State ofNevada Department of Administration
Brian Sandoval Governor
Purchasing Division
Julia Teska Director
515 E. Musser Street, Suite 300 Carson City, NV 89701
Greg Smith Administrator
Purchasing Use Onlv: Approval#:
I}5ot;0
a
SOLICITATION WAIVER JUSTIFICATION AND REQUEST FORM "REVISED" ALL FIELDS ARE REQUIRED - INCOMPLETE REQUESTS WILL BE RETURNED TO THE AGENCY
Agency Contact Information - Note: Approved copy will be sent to only the contact(s) listed below: State Agency: I Division of Welfare & Supportive Services (D WSS) la Contact Name and Title Phone Number Email Address (775) 684-0705 Louise Bush, Chief Ibush(jiJfiwss.nv.gov
Vendor Information: Identify Vendor: Contact Name: lb Address: Telephone Number: Email Address:
Chase Global Services (CGS) Robert Malmrose 321 Cheney Street, Reno, NV 89502 (775) 287-9120 robert.
[email protected]
Type of Waiver Requested - Check the appropriate type: lc Sole or Single Source: Professional Service Exemption: X Contract Information: Is this a new Contract? ld Amendment: CETS: Term: Ie One (l) Time Purchase: Contract: Funding: State Appropriated: If Federal Funds: Grant Funds: Other (Explain):
Yes # #
Start Date:
Ix
I July 1,2015
INo
I
I End Date: I June 30, 2021
66% 34% State Share ofCollections (BA 3238)
Total Estimated Value of this Service Contract, Amendment or Purchase: 19 $3,876,027 Solicitation Waiver
Revised: 1012013
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Provide a description of work/services to be performed or commodity/good to be purchased: This request is for Chase Global Services (CGS) to provide the ongoing Maintenance and Operation (M&O) ofthe Child Support Enforcement Decision Support System (CSEDSS). Included in the CSEDSS reside the Data Warehouse, Federal Reporting, Management Reporting, Operational Reporting, Dashboards, Help Desk Support, and Computer Based Training. A complete M&O plan for the data warehouse is necessary for the CSEDSS project to continue operating at the most basic level. The data, and the quality ofthe data, loaded into the data warehouse is determined in large part by the Extract, Transform and Load (ETL) processes that load the Data Warehouse. By maintaining these processes, you are essentially maintaining the Data Warehouse itself. Tasks associated with maintaining a Data Warehouse are administering ETL and day-to-day processes; data cleanup; performance tuning; security administration; backing up the data warehouse. The ad hoc reporting environment and all ofits components will be covered by the CGS M&O agreement. The complete M&O plan includes: • Project Management to effectively manage scope, allocate resources, ensure user needs are satisfied, and maintain client relationships.
2
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Business Analysts with expert knowledge of Child Support Enforcement (CSE) program, the CSE automated system known as NOMADS, and the CSEDSS Data Warehouse to determine how changes will be implemented.
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DBA to change/modify table structures within the data warehouse as changes are made to the source database, and identified as necessary by the Business Analysts. CGS will provide the scripts to DWSS' DBA 'sfor all changes to the Data Warehouse.
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ETL Developer to modify/enhance the ETL process as changes are made to the source database andfurther identified as necessary by the Business Analysts. Make performance tuning enhancements to minimize impact ofdaily incremental loading ofsource data'into the data warehouse as well as to improve front end response time.
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Data Analyst to proactively identify new ideas for reports based on Nevada's business model; federal performance measures; best practices from CSE offices around the country; working with data trend analysis as well as the users to determine the best methods for resolving current issues andpreventingfuture issues.
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Front End Business Object Developers to implement changes to existing reports and universes as well as for the development ofnew reports and ad hoc capabilities as identified as necessary or beneficial by either a CGS Business Analysts orfor those requested by the State or individual offices.
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Provide Help Desk Support to answer questions and provide user support so the end users can receive maximum benefitfrom the CSEDSS.
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Computer Based Training (CBT) will be provided to increase the overall knowledge, with training modules developedfor all levels of usage from entry level to complex, with the ability to be executed and re-executed at the convenience and need ofthe individual user.
•
Reports will be created and/or maintained:
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o
Maintenance ofall existing reports, including the OCSE 157, OCSE 34A, and the OCSE 396 Reports
o
Creation ofdaily or on-demandfederal reports including the OCSE 157, OCSE 34A, and the OCSE 396
o
Continued transition from batch reports and reports generated through NOMADS to Reports available through a single point ofaccess, Business Objects InfoView
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Creation ofthe Interstate Case Reconciliation (ICR) report and automated processing
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Any and all additional reports requested by the statelcounty child support offices with prior approval by the D WSS IV-D Director.
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Best Practice Report Implementation to ensure that all reporting developed remains ofcurrent value with focus on the top issues that require the most immediate and satisfactory solutions.
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Dashboards o
Maintenance of all existing dashboards
o
Creation ofadditional dashboards as deemed necessary by both D WSS, the County Offices, and CGS, with prior approval by the D WSS IV-D Director.
Long Term Plan: The Child Support Enforcement (CSE) program is undergoing a business process reengineering and feasibility study for a system replacement. The CSEDSS will be transferred into the new system. Upon completion ofthe feasibility study and approvalfrom the federal Office of Child Support Enforcement (OCSE), the DWSS will be requesting budget approvalfor the system replacement in the 2017 legislative session. The projected timeline for the system replacement is as follows: • November 2015 - Complete Business Process Reengineering • April 2016 - Complete Feasibility Study and submitfor OCSE approval • June 2016 -Receive OCSE approvalforfeasibility study • July 2016 - Submit draft requests for proposals (RFP) for Project Manager, IV& V vendor and System vendor to OCSEfor prior approval • August/September 2016 - Submit RFPs to State Purchasingfor approval • October 2016 - Publish RFPs • January - March 2017 - Select vendors and negotiate terms ofcontract • April- June 2017 - Finalize contracts andpresent to BOE contingent upon legislative budget approval. • July 2017 - Begin system implementation project. • July 2017 - June 2021 - System development and implementation • July 2021 - June 2023 - System warranty period NOTE: The purpose ofrequesting a 6-year contract with an optidn to renew an additional two years, ifneeded, is to provide M&O for the CSEDSS through the new system development, implementation and warranty period.
