Questions and Answers
Business Transformation (BT) Services
Document #: 0A1256
Question: Page 41 of the RFP lists 12. Equipment and System Elements and 13. Pre-Existing Materials as required tabbed sections for the response. There doesn’t seem to be corresponding instructions for those sections in the pages that follow page 41. Will the State please provide instructions for those two sections or provide an updated list of required tabs, if the inclusion of these two sections is an error in the outline on page 41?
Answer: These two tabs are not required as part of the offeror’s proposal.
Question: While it is understood that it will be the ongoing responsibility of the vendor to meet executive stakeholder expectations and direction, what specific agency/role will serve as the Executive Sponsor to govern the CoE development and execution?
Answer: DAS will be the executive sponsor to govern the COE development and execution. DAS will get leaders from other agencies involved as required for a particular project.
Question: What current projects/initiatives would fall under the scope of the newly created CoE? Is this focused on technology-driven changes or any broader change initiative (e.g., reorganizations, policy, etc.)? This is in reference to: Base Document, 1.1 Purpose, Page 4
Answer: No specific projects/programs are expected to fall under the scope of the newly created COE at this time. The objective is to establish the COE for future projects/programs that will be implemented either as part of Ohio Benefits program or other projects implemented by DAS. Even though the focus will be on technology-driven projects, the State expects the methodology/capabilities being proposed are extensible to other areas such as policy changes.
Question: What is meant by “financial analysis” and “cost implications”? Can you share additional context or information regarding this requirement? This is in reference to: Supplement 1, 2.2.3. Business Readiness for Current and Future Income-Based Programs, pg. 16
Answer: The Business Readiness Management Plan for any new program implementation should include the financial impact on an organization, of each change to the existing processes due to new system implementation. Section 2.2.3 provides the expectations of a Business Readiness Plan. The offeror should demonstrate experience of developing Business Readiness plans including the fiscal impacts.
Question: What OCM roles currently exist/are staffed at DAS or elsewhere in the state? Will existing State OCM resources become part of the CoE? This is in reference to: Supplement 1 - General content, no specific section
Answer: As part of the COE implementation, the State expects the offeror to propose the required State staff to run the organization. State does not have any dedicated OCM staff at this time.
Question: Will the OB/HHS BI system include one or more training environments? This is in reference to: Supplement 1, 126.96.36.199 Training Date Sets, pg. 22
Answer: Currently, OB/HHS BI has one training environment. For future programs, State may have more than one training environments depending upon the project needs.
Question: Does the state have existing communication channels that can be leveraged, or will that vary by project the CoE is supporting? This is in reference to: Supplement 1, 2.1. Current and Future Scope Outline, pg. 9
Answer: For existing programs like Ohio Benefits, State does have communication channels that can be leveraged. For new projects the COE may support in future, the communication channels may vary.
Question: With regards to the Train-the-trainer requirements, how many existing trainers does the State anticipate to be trained? This is in reference to: Supplement 1 Final, 188.8.131.52 Training Delivery, pg. 21
Answer: For Ohio Benefits, there are about 15 trainers (i.e. train-the-trainer). Depending upon the need for a specific program to be implemented, the State may train these current trainers.
Question: Does the State have one or multiple LMS platforms they plan to leverage when creating a central CoE? This is in reference to: Supplement 1 Final, 184.108.40.206 Training Date Sets, page 22
Answer: State currently has one LMS platform that will be leveraged.
Question: How does the State currently register and track training attendees across agencies? This is in reference to: Supplement 1, 220.127.116.11 Training Delivery, pg. 21
Answer: The participants register for a particular training in the LMS tool. The same tool is also used to track attendance/progress. State also uses sign-in sheets as additional tool for tracking progress for in-person training sessions.
Question: Has the state performed any as-is analysis or documenting of processes or is this expected to start from with the Business Transformation initiative? This is in reference to: Supplement 1, 2.2.3. Business Readiness for Current and Future Income-Based Programs, pg. 15
Answer: Section 2.2.3 applies to future programs and thus, there is no as-is analysis or documentation that is currently available. For the program/s where the as-is analysis is completed by the time the contract is issued, State will be able to share the documentation with the contractor.
