Guardianship Online Database (GOLD) Management System Services

Status: Addendum Posted Contact Name: Carole Woodard Contact Number: 512-406-2406 Contact Email: Carole.Woodard@hhs.texas.gov Response Due Time: 10:30 AM Agency/Texas SmartBuy Member Number: 529 Days Solicited: 21+ Days for Solicitation Notice Solicitation Posting Date: 6/8/2022 Response Due Date: 7/8/2022 Last Modified: 6/23/2022 9:21 am Solicitation Description: Executive SummaryThe Health and Human Services Commission (HHSC), Guardianship Services Program seeks a qualified Contractor to provide a comprehensive Guardianship Online Database (GOLD) Management System. This system will support State office and regional guardianship staff in fulfilling the legislative mandate of providing guardianship services to individuals referred by the Department of Family and Protective Services (DFPS) or guardians accepted under the otherwise agreed provision of the statute. The system will allow HHSC to track and report on the

provision of legal, financial, and case management guardianship services to individuals served in the program. Key values include:1. To ensure accurate and complete records are maintained on all HHSC Wards and individuals referred for assessment for guardianship services;2. To ensure historical information is maintained on all HHSC Wards and referrals for guardianship services;3. To provide statistical and programmatic information enabling effective management of State resources;4. To comply with all current and future legislative mandates, the Texas Probate Code, the Texas Human Resources Code, and other applicable laws; and5. To strive for the highest professional standards as recognized by the Texas Judicial Branch Certification Commission (JBCC,) Guardianship Certification Board and the National Guardianship Association Standards of Practice and Code of Ethics.HHSC PCS will administer the procurement process for this solicitation, which includes RFO publication, handling of communications from vendors, as well as managing the receipt of solicitation responses for review and evaluation.Scope of WorkThe HHSC Guardianship Services Program is responsible for assessing for Incapacity, determining least restrictive alternatives, and serving as guardian of the person and/or of the estate, directly or through contracted services for individuals referred to HHSC by DFPS. It is also responsible for guardianships accepted by HHSC through the otherwise agreed provision of the statute.The Contractor must establish and implement a comprehensive GOLD system that meets the following general design requirements:1. Transfer and accept all existing system data to the new Contractor’s system;Configure and customize a SaaS, off-the-shelf, guardianship and fiduciary data management system to meet the needs of the HHSC Guardianship Services Program;Integrate with current DFPS IMPACT System;Maintain all records on a secure site that meets the highest level of security encryption including protection of Health Insurance Portability and Accountability Act (HIPAA) covered information and files for both storage and transmission of data;Maintain a secure web-based system accessible by guardianship staff located throughout the State of Texas;Provide information allowing the tracking of responsibilities required by the program as Guardian of the Person (GOP) and Guardian of the estate (GOE). For additional detail see Exhibit J, Detailed System Requirements;Provide the following information to assist State office program management to effectively meet reporting requirements and manage the program:a. Aggregate/summary fiduciary information (e.g., total value of all assets belonging to Wards, total value of bank accounts, etc.).b. Aggregate/summary referral and assessment information (e.g., number of referrals received per specified timeframe, number of referrals resulting in guardianship, etc.).c. Ad hoc reporting capability.d. Case level statistical information (number of GOP, number of GOE, number of GOE/GOP); and8. Provide a reporting database with access capability to archival data to provide predefined reports and allow for custom reports.Contract Term The initial term of any Contract resulting from this Solicitation will be five (5) years. HHSC, at its sole option, may extend any Contract awarded pursuant to this Solicitation for up to two (2) one (1) year optional extension years. Following the base term and any allowable renewals or extensions, HHSC may extend any resulting Contract for not more than one additional option period to address immediate operational or service delivery needs. If the resulting Contract does not include a defined option period, the extension is limited to one year.Optional/Mandatory Pre-proposal ConferenceHHSC PCS will conduct a pre-proposal conference. Attendance is optional but highly recommended.HHSC PCS will hold the pre-proposal webinar on the date and time set out in Section 3.1 (Schedule of Events). Participants must register for the webinar conference prior to the event. After registration, participants will receive another email with the actual link to the webinar. Register: https://attendee.gotowebinar.com/register/8873800328566205197 Schedule