Wellness, Mental Health and Resiliency Program

expired opportunity(Expired)
From: New Hampshire(State)
RFP DOS 2023-003

Basic Details

started - 08 Jan, 2023 (14 months ago)

Start Date

08 Jan, 2023 (14 months ago)
due - 27 Jan, 2023 (14 months ago)

Due Date

27 Jan, 2023 (14 months ago)
Contract

Type

Contract
RFP DOS 2023-003

Identifier

RFP DOS 2023-003
Department of Administrative Services

Customer / Agency

Department of Administrative Services
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Template V5.1 Page 1 of 56 STATE OF NEW HAMPSHIRE DEPARTMENT OF SAFETY: DOS-RFP 2023-003 Wellness, Mental Health, and Resiliency Program RFP ISSUED: November 29, 2022 VENDOR CONFERENCE: December 14, 2022 10:00 AM ET LOCATION: 33 HAZEN DRIVE, CONCORD, NH 03305 STATE POINT of CONTACT: NAME: Annie Bullis EMAIL: DOSPurchasing@DOS.NH.GOV TEL: (603) 223-8083 CONTRACT TYPE: Firm Fixed Price PROPOSALS DUE: 1/27/2023 11:00 AM ET STATE OF NEW HAMPSHIRE DEPARTMENT OF SAFETY DOS RFP 2023-003 - Wellness, Mental Health, and Resiliency Program TABLE OF CONTENTS Page 2 of 56 Contents SECTION 1: OVERVIEW AND SCHEDULE OF EVENTS ..............................................................................5 1.1. Executive Summary ....................................................................................................................................5 1.2. Schedule of Events
.....................................................................................................................................6 SECTION 2: PROPOSAL SUBMISSION, DEADLINE, AND LOCATION INSTRUCTIONS ........................8 Proposal Submission ..................................................................................................................................8 2.1.1. Physical Proposals ......................................................................................................................................8 2.1.2. Electronic Proposals ...................................................................................................................................8 Number of Proposals ..................................................................................................................................9 Vendor Inquiries .........................................................................................................................................9 Restriction of Contact with Agency Employees .........................................................................................9 Validity of Proposal ....................................................................................................................................9 SECTION 3: PROPOSAL ORGANIZATION, CONTENT, AND REQUIRED ITEMS ..................................10 3.1. Proposal Format........................................................................................................................................10 3.2. Proposal Organization ..............................................................................................................................10 3.3. Cover Page................................................................................................................................................10 3.4 Price Proposal ...........................................................................................................................................10 3.5 Transmittal Form Letter ...........................................................................................................................11 3.1.1. Table of Contents .....................................................................................................................................14 3.1.2. Section I: Executive Summary ................................................................................................................14 3.1.3. Section II: Glossary of Terms and Abbreviations ...................................................................................14 3.1.4. Section III: Responses to System Requirements and Deliverables .........................................................14 3.1.5. Section IV: Narrative Responses .............................................................................................................14 3.1.6. Section V: Corporate Qualifications ........................................................................................................14 3.1.7. Section VI: Qualifications of Key Vendor Staff......................................................................................14 3.1.8. Section VII: Copy of RFP and Signed Addendum ..................................................................................14 3.1.9. Section VIII: Vendor Attachments ..........................................................................................................14 3.1.10. Section IX: Vendor Risk Assessment Report (VRAR) ...........................................................................15 SECTION 4: EVALUATION OF PROPOSALS ................................................................................................16 4.1. Criteria for Evaluation and Scoring ..........................................................................................................16 4.2. Scoring Detail ...........................................................................................................................................16 4.3. Planned Evaluations .................................................................................................................................18 4.4. No Best and Final Offer ...........................................................................................................................19 STATE OF NEW HAMPSHIRE DEPARTMENT OF SAFETY DOS RFP 2023-003 - Wellness, Mental Health, and Resiliency Program TABLE OF CONTENTS Page 3 of 56 4.5. Rights of the Agency in Accepting and Evaluating Proposals .................................................................19 SECTION 5: TERMS AND CONDITIONS RELATED TO THE RFP PROCESS .....................................20 5.1 RFP Addendum ........................................................................................................................................20 5.2 Non-Collusion ..........................................................................................................................................20 5.3 Property of the State .................................................................................................................................20 5.4 Confidentiality of a Proposal ....................................................................................................................20 5.5 Public Disclosure ......................................................................................................................................20 5.6 Electronic Posting of Resulting Contract .................................................................................................22 5.7 Non-Commitment .....................................................................................................................................22 5.8 Proposal Preparation Cost ........................................................................................................................22 5.9 Ethical Requirements ................................................................................................................................22 5.10 Debarment ................................................................................................................................................22 5.11 Challenges on Form or Process of the RFP ..............................................................................................22 SECTION 6: CONTRACT TERMS AND AWARD .....................................................................................24 6.1 Non-Exclusive Contract ...........................................................................................................................24 6.2 Award .......................................................................................................................................................24 6.3 Anticipated Contract Term .......................................................................................................................24 6.4 Standard Contract Terms ..........................................................................................................................24 6.5 Related Documents Required ...................................................................................................................25 APPENDIX A: VENDOR CONFERENCE REQUIREMENTS ......................................................................27 APPENDIX B: BUSINESS / TECHNICAL REQUIREMENTS AND DELIVERABLES .............................28 B-1. Statement of Work ....................................................................................................................................28 B-1.1. Data Location ...........................................................................................................................................28 B-1.2. Background Checks ..................................................................................................................................28 B-2. Business Requirements/Technical Requirements .....................................................................................29 B-3. Activity, Deliverable, or Milestone ..........................................................................................................29 APPENDIX C: TOPICS FOR MANDATORY RESPONSES .........................................................................31 C-1. Proposed Solution .....................................................................................................................................31 C-2. Vendor’s Technical, Service and Project Management Experience .........................................................33 C-2.1 Security and Protection of Data ..............................................................................................................33 C-2.2 State Personnel and Training ....................................................................................................................34 C2.3 Project Execution .........................................................................................................................................35 C-2.4 Project Management ...................................................................................................................................35 C-2.5 Ongoing Operations For Vendor Hosted Solution .....................................................................................37 STATE OF NEW HAMPSHIRE DEPARTMENT OF SAFETY DOS RFP 2023-003 - Wellness, Mental Health, and Resiliency Program TABLE OF CONTENTS Page 4 of 56 APPENDIX D: STANDARDS FOR DESCRIBING VENDOR QUALIFICATIONS ....................................39 D-1. Vendor Qualifications ..............................................................................................................................39 D-2. Required Information on Corporate Qualifications ..................................................................................39 D-3. Team Organization and Designation of Key Vendor Staff ......................................................................40 APPENDIX E: PRICING ..................................................................................................................................41 E-1. Implementation Pricing ............................................................................................................................41 E-1.1. Software & Hosting License Pricing ........................................................................................................41 E-1.2. Software Operations, Maintenance and Support Pricing ..........................................................................41 E-1.3. Implementation Pricing Summary ............................................................................................................42 E-1.4. Future Vendor Rates .................................................................................................................................42 APPENDIX F: TERMS AND DEFINITIONS .................................................................................................43 APPENDIX G P-37 STATE OF NEW HAMPSHIRE GENERAL PROVISIONS AND EXHIBITS ...............47 G-1. .......................................................................................47 G-2. P-37 Special Provisions ..........................................................................................................................52 G-3. Provisions added and made part of the P37: .......................................................................................55 Remainder of this page intentionally left blank STATE OF NEW HAMPSHIRE DEPARTMENT OF SAFETY DOS RFP 2023-003 – Wellness, Mental Health, and Resiliency Program OVERVIEW AND SCHEDULE OF EVENTS Page 5 of 56 SECTION 1: OVERVIEW AND SCHEDULE OF EVENTS 1.1. Executive Summary 1.1.1. Introduction The New Hampshire Department of Safety is responsible for continually enhancing the safety, security, and quality of life in New Hampshire through professional, collaborative, and innovative services. The stakeholders for this initiative will encompass Fire Safety and Emergency Management, Fire Marshalls Office, other Agency resources, and the New Hampshire State Police’s 360 sworn troopers who are divided into 6 regional troops (A-F), Troop G which has statewide duties enforcing motor carrier regulations; and Marine Patrol (two locations). In total we expect up to 1000 users leveraging this platform. 