STATE OF MICHIGAN CENTRAL PROCUREMENT SERVICES Department of Technology, Management, and Budget 525 W. ALLEGAN ST., LANSING, MICHIGAN 48913 P.O. BOX 30026 LANSING, MICHIGAN 48909 CONTRACT CHANGE NOTICE Change Notice Number 7 to 071B4300110 Contract Number [email protected]Steve Wensko Mecca Martin [email protected]James Jospeh Troy, MI 48084 HTC GLOBAL SERVICES INC CV0036128 248-786-2500 3270 West Big Beaver Road 517-20-5694 STATE Program Manager Contract Administrator CONTRACTOR MDHHS 517-335-1084 DTMB [email protected]$959,831.00 June 1, 2014 May 31, 2020 MAINTENANCE, SUPPORT AND ENHANCEMENTS May 31, 2019 INITIAL AVAILABLE OPTIONS EXPIRATION DATE BEFORE 3 - 1 Year PAYMENT TERMS DELIVERY TIMEFRAME ALTERNATE PAYMENT OPTIONS EXTENDED PURCHASING ☐ P-Card ☐ PRC ☐ Other ☒ Yes ☐ No MINIMUM DELIVERY REQUIREMENTS DESCRIPTION OF CHANGE NOTICE OPTION LENGTH OF OPTION EXTENSION LENGTH OF EXTENSION REVISED EXP. DATE ☒ 1 year ☐ May 31, 2021 CURRENT VALUE VALUE OF CHANGE NOTICE ESTIMATED AGGREGATE CONTRACT VALUE $797,160.00 $1,756,991.00 Effective 2/21/2020, this contract is exercising the 2nd option year and is increased by $797,160.00. The revised expiration date is 5/31/2021. The following amendment is hereby incorporated into the contract per the attached SOW. This change includes enhancements as part of the IT Software Pre-Qualified Software Modernization program, Federal Provisions Addendum, and Byrd Anti-Lobbying Certification. All other terms, conditions, specifications, and pricing remain the same. Per DTMB, Contractor and Agency agreement, DTMB Procurement approval. INITIAL EXPIRATION DATE INITIAL EFFECTIVE DATE DESCRIPTION CONTRACT SUMMARY
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STATE OF MICHIGANCENTRAL PROCUREMENT SERVICESDepartment of Technology, Management, and Budget525 W. ALLEGAN ST., LANSING, MICHIGAN 48913P.O. BOX 30026 LANSING, MICHIGAN 48909
DESCRIPTION OF CHANGE NOTICEOPTION LENGTH OF OPTION EXTENSION LENGTH OF EXTENSION REVISED EXP. DATE
☒ 1 year ☐ May 31, 2021
CURRENT VALUE VALUE OF CHANGE NOTICE ESTIMATED AGGREGATE CONTRACT VALUE
$797,160.00 $1,756,991.00
Effective 2/21/2020, this contract is exercising the 2nd option year and is increased by $797,160.00. The revised expiration date is 5/31/2021. The following amendment is hereby incorporated into the contract per the attached SOW. This change includes enhancements as part of the IT Software Pre-Qualified Software Modernization program, Federal Provisions Addendum, and Byrd Anti-Lobbying Certification. All other terms, conditions, specifications, and pricing remain the same. Per DTMB, Contractor and Agency agreement, DTMB Procurement approval.
INITIAL EXPIRATION DATEINITIAL EFFECTIVE DATE
DESCRIPTION
CONTRACT SUMMARY
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MICHIGAN DEPARTMENT OF TECHNOLOGY,
MANAGEMENT AND BUDGET IT SERVICES
STATEMENT OF WORK
Project Title: Omnibus Budget Reconciliation Act (OBRA) Application Backlog Enhancements and System Maintenance
Period of Coverage: October 1, 2019 – May 31, 2021
Requesting Department: Michigan Department of Health and Human Services (MDHHS)
Date: October 1, 2019
Agency Project Manager: Jeff Wieferich
Phone: 517-241-3024
DTMB Project Manager: Vinod Narmat
Phone: 517-335-3288
I. BACKGROUND: Omnibus Budget Reconciliation Act (OBRA) web system was developed by the Department of Technology, Management and Budget (DTMB) and is hosted on site within the State of Michigan (State). The users of the system have requested several enhancements that are pending development. In September 2017, HTC Global Services (Vendor or Contractor) was awarded the contract (071B4300110) to develop enhancements that are required to resolve outstanding issues with the application.
II. PROJECT OBJECTIVE: The OBRA web system is a screening tool to evaluate individuals’ needs in order to develop a treatment plan. Changes are being made to enhance the stability and functionality of the system. These enhancements will be developed on a time and materials basis with the exercise of the second option year of the contract.
III. SCOPE OF WORK: The required enhancements are listed in Attachment 2: Enhancements. The scope will be managed using the State’s SUITE project management change processes.
IV. TASKS: Project and technical support is required to assist with the following tasks:
• project planning, change control, and handoff/closure • development of the database tables, web forms, templates, reports, data queries,
and database update scripts • updated system design and installation documentation to reflect the modified design
and code
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• testing at the unit and system level, and development of test scenarios for the added scope and regression testing
• correction of defects • training
V. ACCEPTANCE CRITERIA: Acceptance will be based on progress reports documenting the hours by role as stated in VI Project Control and Reports.
VI. PROJECT CONTROL AND REPORTS: A bi-weekly progress report must be submitted to the Agency and DTMB Project Managers throughout the life of this project. This report may be submitted with the billing invoice. Each bi-weekly progress report must contain the following:
• Hours: Indicate the number of hours by role expended during the past two weeks, and the cumulative total to date for the project. Also state whether the remaining hours are sufficient to complete the project.
• Accomplishments: Indicate what was worked on and what was completed during the current reporting period.
• Risks: Indicate any risks, problems, or issues, which could delay the project or endanger its success.
VII. COST AND PAYMENT SCHEDULE:
Description
Not to Exceed Hours
Hourly Rate
Estimated Cost
FY 20 Enhancements 10/1/19-9/30/20 One (1) Developer/Architect 744 $95.00 $70,680.00 One (1) Developer 744 $95.00 $70,680.00 One (1) Business Analyst 1566 $100.00 $156,600.00 Total 3,054 $297,960.00
FY 20 Maintenance and Operations 10/1/19-9/30/20
One (1) Developer or Developer/Architect 1,240 $95.00 $117,800.00 One (1) Business Analyst 1,240 $100.00 $124,000.00 Total 2,480 $241,800.00
FY 21 Maintenance and Operations 10/1/20-5/31/21
One (1) Developer or Developer/Architect 1,320 $95.00 $125,400.00 One (1) Business Analyst 1,320 $100.00 $132,000.00 Total 2,640 $257,400.00
Statement of Work Grand Total 8,174 $797,160.00
Payment will be made on basis of the Time and Materials Rate Card for staff augmentation. See Attachment 1: Time and Materials Rate Card.Attachment 1: DTMB will pay the Vendor upon receipt of properly completed invoice(s) which shall be submitted to the billing
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address on the State issued purchase order not more often than monthly. All invoices should reflect actual work completed by payment date, and must be approved by the Agency and DTMB Project Manager prior to payment. DTMB Accounts Payable will coordinate obtaining approvals.
The invoices shall document to the State’s satisfaction
• project name (if applicable) • category of work performed (maintenance or enhancements) • a description of the work performed • timeframe when the work was performed • purchase order number • invoice number • invoice date • amount to be paid
All time and materials contracts (hourly based, such as this work) must submit time sheets with all invoices. Payment shall be considered timely if made by the DTMB within forty-five (45) days after receipt of properly completed invoices.
VIII. PROJECT CONTACTS:
A. The designated Vendor Program Manager is: Jim Parker Director – Government Services HTC Global Services, Inc. 117 East Allegan, Suite 210 Lansing, MI 48933 M (248) 981-5761 [email protected]
B. The designated DTMB Buyer is: Mecca Martin Michigan Department of Technology, Management and Budget DTMB Purchasing Operations Constitution Hall, 1st Floor 525 W. Allegan Street Lansing, MI 48933 Office: 517-230-5694 [email protected]
C. The designated MDHHS Program Manager is: Jeff Wieferich Michigan Department of Health and Human Services 320 South Walnut St. Lansing, MI 48933 Office: 517-241-3024 [email protected]
D. The designated DTMB Program Manager is: Vinod Narmat
Michigan Department of Technology, Management and Budget, Agency Services Chandler Plaza, 1st Floor 300 East Michigan Avenue Lansing, MI 48933 Office: 517-335-3288 [email protected]
Role Hourly Rate Business Analyst $100.00 Developer/Architect $95.00 Developer $95.00
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ATTACHMENT 2: ENHANCEMENTS
Enhancements Consumer Transfer
- Should have the capability for a facility to transfer a consumer to another facility, transfer level II to receiving facility
- Define transfer Rules while the 3877 is in progress, 3878 is in progress Splash Page message:
1. Every time a user logs in or switches facilities, there should be a message to remind the user to state that user is logged into the correct facility.
View Previous 3877/78s: Under the consumer name drop down, any user with access to that consumer should have the capability to view all the previous 3877/78's done for the consumer - like Level II's There should also be provision to link Level II's vs Level I's, need to discuss requirements if needed.
