Acturial Services for the Tennessee Consolidated Retirement System

1 STATE OF TENNESSEE DEPARTMENT OF FINANCE AND ADMINISTRATION, STRATEGIC TECHNOLOGY SOLUTIONS REQUEST FOR INFORMATION FOR TFACTS (SACWIS) Managed Service Provider RFI # 31701-03453 January 17, 2024 1. STATEMENT OF PURPOSE: The State of Tennessee, Department of Finance and Administration, Strategic Technology Solutions “(STS)” issues this Request for Information (“RFI”) for the purpose of understanding contractor capabilities and identifying contractors with expertise in providing IT managed services to stabilize and maintain a legacy child welfare technology system. We appreciate your input and participation in this process. 2. BACKGROUND: The State of Tennessee Department of Children’s Services (“DCS”) child welfare information system, known as the Tennessee Family and Child Tracking System (“TFACTS”), was implemented as a Statewide Automated Child Welfare Information System (“SACWIS”) in August 2010. The ongoing operations and maintenance of TFACTS, a custom Java/Oracle based

system, has proven to be challenging. DCS and STS have encountered many obstacles in resolving inherent defects/design flaws while also supporting the system, especially in regard to the management of fiscal/payment processes. In February 2023, DCS and STS made the decision to replace TFACTS with a modern Comprehensive Child Welfare Information System (“CCWIS”). In light of this planned system replacement, DCS and STS aim to explore a three-year opportunity for a vendor to oversee and stabilize the existing legacy TFACTS SACWIS system while the new CCWIS replacement system is being delivered. We seek to determine the level of interest and potential participation from your company in a future procurement related to managed services of the legacy TFACTS SACWIS system. 3. COMMUNICATIONS: 3.1. Please submit your response to this RFI to: 2 Chris Benson, STS Business Operations Director Finance & Administration, Strategic Technology Solutions 901 Rep. John Lewis Way North Nashville, TN 37243 Chris.Benson@tn.gov (615) 770-1126 3.2. Please feel free to contact the RFI Coordinator with any questions regarding this RFI. The main point of contact will be: Chris Benson, STS Business Operations Director Finance & Administration, Strategic Technology Solutions 901 Rep. John Lewis Way North Nashville, TN 37243 Chris.Benson@tn.gov (615) 770-1126 3.3. Please reference RFI # 31701-03453 with all communications to this RFI. 4. RFI SCHEDULE OF EVENTS: EVENT TIME (Central Time Zone) DATE (All dates are state business days) 1. RFI Issued January 17, 2024 2. Written Questions and Comments Deadline 2:00 pm January 24, 2024 3. State Response to Written Questions and Comments 2:00 pm January 31, 2024 4. RFI Response Deadline 2:00 pm February 14, 2024 5. GENERAL INFORMATION: 5.1. Please note that responding to this RFI is not a prerequisite for responding to any future solicitations related to this project and a response to this RFI will not create any contract rights. Responses to this RFI will become property of the state. 5.2. The information gathered during this RFI is part of an ongoing procurement. In order to prevent an unfair advantage among potential respondents, the RFI responses will not be available until after the completion of evaluation of any responses, proposals, or bids resulting from a Request for Qualifications, Request for Proposals, Invitation to Bid or other procurement method. In the event that the state chooses not to go further in the procurement process and responses are never evaluated, the responses to the procurement including the responses to the RFI, will be considered confidential by the state. 3 5.3. The state will not pay for any costs associated with responding to this RFI. 5.4. DCS and STS will provide additional technical data as it pertains to the TFACTS system to interested vendors upon receipt of a signed non-disclosure agreement. (Attachment 1). 5.5. The state may request Oral Presentations from RFI respondents. 5.6. Responses should be prepared, with emphasis on completeness and clarity, and should NOT exceed twenty-five (25) pages in length. Responses, as well as any reference material presented, must be written in English, and must be written on standard 8 1⁄2” x 11” pages and all text must be at least a 12-point font. All pages must be numbered. 6. INFORMATIONAL FORMS: RFI # 31701-03453 TECHNICAL INFORMATIONAL FORM 6.1. RESPONDENT LEGAL ENTITY NAME: 6.2. RESPONDENT CONTACT PERSON: Name, Title: Address: Phone Number: Email: 6.3. Provide a description of your company’s experience providing SACWIS system stabilization and managed services or similarly scoped engagements for a public sector entity comparable to the state.  Please include the name of the project, the length of the project, and a contact person at the agency.  Please provide the staffing plan you used during the engagement, including the number and roles of the personnel used to complete the stabilization and managed services.  Please indicate if the supported SACWIS system or engagement included support for fiscal processes (payments, adjustments, recoupments, etc)  Please provide a high-level summary of the SACWIS software platform, tools and technology, functionality, and processes you supported 6.4. Describe your approach to assessing the current state of the TFACTS application, including how you will gain an understanding of the current issues and the full scope of the assessment. Please describe your detailed approach and associated timeline for the transition to a managed service of this type. 6.5. Describe potential challenges, issues, and risks the state may experience that should be considered while executing the transition to a managed service of this type. 6.6. Describe your capability to provide development services using Java and Oracle technologies. 4 6.7. Describe your capability to provide a software development life cycle managed service. What functions have you provided? (e.g., full SDLC support, project management, testing, triage) 6.8. Describe your organizational change management process and how you would apply your process to a project of this complexity. Specifically, managing evolving functionality requirements that create the need for system enhancements or new support streams. 6.9. Through which public sector cooperative purchasing organizations can you currently provide these services? (OMNIA, NASPO, etc.) 6.10. Please describe the risks and concerns, as well as your approach and processes, for a successful transition to operations and maintenance managed services, including any required parallel activities, like testing, before complete acceptance of full operations and maintenance managed services responsibilities. 6.11. Would a three-year IT managed service contract of the type described in this RFI be worth pursuing for your organization? 6.12. For the proposed transition to a managed service please describe the expectations and role(s) of the state and their contractors. 6.13. What has been your experience overseeing solutions that are in the process of transitioning from legacy (current TFACTS) to future modernized solution, inclusive of period that requires coexistence of the legacy system(s) and new solution, and what were the critical success factors? COST INFORMATIONAL FORM 6.14. To aid in the state’s decision making, please provide an estimated cost range of delivering the services described in this RFI. The state only permits the use of onshore resources. Please ensure your estimated cost range takes this requirement into consideration. 6.15. Please provide a personnel rate card that includes the positions and roles you would recommend to complete the services as described in this RFI. The state only permits the use of onshore resources. Please ensure your personnel rate card takes this requirement into consideration ADDITIONAL CONSIDERATIONS 6.16. Please provide input on alternative approaches or additional things to consider that might benefit the state.