1.1.2. Goals and Objectives for Wellness, Mental Health, and Resiliency Program: The Department of Safety seeks to provide a consistent and comprehensive approach to wellness, mental health and resilience for its Law Enforcement and First Responder population through a programmatic approach that includes on-demand access to resources, assessment tools and other services tailored to this population. DOS is soliciting proposals for a consulting and/or wellness company to develop and implement a customizable, on-demand mental health, resiliency and wellness program for the Department’s Law Enforcement, First Responders, Fire Fighters, and other critical roles supporting the mission of the uniformed functions. The firm will possess expertise and experience in implementing agency specific mental health/well-being assessments, and mental health, resiliency and wellness programs that promote outreach, training and curriculum leading to healthier approaches to life – both on and off the job among the sworn, first responder and other critical roles supporting the mission of the uniformed functions. The goal of the mental health, resiliency and wellness program will be to promote healthier behaviors, higher levels of coping strategies and outcomes for all participants through a proactive 24/7 on-demand solution, screening tools and ongoing anonymous assessments. The consultant will identify challenges to program success and recommend viable solutions that support a culture of wellness, mental health and resilience for the Law Enforcement and First Responder population, while sustaining positive outcomes. 1.1.3. Scope of Work (SOW) Overview STATE OF NEW HAMPSHIRE DEPARTMENT OF SAFETY DOS RFP 2023-003 – Wellness, Mental Health, and Resiliency Program OVERVIEW AND SCHEDULE OF EVENTS Page 6 of 56 • All services and software configuration and development associated with the implementation of the wellness program and its associated business process impacts. • Overall support and coordination, analyzing and business process definition, configuring the software, provide user training, testing, and communication / other system support services. • Ensuring that the wellness program is successfully implemented and adopted. • Provides onboarding services to outline best practices for a successful launch to constituents (First Respondents). • Contracted outside services for Mental Health providers (optional). 1.2. Schedule of Events The following table provides a Schedule of Events for this RFP through contract finalization and approval. The Agency reserves the right to amend this Schedule at its sole discretion and at any time through a published Addendum. SCHEDULE OF EVENTS EVENT DATE & TIME (ET) RFP Released to Vendors / Inquiry Period Begins (on or about)/ November 29, 2022 Notification to the State of the Number of Representatives Attending the Vendor Conference (Mandatory or Optional) December 9, 2022 Vendor Conference Virtual – December 14, 2022 Vendor Inquiry Period Ends (Final Inquiries due) January 6, 2023 Final State Responses to Vendor Inquiries January 13, 2023 Final Date and Time for Proposal Submission January 27, 2023 11:00 AM Invitations for Oral Presentations February 8, 2023 Vendor Presentations/Discussion Sessions/Interviews (Mandatory or Optional) February 15, 2023 Estimated Date of Vendor Selection March 3, 2023 Anticipated Governor and Council Approval May 2023 STATE OF NEW HAMPSHIRE DEPARTMENT OF SAFETY DOS RFP 2023-003 – Wellness, Mental Health, and Resiliency Program OVERVIEW AND SCHEDULE OF EVENTS Page 7 of 56 Remainder of this page intentionally left blan STATE OF NEW HAMPSHIRE DEPARTMENT OF SAFETY DOS RFP 2023-003- Wellness, Mental Health, and Resiliency Program PROPOSAL SUBMISSION, DEADLINE, AND LOCATION INSTRUCTIONS Page 8 of 56 SECTION 2: PROPOSAL SUBMISSION, DEADLINE, AND LOCATION INSTRUCTIONS Proposal Submission Proposals submitted in response to this RFP must be received no later than the time and date specified in the Schedule of Events, herein. The Price Proposal must be labeled clearly and submitted separately from the Technical Proposal. Late submissions will not be accepted. Delivery of the Proposals shall be at the Vendor’s responsibility. The time of receipt shall be considered when a Proposal has been officially documented by the Agency, in accordance with its established policies, as having been received at the location designated above. The Agency accepts no responsibility for damaged, mislabeled, or undeliverable mailed or emailed proposals. 2.1.1. Physical Proposals Physical Proposals must be addressed to: STATE OF NEW HAMPSHIRE DEPARTMENT OF SAFETY ANNIE BULLIS 33 HAZEN DRIVE CONCORD, NH 03305 Proposals must be clearly marked as follows: STATE OF NEW HAMPSHIRE RESPONSE TO RFP: DOS – RFP - 2023 – 003 Wellness Mental Health and Resiliency Program Physical Submissions shall include: Three (3) Printed (Physical Copies); and One (1) submission via USB drive. 2.1.2. Electronic Proposals Electronic Proposals must be addressed to: TO: DOSPURCHASING@DOS.NH.GOV Proposals must be clearly marked as follows: Subject: RESPONSE TO RFP: DOS - DOS-RFP 2023-003 Wellness, Mental Health, and Resiliency Program Electronic Submissions must be submitted using the following criteria: a. Searchable PDF Format b. Files must be less than 10MB in size. STATE OF NEW HAMPSHIRE DEPARTMENT OF SAFETY DOS RFP 2023-003- Wellness, Mental Health, and Resiliency Program PROPOSAL SUBMISSION, DEADLINE, AND LOCATION INSTRUCTIONS Page 9 of 56 Exception: If files are greater than 10MB in size, the Vendor will be required to submit their proposal in parts. It is the Vendors responsibility to ensure a complete proposal is submitted. Number of Proposals Vendors are permitted to submit One (1) Proposal(s) each with a unique solution in response to this RFP. Vendor Inquiries All inquiries concerning this RFP, including but not limited to, requests for clarifications, questions, and any changes to the RFP, shall be submitted via email to the following RFP Point of Contact: ANNIE BULLIS Email: DOSPURCHASING@DOS.NH.GOV Inquiries must be received by the RFP Point of Contact no later than the conclusion of the Vendor Inquiry Period identified in the Schedule of Events. Inquiries received later than the conclusion of the Vendor Inquiry Period shall not be considered properly submitted and may not be considered. The State assumes no liability for assuring accurate/complete Email transmission/receipt and is not required to acknowledge receipt. The Agency intends to issue official responses to properly submitted inquiries on or before the date specified in the Schedule of Events section, herein. The Agency may consolidate and/or paraphrase questions for sufficiency and clarity. Oral statements, representations, clarifications, or modifications concerning the RFP shall not be binding upon the Agency. Official responses by the Agency will be made only in writing by the process described above. The Agency will require the successful bidder to execute a Contract using the P-37 State of New Hampshire General Provisions and any attached exhibits. To the extent that a Vendor believes that exceptions to the standard form contract will be necessary for the Vendor to enter into the Agreement, the Vendor must submit those exceptions during the Vendor Inquiry Period. Restriction of Contact with Agency Employees From the date of release of this RFP until an award is made and announced regarding the selection of a Vendor, all communication with personnel employed by or under contract with the Agency regarding this RFP is prohibited unless first approved by the RFP Points of Contact listed herein. Agency employees have been directed not to hold conferences and/or discussions concerning this RFP with any potential Contractor during the selection process, unless otherwise authorized by the RFP Point of Contact. Vendors may be disqualified for violating this restriction on communications. Validity of Proposal Proposals must be valid for one hundred and eighty (180) days following the deadline for submission of Proposals in the Schedule of Events, or until the Effective Date of any resulting Contract, whichever is later. Remainder of this page intentionally left blank STATE OF NEW HAMPSHIRE DEPARTMENT OF SAFETY DOS RFP 2023-003- Wellness, Mental Health, and Resiliency Program PROPOSAL SUBMISSION, DEADLINE, AND LOCATION INSTRUCTIONS Page 10 of 56 SECTION 3: PROPOSAL ORGANIZATION, CONTENT, AND REQUIRED ITEMS 3.1. Proposal Format Proposals should follow the following format: a. The Proposal should be printed on white paper with dimensions of 8.5 by 11 inches with right and left margins of one (1) inch. b. The Proposal should use Times New Roman font with a size no smaller than eleven (11). c. Each page of the Proposal should include a page number and the number of total pages and identification of the Vendor in the page footer. d. Each section of the Proposal should be clearly identified. e. Exceptions for paper and font sizes are permissible for graphical exhibits, which may be printed on white paper with dimensions of 11 by 17 inches, and material in appendices. 3.2. Proposal Organization Proposals should adhere to the following outline. a. Cover Page b. Transmittal Form Letter c. Table of Contents d. Section I: Executive Summary e. Section II: Glossary of Terms and Abbreviations f. Section III: Responses to Requirements and Deliverables g. Section IV: Narrative Responses h. Section V: Corporate Qualifications i. Section VI: Qualifications of Key Vendor Staff j. Section VI: Copy of RFP and Signed Addendum k. Section VII: Vendor Attachments l. Section IX: Vendor Risk Assessment Report (VRAR) 3.3. Cover Page The first page of the Vendor’s Proposal should be a cover page containing the following text: STATE OF NEW HAMPSHIRE Department of Information Technology RESPONSE TO RFP: DOIT – 2023-003 Wellness, Mental Health, and Resiliency Program The cover page should also include the Vendor’s name, contact person, contact telephone number, address, city, state, zip code, fax number, and Email address. 3.4 Price Proposal The Price Proposal must be labeled clearly and submitted separately from the Technical Proposal. The Cost Proposal must include the following: STATE OF NEW HAMPSHIRE DEPARTMENT OF SAFETY DOS RFP 2023-003- Wellness, Mental Health, and Resiliency Program PROPOSAL SUBMISSION, DEADLINE, AND LOCATION INSTRUCTIONS Page 11 of 56 a. Cover Page b. One (1) Excel spreadsheet-based version title “DOS RFP 2023–003 PRICE PROPOSAL” 3.5 Transmittal Form Letter The Vendor must submit a signed Transmittal Form Letter with their response using the Transmittal Form Letter template provided on the following page. Any electronic alteration to the content of this Transmittal Form Letter template is prohibited. Any such changes shall result in a Proposal being rejected STATE OF NEW HAMPSHIRE DEPARTMENT OF SAFETY DOS RFP 2023-003- Wellness, Mental Health, and Resiliency Program PROPOSAL SUBMISSION, DEADLINE, AND LOCATION INSTRUCTIONS Page 12 of 56 State of New Hampshire Proposal Transmittal Form Letter Company Name: ________________________________________________________________ Address: ____________________________________ __________________________________ To: ANNIE BULLIS (603) 223-8083 DOSPURCHASING@DOS.NH.GOV RE: Proposal Invitation Name: Wellness Mental Health and Resiliency Program Proposal Number: DOS RFP 2023-003 Proposal Due Date and Time: 1/27/2023 11:00 AM ET To Whom It May Concern: Company Name: _________________________ hereby submits an offer to provide to the State of New Hampshire the Services indicated in WELLNESS MENTAL HEALTH, AND RESILIENCY PROGRAM DOS-RFP 2023-003at the price(s) quoted in Vendor Response Section VII: Price Proposal, in complete accordance with all conditions of this RFP and all Specifications set forth in the RFP and in the P-37 State of New Hampshire General Provisions and Exhibits, identified in Appendix I. We attest to the fact that: 1. The company has reviewed and agreed to be bound by the RFP. 2. The company has not altered any of the language or other provisions contained in the RFP document. 