Legal Representative changes 1.Bleed over from 3877/78 to Level-II 2.Legal Representative Documents 3.Legal Rep section Level II consistency with Level-I (Level II Impact)
Edit Consumer should not impact completed legal documents (Level II impact) - When consumer is edited for any demographic information/name/dob etc., there should not be
any impact to the already completed Level II's or 3877/78s. CMH Agency Reassignment
Once a CMH has received a screening on the 4 day/14 day queue, the CMH Coordinator should be able to reassign the 3877/78 Screening to another CMH Agency. It needs to show the list of agencies shown in "Send to CMH" The Reassigned date timestamp should be captured and displayed on the 3877/78 Detail Page -with the old CMH Agency and the new CMH Agency names
Registration flow: Qualification validation specific to 3877/78 On Registration, if user doesn't specifically select qualifications for 3877,
display validation error On Registration, if user doesn't specifically select qualifications for 3878,
display validation error Same validation to be applicable in the Edit User and Approve user flow
Message for INP evaluations in 3877/78 Detail Page If Coordinator A has initiated a level-II from 3877/78, if another Coordinator tries to perform any action on the 3877/78 for the same consumer that originated from a different facility, there should be an appropriate message to stop the Coordinator B from taking action until the Level-II from Coordinator A is either completed or marked as Incomplete The following actions will be prevented on the Evaluation Status section that is visible only to the Coordinator. a) Save b) Level II Not Needed c) Create Level-II The message on click of the above options would say
"There is an open Evaluation on this Consumer. Please contact <new CMH> Coordinator Facility Group Admin screen changes
Upon click of Facility Groups, the admin user will land on the Facility Group screen. The screen should have the below capabilities (new screen design TBD). • List all Facility Groups • Add a new Facility Group • Edit a Facility Group
o Name o Add/Remove Facility or facilities to the specific group
• View all facilities under the group • Inactivate a group
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User Registration screen changes (and Edit User and Approval) 1.Facility Admin registration:
When User type 3877/78 Admin is selected, enable Facility Group drop down (this is existing). Next to Facility Group, on the right hand side, display a new link “View Facilities”. Upon click of the link, it should display the list of facilities assigned to the group, with a close (X) Icon.
2.The same needs to be reflected on the following screens: a) Edit User b) Approval screen
Timestamp logic to existing Level II Impacts to Existing Level II OBRA - enable OBRA to capture timestamps for all activities
Board Detail Report (Level II Impact) a) All turn around times to be calculated based on timestamps b) For PAS, only include working days while calculating the turn around times
3877-78 Search Module - Revisit all columns and filter criteria For user types 3877/78 Admin, 3877/78 User and 3877/78 View Only: • The following fields should be changed to multi – select drop down values.
o 3877 submitted date (i.e. completed date) o 3878 submitted date (i.e. completed date) o Exemption criteria - 3 values - multi select – Coma, Dementia, Hospital Exempt Discharge o Admission date
• Add multi select for Screening type • Have all the fields on the search filter on the listing as well For OBRA Staff: • OBRA Staff will have access to the 3877/78 Module and will be able to search using all criteria
that are available to other user types • Add facility search criteria on the listing screen - multi select with all facilities in the drop down Note: Question: Do we need CMH Board and Agency as well for the OBRA Staff on this screen? Federal Report (Level I portion): In order to generate the Quality Metrics report, user needs to select a date range using at least one of the below fields: • 3877 Submitted Date • 3878 Submitted Date If the user does not select one of these date fields and tries to generate the report, there will be an error message “Select 3877 or 3878 Submitted Date Range to generate Quality report”
Search module - should not display 3877/78 screenings that are in completed status. User can still filter and see those cases if needed
Have Consumer and Legal Rep separated from 3877 Form - initiate 3877 from Consumers module This will prevent records with no Name/SSN on the queues and search listing. This will also ensure that the screening is always associated to a Consumer to begin with
All NO's flow change: - When the first 6 questions are marks as NO on 3877 Form, the screening becomes All NO's. In that case, the flow should not stop. For PAS, the hospital should still be sending the request to multiple facilities to accept the consumer, just like HED Flow.
For PAS Screening type, if there is a 3878 Form with Coma and Dementia, after 3878 is completed, 1. The form should not be able to sent to CMH 2. The screening should be able to sent to multiple facilities, Consumer should be admitted. i.e.
similar flow like ALL NO's and HED should be done When the Screening is ready to be sent to CMH,
the Nursing Facility or the Hospital needs to have a queue from which they can send to CMH After Nursing Facility is assigned, the patient needs to be admitted into the facility.
Need a queue for "NF assigned" patients so that it becomes easy for the NFs to just to go to the queue and perform the next step
For all the 3877/78 user types, under the user name drop down – remove coordinator links and CMH User Manual as they belong to only Level-II users For all user types, remove the "Add Quick Eval" option
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While discharging a Consumer on the 3877/78 Detail page, there should be options to specify where the Consumer is discharged to, like in Level II ( Home, Relative's home etc.)
From 3877/78 Detail page, click on Consumer name on Detail screen should take to Consumer Detail screen
Click on Consumer name in Detail page - Under the Consumer name drop down, there should be a view History to show Consumer history
like in Level II In the 3877-78 Detail screen for a Level-II Ready status,
select an Agency, enter comments, and click “Submit” - there is no completion message telling the user what function was performed
There should be a way for Coordinator to see the comments that were entered while the screening was sent to CMH by the Hospital or the Facility
(from line item 64) Facility assignment section on the 3877/78 Detail page needs to be visible only under certain scenarios and for specific users.
Right now it is shown all the time to all user types Need to make changes to "No Longer Needed" Functionality
such that user is able to mark a screening as not needed only when Consumer information is present. This issue possibly should be resolved with removing Section 1 and 2 from the 3877 Form
Discharge, Expired and Admission dates - no need of timestamp on these fields in the 3877/78 Application.
Letters - Need to determine the number of letters, scenarios and screen changes associated with new letters while Coordinator makes a decision on the 3877/78 Screening
There are 5 options while creating a new 3877, specific only to CIC Screening type. These 5 options should be displayed only if user selects CIC as the screening type. Currently they are still displayed though as greyed out, for the other screening types.
On 3877 form, Scenario to handle Q7 – if user selects no to Q1-6, answer to Q7 should be defaulted to NO or there should be a validation to prevent user from entering YES to Q7
County, Facility on Agency Information in 3877 Form Section 1 and the PDF need to be revisited. PDF seems to be correct but UI needs to be modified
Cancel button after Level-II is started: Once the CMH Coordinator logs on and selects the record out of the 4 day/14 day queue to initiate a Level II, he is navigated to Create Evaluation screen. This screen and the next screen (Level-I Referral criteria) has a Cancel button. If the user clicks “Cancel”, the application goes directly back to the home page without a warning or completion message. The record disappears from the 4/14 day queue. So the user started to create the Level-II, cancelled and now the record is no longer in queue Either we need to disable cancel button from these screens or find another solution
When the CMH Coordinator clicks on Level II Not Needed, 3877-78 Status changed to "Not Needed". Need to revisit statuses on 3 scenarios: a) When Legal rep does not agree to placement b) When coordinator marks Level II Not needed c) When answers to Q1-6 are NO
Facility Name - Need to determine if we need to add "Doing Business As" name or the Legal Name of the
Facility. Any associated requirements need to be captured as well **We need all Facility names - No group or LLC Names**
Need to change the 3877 and 3878 form PDFs based on new templates Revisit Date picker (user selects any date using this) on 3877/78 Detail page,
change it for better usability SAML Integration Containerization
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Code Merge Develop test scenarios Load Testing UAT Support Build & Deploy Bug Fixes ADA App - Scan Deployment Project Close-down
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ATTACHMENT 3: VENDOR QUOTE The HTC quote for the enhancements listed in Attachment 2: Enhancements follows with an introduction and quote as Attachment A.
Introduction
HTC is please to provide the following Quote for Fiscal Year 2020 to support OBRA in their
development of the 3877 / 3878 funtionality.
1. SCOPE OF WORK Given below is the initial (partial) list of work items to be completed by HTC team. A more detailed list of the user stories is in Attachment A below. HTC will work with the DTMB Project Manager / Scrum Master to complete the task assigned. The task assigned by the Scrum Master is not limited to the list in this SOW.
Planned Work Activites High Level Consumer Transfer
Splash Page
View Previous
Legal Representative
Edit Consumer
CMH Agency Reassignment
Registration Flow
Message for INP
Facility Group Admin Screen
User Registration
Timestamp
Board Detail Report
Search Module
Etc. See Attachment A below.
HTC will invoice monthly on an hourly basis with reference to the work performed against the tasks assigned. DTMB will be responsible for planning the work items.
OBRA FY 2020 Quote for
3877 / 3878 Development
SOW for HTC OBRA FY20 v1.3 (002) Page 11 2/21/2020
2. TIMELINE Work will be performed during FY 2020 and invoiced monthly.
3. PRICING & PAYMENT SCHEDULE HTC is pleased to provide the cost as below for the various tasks outlined in the SOW. The billing will occur monthly.