of Events 3.1 Schedule of EventsEVENTDATE/TIMESolicitation Posting Date to ESBDJune 8, 2022Pre-proposal ConferenceAttendance is Optional June 15, 2022 at 10:00 a.m. Central TimeDeadline for Submitting Questions or Requests for ClarificationJune 16, 2022 at 10:00 a.m. Central TimeDeadline for courtesy HSP review June 23, 2022 at 2:00 p.m. Central TimeTentative Date Responses to Questions or Requests for Clarification Posted on ESBDJune 23, 2022 at 10:00 a.m. Central TimeDeadline for Submission of Solicitation Responses [NOTE: Responses must be RECEIVED by HHSC by the deadline.]July 8, 2022 at 10:30 a.m. Central TimeEvaluation PeriodEarly August, 2022Anticipated Notice of AwardOctober, 2022 Anticipated Contract Start DateDecember, 2022 Executive Summary The Health and Human Services Commission (HHSC), Guardianship Services Program seeks a qualified Contractor to provide a comprehensive Guardianship Online Database (GOLD) Management System. This system will support State office and regional guardianship staff in fulfilling the legislative mandate of providing guardianship services to individuals referred by the Department of Family and Protective Services (DFPS) or guardians accepted under the otherwise agreed provision of the statute. The system will allow HHSC to track and report on the provision of legal, financial, and case management guardianship services to individuals served in the program. Key values include: 1. To ensure accurate and complete records are maintained on all HHSC Wards and individuals referred for assessment for guardianship services; 2. To ensure historical information is maintained on all HHSC Wards and referrals for guardianship services; 3. To provide statistical and programmatic information enabling effective management of State resources; 4. To comply with all current and future legislative mandates, the Texas Probate Code, the Texas Human Resources Code, and other applicable laws; and 5. To strive for the highest professional standards as recognized by the Texas Judicial Branch Certification Commission (JBCC,) Guardianship Certification Board and the National Guardianship Association Standards of Practice and Code of Ethics. HHSC PCS will administer the procurement process for this solicitation, which includes RFO publication, handling of communications from vendors, as well as managing the receipt of solicitation responses for review and evaluation. Scope of Work The HHSC Guardianship Services Program is responsible for assessing for Incapacity, determining least restrictive alternatives, and serving as guardian of the person and/or of the estate, directly or through contracted services for individuals referred to HHSC by DFPS. It is also responsible for guardianships accepted by HHSC through the otherwise agreed provision of the statute. The Contractor must establish and implement a comprehensive GOLD system that meets the following general design requirements: 1. Transfer and accept all existing system data to the new Contractor’s system; a. Aggregate/summary fiduciary information (e.g., total value of all assets belonging to Wards, total value of bank accounts, etc.). b. Aggregate/summary referral and assessment information (e.g., number of referrals received per specified timeframe, number of referrals resulting in guardianship, etc.). c. Ad hoc reporting capability. d. Case level statistical information (number of GOP, number of GOE, number of GOE/GOP); and 8. Provide a reporting database with access capability to archival data to provide predefined reports and allow for custom reports. Contract Term The initial term of any Contract resulting from this Solicitation will be five (5) years. HHSC, at its sole option, may extend any Contract awarded pursuant to this Solicitation for up to two (2) one (1) year optional extension years. Following the base term and any allowable renewals or extensions, HHSC may extend any resulting Contract for not more than one additional option period to address immediate operational or service delivery needs. If the resulting Contract does not include a defined option period, the extension is limited to one year. Optional/Mandatory Pre-proposal Conference HHSC PCS will conduct a pre-proposal conference. Attendance is optional but highly recommended. HHSC PCS will hold the pre-proposal webinar on the date and time set out in Section 3.1 (Schedule of Events). Participants must register for the webinar conference prior to the event. After registration, participants will receive another email with the actual link to the webinar. Register: https://attendee.gotowebinar.com/register/8873800328566205197 Schedule of Events Attendance is Optional URL: Addendum: HHS0011451_Attachment 1_Addendum 1_Vendor Preproposal Conference HUB HSP Training and Attendee List 6/17/2022 HHS0011451 _Attachment 1_Addendum 2_Vendor Questions and Answers 6/23/2022 Class/Item Code(s): 20811-*Application Software, Microcomputer 20837-*Database Software 92003-*Application Service Provider (Asp) (Web Based Hosted) 92005-Application, Infrastructure, Hosting And Cloud Computing Services 92045-*Software Maintenance/Support 92046-*Software Updating Services 92066-System/Network/Database Administration Services