3. The Proposal is effective for a period of 180 days from the RFP Closing Date or until the Effective Date of any resulting Contract, whichever is later. 4. The prices quoted in the Proposal were established without collusion with other vendors. 5. The Vendor has read and fully understands this RFP. Further, in accordance with RSA 21-I:11-c, the undersigned Vendor certifies that neither the Vendor nor any of its subsidiaries, affiliates or principal officers (principal officers refers to individuals with management responsibility for the entity or association): a. Has, within the past 2 years, been convicted of, or pleaded guilty to, a violation of RSA 356:2, RSA 356:4, or any state or federal law or county or municipal ordinance prohibiting specified bidding practices, or involving antitrust violations, which has not been annulled; b. Has been prohibited, either permanently or temporarily, from participating in any public works project pursuant to RSA 638:20; c. Has previously provided false, deceptive, or fraudulent information on a vendor code number application form, or any other document submitted to the state of New Hampshire, which information was not corrected as of the time of the filing a bid, proposal, or quotation; d. Is currently debarred from performing work on any project of the federal government or the government of any state; e. Has, within the past 2 years, failed to cure a default on any contract with the federal government or the government of any state; f. Is presently subject to any order of the department of labor, the department of employment security, or any other state department, agency, board, or commission, finding that the applicant is not in compliance with the requirements of the laws or rules that the department, agency, board, or commission is charged with implementing; g. Is presently subject to any sanction or penalty finally issued by the department of labor, the department of employment security, or any other state department, agency, board, or commission, which sanction or penalty has not been fully discharged or fulfilled; h. Is currently serving a sentence or is subject to a continuing or unfulfilled penalty for any crime or violation noted in this section; STATE OF NEW HAMPSHIRE DEPARTMENT OF SAFETY DOS RFP 2023-003- Wellness, Mental Health, and Resiliency Program PROPOSAL SUBMISSION, DEADLINE, AND LOCATION INSTRUCTIONS Page 13 of 56 i. Has failed or neglected to advise the division of any conviction, plea of guilty, or finding relative to any crime or violation noted in this section, or of any debarment, within 30 days of such conviction, plea, finding, or debarment; or j. Has been placed on the debarred parties list described in RSA 21-I:11-c within the past year. This document shall be signed by a person who is authorized to legally obligate the responding Vendor. A signature on this document indicates that all State of New Hampshire terms and conditions are accepted by the responding Vendor and that any and all other terms and conditions submitted by the responding Vendor are null and void, even if such terms and conditions have terminology to the contrary. The responding Vendor shall also be subject to State of New Hampshire terms and conditions as stated on the reverse of the purchase order, if any. Our official point of contact is: _________________________________________________ Title: _____________________________________________________________________ Telephone: (___) ___-_______________ Email: __________________________________ Authorized Signature Printed: __________________________________________________ Authorized Signature: ________________________________________________________ STATE OF NEW HAMPSHIRE DEPARTMENT OF SAFETY DOS RFP 2023-003- Wellness, Mental Health, and Resiliency Program PROPOSAL SUBMISSION, DEADLINE, AND LOCATION INSTRUCTIONS Page 14 of 56 3.1.1. Table of Contents The Vendor must provide a table of contents with corresponding page numbers relating to its Proposal. 3.1.2. Section I: Executive Summary Section I shall provide an executive summary, not to exceed two (2) pages, identifying how the Vendor satisfies the goals of this RFP. The executive summary will also provide an overview of the Vendor’s proposed Solution and Services highlighting those factors that they believe distinguish their Proposal. 3.1.3. Section II: Glossary of Terms and Abbreviations Section II shall provide a glossary of all terms, acronyms, and abbreviations used in the Vendor’s Proposal. 3.1.4. Section III: Responses to System Requirements and Deliverables Section III shall include the response tables from the Business/Technical Requirements and Deliverables Appendix. The Vendor must document the ability to meet the Requirements and Deliverables of this RFP. 3.1.5. Section IV: Narrative Responses Section IV solicits narrative responses describing the Software, Technical, Services and Project Management topics defined for this RFP Project. The Topic for Mandatory Responses Appendix is organized into sections, which correspond to the different aspects of the scoring process of the proposal. Discussion of each topic must begin on a new page. 3.1.6. Section V: Corporate Qualifications Section V shall provide the corporate qualifications of the Vendor and any Subcontractors proposed to participate in the Project. Specific information to be provided is described in the Standards for Describing Vendor Qualifications Appendix. 3.1.7. Section VI: Qualifications of Key Vendor Staff Section VI shall be used to provide required information on the Vendor’s Key Project Staff. Specific information to be provided is described in the Standards for Describing Vendor Qualifications Appendix. 3.1.8. Section VII: Copy of RFP and Signed Addendum Section VII shall include a copy of DOS RFP 2023-003 (Wellness, Mental Health, and Resiliency) and any subsequent signed Addendum(s) (required in original proposal only). 3.1.9. Section VIII: Vendor Attachments Section VIII provides for extra materials as referenced in the Topic for Mandatory responses Appendix such as Product Literature, Ad Hoc/Federal Reporting, Interface Standards, Testing (For UAT Plan) and Status Meetings and Reports. STATE OF NEW HAMPSHIRE DEPARTMENT OF SAFETY DOS RFP 2023-003- Wellness, Mental Health, and Resiliency Program PROPOSAL SUBMISSION, DEADLINE, AND LOCATION INSTRUCTIONS Page 15 of 56 3.1.10. Section IX: Vendor Risk Assessment Report (VRAR) Section IX shall include a completed Vendor Risk Assessment Report (VRAR). STATE OF NEW HAMPSHIRE DEPARTMENT OF SAFETY DOS RFP 2023-003- Wellness, Mental Health, and Resiliency Program EVALUATION OF PROPOSALS Page 16 of 56 SECTION 4: EVALUATION OF PROPOSALS 4.1. Criteria for Evaluation and Scoring Each responsive Proposal will be evaluated and considered with regard to the Solution and Services proposed, qualifications of the Vendor and any Subcontractors, experience and qualifications of proposed candidates, and cost. If the Agency determines to make an award, the Agency will begin negotiations with a Vendor based on these evaluations. Should the Agency be unable to reach agreement with the high scoring Vendor during Contract discussions, the Agency may then undertake Contract discussions with the next high scoring Vendor and so on; or the Agency may reject all proposals, cancel this RFP, or solicit new Proposals under a new acquisition process. The Agency will use a scoring scale of one thousand (1000) Points. Points will be distributed as set forth in the table below. SCORING TABLE CATEGORIES POINTS Technical Proposal with the following potential maximum scores for each Technical Proposal category listed below: Proposed Software Solution 550 Vendor’s Technical, Service and Project Management Experience 50 Vendor Company 50 Staffing Qualifications 50 Price Proposal Potential Maximum Points 300 TOTAL POTENTIAL MAXIMUM POINTS AWARDED one thousand (1000) The Agency will select a Vendor based upon the criteria and standards contained in this RFP and from applying the weighting in this section. Oral interviews and reference checks, to the extent they are utilized by the Agency, will be used to refine and finalize technical scores. 4.2. Scoring Detail 4.2.1. Scoring of the Proposed Software Solution The Vendor’s Proposed Software Solution will be allocated a maximum score of 550 Points. The main purpose of this section is to measure how well the Solution meets the business needs of the Agency. STATE OF NEW HAMPSHIRE DEPARTMENT OF SAFETY DOS RFP 2023-003- Wellness, Mental Health, and Resiliency Program EVALUATION OF PROPOSALS Page 17 of 56 Scoring is primarily measured using vendor responses in the following sections: a. Proposal Section III: Responses to Requirements and Deliverables b. Proposal Section IV: Narrative Responses c. Vendor Presentation and Demonstration (if applicable) 4.2.2. Scoring of Vendor Technical, Service, and Project Management Experience Vendor proposed Technical, Service, and Project Management Experience will be allocated a maximum score of 50 Points. In this section, the State will score the technical merits of how the Vendor will carry out the Implementation and maintenance of the Solution. Technical details of the System including security and protection of data, proposed training administrative procedures, how the Vendor manages its team and the Project will be critical. How compatible the Vendor’s procedures and technologies are with the State contribute to an assessment of risk both in the short and long term. Scoring is primarily measured using vendor responses in the following sections: a. Proposal Section III: Responses to Requirements and Deliverables b. Proposal Section IV: Narrative Responses c. Proposed Work Plan d. References 4.2.3. Scoring of Vendor Company Vendor Company qualifications will be allocated a maximum score of 50 points. It must be established that the Vendor Company is capable of carrying out the Project through Implementation, the Warranty Period and the maintenance period. Scoring is primarily measured using vendor responses in the following sections: a. Proposal Section V: Corporate Qualifications b. References 4.2.4. Scoring of Vendor Staffing Qualifications Vendor’s Staff qualifications will be allocated a maximum score of 50 points. Vendor’s Staff must have the training and experience to support the Vendor’s plans to implement and support the System. Scoring is primarily measured using vendor responses in the following sections: a. Proposal Section VI: Qualifications of Key Staff b. Vendor Presentations & Demonstrations (if applicable) c. References 4.2.5. Scoring the Software Solution Price The Vendor’s Software Solution price will be allocated a maximum score of 300 points. The State will consider both Implementation and subsequent Five (5) year(s) License, hosting and maintenance costs as well as the costs associated in Appendix E - Pricing. The price information required in a Proposal is intended to provide a sound basis for comparing costs. The cost point formula described in the Price Proposal Review section will be utilized for this scoring portion. STATE OF NEW HAMPSHIRE DEPARTMENT OF SAFETY DOS RFP 2023-003- Wellness, Mental Health, and Resiliency Program EVALUATION OF PROPOSALS Page 18 of 56 4.3. Planned Evaluations The Agency plans to use the following process: a. Initial screening to ensure that the Proposals are in compliance with submission requirements; b. Preliminary evaluation of the Proposals; c. Oral interviews and Product Demonstrations (if applicable); d. Final Evaluation of Technical Proposals and scoring; e. Review of Price Proposals and scoring; and f. Select the highest scoring Vendor and begin contract negotiation. 