SOW for HTC OBRA FY20 v1.3 (002) Page 12 2/21/2020
ATTACHMENT A: ENHANCEMENTS
Enhancements Development
Estimate (Hours) *
BA (includes Testing) (Hours)*
Development Cost BA Costs
Consumer Transfer - Should have the capability for a facility to transfer a consumer to another facility, transfer level II to receiving facility - Define transfer Rules while the 3877 is in progress, 3878 is in progress
80 60 $7,600.00 $6,000.00
Splash Page message: 1. Every time a user logs in or switches facilities, there should be a message to remind the user to state that user is logged into the correct facility.
24 8 $2,280.00 $800.00
View Previous 3877/78s: Under the consumer name drop down, any user with access to that consumer should have the capability to view all the previous 3877/78's done for the consumer - like Level II's There should also be provision to link Level II's vs Level I's, need to discuss requirements if needed.
40 24 $3,800.00 $2,400.00
Legal Representative changes 1.Bleed over from 3877/78 to Level-II 2.Legal Representative Documents 3.Legal Rep section Level II consistency with Level-I (Level II Impact)
48 24 $4,560.00 $2,400.00
Edit Consumer should not impact completed legal documents (Level II impact) - When consumer is edited for any demographic information/name/dob etc., there should not be any impact to the already completed Level II's or 3877/78s.
80 40 $7,600.00 $4,000.00
OBRA FY 2020 Quote for
3877 / 3878 Development
SOW for HTC OBRA FY20 v1.3 (002) Page 13 2/21/2020
CMH Agency Reassignment Once a CMH has received a screening on the 4 day/14 day queue, the CMH Coordinator should be able to reassign the 3877/78 Screening to another CMH Agency. It needs to show the list of agencies shown in "Send to CMH" The Reassigned date timestamp should be captured and displayed on the 3877/78 Detail Page -with the old CMH Agency and the new CMH Agency names
20 12 $1,900.00 $1,200.00
Registration flow: Qualification validation specific to 3877/78 On Registration, if user doesn't specifically select qualifications for 3877, display validation error On Registration, if user doesn't specifically select qualifications for 3878, display validation error Same validation to be applicable in the Edit User and Approve user flow
16 8 $1,520.00 $800.00
OBRA FY 2020 Quote for
3877 / 3878 Development
SOW for HTC OBRA FY20 v1.3 (002) Page 14 2/21/2020
Message for INP evaluations in 3877/78 Detail Page If Coordinator A has initiated a level-II from 3877/78, if another Coordinator tries to perform any action on the 3877/78 for the same consumer that originated from a different facility, there should be an appropriate message to stop the Coordinator B from taking action until the Level-II from Coordinator A is either completed or marked as Incomplete The following actions will be prevented on the Evaluation Status section that is visible only to the Coordinator. a) Save b) Level II Not Needed c) Create Level-II The message on click of the above options would say "There is an open Evaluation on this Consumer. Please contact <new CMH> Coordinator
24 12 $2,280.00 $1,200.00
Facility Group Admin screen changes Upon click of Facility Groups, the admin user will land on the Facility Group screen. The screen should have the below capabilities (new screen design TBD). • List all Facility Groups • Add a new Facility Group • Edit a Facility Group o Name o Add/Remove Facility or facilities to the specific group • View all facilities under the group • Inactivate a group
40 32 $3,800.00 $3,200.00
OBRA FY 2020 Quote for
3877 / 3878 Development
SOW for HTC OBRA FY20 v1.3 (002) Page 15 2/21/2020
User Registration screen changes (and Edit User and Approval) 1.Facility Admin registration: When User type 3877/78 Admin is selected, enable Facility Group drop down (this is existing). Next to Facility Group, on the right hand side, display a new link “View Facilities”. Upon click of the link, it should display the list of facilities assigned to the group, with a close (X) Icon. 2.The same needs to be reflected on the following screens: a) Edit User b) Approval screen
24 16 $2,280.00 $1,600.00
Timestamp logic to existing Level II Impacts to Existing Level II OBRA - enable OBRA to capture timestamps for all activities
100 40 $9,500.00 $4,000.00
Board Detail Report (Level II Impact) a) All turn around times to be calculated based on timestamps b) For PAS, only include working days while calculating the turn around times
40 24 $3,800.00 $2,400.00
OBRA FY 2020 Quote for
3877 / 3878 Development
SOW for HTC OBRA FY20 v1.3 (002) Page 16 2/21/2020
3877-78 Search Module - Revisit all columns and filter criteria For user types 3877/78 Admin, 3877/78 User and 3877/78 View Only: • The following fields should be changed to multi – select drop down values. o 3877 submitted date (i.e. completed date) o 3878 submitted date (i.e. completed date) o Exemption criteria - 3 values - multi select – Coma, Dementia, Hospital Exempt Discharge o Admission date • Add multi select for Screening type • Have all the fields on the search filter on the listing as well For OBRA Staff: • OBRA Staff will have access to the 3877/78 Module and will be able to search using all criteria that are available to other user types • Add facility search criteria on the listing screen - multi select with all facilities in the drop down Note: Question: Do we need CMH Board and Agency as well for the OBRA Staff on this screen? Federal Report (Level I portion): In order to generate the Quality Metrics report, user needs to select a date range using at least one of the below fields: • 3877 Submitted Date • 3878 Submitted Date If the user does not select one of these date fields and tries to generate the report, there will be an error message “Select 3877 or 3878 Submitted Date Range to generate Quality report”
24 16 $2,280.00 $1,600.00
Search module - should not display 3877/78 screenings that are in completed status. User can still filter and see those cases if needed
16 12 $1,520.00 $1,200.00
OBRA FY 2020 Quote for
3877 / 3878 Development
SOW for HTC OBRA FY20 v1.3 (002) Page 17 2/21/2020
Have Consumer and Legal Rep separated from 3877 Form - initiate 3877 from Consumers module This will prevent records with no Name/SSN on the queues and search listing. This will also ensure that the screening is always associated to a Consumer to begin with
80 56 $7,600.00 $5,600.00
All NO's flow change: - When the first 6 questions are marks as NO on 3877 Form, the screening becomes All NO's. In that case, the flow should not stop. For PAS, the hospital should still be sending the request to multiple facilities to accept the consumer, just like HED Flow.
16 12 $1,520.00 $1,200.00
For PAS Screening type, if there is a 3878 Form with Coma and Dementia, after 3878 is completed, 1. The form should not be able to sent to CMH 2. The screening should be able to sent to multiple facilities, Consumer should be admitted. i.e. similar flow like ALL NO's and HED should be done
32 16 $3,040.00 $1,600.00
When the Screening is ready to be sent to CMH, the Nursing Facility or the Hospital needs to have a queue from which they can send to CMH
32 16 $3,040.00 $1,600.00
After Nursing Facility is assigned, the patient needs to be admitted into the facility. Need a queue for "NF assigned" patients so that it becomes easy for the NFs to just to go to the queue and perform the next step
32 16 $3,040.00 $1,600.00
For all the 3877/78 user types, under the user name drop down – remove coordinator links and CMH User Manual as they belong to only Level-II users For all user types, remove the "Add Quick Eval" option
8 4 $760.00 $400.00
OBRA FY 2020 Quote for
3877 / 3878 Development
SOW for HTC OBRA FY20 v1.3 (002) Page 18 2/21/2020
While discharging a Consumer on the 3877/78 Detail page, there should be options to specify where the Consumer is discharged to, like in Level II ( Home, Relative's home etc.)
16 12 $1,520.00 $1,200.00
From 3877/78 Detail page, click on Consumer name on Detail screen should take to Consumer Detail screen
8 4 $760.00 $400.00
Click on Consumer name in Detail page - Under the Consumer name drop down, there should be a view History to show Consumer history like in Level II
16 8 $1,520.00 $800.00
In the 3877-78 Detail screen for a Level-II Ready status, select an Agency, enter comments, and click “Submit” - there is no completion message telling the user what function was performed
8 4 $760.00 $400.00
There should be a way for Coordinator to see the comments that were entered while the screening was sent to CMH by the Hospital or the Facility (from line item 64)
16 12 $1,520.00 $1,200.00
Facility assignment section on the 3877/78 Detail page needs to be visible only under certain scenarios and for specific users. Right now it is shown all the time to all user types
16 8 $1,520.00 $800.00
Need to make changes to "No Longer Needed" Functionality such that user is able to mark a screening as not needed only when Consumer information is present. This issue possibly should be resolved with removing Section 1 and 2 from the 3877 Form
24 20 $2,280.00 $2,000.00
Discharge, Expired and Admission dates - no need of timestamp on these fields in the 3877/78 Application.
8 4 $760.00 $400.00
Letters - Need to determine the number of letters, scenarios and screen changes associated with new letters while Coordinator makes a decision on the 3877/78 Screening
40 0 $3,800.00 $0.00
OBRA FY 2020 Quote for
3877 / 3878 Development
SOW for HTC OBRA FY20 v1.3 (002) Page 19 2/21/2020
There are 5 options while creating a new 3877, specific only to CIC Screening type. These 5 options should be displayed only if user selects CIC as the screening type. Currently they are still displayed though as greyed out, for the other screening types.
