Case Management Software RFI

23 August 2022 Case Management Software RFI IDVR is requesting information about VR specific case management software systems 23 August 2022 Open 8/23/2022 8:00 AM MDT Type Request for Information Close 9/13/2022 8:00 AM MDT Number RFI20231800 Currency US Dollar 23 August 2022 Contacts Tracy Warren tracy.warren@vr.idaho.gov Phone +1 208-577-2000 ext. 6457 John Davison john.davison@vr.idaho.gov 23 August 2022 NIGP Codes NIGP Code Description 208-32 Customer Relationship Management Software (CRM) 23 August 202223 August 202223 August 202223 August 202223 August 202223 August 2022 mailto:tracy.warren@vr.idaho.gov mailto:john.davison@vr.idaho.gov PURPOSE IDVR is requesting information about case management software systems. The contact for

this RFI is: Tracy Warren, Grants/Contracts Officer Idaho Division of Vocational Rehabilitation 208-577-2000 ext. 6457 Fax: 208-334-5305 tracy.warren@vr.idaho.gov BACKGROUND: IDVR has been using Aware as its case management system (CMS) since 2002. This system stores all of IDVR’s case data and generates required quarterly and annual reports for submission to the Rehabilitation Services Administration (RSA) per RSA’s specifications. Aware also interfaces with our State financial system through a custom interface. We store all of our documentation in Aware and sign documents in Aware through the use of third-party signature pads. Any replacement software would need, at a minimum to handle all of these tasks. TIMELINE: Responses due by 5pm Mountain Time on September 23, 2022 (TBD) SPECIFICATIONS: IDVR requires a case management software system that is specifically designed for vocational rehabilitation case management and conform to federal regulation management by the U.S. Rehabilitation Services Administration. IDVR needs a CMS that will independently store and manage data for the Vocational Rehabilitation program as outlined in 34 CFR § 361. This includes program participant characteristics, case work, documentation, and agency performance data. IDVR is required to report much of this information to RSA on a quarterly and annual basis per 34 CFR § 361 Subpart E. We need our case management system to automatically generate the data required for this reporting to RSA. The CMS also needs to be optimized for a Vocational Rehabilitation Program workflow to accommodate staff efficiencies. Software systems must ensure accessibility for users with screen readers, voice input, and non-mouse users. Current software has adaptations and extensions to create custom interfaces with our State financial reporting software and with Health and Welfare for transmitting Social Security information. reen readers, voice input and non-mouse users. Description Required to View Event Prerequisites Required to Enter Bid There are no Prerequisites added to this event. 23 August 202223 August 202223 August 202223 August 202223 August 2022 Buyer Attachments There are no Buyer Attachments added to this event. 23 August 202223 August 202223 August 202223 August 2022 Questions Required Questions Group 1.1: General Questions Instructions: 1.1.1 What is your recommended Pricing Model? Please include the product(s) and add-ons necessary to implement that includes development, ongoing support, maintenance, version control, and software upgrades for the year of implementation and for the three years following implementation. (If you license your product, include how the product is licensed e.g., named-user, concurrent users.) Include information on your recommended billing processes and methods for dispute resolution. 1.1.2 Is your software and customer data stored locally on our own servers or on your servers or in the cloud? 1.1.3 How much time does it typically take to install and set up the software for first use? 1.1.4 How often do you release reporting/RSA compliance updates and errors fixes to your software? 1.1.5 How are updates based on the current RSA edit specifications? 1.1.6 How often do you release feature updates to your software, and what do these feature updates typically include? 1.1.7 How much time does it typically take to install and adapt an upgrade? 1.1.8 What are the training requirements like for introducing inexperienced staff to your software? Group 1.2: Access/Security Instructions: 1.2.1 Does your software allow for external access by individuals other than agency staff? If yes, how is external access by individuals other than agency staff handled from a security standpoint? 1.2.2 How is external access by individuals other than agency staff handled from a security standpoint? 1.2.3 What types of external portals does your software support for consumers, vendors, andother third parties? What is the security for these portals? 1.2.4 What are the client requirements for accessing your system? 1.2.5 Is case data accessible to the customer both on the front end and via server access for case management and internal reporting purposes? 1.2.6 How does your software handle differing security parameters for different staff with different job tasks? Group 1.3: Budget and Fund Management Instructions: 1.3.1 How does your software handle authorizations and payment requests? 1.3.2 How does the system manage budgets and funds for federal, state, and other funds? 1.3.3 What automated time management tools does your software include? Group 2.1: Case Management Instructions: 2.1.1 How does your system create a logical case flow process including referral, application, eligibility determination, individualized plan for employment, employment, case closure? 2.1.2 How does your system handle different case types for different programs? 2.1.3 How does your software handle tasks or data pages that may or may not be relevant to different points in the VR case process? 2.1.4 How does your software prevent the entry of data that is clearly erroneous, such as enddates that are before start dates or other out of range data? 2.1.5 How does your software handle the linking of documents that need to be attached to a specific case? 2.1.6 How does your software handle vendor management and the assignment of different allowable parameters such as service types and rates for each vendor? 2.1.7 What other case management tools does your system provide to staff? Group 2.2: Specific Needs/Functions Instructions: 2.2.1 How does your software handle signature capture and the signing of forms and other documents? Does it use or require specific hardware or software? 23 August 202223 August 202223 August 2022 2.2.2 How does your software handle letters and other forms of communication with customers and others? 2.2.3 How does your software allow for the management of customized letter templates for correspondence? Group 2.3: Reports Instructions: 2.3.1 How does your software ensure that each customer is reported as a unique individual to Rehabilitation Service Administration (RSA)? 2.3.2 What other internal reports do you have available for front end users to access? 2.3.3 Can staff create their own custom reports? Group 2.4: Accessibility Instructions: 2.4.1 Is your case and fiscal management system 508 accessibility compliant? 2.4.2 How does your software address accessibility requirements? How does your software interact with accessibility software such as screen readers? 23 August 202223 August 202223 August 2022