4.3.1. Initial Screening The Agency will conduct an initial screening step to verify Vendor compliance with the submission requirements set forth in the RFP and the minimum content set forth in the Proposal Format, Content and Required Items within this RFP. The Agency may waive or offer a limited opportunity to cure immaterial deviations from the RFP requirements if it is determined to be in the best interest of the State. A Proposal that fails to satisfy either submission requirements or minimum standards may be rejected without further consideration. 4.3.2. Preliminary Technical Scoring of Proposals The State will establish independent evaluation teams to perform the initial proposal evaluation, one to evaluate the Technical Proposal and one to evaluate the Price proposal. Adherence to Requirements (Pass/Fail): The Vendor must certify to the State that they meet 90% of the mandatory requirements as identified in DOS RFP 2023-003 Attachment A Business- Technical Requirements.xlsx. A proportion of the 500 technical points will be allocated for the scoring of mandatory requirements whilst the rest will be reserved to allow scoring for optional and / or preferred requirements. 4.3.3. Oral Interviews and Product Demonstrations At the Agency’s discretion, Vendors may be invited to oral interviews and/or product demonstrations including demonstrations of any proposed automated systems or technology components. The Agency retains the sole discretion to determine whether to conduct oral interviews and product demonstrations, with which Vendors, the number of interviews and the length of time provided for the interview and Product demonstration. The Agency may decide to conduct oral interviews and product demonstrations with less than all responsive Vendors. The purpose of oral interviews and product demonstrations is to clarify and expound upon information provided in the written Proposals. Vendors are prohibited from altering the basic substance of their Proposals during the oral interviews and product demonstrations. The Agency may ask the Vendor to provide written clarifications of elements in their Technical Proposal regardless of whether it intends to conduct oral interviews. Information gained from oral interviews and product demonstrations will be used to refine technical review scores assigned from the initial review of the Proposals. All costs associated with oral presentations/interviews shall be borne entirely by the Vendor. 4.3.4. Final Scoring of Technical Proposals STATE OF NEW HAMPSHIRE DEPARTMENT OF SAFETY DOS RFP 2023-003- Wellness, Mental Health, and Resiliency Program EVALUATION OF PROPOSALS Page 19 of 56 Following Oral Interviews, Product Demonstrations, Reference Checks (if appropriate) and/or review of written clarifications of proposals requested by the Agency, the evaluation team will determine a final score for each Technical Proposal. 4.3.5. Price Proposal Review and Scoring Price proposals will be reviewed upon completion of the final scoring of Technical Proposals. The Vendor’s Price Proposal will be allocated a maximum potential score of 300 points. Vendors are advised that this is not a low bid award and that the scoring of the price proposal will be combined with the scoring of the Technical Proposal to determine the overall highest scoring Vendor. The following formula will be used to assign points for Price: Vendor’s Price Score = (Lowest Proposed Price / Vendor’s Proposed Price) x Maximum Number of Points for price proposal. For the purpose of use of this formula, the lowest proposed price is defined as the lowest price proposed by a Vendor who has scored above the minimum necessary for consideration on the Technical Score. 4.4. No Best and Final Offer The Proposal should be submitted initially on the most favorable terms that the Vendor can offer. There will be no best and final offer procedure. The Vendor should be prepared to accept this RFP for incorporation into a contract resulting from this RFP. Contract negotiations may incorporate some or the entire Proposal. 4.5. Rights of the Agency in Accepting and Evaluating Proposals The Agency reserves the right to: a. Make independent investigations in evaluating Proposals; b. Request additional information to clarify elements of a Proposal; c. Waive minor or immaterial deviations from the RFP requirements, if determined to be in the best interest of the State; d. Omit any planned evaluation step if, in the Agency’s view, the step is not needed; e. At its sole discretion, reject any and all Proposals at any time; and f. Open contract discussions with the second highest scoring Vendor and so on, if the Agency is unable to reach an agreement on Contract terms with the higher scoring Vendor(s). Remainder of this page intentionally left blank STATE OF NEW HAMPSHIRE DEPARTMENT OF SAFETY DOS RFP 2023-003 – Wellness, Mental Health, and Resiliency Program SECTION 5 - TERMS AND CONDITIONS RELATED TO THE RFP PROCESS Page 20 of 56 SECTION 5: TERMS AND CONDITIONS RELATED TO THE RFP PROCESS 5.1 RFP Addendum The Agency reserves the right to amend this RFP at its discretion, prior to the Proposal submission deadline. In the event of an addendum to this RFP, the Agency, at its sole discretion, may extend the Proposal submission deadline, as it deems appropriate. 5.2 Non-Collusion The Vendor’s signature on a Proposal submitted in response to this RFP guarantees that the prices, terms and conditions, and Work quoted have been established without collusion with other Vendors and without effort to preclude the Agency from obtaining the best possible competitive Proposal. 5.3 Property of the State All material received in response to this RFP shall become the property of the State and will not be returned to the Vendor. Upon Contract award, the State reserves the right to use any information presented in any Proposal. 5.4 Confidentiality of a Proposal The substance of a proposal must remain confidential until the Effective Date of any Contract resulting from this RFP. A Vendor’s disclosure or distribution of Proposals other than to the Agency without the Agency’s prior consent may be grounds for disqualification. 5.5 Public Disclosure In general, the State is obligated to make public the information submitted in response to this RFP (including all materials submitted in connection with it, such as attachments, exhibits, addenda, and presentations), any resulting contract, and information provided during the contractual relationship. The Right-to-Know law (RSA 91-A) obligates the State to conduct an independent analysis of the confidentiality of the information submitted, regardless of whether it is marked confidential. In addition, the Governor and Council (G&C) contract approval process more specifically requires that pricing be made public and that any contract reaching the G&C agenda for approval be posted online. Disclosure of Information Submitted in Response to RFP Information submitted in response to this RFP is subject to public disclosure under the Right-to- Know law after the award of a contract by G&C. At the time of closing date for Proposals, the State will post the number of responses received with no further information. Pursuant to RSA 21-G:37, the State will also post the name and rank or score of each Vendor pursuant to the timeliness requirements therein. Notwithstanding the Right-to-Know law, no information concerning the contracting process, including, but not limited to information related to proposals, communications between the parties or contract negotiations, shall be available until a contract is approved by G&C, or, if the contract does not require G&C approval, until the contract has been actually awarded. This means unsuccessful Vendors shall not be notified of the outcome until that time. STATE OF NEW HAMPSHIRE DEPARTMENT OF SAFETY DOS RFP 2023-003 – Wellness, Mental Health, and Resiliency Program SECTION 5 - TERMS AND CONDITIONS RELATED TO THE RFP PROCESS Page 21 of 56 Confidential, commercial, or financial information may be exempt from public disclosure under RSA 91-A:5, IV. If a Vendor believes any information submitted in response to this request for proposal should be kept confidential, the Vendor must specifically identify that information where it appears in the submission in a manner that draws attention to the designation and must mark/stamp each page of the materials that the Vendor claims must be exempt from disclosure as “CONFIDENTIAL.” Vendors must also provide a letter to the person listed as the point of contact for this RFP, identifying the specific page number and section of the information you consider to be confidential, commercial or financial and providing your rationale for each designation. Marking or designating an entire proposal, attachment or section as confidential shall neither be accepted nor honored by the State. Vendors must also provide a separate copy of the full and complete document, fully redacting those portions and shall note on the applicable page or pages that the redacted portion or portions are “confidential.” Submissions which do not conform to these instructions by failing to include a redacted copy (if necessary), by failing to include a letter specifying the rationale for each redaction, by failing to designate the redactions in the manner required by these instructions, or by including redactions which are contrary to these instructions or operative law may be rejected by the State as not conforming to the requirements of the proposal. Pricing, which includes but is not limited to, the administrative costs and other performance guarantees in Proposals or any subsequently awarded contract shall be subject to public disclosure regardless of whether it is marked as confidential. Notwithstanding a Vendor’s designations, the State is obligated under the Right-to-Know law to conduct an independent analysis of the confidentiality of the information submitted in a proposal. If a request is made to the State by any person or entity to view or receive copies of any portion of the proposal, the State shall first assess what information it is obligated to release. The State will then notify you that a request has been made, indicate what, if any, information the State has assessed is confidential and will not be released, and specify the planned release date of the remaining portions of the proposal. To halt the release of information by the State, a Vendor must initiate and provide to the State, prior to the date specified in the notice, a court action in the Superior Court of the State of New Hampshire, at its sole expense, seeking to enjoin the release of the requested information. By submitting a proposal, Vendors acknowledge and agree that: a. The State may disclose any and all portions of the proposal or related materials which are not marked as confidential and/or which have not been specifically explained in the letter to the person identified as the point of contact for this RFP; b. The State is not obligated to comply with a Vendor’s designations regarding confidentiality and must conduct an independent analysis to assess the confidentiality of the information submitted in your proposal; and c. The State may, unless otherwise prohibited by court order, release the information on the date specified in the notice described above without any liability to a Vendor. STATE OF NEW HAMPSHIRE DEPARTMENT OF SAFETY DOS RFP 2023-003 – Wellness, Mental Health, and Resiliency Program SECTION 5 - TERMS AND CONDITIONS RELATED TO THE RFP PROCESS Page 22 of 56 5.6 Electronic Posting of Resulting Contract RSA 91-A obligates disclosure of contracts resulting from responses to RFPs. As such, the Secretary of State provides to the public any document submitted to G&C for approval, and posts those documents, including the contract, on its website. Further, RSA 9-F:1 requires that contracts stemming from RFPs be posted online. By submitting a proposal, Vendors acknowledge and agree that, in accordance with the above mentioned statutes and policies, (and regardless of whether any specific request is made to view any document relating to this RFP), any contract resulting from this RFP that is submitted to G&C for approval will be made accessible to the public online via the State’s website. 