8 4 $760.00 $400.00
On 3877 form, Scenario to handle Q7 – if user selects no to Q1-6, answer to Q7 should be defaulted to NO or there should be a validation to prevent user from entering YES to Q7
8 4 $760.00 $400.00
County, Facility on Agency Information in 3877 Form Section 1 and the PDF need to be revisited. PDF seems to be correct but UI needs to be modified
8 6 $760.00 $600.00
Cancel button after Level-II is started: Once the CMH Coordinator logs on and selects the record out of the 4 day/14 day queue to initiate a Level II, he is navigated to Create Evaluation screen. This screen and the next screen (Level-I Referral criteria) has a Cancel button. If the user clicks “Cancel”, the application goes directly back to the home page without a warning or completion message. The record disappears from the 4/14 day queue. So the user started to create the Level-II, cancelled and now the record is no longer in queue Either we need to disable cancel button from these screens or find another solution
16 16 $1,520.00 $1,600.00
When the CMH Coordinator clicks on Level II Not Needed, 3877-78 Status changed to "Not Needed". Need to revisit statuses on 3 scenarios: a) When Legal rep does not agree to placement b) When coordinator marks Level II Not needed c) When answers to Q1-6 are NO
24 20 $2,280.00 $2,000.00
OBRA FY 2020 Quote for
3877 / 3878 Development
SOW for HTC OBRA FY20 v1.3 (002) Page 20 2/21/2020
Facility Name - Need to determine if we need to add "Doing Business As" name or the Legal Name of the Facility. Any associated requirements need to be captured as well **We need all Facility names - No group or LLC Names**
8 4 $760.00 $400.00
Need to change the 3877 and 3878 form PDFs based on new templates 16 8 $1,520.00 $800.00
Revisit Date picker (user selects any date using this) on 3877/78 Detail page, change it for better usability
* Development hours are equally split between the Developer and Developer/Architect Roles = 744 hours each
Sub-Totals $141,360.00 $156,600.00
Totals 1488 1566 $297,960.00
21 of 24
ATTACHMENT B: FEDERAL PROVISIONS ADDENDUM AND BYRD ANTI-LOBBYING CERTIFICATION
FEDERAL PROVISIONS ADDENDUM
The provisions in this addendum may apply if the purchase will be paid for in whole or in part with funds obtained from the federal government. If any provision below is not required by federal law for this Contract, then it does not apply and must be disregarded. If any provision below is required to be included in this Contract by federal law, then the applicable provision applies and the language is not negotiable. If any provision below conflicts with the State’s terms and conditions, including any attachments, schedules, or exhibits to the State’s Contract, the provisions below take priority to the extent a provision is required by federal law; otherwise, the order of precedence set forth in the Contract applies. Hyperlinks are provided for convenience only; broken hyperlinks will not relieve Contractor from compliance with the law.
1. Federally Assisted Construction Contracts
If this contract is a “federally assisted construction contract” as defined in 41 CRF Part 60-1.3, and except as otherwise may be provided under 41 CRF Part 60, then during performance of this Contract, the Contractor agrees as follows: (1) The Contractor will not discriminate against any employee or applicant for employment because of race, color, religion, sex, sexual orientation, gender identity, or national origin. The Contractor will take affirmative action to ensure that applicants are employed, and that employees are treated during employment without regard to their race, color, religion, sex, sexual orientation, gender identity, or national origin. Such action shall include, but not be limited to the following: Employment, upgrading, demotion, or transfer; recruitment or recruitment advertising; layoff or termination; rates of pay or other forms of compensation; and selection for training, including apprenticeship. The Contractor agrees to post in conspicuous places, available to employees and applicants for employment, notices to be provided setting forth the provisions of this nondiscrimination clause. (2) The Contractor will, in all solicitations or advertisements for employees placed by or on behalf of the Contractor, state that all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, or national origin. (3) The Contractor will not discharge or in any other manner discriminate against any employee or applicant for employment because such employee or applicant has inquired about, discussed, or disclosed the compensation of the employee or applicant or another employee or applicant. This provision shall not apply to instances in which an employee who has access to the compensation information of other employees or applicants as a part of such employee's essential job functions discloses the compensation of such other employees or applicants to individuals who do not otherwise have access to such information, unless such disclosure is in response to a formal complaint or charge, in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or is consistent with the Contractor's legal duty to furnish information. (4) The Contractor will send to each labor union or representative of workers with which he has a collective bargaining agreement or other contract or understanding, a notice to be provided advising the said labor union or workers' representatives of the Contractor's commitments under this section, and shall post copies of the notice in conspicuous places available to employees and applicants for employment.
(5) The Contractor will comply with all provisions of Executive Order 11246 of September 24, 1965, and of the rules, regulations, and relevant orders of the Secretary of Labor. (6) The Contractor will furnish all information and reports required by Executive Order 11246 of September 24, 1965, and by rules, regulations, and orders of the Secretary of Labor, or pursuant thereto, and will permit access to his books, records, and accounts by the administering agency and the Secretary of Labor for purposes of investigation to ascertain compliance with such rules, regulations, and orders. (7) In the event of the Contractor's noncompliance with the nondiscrimination clauses of this contract or with any of the said rules, regulations, or orders, this Contract may be canceled, terminated, or suspended in whole or in part and the Contractor may be declared ineligible for further Government contracts or federally assisted construction contracts in accordance with procedures authorized in Executive Order 11246 of September 24, 1965, and such other sanctions may be imposed and remedies invoked as provided in Executive Order 11246 of September 24, 1965, or by rule, regulation, or order of the Secretary of Labor, or as otherwise provided by law. (8) The Contractor will include the portion of the sentence immediately preceding paragraph (1) and the provisions of paragraphs (1) through (8) in every subcontract or purchase order unless exempted by rules, regulations, or orders of the Secretary of Labor issued pursuant to section 204 of Executive Order 11246 of September 24, 1965, so that such provisions will be binding upon each subcontractor or vendor. The Contractor will take such action with respect to any subcontract or purchase order as the administering agency may direct as a means of enforcing such provisions, including sanctions for noncompliance: Provided, however, that in the event a Contractor becomes involved in, or is threatened with, litigation with a subcontractor or vendor as a result of such direction by the administering agency, the Contractor may request the United States to enter into such litigation to protect the interests of the United States.
2. Davis-Bacon Act (Prevailing Wage)
a. If applicable, the Contractor (and its Subcontractors) for prime construction contracts in excess of $2,000 must comply with the Davis-Bacon Act (40 USC 3141-3148) as supplemented by Department of Labor regulations (29 CFR Part 5, “Labor Standards Provisions Applicable to Contracts Covering Federally Financed and Assisted Construction”).
b. The Contractor (and its Subcontractors) shall pay all mechanics and laborers employed directly on the site of the work, unconditionally and at least once a week, and without subsequent deduction or rebate on any account, the full amounts accrued at time of payment, computed at wage rates not less than those stated in the advertised specifications, regardless of any contractual relationship which may be alleged to exist between the Contractor or subcontractor and the laborers and mechanics;
c. The Contractor will post the scale of wages to be paid in a prominent and easily accessible place at the site of the work;
d. There may be withheld from the Contractor so much of accrued payments as the contracting officer considers necessary to pay to laborers and mechanics employed by the Contractor or any Subcontractor on the work the difference between the rates of wages required by the Contract to be paid laborers and mechanics on the work and the rates of wages received by the laborers and mechanics and not refunded to the Contractor or Subcontractors or their agents.
3. Copeland “Anti-Kickback” Act
If applicable, the Contractor must comply with the Copeland “Anti-Kickback” Act (40 USC 3145), as supplemented by Department of Labor regulations (29 CFR Part 3, “Contractors and Subcontractors on Public Building or Public Work Financed in Whole or in Part by Loans or Grants from the United States”),
which prohibits the Contractor and subrecipients from inducing, by any means, any person employed in the construction, completion, or repair of public work, to give up any part of the compensation to which he or she is otherwise entitled.
4. Contract Work Hours and Safety Standards Act
If the Contract is in excess of $100,000 and involves the employment of mechanics or laborers, the Contractor must comply with 40 USC 3702 and 3704, as supplemented by Department of Labor regulations (29 CFR Part 5), as applicable.
5. Rights to Inventions Made Under a Contract or Agreement
If the Contract is funded by a federal “funding agreement” as defined under 37 CFR §401.2 (a) and the recipient or subrecipient wishes to enter into a contract with a small business firm or nonprofit organization regarding the substitution of parties, assignment or performance of experimental, developmental, or research work under that “funding agreement,” the recipient or subrecipient must comply with 37 CFR Part 401, “Rights to Inventions Made by Nonprofit Organizations and Small Business Firms Under Government Grants, Contracts and Cooperative Agreements,” and any implementing regulations issued by the awarding agency.
6. Clean Air Act
If this Contract is in excess of $150,000, the Contractor must comply with all applicable standards, orders, and regulations issued under the Clean Air Act (42 USC 7401-7671q) and the Federal Water Pollution Control Act (33 USC 1251-1387). Violations must be reported to the federal awarding agency and the regional office of the Environmental Protection Agency.
7. Debarment and Suspension
A “contract award” (see 2 CFR 180.220) must not be made to parties listed on the government-wide exclusions in the System for Award Management (SAM), in accordance with the OMB guidelines at 2 CFR 180 that implement Executive Orders 12549 (3 CFR part 1986 Comp., p. 189) and 12689 (3 CFR part 1989 Comp., p. 235), “Debarment and Suspension.” SAM Exclusions contains the names of parties debarred, suspended, or otherwise excluded by agencies, as well as parties declared ineligible under statutory or regulatory authority other than Executive Order 12549.
