Solicitation Overview

This solicitation is now closed.

Title
KENTUCKY WIC MAINTENANCE AND OPERATIONS RFP
Solicitation No.
RFP 758 1700000283
Description

The purpose of this Request for Proposal (RFP) is to solicit proposals for competitive negotiations pursuant to 200 KAR 5:307.  The Kentucky Cabinet for Health and Family Services (CHFS) Kentucky Department for Public Health (DPH) Nutrition Services Branch Women Infants Children (WIC) Program is seeking vendors to provide maintenance and operations (M&O) and software development support for the applications supporting the Kentucky WIC Program.  This includes the Clinic Management System (CMS), Retailer Management System (RMS), WIC Direct (WIC EBT System), and Data Direct (data warehouse application).

 

Issuing Office

The Commonwealth of Kentucky, Finance and Administration Cabinet, Office of Procurement Services, is issuing this RFP on behalf of the Kentucky Cabinet for Health and Family Services (CHFS), Department for Public Health (DPH), Nutrition Services Branch WIC Program.  The Finance and Administration Cabinet is the only office authorized to change, modify, amend, alter, or clarify the specifications, terms and conditions of this RFP.

A contract, based on this RFP, may or may not be awarded.  Any contract award from this RFP is invalid until properly approved and executed by the Finance and Administration Cabinet.

 

Access to Solicitation, RFP, and Addenda

The Commonwealth wants each prospective vendor to have full and complete information on which to base a proposal response.  Only information presented or referred to in this RFP and any additional written information that is supplied by the Commonwealth Buyer shall be used by vendors in preparing the response.

The solicitation, addenda, and attachments shall be posted to the Kentucky Vendor Self Service site at https://emars.ky.gov/webapp/vssonline/AltSelfService

It is not necessary to register to access the solicitation. Unregistered vendors can access solicitations by clicking on public access.

 

Written Questions Regarding this RFP

Vendors are encouraged to submit written questions pursuant to Section 10.9 of this RFP.  Written questions shall be submitted to the Commonwealth Buyer via email at David.Gayle@ky.gov or via fax at 502-564-6013.  Vendors should submit questions on Attachment F-Vendors Question Form.  No questions shall be accepted after the date(s) listed in Section 10.9 unless the question(s) is considered material to the procurement.  The Commonwealth shall respond to salient questions in writing by issuing an addendum to the solicitation.  The addendum shall be posted to the Kentucky Vendor Self Service site.

 

Anticipated Schedule of Activities

04/17/17:  Release of RFP

05/17/17:  1st Set of Vendors' Written Questions due by 12:00 p.m. EST (Submit questions on Attachment D - Vendors' Question Form

05/24/17:  Commonwealth Resonse to 1st Set of Vendors' Written Questions

06/12/17:  Vendor Conference  Time: 10:30 – 11:30 a.m.

                   Location:         Cabinet for Health and Human Services, 275 E. Main Street, Frankfort, KY 40601

                  (Either park in the visitor parking lot on the left side of the building or the lot across the street from the employee parking lot. Sign in at the Visitor Entrance Security Desk near the building columns. You will be escorted to the meeting room.)

                  Conference Call Number: 1-866-904-6912, Pin # 588972

                   Attendance is highly encouraged, as this will be the only opportunity to ask oral questions.  The Commonwealth shall not be bound by oral answers to the questions presented at the Vendors’ Conference or oral statements made at any other time by any member of the Commonwealth’s staff.  Salient questions asked at the Vendors’ Conference and the responses will be reduced to writing and issued in an Addendum that shall be posted to the E-Procurement Page.

06/17/17:  Commonwealth's Response to Oral Questions Presented at Vendor's Conference

07/17/17:  Proposals due by 3:30 p.m. EST

All bidders are cautioned to be aware of security in the Capitol Annex in Frankfort. In-person or courier delivered bids/proposals in response to a Commonwealth solicitation should be delivered a minimum of thirty (30) minutes to one (1) hour earlier than the published closing date and time to allow for a security check-in.  Delays due to building security checks shall not be justification for acceptance of a late bid or proposal.  Vendor attention to this advisory is encouraged.

 

Highlight of RFP

The Cabinet for Health and Family Services (CHFS) Department for Public Health (DPH) is seeking a Vendor to perform a specific set of activities to support planning, migration and operations necessary to assume takeover by October 7, 2017 of the current Women, Infants Children (WIC) solution which includes the following systems: Clinical Management System (CMS), Retail Management System (RMS), Data Direct (data warehouse module), WIC Direct System (eWIC) and Financial and Report System.

A. Takeover includes the activities required to successfully transfer, configure, install, test, and implement WIC Solution for the Commonwealth and assume responsibility for its ongoing operations, maintenance and potential enhancement(s).

B. The WIC Solution Vendor should conduct a detailed survey and analysis of the current WIC, including the operation and maintenance of the WIC, current procedures, work in progress, outstanding work, and user requirements in finalizing the Work Breakdown Structure (WBS) required as part of the Vendor’s technical proposal.

C. The WIC Solution takeover activities should include, but not be limited to, processing tests and an operational readiness review sufficient to demonstrate that the WIC Solution Vendor is ready to begin operations for each and every function.

D.  The Commonwealth must approve the WIC Solution Vendor’s operational readiness test before the initiation of the WIC Solution production operations. In the event the Commonwealth does not approve the start of the WIC Vendor’s production operations, the Vendor should be responsible for making arrangements to continue the WIC Systems IT operations.   The WIC Solution Vendor shall be liable for damages incurred by the Commonwealth.

 

NOTE TO BIDDERS:  To veiw entire RFP and all applicable docuemnts, go to https://emars.ky.gov/webapp/vssonline/AltSelfService.  Click on "Guest Access"  at top of left side.  In the Keyword Search type "KY WIC" and once the RFP pulls up at bottom of screen click the "Details" button.  After opening page, click on the gray "Attachments" tab in middle of screen to view all relevant and applicable documentation for RFP.

Procurement Type
Full and Open Competition
Solicitation Type
Request for Proposal (RFP)
Contract Type
Firm Fixed Price
Release Date
Monday, April 17, 2017
Close Date
Monday, July 17, 2017
Projected Award Date
Friday, December 8, 2017
Point of Contact (POC)
David Gayle, CPPO, CPPB
Commonwealth Buyer
Finance and Administration Cabinet

 

NOTE TO BIDDERS:  To veiw entire RFP and all applicable docuemnts, go to https://emars.ky.gov/webapp/vssonline/AltSelfService.  Click on "Guest Access"  at top of left side.  In the Keyword Search type "KY WIC" and once the RFP pulls up at bottom of screen click the "Details" button.  After opening page, click on the gray "Attachments" tab in middle of screen to view all relevant and applicable documentation for RFP.