5.7 Non-Commitment Notwithstanding any other provision of this RFP, this RFP does not commit the Agency to award a Contract. The Agency reserves the right, at its sole discretion, to reject any and all Proposals, or any portions thereof, at any time; to cancel this RFP; and to solicit new Proposals under a new acquisition process. 5.8 Proposal Preparation Cost By submitting a Proposal, a Vendor agrees that in no event shall the Agency be either responsible for or held liable for any costs incurred by a Vendor in the preparation of or in connection with the Proposal, or for work performed prior to the Effective Date of a resulting Contract. 5.9 Ethical Requirements From the time this RFP is published until a contract is awarded, no bidder shall offer or give, directly or indirectly, any gift, expense reimbursement, or honorarium, as defined by RSA 15-B, to any elected official, public official, public employee, constitutional official, or family member of any such official or employee who will or has selected, evaluated, or awarded an RFP, or similar submission. Any bidder that violates RSA 21-G:38 shall be subject to prosecution for an offense under RSA 640:2. Any bidder who has been convicted of an offense based on conduct in violation of this section, which has not been annulled, or who is subject to a pending criminal charge for such an offense, shall be disqualified from bidding on the RFP, or similar request for submission and every such bidder shall be disqualified from bidding on any RFP or similar request for submission issued by any State agency. A bidder that was disqualified under this section because of a pending criminal charge which is subsequently dismissed, results in an acquittal, or is annulled, may notify the Department of Administrative Services (DAS), which shall note that information on the list maintained on the State’s internal intranet system, except in the case of annulment, the information, shall be deleted from the list. 5.10 Debarment Vendors who are ineligible to bid on proposals, bids or quotes issued by the Department of Administrative Services, Division of Procurement and Support Services pursuant to the provisions of RSA 21-I:11-c shall not be considered eligible for an award under this proposal. 5.11 Challenges on Form or Process of the RFP A bidder questioning the Agency’s identification of the selected Vendor may request that the Agency review its selection process. Such request shall be made in writing and be received by the Agency within 5 (five) business days after the rank or score is posted on the agency website. The request shall specify all points on which the bidder believes the Agency erred in its process and shall contain such argument STATE OF NEW HAMPSHIRE DEPARTMENT OF SAFETY DOS RFP 2023-003 – Wellness, Mental Health, and Resiliency Program SECTION 5 - TERMS AND CONDITIONS RELATED TO THE RFP PROCESS Page 23 of 56 in support of its position as the bidder seeks to present. In response, the issuing Agency shall review the process it followed for evaluating responses and, within 5 (five) business days of receiving the request for review, issue a written response either affirming its initial selection of a Vendor or canceling the bid. In its request for review, a bidder shall not submit, and an Agency shall not accept nor consider, any substantive information that was not included by the bidder in its original bid response. No hearing shall be held in conjunction with a review. The outcome of the Agency's review shall not be subject to appeal. STATE OF NEW HAMPSHIRE DEPARTMENT OF SAFETY DOS RFP 2023-003 – Wellness, Mental Health, and Resiliency Program SECTION 6 - CONTRACT TERMS AND AWARD Page 24 of 56 SECTION 6: CONTRACT TERMS AND AWARD 6.1 Non-Exclusive Contract Any resulting Contract from this RFP will be a Non-Exclusive Contract. The State reserves the right, at its discretion, to retain other contractors to provide any of the Services or Deliverables identified under this procurement or make an award by item, part or portion of an item, group of items, or total Proposal. 6.2 Award Any resulting Contract is contingent upon approval of the Contract by Governor and Executive Council of the State of New Hampshire and upon continued appropriation of funding for the Contract. 6.3 Anticipated Contract Term The Vendor shall be fully prepared to commence work after full execution of the Contract by the parties, and the receipt of required governmental approvals, including, but not limited to, Governor and Executive Council of the State of New Hampshire approval (“Effective Date”). The initial Contract Term will begin on the Effective Date and extend through June 30, 2028. The Contract Term may be extended up to Two (2) (“Extended Contract Term”) at the sole option of the State, subject to the parties prior written agreement on terms and applicable fees for each extended Contract Term, contingent upon satisfactory vendor performance, continued funding and Governor and Executive Council approval. 6.4 Standard Contract Terms The Agency will require the successful bidder to execute a Fixed Firm Price Contract. The P-37 State of New Hampshire General Provisions and Exhibits, identified in Appendix I will form the basis of any Contract resulting from this RFP. To the extent that a Vendor believes that exceptions to the standard form Contract will be necessary for the Vendor to enter into the Agreement, the Vendor should note those issues during the Vendor Inquiry Period. The Agency will review requested exceptions and accept, reject or note that it is open to negotiation of the proposed exception at its sole discretion. If the Agency accepts a Vendor’s exception the Agency will, at the conclusion of the inquiry period, provide notice to all potential Vendors of the exceptions which have been accepted and indicate that exception is available to all potential Vendors. Any exceptions to the standard form contract that are not raised during the Vendor inquiry period are waived. In no event is a Vendor to submit its own standard contract terms and conditions as a replacement for the State’s terms in response to this solicitation. 6.4.1. Contract Negotiations and Unsuccessful Bidder Notice If a Vendor is selected, the State will notify the selected Vendor in writing of their selection and the State’s desire to enter into contract discussions. Until the State successfully completes discussions with the selected Vendor, all submitted Proposals remain eligible for selection by the State. In the event contract discussions are unsuccessful with the selected Vendor, the evaluation team may recommend another Vendor. STATE OF NEW HAMPSHIRE DEPARTMENT OF SAFETY DOS RFP 2023-003 – Wellness, Mental Health, and Resiliency Program SECTION 6 - CONTRACT TERMS AND AWARD Page 25 of 56 6.4.2. Subcontractors The Vendor shall remain wholly responsible for performance of the entire Contract regardless of whether a Subcontractor is used. The State will consider the Vendor to be the sole point of contact with regard to all contractual matters, including payment of any and all charges resulting from any Contract. 6.5 Related Documents Required The selected Vendor will be required to submit the following documents prior to Contract approval: a. Certificate of Good Standing obtained by the Secretary of State of New Hampshire. As a condition of Contract award, the Vendor, if required by law, must furnish a Certificate of Authority/Good Standing dated after April 1, 2023 from the Office of the Secretary of State of New Hampshire. If your company is not registered, an application form may be obtained from: Secretary of State State House Annex 25 Capitol Street Concord, New Hampshire 03301 603-271-3244 If your company is registered, a Certification thereof may be obtained from the Secretary of State. b. Certificate of Authority/Vote - The Certificate of Authority/Vote authorizes, by position, a representative(s) of your corporation to enter into an Agreement or amendment with the State of New Hampshire. This ensures that the person signing the Agreement is authorized as of the date he or she is signing it to enter into Agreements for that organization with the State of New Hampshire. The officer’s signature must be either notarized or include a corporate seal that confirms the title of the person authorized to sign the Agreement. The date the Board officer signs must be on or after the date the amendment is signed. The date the notary signs must match the date the Board officer signs. You may use your own format for the Certificate of Authority/Vote as long as it contains the necessary language to authorize the Agreement signatory to enter into Agreements and amendments with the State of New Hampshire as of the date they sign. CERTIFICATE OF AUTHORITY/VOTE CHECKLIST 1) SOURCE OF AUTHORITY Authority must come from the governing body, either: • A majority voted at a meeting; or • The body provided unanimous consent in writing; or • The organization’s policy or governing document. STATE OF NEW HAMPSHIRE DEPARTMENT OF SAFETY DOS RFP 2023-003 – Wellness, Mental Health, and Resiliency Program SECTION 6 - CONTRACT TERMS AND AWARD Page 26 of 56 2) SOURCE OF AUTHORITY WAS IN EFFECT ON DAY AGREEMENT OR AMENDMENT WAS SIGNED Certificate must show that the person signing the Contract had authority when they signed the Agreement or Amendment, either: • Authority was granted the same day as the day the Agreement or Amendment was signed; or • Authority was granted after the day the Agreement or amendment was signed and the governing body ratifies and accepts the earlier execution; or • Authority was granted prior to the day the Agreement or amendment was signed and it has not been amended or repealed as of the day the Contract was signed. 3) APPROPRIATE PERSON SIGNED THE CERTIFICATE The person signing the certificate may be the same person signing the Agreement or Amendment only if the certificate states that the person is the sole director (for corps) or sole member (for LLCs). c. Certificate of Insurance - Certificates of Insurance evidencing coverage as required under the contract. • Comprehensive general liability insurance against all claims of bodily injury, death or property damage ($1,000,000 per occurrence and $2,000,000 aggregate) • Certificate Holder must be: State of NH, Department of Safety Commissioner, Department of Safety, 33 Hazen Drive Concord, NH, 03301 d. Workers Compensation - coverage must comply with State of NH RSA 281-A. Workers Compensation coverage may be indicated on the insurance form described above. STATE OF NEW HAMPSHIRE DEPARTMENT OF SAFETY DOS RFP 2023-003 – Wellness, Mental Health, and Resiliency Program APPENDIX A - VENDOR CONFERENCE REQUIREMENTS Page 27 of 56 Applicable A Mandatory Vendor Conference will be held at the following location on the date and at the time identified in the Schedule of Events: DEPARTMENT OF SAFETY 33 HAZEN DRIVE CONCORD, NH 03305 All Vendors who intend to submit Proposals must attend the Vendor Conference. Attendance by teleconference IS permitted, and conference call information will be Emailed to registrants upon request. Vendors are requested to RSVP via Email by the date identified in the Schedule of Events, indicating the number of individuals who will attend the Vendor Conference. Vendors are allowed to send a maximum number of 3 representatives. Vendors will have an opportunity to ask questions about the RFP and the State will make a reasonable attempt to answer questions it deems appropriate. Questions may include, without limitation, a request for clarification of the RFP; a request for changes to the RFP; suggestions or changes to the RFP that could improve the RFP competition or lower the offered price; and to review any applicable Documentation. Vendors are encouraged to Email inquiries at least fourty-eight (48) hours prior to the Vendor Conference. No responses will be given prior to the Vendor Conference. Oral answers will not be binding on the State. The State’s final response to Vendor inquiries and any requested changes to terms and conditions raised during the Vendor Inquiry Period will be posted to the DAS Website by the date specified as the final State responses to Vendor inquiries as specified in the Schedule of Events. Vendors are responsible for any costs associated with attending the Vendor Conference. Remainder of this page intentionally left blank STATE OF NEW HAMPSHIRE Department of Safety DOS RFP 2023-003 – Wellness, Mental Health, and Resiliency Program APPENDIX B BUSINESS / TECHNICAL REQUIREMENTS AND DELIVERABLES Page 28 