8. Byrd Anti-Lobbying Amendment
If this Contract exceeds $100,000, bidders and the Contractor must file the certification required under 31 USC 1352.
9. Procurement of Recovered Materials
Under 2 CFR 200.322, a non-Federal entity that is a state agency or agency of a political subdivision of a state and its contractors must comply with section 6002 of the Solid Waste Disposal Act, as amended by the Resource Conservation and Recovery Act. The requirements of Section 6002 include procuring only items designated in guidelines of the Environmental Protection Agency (EPA) at 40 CFR part 247 that contain the highest percentage of recovered materials practicable, consistent with maintaining a satisfactory level of competition, where the purchase price of the item exceeds $10,000 or the value of the quantity acquired during the preceding fiscal year exceeded $10,000; procuring solid waste management services in a manner that maximizes energy and resource recovery; and establishing an affirmative procurement program for procurement of recovered materials identified in the EPA guidelines.
BYRD ANTI-LOBBYING CERTIFICATION The following certification and disclosure regarding payments to influence certain federal transactions are made under FAR 52.203‐11 and 52.203‐12 and 31 USC 1352, the “Byrd Anti‐Lobbying Amendment.” Hyperlinks are provided for convenience only; broken hyperlinks will not relieve Contractor from compliance with the law. 1. FAR 52.203‐12, “Limitation on Payments to Influence Certain Federal Transactions” is hereby
incorporated by reference into this certification.
2. The bidder, by submitting its proposal hereby certifies to the best of his or her knowledge and belief that: a. No federal appropriated funds have been paid or will be paid to any person for influencing or
attempting to influence an officer or employee of any agency, a member of Congress, an officer or employee of Congress, or an employee of a member of Congress on his or her behalf in connection with the awarding of any federal contract, the making of any federal grant, the making of any federal loan, the entering into of any cooperative agreement, and the extension, continuation, renewal, amendment or modification of any federal contract, grant, loan, or cooperative agreement;
b. If any funds other than federal appropriated funds (including profit or fee received under a covered federal transaction) have been paid, or will be paid, to any person for influencing or attempting to influence an officer or employee of any agency, a member of Congress, an officer or employee of Congress, or an employee of a member of Congress on his or her behalf in connection with this solicitation, the bidder must complete and submit, with its proposal, OMB standard form LLL, Disclosure of Lobbying Activities, to the Solicitation Manager; and
c. He or she will include the language of this certification in all subcontract awards at any tier and require that all recipients of subcontract awards in excess of $150,000 must certify and disclose accordingly.
3. This certification is a material representation of fact upon which reliance is placed at the time of
Contract award. Submission of this certification and disclosure is a prerequisite for making or entering into this Contract under 31 USC 1352. Any person making an expenditure prohibited under this provision or who fails to file or amend the disclosure form to be filed or amended by this provision is subject to a civil penalty of not less than $10,000, and not more than $100,000, for each such failure.
Signed by: _____________________ [Type name and title] [Type company name] Date: ________________
STATE OF MICHIGAN ENTERPRISE PROCUREMENT Department of Technology, Management, and Budget 525 W. ALLEGAN ST., LANSING, MICHIGAN 48913 P.O. BOX 30026 LANSING, MICHIGAN 48909
CONTRACT CHANGE NOTICE
Change Notice Number 3
to Contract Number 071B4300110
CONTRACT SUMMARY
PRE-QUAL IT SERVICES PROGRAM FOR SOFTWARE MODERNIZATION INITIAL EFFECTIVE DATE INITIAL EXPIRATION DATE INITIAL AVAILABLE OPTIONS EXPIRATION DATE BEFORE
CHANGE(S) NOTED BELOW
June 1, 2014 May 31, 2019 3 - 1 Year May 31, 2019
PAYMENT TERMS DELIVERY TIMEFRAME
ALTERNATE PAYMENT OPTIONS EXTENDED PURCHASING
☐ P-Card ☐ Direct Voucher (DV) ☐ Other ☒ Yes ☐ No MINIMUM DELIVERY REQUIREMENTS
DESCRIPTION OF CHANGE NOTICE
OPTION LENGTH OF OPTION EXTENSION LENGTH OF EXTENSION REVISED EXP. DATE
☐ ☐ May 31, 2019
CURRENT VALUE VALUE OF CHANGE NOTICE ESTIMATED AGGREGATE CONTRACT VALUE
$397,501.00 $199,500.00 $597,001.00 DESCRIPTION
Effective 06/04/2018, this contract is hereby INCREASED by $199,500 for Department of Community Health to complete a framework overhaul and additional application stabilization efforts within the OBRA system. All other terms, conditions, specifications, and pricing remain the same. Per contractor, agency, and DTMB Procurement Approval.
MICHIGAN DEPARTMENT OF TECHNOLOGY, MANAGEMENT AND BUDGET
IT SERVICES STATEMENT OF WORK
Program Title: Omnibus Budget Reconciliation Act (OBRA) Application Backlog Enhancements
Period of Coverage: 01/30/2018 – 9/30/2018
Requesting Department: Michigan Department of Health and Human Services (DHHS)
Date: 01/30/2018
Agency Program Manager: Jeff Wieferich
Phone: 517-335-0499
DTMB Program Manager: Kim Koppsch-Woods
Phone: 517-335-3288
This Statement of Work (SOW) is made a part of a Contract Change Notice 3 to Contract 071B4300110 (Contract) between the State of Michigan (State) and HTC Global Services Inc. (HTC or Vendor) effective as of the date set forth on the signature page of this Agreement. The Michigan Department of Health and Human Services (MDHHS) requests a purchase order release for $199,500 from the reserve bank of hours and modification 2 to Purchase Order 084N7707379 which reflects the revised product increments per the schedule on page 5 to complete a framework overhaul and additional application stabilization efforts.
NOW THEREFORE, the Parties agree as follows:
I. BACKGROUND AND PROGRAM OBJECTIVE
1.1 OBRA web system was developed by the Department of Technology, Management and Budget (DTMB) and is hosted on site within the State of Michigan. The system was originally implemented in 2015 and is being used by the Community Mental Health Organizations and program office to perform necessary transactions. Since implementation the system has consistently had unresolved stability issues. The users of the system have requested several enhancements that are pending development. In September 2017, HTC Global Services was awarded the contract to develop enhancements that are required to resolve outstanding issues with the application. As the first step of the project, Sprint Zero, HTC performed a system evaluation to ensure an understanding of the as-is system, and documented deviations from the original project approach to develop the enhancements. Further, this approach has allowed prioritization of work items and creation of a project plan.
1.2 Application stabilization is to remediate the currently known errors related to ‘save functionality’ and provide some relief to the application users. Since the ‘Save’ issue is not reproducible in test or development environments, HTC will take the approach of fixing design related coding gaps in the affected functions and ensure the functionality is tested to cover all scenarios. If any new errors come up during the testing phase, HTC will address them as part of the framework for these required enhancements.
4
1.3 Application framework enhancement is to replace the underlying framework with a more robust, service-based framework that will allow incremental development of the new user stories. To do this, HTC will use its Service Oriented Architecture Based Framework, currently deployed in MDHHS.
II. SCOPE OF WORK
2.1 Vendor will stabilize the code and in parallel develop the first Product Increment using Michigan Adult Integrated Management System MIAIMS framework components developed by Vendor.
2.2 This change request will initiate the statement of work to release $199,500 from the reserve bank of hours and modification 2 to Purchase Order 084N7707379 which reflects the revised product increments per the schedule on page 5 to complete a framework overhaul and additional application stabilization efforts. This change will also move $140,392 from FY19 to FY18 as detailed below.
III. VENDOR’S SERVICES AND DELIVERABLES
3.1 Services and deliverables will not be considered complete until the DTMB Program Managers has formally accepted them in writing.
3.2 Requirements of the vendor’s service and deliverables, include but are not limited to, the following:
1. Application Stabilization
A. Build script improvements to streamline build process.
B. Single deployable code across all environments.
C. Replace remote Enterprise JavaBeans (EJB) services with simple data services interface.
D. Improved logging to capture call trace and exceptions.
E. Security compliance localizing the referenced third-party client libraries.
F. Upgrade of server-side libraries to address any known compatibility issues.
G. Client code (web) fixes to synchronize actions on functions with ‘save’ issues.
H. Refactor of data services with issues reported in the logs.
2. Framework Enhancements.
A. Vendor will deliver the enhanced code that will include, but not limited to, the following:
i. Refine OBRA data model to align with industry/DTMB database standards.
ii. Improve code coverage adding Junit test cases.
iii. Refactor / enhance code to follow modular design principles and improve overall code quality.
iv. Migrate application server to JBoss eap 7.
v. Upgrade Java version from 1.6 to Java 1.8.
5
vi. Leverage HTC’s Service Oriented Architecture Based Framework for User Interface (UI) and service side components as needed.
