four hours a day, every day of the week, including holidays. The unit serves as child abuse reporting system for the State of Vermont and also handles after-hour emergencies related to child abuse and neglect, children in state's custody, delinquency and youth with behaviors beyond the control of their caretakers. Appendix B VT CCWIS Glossary for CCWIS RFP 3 CIES Worker Centralized Intake and Emergency Services Worker CIES worker performs duties related to the child protection hotline (described above) and after-hour emergencies. CRF Caregiver Responsibility Form A process that evaluates the significant needs of a child that requires a higher level of care by foster parents and establishes a higher reimbursement rate. CRRU Commissioner's Registry Review Unit A team of reviewers and administration staff who schedule appeal reviews, review CSI information, redact relevant information for appeal requestors, conduct reviews and make decisions about whether to uphold or overturn CSI substantiations. CSI Child Safety Intervention Includes child abuse investigations, child abuse assessments (differential response), and family assessments. CWTP Child Welfare Training Partnership A team of child welfare professionals employed by the University of Vermont and funded by Title IV-E training funds. Trainings delivered to both FSD staff and provider staff. DAIL Department of Aging and Independent Living Provides programs and services for older Vermonters, people with developmental disabilities, and people with physical disabilities to help them maintain their dignity and independence. The Vermont Department of Disabilities, Aging and Independent Living offers information and resources for caregivers and support providers, assistive technology, autism, blind and visually impaired, deaf and/or hard of hearing, developmental disabilities, traumatic brain injuries, and more. DCF Department for Children and Families DCF's mission is to foster the healthy development, safety, well-being, and self-sufficiency of Vermonters. We provide benefits, services, and supports to some 200,000 Vermonters every year, including children, youth, families, older Vermonters, and people with disabilities. DCF's divisions include: Family Services Division (FSD), Child Development Division (CDD), Economic Services Division (ESD), Disability Determination Services (DDS), Office of Child Support (OCS), and Office of Economic Opportunity (OEO). Appendix B VT CCWIS Gl