of 56 The State is seeking a Wellness, Mental Health Resiliency platform, which provides the mandatory requirements outlined in Attachment A: Business & Technical Requirements. The department seeks a platform, which will be anonymous, yet has the ability collect demographic data to collect certain non-identifiable information when doing activities such as assessments (e.g. agency, role, location, etc.). The State also requires the ability for the software to be flexible enough to allow the agency to configure its own content such as publishing and referencing external contacts and programs that provide overlapping services within the Agency (existing Employee Wellness & EAP programs, Peer Support Groups, etc.). In addition to the work items provided below, the State is also seeking a hosting agreement with potential vendors to host this system in the cloud and additional maintenance and support. • All services and software configuration and development associated with the implementation of the wellness program and its associated business process impacts. • Overall support and coordination, analyzing and business process definition, configuring the software, provide user training, testing, and communication / other system support services. • Ensuring that the wellness program is successfully implemented and adopted. • Provides onboarding services to outline best practices for a successful launch to constituents (First Respondents). • Contracted outside services for Mental Health providers (optional). The Vendor shall provide its Services to the State and its end users solely from data centers within the Continental United States. All storage, processing and transmission of State Data shall be restricted to information technology systems within the Continental United States. The Vendor shall not allow its personnel or sub-contractors to store State data on portable devices, including personal computers, except as specified and allowed by the Contract, and then only on devices that are used and kept at its data centers within the Continental United States. The Vendor shall permit its personnel and contractors to access State data remotely only to provide technical support and as specified or required by the Contract. The Contractor shall conduct criminal background checks and not utilize any staff, including subcontractors, to fulfill the obligations of the Contract who have been convicted of any crime of dishonesty, including but not limited to criminal fraud, or otherwise convicted of any felony or misdemeanor offense for which incarceration for up to 1 year is an authorized penalty. The Contractor shall promote and maintain an awareness of the importance of securing the State’s information among the Contractor’s employees and agents. STATE OF NEW HAMPSHIRE Department of Safety DOS RFP 2023-003 – Wellness, Mental Health, and Resiliency Program APPENDIX B BUSINESS / TECHNICAL REQUIREMENTS AND DELIVERABLES Page 29 of 56 The State may, at its sole expense, conduct reference and background screening of the Contractor’s Project Manager and Key Project Staff. The State shall maintain the confidentiality of background screening results in accordance with the Contract Agreement. Business and Technical Requirements are identified in the Business and Technical Requirements Workbook attachment. Vendors shall review the instructions and complete the workbook. Vendor shall be responsible for meeting the Deliverables, Activities and/or Milestones identified in Table B-3: Deliverables. Table B-3: Deliverables DELIVERABLES ACTIVITY, DELIVERABLE, OR MILESTONE DELIVERABLE TYPE PLANNING AND PROJECT MANAGEMENT 1 Implementation Plan To Include: Work Plan, Implementation Plan, Change Management processes, Interface Plan etc. Written 2 Software Configuration Plan Written 3 Testing Plan Written 4 Comprehensive Training Plan and Curriculum Written 5 End User Support Plan Written 6 Documentation of Operational Procedures Written TESTING 7 Conduct Integration Testing Non-Software 8 Conduct User Acceptance Testing Non-Software 9 Perform Production Tests Non-Software 10 Conduct System Performance (Load/Stress) Testing Non-Software 11 Certification of 3rd Party Pen Testing and Application Vulnerability Scanning. Non-Software SYSTEM DEPLOYMENT 15 Conduct Training Non-Software 16 Execute Security Plan Non-Software OPERATIONS 17 Ongoing Hosting Support Non-Software 18 Ongoing Support & Maintenance Software STATE OF NEW HAMPSHIRE Department of Safety DOS RFP 2023-003 – Wellness, Mental Health, and Resiliency Program APPENDIX B BUSINESS / TECHNICAL REQUIREMENTS AND DELIVERABLES Page 30 of 56 Remainder of this page intentionally left blank STATE OF NEW HAMPSHIRE Department of Safety RFP 2023-003 – Wellness, Mental Health, and Resiliency Program APPENDIX C TOPICS FOR MANDATORY RESPONSES Page 31 of 56 This section provides a series of technical topics that the State of New Hampshire will consider in selecting a Solution for this RFP. Responses provided should be relevant to the Project described within this RFP. Vendors must limit narrative responses describing the Software, Technical, Services and Project Management topics defined for this Project. The following table identifies specific topics for narratives. A page limit is identified for each topic. If a response to a topic exceeds the page limit, the State will limit its consideration to the prescribed page limit. TABLE C: Topics PAGE LIMIT C-1 Proposed Solution Topic 1 – Description of Solution 7 - Attachment Unlimited (optional) Topic 2 – Technical Architecture 5 Topic 3 – Enhancements and New Releases 5 C-2 Vendor’s Technical, Service and Project Management Experience C-2.1 Security and Protection of Data Topic 5 – System Security 10 Topic 5 – Security Testing 3 C-2.2 State Personnel and Training Topic 6 – User Training Approach 3 Topic 7 – Preparation and Expectations of State Staff including Technical Knowledge Transfer 4 C-2.3 Project Execution Topic 8 – Implementation Approach 10 Topic 9 – Testing Management 6 C-2.4 Project Management Topic 10 – System Acceptance Criteria 6 Topic 11 – Work Plan, Status Meetings and Reports No Limit Topic 12 – Project Risk and Issue Management 3 Topic 13 – Scope Control 2 Topic 14 – Quality Assurance Approach 6 C-2.5 Ongoing Operations For Vendor Hosted Solution Topic 15 – Hosted System 5 Topic 16 – Backup and Recovery 2 Topic 17 – Support and Maintenance for Vendor Hosted System 2 TOPIC 1 DESCRIPTION OF SOLUTION The State will evaluate whether the proposed Solution includes the required features. STATE OF NEW HAMPSHIRE Department of Safety RFP 2023-003 – Wellness, Mental Health, and Resiliency Program APPENDIX C TOPICS FOR MANDATORY RESPONSES Page 32 of 56 1. Provide a detailed description of your proposed Solution, including features and functionality. 2. Describe how your Solution meets the business requirements in B-2 Business Requirements/Technical Requirements. 3. Describe ease of use and user friendliness of your proposed Solution including learning curve, navigation. Highlight in detail specific advantages to the user Interface. What methodology do you use to ensure that your user Interface is user friendly? 4. Provide an attachment with product literature describing the functionality of the proposed Software. Provide a table that maps your literature with topics listed in this Appendix. Include references to page numbers. TOPIC 2 TECHNICAL ARCHITECTURE The State will evaluate the degree to which the architecture can be supported over an extended period, including the ease of support. 1. Describe the technical architecture (software, hardware, and Network) of the proposed Solution. 2. Describe how your Solution meets the technical requirements in B-2 Business Requirements/Technical Requirements. 3. How will the proposed software Solution be accessed (i.e. Web Browser over Internet, Mobile Application, etc.)? 4. Describe any additional software that will be required on end-point devices and the access authorization level required to install it. 5. Describe any add-on or third-party Software required. 6. Is your product dependent on a solution not included in this proposal? 7. Is the proposed application considered Open-Source Software? 8. Describe any Open-Source Software used by the proposed Solution. 9. Describe the degree to which the proposed Solution meets the requirements of RSA chapter 21-R:10, 21-R:11, 21-R:13. http://www.gencourt.state.nh.us/rsa/html/i/21- r/21-r-mrg.htm 10. Describe any hardware requirements associated with the hardware Solution. TOPIC 3 ENHANCEMENTS AND NEW RELEASES The State will evaluate the degree to which the solution appears likely to evolve and the burden, if any, of keeping pace with the expected evolution. Discuss the following aspects of anticipated future releases of the proposed Solution. Coverage should include but not be limited to the following: 1. What types (maintenance, Enhancement, other) of releases are planned? 2. What is the historical (past 3 years) and expected frequency of each type of new release? 3. How is the content of future releases determined? Required maintenance, security, user input? STATE OF NEW HAMPSHIRE Department of Safety RFP 2023-003 – Wellness, Mental Health, and Resiliency Program APPENDIX C TOPICS FOR MANDATORY RESPONSES Page 33 of 56 4. Are Enhancements made for specific clients included in future releases for all clients? 5. What specific Enhancements are planned for release within the next 24 months? 6. How is the content of a release communicated to the client? 7. Can components of a release be applied individually or by Module without adversely affecting the overall functionality of the System? 8. How long is a release supported? TOPIC 4 SYSTEM SECURITY The State will evaluate the degree to which the proposed System is designed and architected to ensure the confidentiality and integrity of its valued asset, Data. 1. Describe the System security design and architectural features incorporated into the proposed Solution including: a. If bidding on optional telehealth services explain how your platform is HIPAA compliant. Baseline Plus sections of the Vendor Risk Assessment Report should also be provided if offering these services. b. The Intrusion Detection methods used to ensure the detection, recording and review of attempted access or modification by unauthorized individuals. c. The privacy methods used to ensure that confidential Data and sensitive communications are kept private. d. The system maintenance methods used to ensure that system maintenance does not unintentionally disrupt the security mechanisms of the Application or supporting hardware. e. Your Software patch schedule employed to protect the Software from new security vulnerabilities as they arise. f. The ability of your Software to be installed in a “locked-down” fashion so as to turn off unnecessary features (user accounts, Operating System Services, etc.) thereby reducing the Software’s security vulnerabilities and attack surfaces available to System hackers and attackers. g. The notification and escalation process in the event of an intrusion. Describe the System assurance provisions incorporated into the proposed Software. At a minimum, discuss the following: 1. What process or methodology is employed within the proposed Software to ensure Data integrity? 2. To what degree does your approach rely on System assurance capabilities? TOPIC 5 SECURITY TESTING The State will evaluate the Vendor’s approach to Security Testing. STATE OF NEW HAMPSHIRE Department of Safety RFP 2023-003 – Wellness, Mental Health, and Resiliency Program APPENDIX C TOPICS FOR MANDATORY RESPONSES Page 34 of 56 1. Describe the testing tools and methodologies used for testing the security of the Software Application and Hosting environment. 2. How can you ensure the security and confidentiality of the State Data collected on the system? 3. What security validation Documentation will be shared with the State? 4. Do you use internal or external resources to conduct Security Testing? TOPIC 6 USER TRAINING APPROACH The State will evaluate whether the training approach is likely to prepare users adequately to use the new System from the day of deployment, including maximum knowledge transfer to allow the State to conduct its own training in the future. 1. Describe in detail the options for Vendor-supplied training. Include a proposed training schedule, training topics, and options for participation (e.g., in-person, webinars, one-on-one, on-line on-demand) that you would provide. 