3. Updated system design document to reflect the refactored design/code.
4. Updated Entity Relationship (ER) Diagram for compliance of DTMB database standards.
5. Test report to reflect JUnits automated through Continuous Integration (CI) tool and/or manual generation.
6. Implementation Plan to include, but not limited to, the following:
A. Upgrade JBoss application to JBoss eap 7
B. Database update scripts to be executed by SOM Database Administrators.
7. Updated installation document, to include but not limited to the following:
A. Explain the technology tack/workspace/environment setup.
8. Develop test scenarios for the “as-is” functionality,
A. Training. Vendor will provide training that includes, but is not limited to, self-guided videos, manuals, quick guides, workbooks and web-based training. The State reserves the right to utilize all training literature for State training purposes at no additional cost to the State.
B. Program Handoff/Closure. Vendor will complete the Request for Acceptance Form showing that all program tasks have been completed for review and acceptance by the MDHHS Program Manager and DTMB Program Manager.
C. Support. Vendor will provide support services, immediately, upon the execution of this SOW.
IV. TECHINCAL ASSUMPTIONS
4.1 Vendor will use its computers, software, licenses and other materials to create and develop the modules at no additional cost to the State beyond the pricing stated in this SOW.
4.2 Vendor is solely responsible for operating and testing the software on the Vendor’s systems and servers.
4.3 This project will be considered complete when the MDHHS Program Manager and DTMB Program Manager has signed off on the State Request for Acceptance Form.
A. Final acceptance will occur after the module has been functioning in a production environment, without error, (no service, reporting, hardware or software failures) for a period of 30 days after the training and training documentation have been completed, and the system is deemed to have reached the “Go Live” status.
6
V. PROGRAM CONTROL AND REPORTS
5.1 A bi-weekly progress report must be submitted to the Agency and DTMB Project Managers throughout the life of this project. This report may be submitted with the billing invoice.
VI. PRICING
6.1 Cost and billing.
Task Option 2
Stabilization $98,000.00
Enhance Framework $158,000.00
Total $256,000.00
6.2 Payment Schedule. Per the Contract, payment will be made on the basis of satisfactory acceptance of the modules. All invoices must include the purchase order number. DTMB will pay Vendor upon receipt of properly completed invoice(s) which will be submitted to the billing address on the State issued purchase order not more often than monthly. DTMB Accounts Payable area will coordinate obtaining approval from Agency and DTMB Program Manager.
A. Invoices will reflect actual work completed by payment date, and must be approved by the Agency and DTMB Program Manager prior to payment.
B. The invoices will describe and document to the State’s satisfaction a description of the work performed, the progress of the program, and fees. When expenses are invoiced, receipts will be provided along with a detailed breakdown of each type of expense.
7
Sprint 0 Complete $ 59,625 6 10/31/2017
Warranty Period Complete (120 days from Implementation 4)
167/8/2019
Project Close $ 39,750 TOTAL $ 597,000 TOTAL Project Duration 86 9/30/2019
New
DO
IT1
$199
,500
Revised SOWM
odifi
catio
n to
PO
084
N77
0737
9 $3
97,5
00Duration (Weeks)Cost Per
IncrementDeliverable
$ 28,326
End Date
3/23/2018
7/20/2018
7/20/2018
9/21/2018
8
This will be a 6-month development + 1 Month UAT. This will be done in parallel with Stabilization (32 weeks Development and testing)
$ 81,875 12 (Concurrent with the last 12 weeks of framework)
$ 158,000
$ 98,000 This will be a 3-month development + 1 Month UAT
Garrick Paraskevin, DTMB IT Services Procurement Buyer Michigan Department of Technology, Management and Budget, DTMB Purchasing Operations Constitution Hall, 1st Floor 525 W. Allegan Street Lansing, MI 48933 Office: 517-256-7516
7.2 The designated MDHHS Program Manager is:
Jeff Wieferich Michigan Department of Health and Human Services 320 South Walnut St. Lansing, MI 48933 Office: 517-241-3024 [email protected]
7.3 The designated DTMB Program Manager is:
Kim Koppsch-Woods Michigan Department of Technology, Management and Budget, Agency Services Chandler Plaza, 1st Floor 300 East Michigan Avenue Lansing, MI 48933 Office: 517-241-3314 [email protected]
Milestone End Date
Stabilized code implemented March 23, 2018
Product Increment 2 and Enhanced Framework components implemented
July 20, 2018
Product Increment 1 Implemented September 21, 2018
Product Increment 3 & 4 Implemented December 21, 2018
Product Increment 5, 6, & 7 Implemented March 8, 2019
8.1 Work Location. Resource(s) will work entirely offsite unless otherwise specified by the DTMB Program Manager. The State is under no obligation to provide the Vendor with workstations or physical workspace for this SOW.
8.2 Web or Hyperlinks. In the event Vendor is unable to access or view any of the web links (also known as hyperlinks) contained within this Contract, Vendor must promptly notify the DTMB Program Manager. An inaccessible or non-working web link will not excuse the Vendor of its duties and obligations under this Contract. Vendor is responsible for ensuring its personnel and/or subcontractors have reviewed all State and DTMB policies under this Contract.
8.3 Entire Agreement. This SOW, together with the existing Contract, constitutes the Parties’ complete and exclusive statement regarding work requirements and procedures. Apart from the amendments made in this SOW, all Contract terms and conditions must remain in full force and effect.
STATE OF MICHIGANENTERPRISE PROCUREMENTDepartment of Technology, Management, and Budget525 W. ALLEGAN ST., LANSING, MICHIGAN 48913P.O. BOX 30026 LANSING, MICHIGAN 48909
CONTRACT CHANGE NOTICE
Change Notice Number 2to
Contract Number 071B4300110
$1.00
June 1, 2014 May 31, 2019
PRE-QUAL IT SERVICES PROGRAM FOR SOFTWARE MODERNIZATION
May 31, 2019
INITIAL AVAILABLE OPTIONS EXPIRATION DATE BEFORE CHANGE(S) NOTED BELOW
3 - 1 Year
PAYMENT TERMS DELIVERY TIMEFRAME
ALTERNATE PAYMENT OPTIONS EXTENDED PURCHASING
☐ P-Card ☐ Direct Voucher (DV) ☐ Other ☒ Yes ☐ NoMINIMUM DELIVERY REQUIREMENTS
DESCRIPTION OF CHANGE NOTICEOPTION LENGTH OF OPTION EXTENSION LENGTH OF EXTENSION REVISED EXP. DATE
☐ ☐ May 31, 2019
CURRENT VALUE VALUE OF CHANGE NOTICE ESTIMATED AGGREGATE CONTRACT VALUE
$397,500.00 $397,501.00
Effective 08/25/2017, this contract is hereby INCREASED by $397,500 for Department of Community Health to add a pool of dollars to the Contract which can be leveraged through approved/signed Statements of Work(s) by financial services. All other terms, conditions, specifications, and pricing remain the same. Per contractor, agency, and DTMB Procurement Approval.
Pre‐Qualified IT Services Program for Software Modernization‐ Custom Software Development
INITIAL TERM EFFECTIVE DATE INITIAL EXPIRATION DATE AVAILABLE OPTIONS
5 years June 1, 2014 May 31, 2019 3, 1 Year Options
PAYMENT TERMS F.O.B SHIPPED SHIPPED FROM
N/A N/A N/A N/A
ALTERNATE PAYMENT OPTIONS: AVAILABLE TO MiDEAL PARTICIPANTS
P-card Direct Voucher (DV) Other YES NO
MINIMUM DELIVERY REQUIREMENTS:
N/A
MISCELLANEOUS INFORMATION:
N/A
ESTIMATED CONTRACT VALUE AT TIME OF EXECUTION: $0.00 THIS IS NOT AN ORDER: This Contract Agreement is awarded on the basis of our inquiry bearing the solicitation # 071I3200062. Orders for delivery will be issued directly by the Department of Technology, Management & Budget through the issuance of a Purchase Order Form.
Updated 8/20/2012
Form No. DTMB-3522 (Rev. 4/2012)
Notice of Contract #: 071B4300110
FOR THE CONTRACTOR: FOR THE STATE: HTC Global Services, Inc.
Firm Name Signature Jeff Brownlee, Chief Procurement Officer
Authorized Agent Signature Name/Title
DTMB Procurement Authorized Agent (Print or Type) Enter Name of Agency
Date Date
PROGRAM DESCRIPTION
1. Program Identification. The State has established a software modernization pre-qualification program (“Program”) designed to
provide a pool of pre-qualified contractors who will assist the State in achieving its legacy system modernization initiatives. This Program is for legacy system modernization work that has an aggregate cost of $5 million or less. The pre-qualified contractors will provide the State assistance, fully, or partially, in one or more of the following areas:
Functional design and validation consulting services Custom software development Hosting Pre-qualified vendor software Integration services Maintenance and support services
2. Out of Scope. The purchase of third-party software is out of scope. This Program does not include contracting to develop and
document business and technical requirements.
3. Pre-Qualified Contractors. The pre-qualified contractors, which may be updated as determined by the State, were selected through a competitive bidding process. The contractors are:
Contract Number Contractor Name Contract Number Contractor Name
071B4300101 Accenture, LLP 071B4300111 IBM Corporation
071B4300102 Acro Service Corporation 071B4300112 Informatix Inc.
071B4300103 CAI (Computer Aid, Inc.) 071B4300113 Deloitte Consulting LLP
071B4300104 Ciber, Inc. 071B4300114 Open Systems Technologies DE, LLC
071B4300105 Cognizant Technology Solutions U.S. Corp.
071B4300115 Ricoh USA, Inc.