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What are the unique features/qualifications required for this service or good that are not available from any other vendor: CGS has the institutional knowledge ofthe CSE program, DWSS system requirements and the CSEDDS, which CGS developed and has been maintainedfrom inception.
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D WSS staffspent many hours with CGS personnel explaining databases, software applications and operating environments tofacilitate CGS' understanding ofthe DWSS system requirements and environments. Due to the limited DWSS resources to train another vendor or provide M&O for the CSEDDS, the DWSS respectfully requests CGS be afforded a professional services exemptionfor the M&O ofthe CSEDDS.
Explain why this service or good cannot be competitively bid and why this purchase is economically only available from a single source:
4
While it is believed another vendor could provide the service, it would be a significant determent to DWSS. Selecting another vendor would require dedication ofIS and CSE personnel resources to train a new vendor on the complexities ofthe CSE case management system andfederal program requirements. DWSS does not have the personnel resources to dedicate to training a new vendor, if selected through the RFP process. CGS has been engaged in this capacity for the five years during which time they developed institutional knowledge ofthe CSE system, applications and program that would be very difficult, and cost prohibitive, to replace.
Were alternative services or commodities evaluated? Check One. I Yes: I I No: Ifyes, what were they and why were they unacceptable? Please be specific with regard to features, characteristics, requirements, capabilities and compatibility.
Ix
a.
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b. Ifnot, why were alternatives not evaluated? CGS has institutional knowledge ofthe CSE program, system requirements and applications that would be very difficult, and cost prohibitive, to replace. Hundreds ofhours oftraining would be required ofour existing IS and CSE staffto retrain a new vendor and bring them up to speed on information which CGS is already intimately familiar with. A significant impact to D WSS would be experienced due to limited IS resources.
6
Has the agency purchased this service or commodity in the past? Check One. Note: Ifyour previous purchasers) was made via solicitation Yes: X No: waiver(s), a copy or copies ofALL previous waivers must accompany this request. a. Ifyes, starting with the most recent contract and working backward, for the entire relationship with this vendor, or any other vendor for this service or commodity, please provide the following information:
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Term Start and End Dates 12/13/11 06/30/15
Value $2,668,625
Short Description Decision Support System and M&O
Type ofProcurement (RFP, RFQ, Waiver) Waiver 110703
$ $ $ $ What are the potential consequences to the State if the waiver request is denied and the service or good is competitively bid?
7
Hundreds ofhours oftraining would be required ofour existing IS and CSE staffto retrain a new vendor and bring them up to speed on information which CGS is already intimately familiar with. A significant impact to DWSS would be experienced due to limited IS resources. DWSS does not have available resources to absorb the ongoing maintenance ofa data warehouse. If the data warehouse is not maintainedproperly due to a lack ofknowledge or resource availability, it will degrade over time.
What efforts were made or conducted to substantiate there is no competition for the service or good and to ensure the price for this purchase is fair and reasonable?
While there would be completion if this went to bid, as stated in #7 above, hundreds ofhours of training would be required ofour existing IS and CSE staffto retrain a new vendor and bring them up to speed on information which CGS is already intimately familiar with. A significant impact to D WSS would be experienced due to limited IS resources. It would be months before another vendor would be able to fully support this application. 8
This application is critical to the CSEP programfor not only day to day operations, all ofthefederally mandated program performance based reporting is also extracted though this application, which directly impacts program funding. Moving to another vendor at this point couldjeopardize the performance reporting and potentially cos, the program millions ofdollars in incentive funding due to inaccurate reporting. The pricefor this purchase isfair and reasonable based upon the cost ofthe current M&O contract plus a minimal price increase equivalent to a 1.5% inflation rate.
Will this purchase obligate the State to this vendor for future purchases? Check One. a. Ifyes, please provide details regardingfuture obligations or needs.
IYes: I
I No:
Ix
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Solicitation Waiver
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By signing below, I know and understand the contents of this Solicitation Waiver Request and Justification and attest that all statements are true and correct.
Louise Bush Print Name of Agency Representative Initiating Request
4/15/15 Date
~7~h"R Steve H. Fisher Print Name of Agency Head Authorizing Request
4/15/15 Date
PLEASE NOTE: In an effort to avoid possible conflict with any equipment, system or process already installed or in place by the State of Nevada or to assist in our due diligence, State Purchasing may solicit a review of your request from another agency or entity. The signature below indicates another agency or entity has reviewed the information you provided. This signature does not exempt your agency from any other processes that may be required.
Name of agency or entity who provided information or review:
Representative Providing Review
Print Name of Representative Providing Review
Date
Please consider this memo as my approval of your request. This exemption is granted pursuant to NAC 333.150(2)(a)(b)(c), NRS 333.400. This exemption may be rescinded in the event reliable information becomes available upon which the Purchasing Administrator determines that the service or good sought may in fact be contracted for in a more effective manner. Pursuant to NRS 284.173(6), contracts for services do not become effective without the prior approval of the State Board of Examiners (BOE). If you have any questions or concerns please contact the Purchasing Division at 775-684-0170. Signed:
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