Question: Is the State open to additional areas or capabilities to supplement the “Key Areas of Business Transformation” (Leadership and Stakeholders Management, Communication Management, Business Readiness, Organization and Work Design, Training and Support, Solution Alignment, Change Network Management, County Support, and Process Automation)? This is in reference to: Supplement 1, 2.2 overview, pg 11
Answer: Even though these are the areas mentioned as ‘key areas of business transformation’, offeror can provide experience summary in other possible areas as well.
Question: Can additional context regarding potential challenges seen to date be shared? This is specific to the following: “Establish effective intergovernmental relationships, as well as the ability to facilitate productive and efficient intergovernmental relationships as it pertains to organizational change management” This is in reference to: Base Document, 7.1 Attachment of Evaluation Criteria, pg.29
Adoption of a new program is always a challenge for any organization or agency. This requirement (also mentioned in section 1.3.1 of supplement 1) refers to gauging ability of the offeror to:
Coordinate intergovernmental relationships to effectively manage transition or adoption of a new program/system
Establish a maturity model to standardize and tailor processes
Improve information sharing and buy-in between agencies
Question: Please share context regarding current OCM methodologies or frameworks being utilized by the state. Does it vary by agency? Supplement 1, 2.1. Current and Future Scope Outline, pg. 9
Answer: The RFP is requesting for proposal from the offerors to establish a COE to standardize the OCM methodologies OR frameworks that can be utilized across agencies for the projects implemented by DAS. There is no such uniform model that is currently in place. Refer to section 1.3.1 for additional information.
Question: What automation, if any, is currently in place? Supplement 1, 18.104.22.168 Support Existing Automation”, pg. 1
Answer: For Ohio Benefits, the incumbent vendor has put together up to 10 different process automation BOTs which are live currently. These automations are in place to help counties with the daily routine tasks which can be easily performed via automation to allow case workers more time to focus on important job function of application processing. Section 22.214.171.124 refers to the offeror’s responsibility to maintain the already existing automations in the future. The exact details of these automations will be shared with the contractor after the selection. The current resource need for supporting these automations is already factored in the cost workbook.
Question: What are the States current training and e-learning authoring tool(s)? Are there any planned changes to tools in the next year? This is in reference to: Supplement 1, 2.2.5. Training and Support, page 19
Answer: State currently has a tool which can be used for training development and delivery. Besides, other documents such as job-aids, FAQs etc. are developed using the Microsoft Office products. There are no current plans at this time to change the training tool next year.
Question: Will the State provide licenses to the contractor for training authoring tools or should this be included in contractor pricing? This is in reference to: Supplement 1, 2.2.5. Training and Support, page 19
Answer: State currently has a tool which can be used for training development and delivery. Besides, other documents such as job-aids, FAQs etc. are developed using the Microsoft Office products. No additional pricing needs to be included for training authoring tool at this time.
Question: Can the State expand upon what it means for ‘Case Processing’ as the processing of ‘complex Medicaid cases requiring special handling.”? This is in reference to: Supplement 1, 1.1 ‘RFP Scope’ and 1.1 ‘Current and Future Scope Outline’, page 11
Answer: The ‘case processing’ mentioned in these sections applies to processing incoming Medicaid applications to help out counites with processing applications in timely manner if applicable. Ohio Department of Medicaid oversees the application processing activities. Also, relevant training will be provided to the staff responsible to process Medicaid applications. Ohio Department of Medicaid with the help of DAS has a Central Processing unit which is responsible for this effort. The additional staff provided by the offeror will be part of this Central Processing unit.
Question: What is the deadline for inquiries? One instruction says 1:00 PM and another says 8:00 AM. Base Document, 1.3.2 Firm Dates, pg. 8 and 3.2 Inquiries pg. 12
Answer: Inquiries end at 8:00 AM on 12/20/2019.
Question: Within the Cost Workbook (ATTACHMENT NINE - COST PROPOSAL), please define column G “Weighting” within the “Labor Rate Card” tab. Should this column be edited to represent any specific data? If so, what information should it be populated with?
Answer: The column ‘G’ (Weighting) should not be edited. This column providers the offerors information on weightage each ‘staff position’ carries in overall cost evaluation.
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