071B4300106 CW Professional Services LLC
071B4300116 Software AG USA, Inc.
071B4300107 Dewpoint 071B4300117 Sogeti USA
071B4300108 Dynamics Research Corporation 071B4300118 Systems Technology Group, Inc. (STG)
071B4300109 Hewlett-Packard State & Local Enterprise Services, Inc
071B4300119 Unisys Corporation
071B4300110 HTC Global Services, Inc. 071B4300120 Vertex Computer Systems
4. Tier II Process. The State will issue a request for proposal (RFP) to all pre-qualified contractors for projects to be performed under
this Program. The Custom Software Development Contract Terms will apply to any Contract executed under this Program. Terms for maintenance and support and hosting services will be provided during the RFP process. The Contract is extended to MiDEAL members. MiDEAL members include local units of government, school districts, universities, community colleges, and nonprofit hospitals. A current list of MiDEAL members is available at www.michigan.gov/mideal.
5. Contract Administrators. The Contract Administrator for each party is the only person authorized to (a) modify any terms and conditions, and (b) approve any Change Notices under this Contract 071B4300110.
State of Michigan Contractor
Whitnie Zuker Sutbir Randhawa
STATE OF MICHIGAN
SOFTWARE MODERNIZATION
PRE‐QUALIFICATION PROGRAM
This CUSTOM SOFTWARE DEVELOPMENT CONTRACT (this “Contract”) is agreed to between the State of Michigan (the “State”) and HTC Global Services, Inc. (“Contractor”), a Michigan Corporation. This Contract is effective on June 1, 2014 (“Effective Date”), and unless earlier terminated, will expire on May 31, 2019 (the “Term”). This Contract may be renewed for up to three (3) additional one (1) year period(s). Renewal must be by written agreement of the parties, and will automatically extend the Term of this Contract.
The parties agree as follows:
Definitions. For purposes of this Contract, the following terms have the following meanings:
“Acceptance” has the meaning set forth in Section 0.
“Acceptance Tests” means such tests as may be conducted in accordance with Section 0
and the Statement of Work to determine whether any Software Deliverable meets the
requirements of this Contract and the Specifications and Documentation.
“Affiliate” means any entity which directly or indirectly controls, is controlled by or is under
common control of Contractor. The term “control” means the possession of the power to direct or
cause the direction of the management and the policies of an entity, whether through the
ownership of a majority of the outstanding voting rights or by contract or otherwise.
“Aggregate Software” means the Software, as a whole, to be developed or otherwise
provided under the Statement of Work. For avoidance of doubt, if the Statement of Work
provides for a single Software Deliverable, such Software Deliverable also constitutes Aggregate
Software.
“Allegedly Infringing Materials” has the meaning set forth in Section 0.
“Approved Open-Source Components” means Open-Source Components that the State
has approved to be included in or used in connection with any Software developed or provided
under this Contract, and are specifically identified in the Statement of Work.
“Approved Third-Party Materials” means Third-Party Materials that the State has approved
to be included in or for use in connection with any Software developed or provided under this
Contract, and are specifically identified in the Statement of Work.
STATE OF MICHIGAN
CONTRACT TERMS
CUSTOM SOFTWARE DEVELOPMENT
2 | P a g e
“Background Technology” means all Software, data, know-how, ideas, methodologies,
specifications, and other technology in which Contractor owns such Intellectual Property Rights
as are necessary for Contractor to grant the rights and licenses set forth in Section 0, and for the
State (including its licensees, successors and assigns) to exercise such rights and licenses,
without violating any right of any Third Party or any Law or incurring any payment obligation to
any Third Party. Background Technology must: (a) be identified as Background Technology in
the Statement of Work; and (b) have been developed or otherwise acquired by Contractor prior to
the date of the Statement of Work, or have been developed by Contractor outside of its
performance under the Statement of Work. Background Technology will also include any general
consulting tool or methodology created by Contractor, which will not be required to be identified in
the Statement of Work.
“Business Day” means a day other than a Saturday, Sunday or State holiday.
“Business and Technical Requirements Specifications” means the specifications setting
forth the State’s business requirements and technical specifications regarding the features and
functionality of the Software, as set forth in Schedule B.
“Change” has the meaning set forth in Section 0.
“Change Notice” has the meaning set forth in Section 0.
“Change Proposal” has the meaning set forth in Section 0.
“Change Request” has the meaning set forth in Section 0.
“Confidential Information” has the meaning set forth in Section 0.
“Contract” has the meaning set forth in the preamble.
“Contract Administrator” is the individual appointed by each party to (a) administer the
terms of this Contract, and (b) approve any Change Notices under this Contract. Each party’s
Contract Administrator will be identified in the Statement of Work.
“Contractor” has the meaning set forth in the preamble.
“Contractor’s Bid Response” means the Contractor’s proposal submitted in response to the
RFP.
“Contractor Personnel” means all employees of Contractor or any Permitted Subcontractors
involved in the performance of Services or providing Work Product under this Contract.
“Deliverables” means all Software Deliverables and all other documents, Work Product, and
other materials that Contractor is required to or otherwise does provide to the State under this
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Contract and otherwise in connection with any Services, including all items specifically identified
as Deliverables in the Statement of Work.
“Derivative Work” means any modification, addition, upgrade, update, or improvement of the
Software and any other work constituting a derivative work under the United States Copyright Act,
17 U.S.C. Section 101, et seq.
“Dispute Resolution Procedure” means the procedure for resolving disputes under this
Contract as set forth in Section 0.
“Documentation” means all user manuals, operating manuals, technical manuals and any
other instructions, specifications, documents and materials, in any form or media, that describe
the functionality, installation, testing, operation, use, maintenance, support and technical and
other components, features and requirements of any Software.
“DTMB” means the Michigan Department of Technology, Management and Budget.
“Effective Date” has the meaning set forth in the preamble.
“Fees” has the meaning set forth in Section 0
“Financial Audit Period” has the meaning set forth in Section 0.
“Force Majeure” has the meaning set forth in Section0.
“Harmful Code” means any: (a) virus, trojan horse, worm, backdoor or other software or
hardware devices the effect of which is to permit unauthorized access to, or to disable, erase, or
otherwise harm, any computer, systems or software; or (b) time bomb, drop dead device, or other
software or hardware device designed to disable a computer program automatically with the
passage of time or under the positive control of any Person, or otherwise deprive the State of its
lawful right to use such Software.
“HIPAA” has the meaning set forth in Section 0.
“Implementation Plan” means the schedule included in the Statement of Work setting forth
the sequence of events for the performance of Services under the Statement of Work, including
the Milestones and Milestone Dates.
"Initial Statement of Work" means the unexecuted Statement of Work for the initial Software
development and related Services, attached as Exhibit 1 to this Contract.
“Intellectual Property Rights” means all or any of the following: (a) patents, patent
disclosures, and inventions (whether patentable or not); (b) trademarks, service marks, trade
dress, trade names, logos, corporate names, and domain names, together with all of the
associated goodwill; (c) copyrights and copyrightable works (including computer programs), mask
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works and rights in data and databases; (d) trade secrets, know-how and other confidential
information; and (e) all other intellectual property rights, in each case whether registered or
unregistered and including all applications for, and renewals or extensions of, such rights, and all
similar or equivalent rights or forms of protection provided by applicable Law in any jurisdiction
throughout the world.
“Intended Users” means the users that are intended to use Software or particular features or
functions of the Software, as described in the Specifications for such Software.
“Key Personnel” means any Contractor Personnel identified as key personnel in the
Statement of Work.
“Law” means any statute, law, ordinance, regulation, rule, code, order, constitution, treaty,
common law, judgment, decree, other requirement or rule of law of any federal, state, local or
foreign government or political subdivision thereof, or any arbitrator, court, or tribunal of
competent jurisdiction.
“Maintenance and Support Schedule” means the schedule attached as Schedule C,
setting forth the Maintenance and Support Services, the Support Fees, and the parties’ additional
rights and obligations with respect to such services.
“Maintenance and Support Services” means the Software maintenance and support
services the Contractor is required to or otherwise does provide under this Contract as set forth in
the Maintenance and Support Schedule.
“Milestone” means an event or task described in the Implementation Plan under the
Statement of Work that must be completed by the corresponding Milestone Date.
“Milestone Date” means the date by which a particular Milestone must be completed as set
forth in the Implementation Plan under the Statement of Work.
“Non-Conformity” means any failure of any: (a) Software or Documentation to materially
conform to the requirements of this Contract (including the Statement of Work) or (b) Software to
materially conform to the requirements of this Contract or the Specifications or Documentation.
“Notice of Recommendation Date” means the date that the Contractor was formally
awarded the Contract.
“Object Code” means computer programs assembled or compiled in magnetic or electronic
binary form on software media, which are readable and useable by machines, but not generally
readable by humans without reverse assembly, reverse compiling, or reverse engineering.
“Open-Source Components” means any software component that is subject to any open-
source copyright license contract, including any GNU General Public License or GNU Library or
Lesser Public License, or other license contract that substantially conforms to the Open Source
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Initiative’s definition of “open source” or otherwise may require disclosure or licensing to any third
party of any source code with which such software component is used or compiled.
“Open-Source License” has the meaning set forth in Section 0.