2. Describe in detail the Documentation that is available to support the training of users of your proposed Solution. Include help screens, On-line or printable manuals and Knowledge bases. If any of these resources would need to be developed or modified for your proposed Solution include a timeline for their availability. If there are access restrictions on any of this material indicate what those restrictions are. TOPIC 7 PREPARATION AND EXPECTATIONS OF STATE STAFF INCLUDING TECHNICAL KNOWLEDGE TRANSFER The State will evaluate whether the provisions to prepare State staff participating in the Project will enable the staff to contribute appropriately and the State will evaluate requirements for State staff to support the system after Implementation. 1. Describe how State staff assigned to the Project Team will be involved throughout the Project, including design meetings, decision making, and scope control. 2. Provide an overview of Project Team interactions and dependencies between functions. 3. Provide recommendations for State staff requirements to maintain the system after Implementation (skill, # of resources, etc.) Include a worksheet or table identifying State staff resources and the projected number of weekly hours to support the system moving forward. 4. The transfer of technical knowledge is important for operations, configuration/development, workflow, business setup, maintenance, and management. Address, training curriculum, training priorities and prerequisites, specific commercial and custom course, and one-on-one learning opportunities for State staff. 5. Describe and provide samples of the available Documentation supporting the System. Does the Documentation include technical specifications, troubleshooting tips, technical contact information? STATE OF NEW HAMPSHIRE Department of Safety RFP 2023-003 – Wellness, Mental Health, and Resiliency Program APPENDIX C TOPICS FOR MANDATORY RESPONSES Page 35 of 56 TOPIC 8 IMPLEMENTATION APPROACH The State will evaluate the quality of analysis, reasonableness, and flexibility evident in the proposed Implementation approach. 1. Provide one or more feasible Implementation Plans. For each plan provided: a. Identify timeframes for major milestones, including timing for discontinuing legacy Systems. b. Discuss cost implications of the plan, including implications on maintenance fees and available Implementation options that would lower costs c. Address the level of risk associated with each plan. d. Why is this the approach you recommend? e. Will the Vendor provide a tool for the State and the Vendor to communicate and share information throughout the Project – i.e. SharePoint, Portal? f. Describe your experience with launching similar initiatives in other organizations to drive maximal adoption rates. TOPIC 9 TESTING MANAGEMENT The Contractor shall provide end-to-end planning and preparation for testing and Acceptance of solutions throughout the Project using an industry standard methodology. Describe in detail the end to end testing methodology you propose for this Project. 1. Describe testing tools that will be used as part of the Solution testing. Will these tools be available to the State or will the State be required to purchase tools? 2. What support will be provided to prepare State staff prior to and during Acceptance Testing? (Training, user Documentation, staff on site, remote support, etc.) 3. Provide a sample User Acceptance Test Plan from a completed project as an appendix. TOPIC 10 SYSTEM ACCEPTANCE CRITERIA The State will evaluate whether proposed Acceptance criteria will assure the State that the new System is functioning effectively before being turned over for State for User Acceptance Testing. 4. Propose measurable criteria for State final Acceptance of the System. TOPIC 11 WORK PLAN, STATUS MEETINGS AND REPORTS The State will evaluate whether the Vendor’s preliminary proposed Work Plan includes a description of the Schedule, tasks, Deliverables, major milestones, task dependencies, and a payment Schedule. The Work Plan shall also address resource allocations (both State and Vendor team members). This narrative should reflect current Project Management “best practices” and be consistent with narratives on other topics. The Software to be used to support the ongoing management of the Project should also STATE OF NEW HAMPSHIRE Department of Safety RFP 2023-003 – Wellness, Mental Health, and Resiliency Program APPENDIX C TOPICS FOR MANDATORY RESPONSES Page 36 of 56 be described in the Work Plan. Additionally, the State will evaluate the degree to which Project Reporting will serve the needs of State Project leaders. 1. The State sees a Work Plan as essential to reaching a comprehensive agreement with a Vendor. Consequently, the State will seek to refine the proposed Work Plan prior to Contract approval with the selected Vendor and to incorporate the refined Work Plan by reference into a Contract. 2. Provide a preliminary Work Plan depicting task, task dependencies, Schedule, milestones/critical events, Deliverables, and payment Schedule. Include the Deliverables outlined in Appendix B (Business/Technical Requirements and Deliverables), appropriate status meetings and Reports, and include other Deliverables that you, based on experience, would recommend be developed on this Project. TOPIC 12 PROJECT RISK AND ISSUE MANAGEMENT The State will evaluate the extent to which the proposed approach will contribute to the timely identification and effective action on project issues and risks. The State will also evaluate whether the approach recognizes and addresses appropriate State involvement in project risk and issue management. 1. Provide proposed methodologies for project risk and issue management. Discuss State and Vendor responsibilities. The State seeks a clear means to compare planned versus actual status, including percentages, at a sufficiently detailed level to ensure the State can adequately monitor the progress of the Project. Be sure to identify any essential time constraints on State actions. Escalation procedures will be defined in a Contract between the State and the Vendor. TOPIC 13 SCOPE CONTROL The State will evaluate the degree to which proposed modifications in scope are scrutinized to ensure that only essential changes are approved. Evaluation will also address the quality and timeliness of information that will be available about a proposed scope change. 1. Demonstrate your firm’s ability to manage scope creep by discussing tools and methodologies, as well as past project experiences. TOPIC 14 QUALITY ASSURANCE APPROACH The State will evaluate the degree to which proposed procedures will ensure that Deliverables require limited modification when submitted for approval. 1. Describe the methodology that will be employed to assure that each type of Deliverable is of high quality before submission for State consideration (Written, Software, and Non-Software). Discussion should include but not be limited to: 2. Provision for State input to the general content of a Written Deliverable and Non- Software Deliverables prior to production. 3. The standard for Vendor internal Review of a Written Deliverable and Non-Software Deliverables prior to formal submission; and 4. STATE OF NEW HAMPSHIRE Department of Safety RFP 2023-003 – Wellness, Mental Health, and Resiliency Program APPENDIX C TOPICS FOR MANDATORY RESPONSES Page 37 of 56 TOPIC 15 HOSTED SYSTEM Describe the service model offered. 1. Service is Commercial Off the Shelf Software (COTS), Software-as-a-Service (SaaS), Platform-as-a-service (PaaS), or Infrastructure-as-a-Services (IaaS). Refer to the glossary for definitions. 2. The State requires the service provider to use web services exclusively to Interface with the State of New Hampshire’s Data in near Real-Time when possible. Describe any client software or plug-in downloads that may be required. It is preferred the service provider’s relevant Data Center(s) are certified to the Federal Information Security Management Act (FISMA) level 3 ATO4 and/or Federal Risk and Authorization Management Program (FedRAMP) CSP5 and have independent annual SOC 2 Type 2 audits performed. 1. Provide Certifications and latest audit of the Data Center(s) being used in the Solution offered. 2. If Certifications and audits cannot be provided the service provider will be required to implement and maintain appropriate administrative, technical and organizational security measures to safeguard against unauthorized access, disclosure or theft of Personal Information and Non-Public Information. Such security measures must be in accordance with recognized industry practices such as in the National Institute of Standards and Technology (NIST) Controls 800-53 Rev 4 where applicable. Describe controls including but not limited to: i. Data storage, Data Encryption, Data destruction, Data location, Data handling, ii. business continuity and disaster recovery plan; iii. Security incident or Data Breach notification, iv. change control and maintenance, v. patching and upgrades 3. Describe how the service provider will provide compliance to all Federal and State of New Hampshire laws, regulations, statutes, policies, standards, and best practices relevant to internet based Hosting. 4. The State requests regularly scheduled Reporting to the State of New Hampshire. Describe the availability of Reports available to the State including latency statistics, user access, user access IP address, user access history and security logs for all State of New Hampshire files related to this RFP . 5. The State requires the system to be available 24/7/365 (with agreed-upon maintenance downtime), and for the Vendor to provide service to customers as defined in a Service Level Agreement (SLA) which will be developed and agreed to in the Contract phase. The State also requires the service provider to guarantee 99.9% uptime (excluding agreed-upon maintenance downtime). Describe how you will meet these requirements. STATE OF NEW HAMPSHIRE Department of Safety RFP 2023-003 – Wellness, Mental Health, and Resiliency Program APPENDIX C TOPICS FOR MANDATORY RESPONSES Page 38 of 56 TOPIC 16 BACKUP AND RECOVERY The State seeks a sound Backup and Recovery provision as part of the Solution. 1. Describe the tools used for Backup and Recovery of Applications and Data. 2. Describe timelines for scheduled backup of Data and Servers including the retention schedule. Describe the impact of the proposed backup process on the operation of the System. The State will evaluate the degree to which the proposed plan to assure business continuity mitigates risk to the State, and its potential for Implementation (cost effective and easy to implement). 1. Provide a plan for business continuity if a disaster occurs at the Data center that is Hosting the proposed Solution. 2. The State believes that additional Software License fees solely related to redundancy for assurance of business continuity would be inappropriate. If the Proposal differs from this standard, describe, and provide rationale for the difference. TOPIC 17 SUPPORT AND MAINTENANCE FOR VENDOR HOSTED SYSTEM The State will evaluate whether the Vendor’s proposed support and maintenance plan includes a description of the types and frequency of support, detailed maintenance tasks – including Scheduled maintenance and upgrades, and any other dependencies for on-going support and maintenance of the system. This narrative should reflect current “best practices” for these tasks. 1. Describe how the System hardware, Software, and Database will be maintained in accordance with the Specifications, terms, and conditions of the RFP, including providing upgrades and fixes as required. 2. Describe the Help Desk Support that will be available to State staff including hours of operation, phone vs Email, access to technical support staff. 3. Detail the types and frequency of support tasks required. 4. Describe any different levels and or models of support and maintenance that you provide 5. Describe how the State will be informed of emergency maintenance or system outages? 