“Operating Environment” means, collectively, the State platform and environment on, in, or
under which Software is intended to be installed and operate, as set forth in the Statement of
Work, including such structural, functional and other features, conditions and components as
hardware, operating software and system architecture and configuration.
“Permitted Subcontractor” has the meaning set forth in Section 0.
“Person” means an individual, corporation, partnership, joint venture, limited liability entity,
governmental authority, unincorporated organization, trust, association, or other entity.
“Project Manager” are the individuals appointed by each party to monitor and coordinate the
day-to-day activities of this Contract. The State’s Project Managers will issue the State’s notice of
Acceptance for all Software Deliverables and Aggregate Software. Each party’s Project
Manager(s) will be identified in the Statement of Work.
“Representatives” means a party’s employees, officers, directors, consultants, legal
advisors, and Permitted Subcontractors.
“RFP” means the State’s request for proposal designed to solicit responses for Services
under this Contract.
“Security Breach Indemnity Cap” has the meaning set forth in Section 0.
“Services” means any of the services Contractor is required to or otherwise does provide
under this Contract or the Statement of Work, as more fully described in this Contract or the
Statement of Work.
“Site” means the physical location designated by the State in, or in accordance with, this
Contract or the Statement of Work for delivery and installation of any Software.
“Software” means the computer program(s), including programming tools, scripts and
routines, the Contractor is required to or otherwise does develop or otherwise provide under this
Contract, as described more fully in the Statement of Work, including all updates, upgrades, new
versions, new releases, enhancements, improvements, and other modifications made or provided
under the Maintenance and Support Services. As context dictates, Software may refer to one or
more Software Deliverables or Aggregate Software.
“Software Deliverable” means any Software, together with its Documentation, required to be
delivered as a Milestone as set forth in the Implementation Plan for such Software.
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“Source Code” means the human readable source code of the Software to which it relates, in
the programming language in which such Software was written, together with all related flow
charts and technical documentation, including a description of the procedure for generating object
code, all of a level sufficient to enable a programmer reasonably fluent in such programming
language to understand, operate, support, maintain and develop modifications, upgrades,
updates, enhancements, improvements and new versions of, and to develop computer programs
compatible with, such Software.
“Specifications” means, for any Software, the specifications collectively set forth in the final
Statement of Work.
“State” means the State of Michigan.
“State Data” has the meaning set forth in Section 0.
“State Materials” means all materials and information, including documents, data, know-how,
ideas, methodologies, specifications, software, content and technology, in any form or media,
directly or indirectly provided or made available to Contractor by or on behalf of the State in
connection with this Contract, whether or not the same: (a) are owned by the State, a Third Party
or in the public domain; or (b) qualify for or are protected by any Intellectual Property Rights.
“State Resources” has the meaning set forth in Section 0.
“Statement of Work” means the final statement of work executed by the parties and attached
as Schedule A to this Contract.
“Stop Work Order” has the meaning set forth in Section 0.
“Support Fees” means the fees, if any, payable by the State for Maintenance and Support
Services as set forth in the Maintenance and Support Schedule.
“Support Commencement Date” means, with respect to any Software, the date on which
the Warranty Period for such Software expires or such other date as may be set forth in the
Maintenance and Support Schedule.
“Term” has the meaning set forth in the preamble.
“Testing Period” has the meaning set forth in Section 0.
“Third Party” means any Person other than the State or Contractor.
“Third-Party Materials” means any materials and information, including documents, data,
know-how, ideas, methodologies, specifications, software, content, and technology, in any form
or media, in which any Person other than the State or Contractor owns any Intellectual Property
Right, but excluding Open-Source Components.
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“Transition Period” has the meaning set forth in Section 0.
“Transition Responsibilities” has the meaning set forth in Section 0.
“Unauthorized Removal” has the meaning set forth in Section 0.
“Unauthorized Removal Credit” has the meaning set forth in Section 0.
“Warranty Period” means, unless otherwise specified in the final Statement of Work, for any
Software, the forty-five (45) calendar-day period commencing (a) in the case of Aggregate
Software, upon the State’s Acceptance; and (b) in the case of any updates, upgrades, new
versions, new releases, enhancements and other modifications to previously-Accepted Aggregate
Software, upon the State’s receipt of such modification.
“Work Product” means all Software, Documentation, Specifications, and other documents,
work product and related materials, that Contractor is required to, or otherwise does, create for
the State under this Contract.
Statement of Work. Contractor must provide Services and Deliverables under the Statement of
Work attached as Schedule A to this Contract. The Statement of Work will not be effective
unless signed by each parties’ Contract Administrator. Contractor agrees that prompt and timely
performance of all such obligations in accordance with the Statement of Work (including the
Implementation Plan and all Milestone Dates) is required.
Initial Statement of Work. Contractor will deliver to the State a proposed Initial Statement of
Work with Contractor’s Bid Response, which shall be in substantially the same form as Exhibit 1.
If Contractor is awarded the bid, the State shall review and, in its discretion, approve or raise
objections to Contractor’s Initial Statement of Work. If the State raises any such objections, the
parties shall negotiate in good faith to amend the Initial Statement of Work, provided that:
to the extent the Initial Statement of Work does not comply with the requirements of this
Contract and the Business and Technical Requirements Specifications set forth on Schedule B,
it shall be amended to so comply; and
either party may terminate negotiations and the tier II contract award if the parties fail to
agree on a final Statement of Work within thirty (30) calendar days of the Notice of
Recommendation Date, or such longer period as the parties mutually agree upon.
Final Statement of Work. Upon the parties' agreement to the Initial Statement of Work, each
party shall cause the same to be signed by its Contract Administrator. Upon its mutual execution,
the Initial Statement of Work will become final, and will be attached as Schedule A and form a
part of this Contract.
Change Control Process. The State may at any time request in writing (each, a “Change
Request”) changes to the Statement of Work, including changes to the Services, Work Product,
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Implementation Plan, or any Specifications (each, a “Change”). Upon the State’s submission of a
Change Request, the parties will evaluate and implement all Changes in accordance with this
Section 0.
As soon as reasonably practicable, and in any case within twenty (20) Business Days
following receipt of a Change Request, Contractor will provide the State with a written proposal
for implementing the requested Change (“Change Proposal”), setting forth:
a written description of the proposed Changes to any Services, Work Product, or
Deliverables;
an amended Implementation Plan reflecting: (A) the schedule for commencing and
completing any additional or modified Services, Work Product, or
Deliverables; and (B) the effect of such Changes, if any, on completing any
other Services or Work Product under the Statement of Work;
any additional Third-Party Materials, Open-Source Components, and State
Resources Contractor deems necessary to carry out such Changes; and
any increase or decrease in Fees resulting from the proposed Changes, which
increase or decrease will reflect only the increase or decrease in time and
expenses Contractor requires to carry out the Change.
Within fifteen (15) Business Days, unless the parties agree to a longer period, following
the State’s receipt of a Change Proposal, the State will by written notice to Contractor, approve,
reject, or propose modifications to such Change Proposal. If the State proposes modifications,
Contractor must modify and re-deliver the Change Proposal reflecting such modifications, or
notify the State of any disagreement, in which event the parties will negotiate in good faith to
resolve their disagreement. Upon the State’s approval of the Change Proposal or the parties’
agreement on all proposed modifications, as the case may be, the parties will execute a written
agreement to the Change Proposal (“Change Notice”), which Change Notice will be signed by
each party’s Contract Administrator and will constitute an amendment to the Statement of Work to
which it relates; and
If the parties fail to enter into a Change Notice within fifteen (15) Business Days
following the State’s response to a Change Proposal, either party may initiate a Dispute
Resolution Procedure. If the parties fail to enter into a Change Notice even after completion of
the Dispute Resolution Procedure, the State may, in its discretion:
require Contractor to perform the Services under the Statement of Work without
the Change;
require Contractor to continue to negotiate a Change Notice; or
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notwithstanding any provision to the contrary in the Statement of Work, terminate
this Contract under Section 0.
No Change will be effective until the parties have executed a Change Notice. Except as
the State may request in its Change Request or otherwise in writing, Contractor must continue to
perform its obligations in accordance with the Statement of Work pending negotiation and
execution of a Change Notice. Contractor will use its reasonable efforts to limit any delays or Fee
increases from any Change to those necessary to perform the Change in accordance with the
applicable Change Notice. Each party is responsible for its own costs and expenses of
preparing, evaluating, negotiating, and otherwise processing any Change Request, Change
Proposal, and Change Notice.
The performance of any functions, activities, tasks, obligations, roles and
responsibilities comprising the Services as described in this Contract are considered part of the
Services and, thus, will not be considered a Change. This includes the delivery of all
Deliverables in accordance with their respective Specifications, and the diagnosis and correction
of Non-Conformities discovered in Deliverables prior to their Acceptance by the State or,
subsequent to their Acceptance by the State, as necessary for Contractor to fulfill its associated
warranty requirements and its Maintenance and Support Services under this Contract.
Contractor may, on its own initiative and at its own expense, prepare and submit its own
Change Request to the State. Within a reasonable time period, the State will respond in writing
to such request and either: (i) accept the Change Request; (ii) reject the Change Request; or (iii)
propose its own Change Request pursuant to the process described above. If the parties agree
on carrying out a change requested by Contractor, a written Change Notice must be executed by
both parties prior to Contractor’s commencement of any changes.