6. Describe how the Vendor will ensure all hardware and Software components of the Vendor Hosting infrastructure will be fully supported by their respective manufacturers at all times. All critical patches for Operating Systems, Databases, web services, etc., shall be applied within sixty (60) days of release by their respective manufacturers. Remainder of this page intentionally left blank. STATE OF NEW HAMPSHIRE Department of Safety RFP 2023-003 – Wellness, Mental Health, and Resiliency Program APPENDIX D: STANDARDS FOR DESCRIBING VENDOR QUALIFICATIONS Page 39 of 56 Vendor qualifications are important factors in selecting Software and accompanying Implementation and Support Services. To facilitate evaluation of Vendor qualifications, the State seeks information about: a. Corporate qualifications of each Vendor proposed to participate in the Project; b. Proposed team organization and designation of key staff; c. Individual qualifications of Candidates for the role of Project Manager; and d. Individual qualifications of Candidates for other key staff roles. e. This Appendix identifies specific information that must be submitted. Describe the major business areas of the firm and length of time in business. Provide a high- level description of the firm’s organization and staff size. Discuss the firm’s commitment to the public sector, experience with this type of Project Implementation and experience in New Hampshire. D-2.1. Financial Strength Provide at least one of the following: a. The current Dunn & Bradstreet Report on the firm; b. The firm’s two most recent audited financial statements; and the firm’s most recent un- audited, quarterly financial statement; c. The firm's most recent income tax return. D-2.2. Litigation The relevance of involvement of the company in litigation will be considered. Identify and describe any claims made by clients during the last ten (10) years. Discuss merits, current status and, if available, outcome of each matter. D-2.3. Prior Project Descriptions Provide descriptions of no more than Three (3) similar projects completed in the last Five (5) years. Each project description should include: a. An overview of the project covering type of client, objective, project scope, role of the firm and outcome; b. Project measures including proposed cost, actual project cost, proposed project schedule and actual project schedule; c. Names and contact information (name, title, address and current telephone number) for one or two references from the client; and d. Names and project roles of individuals on the Vendor proposed team for the New Hampshire Project that participated in the project described. D-2.4. Subcontractor Information Vendors must provide information on any Subcontractors proposed to work on this Project. Required information shall include but not be limited to: a. Identification of the proposed Subcontractor and a description of the major business areas of the firm and their proposed role on the Project; b. A high-level description of the Subcontractor’s organization and staff size; STATE OF NEW HAMPSHIRE Department of Safety RFP 2023-003 – Wellness, Mental Health, and Resiliency Program APPENDIX D: STANDARDS FOR DESCRIBING VENDOR QUALIFICATIONS Page 40 of 56 c. Discussion of the Subcontractor’s experience with this type of Project; d. Resumes of key personnel proposed to work on the Project; e. Two references from companies or organizations where they performed similar services (if requested by the State); and f. Physical location of Subcontractor’s headquarters and branch offices, including offshore locations. Provide an organizational chart depicting the Vendor Project Team. This chart should identify key staff required from the Vendor, any Subcontractors, and the State. Define the responsibilities and length of assignment for each of the roles depicted in the organizational chart. Identify the positions that should be designated key staff. Ensure that designation of key Vendor staff includes subject matter experts. A single team member may be identified to fulfill the experience requirement in multiple areas. D-3.1 Candidates for Project Manager and Key Vendor Staff Roles Although the State recognizes that staff availability is somewhat uncertain, qualifications of the Project Manager are particularly critical. Therefore, the State requires that the Project Manager be identified with some degree of certainty. For the Project Manager Candidate, and all other Key Vendor Staff Roles, provide a resume not to exceed three (3) pages in length addressing the following: a. The candidate’s educational background; b. An overview of the candidate’s work history; c. The candidate’s project experience relevant to the proposed project, including project type, project role and duration of the assignment. d. Any significant Certifications held by or honors awarded to the candidate; and e. At least three (3) references, with publicly available contact information that can address the candidate’s performance on past projects. Remainder of this page intentionally left blank. STATE OF NEW HAMPSHIRE Department of Safety RFP 2023-003 – Wellness, Mental Health, and Resiliency Program APPENDIX E PRICING Page 41 of 56 Vendor’s Price Proposal must be based on the worksheets formatted as described in this Appendix. The Vendor must assume all reasonable travel and related expenses. All labor rates will be “Fully Loaded”, including, but not limited to: meals, hotel/housing, airfare, car rentals, car mileage, and out- of-pocket expenses. Please utilize the following table to detail the required Software & Hosting costs associated with your Proposal. Table E-1.1. SOFTWARE & HOSTING LICENSE PRICING WORKSHEET SOFTWARE ITEM INITIAL COST 1 2 3 Total NOTE to Vendor: Key Assumption(s): Vendors should add/use a separate row for each Software License item proposed. Use the following table to provide a detailed listing of the annual operational costs of each Software product that is part of your Proposal, including operations, maintenance, and support. This should not include the initial cost identified in the Software License Cost Table listed above. Table E-1.2. SOFTWARE OPERATIONS, MAINTENANCE, AND SUPPORT PRICING WORKSHEET SOFTWARE NAME SFY 1 SFY 2 SFY 3 SFY 4 SFY 5 SFY 6 SFY 7 Total NOTE to Vendor: Key Assumption(s): Vendors should add/use a separate row for each Software package proposed that requires annual support costs. STATE OF NEW HAMPSHIRE Department of Safety RFP 2023-003 – Wellness, Mental Health, and Resiliency Program APPENDIX E PRICING Page 42 of 56 Please complete the following table that should summarize all Implementation costs associated with your Proposal. Table E-1.3. IMPLEMENTATION COST SUMMARY PRICING WORKSHEET COST TABLE # COST TYPE TOTAL COST 1 E-1.1. Software & Hosting License Pricing (Total from Software License Pricing Worksheet) 2 E-1.2. Software Operations, Maintenance, and Support Pricing (Total from Software Operations, Maintenance, and Support Pricing Worksheet) Grand Total The State may request additional services from the selected Vendor and require rates in the event that additional services are required. The following format must be used to provide this information. The New Hampshire State Fiscal Year (SFY) runs from July 1 of the preceding calendar year through June 30 of the applicable calendar year. This information is for reference purposes only and will not be taken into account during our price proposal scoring. Table E-1.4. FUTURE VENDOR PRICING WORKSHEET VENDOR ROLE SFY 1 SFY 2 SFY 3 SFY 4 SFY 5 SFY 6 SFY 7 Project Manager Trainer Software Developer Total NOTE to Vendor: Key Assumption(s): Denote key roles by adding “(key)” to the ‘Name/Vendor’s Role’ column. Add as many rows as necessary to complete the full proposed team. Remainder of this page intentionally left blank. STATE OF NEW HAMPSHIRE Department of Safety RFP 2023-003 – Wellness, Mental Health, and Resiliency Program APPENDIX F TERMS AND DEFINITIONS Page 43 of 56 The following general contracting terms and definitions apply except as specifically noted elsewhere in this document. Term Definition Acceptance Notice from the State that a Deliverable has satisfied Acceptance Test or Review. Agreement A Contract duly executed and legally binding. Commercial Off The Shelf Software Software that is purchased from a vendor and is ready for use with little or no change. Confidential Information Information required to be kept Confidential and restricted from unauthorized disclosure under the Contract. “Confidential Information” or “Confidential Data” means all private/restricted confidential information disclosed by one party to the other such as all medical, health, financial, public assistance benefits and personal information including without limitation, Protected Health Information and Personally Identifiable Information. Confidential Information also includes any and all information owned or managed by the State of NH - created, received from or on behalf of any state agency or accessed in the course of performing contracted services - of which collection, disclosure, protection, and disposition is governed by state or federal law or regulation. This information includes, but is not limited to Personal Health Information (PHI), Personally Identifiable Information (PII), Federal Tax Information (FTI), Social Security Numbers (SSN), Payment Card Industry (PCI), and or other sensitive and confidential information. Contract An agreement between the State of New Hampshire and a Vendor which creates binding obligations for each party to perform as specified in the contract documents. Contract documents include the State P-37 General Provisions, and all Exhibits and attachments, which represent the understanding and acceptance of the reciprocal legal rights and duties of the parties with respect to the Scope of Work. Data State records, files, forms, electronic information and other documents or information, in either electronic or paper form, that will be used /converted by the Vendor during the contract term. Data Breach “Data Breach” means the loss of control, compromise, unauthorized disclosure, unauthorized acquisition, unauthorized access, or any similar term referring to situations where persons other than authorized users and for an other than authorized purpose have access or potential access to personally identifiable information, whether physical or electronic. With regard to Protected Health Information, “Data Breach” shall have the same meaning as the term “Breach” in section 164.402 of Title 45, Code of Federal Regulations. STATE OF NEW HAMPSHIRE Department of Safety RFP 2023-003 – Wellness, Mental Health, and Resiliency Program APPENDIX F TERMS AND DEFINITIONS Page 44 of 56 Deficiency (-ies)/Defects A failure, shortcoming or error in a Deliverable resulting in a Deliverable, the Software, or the System, not conforming to its Specifications. Deliverable A Deliverable is any Written, Software, or Non-Software Deliverable (letter, report, manual, book, code, or other), provided by the Contractor to the State or under the terms of a Contract requirement. Documentation All information that describes the installation, operation, and use of the Software, either in printed or electronic format. Enhancements Updates, additions, modifications to, and new releases for the Software or System, and all changes to the Documentation as a result of improvement in quality, value, or extent. Hosted Services Applications, IT infrastructure components or functions that organizations access from external service providers, typically through an internet connection. Hosted System The combination of hardware, software and networking components used by the Application Service Provider to deliver the Hosted Services. Identification and Authentication Supports obtaining information about those parties attempting to log on to a system or application for security purposes and the validation of those users. Implementation The process for making the System fully Operational for processing the Data. Infrastructure as a Service (IaaS) The Contractor is responsible for ownership and management of the hardware that support the software, including servers, networking and storage. Non-Public Information Information, other than Personal Information, that is not subject to distribution to the public as public information. It is deemed to be sensitive and confidential by the State because it contains information that is exempt by statute, ordinance, agreement or administrative rule from access by the general public as public information. Open Source Software Software that guarantees the user unrestricted use of the Software as defined in RSA chapter 21-R:...

25 Capitol Street, State House Annex Concord, NH 03301-6398Location

Address: 25 Capitol Street, State House Annex Concord, NH 03301-6398

Country : United StatesState : New Hampshire

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