Scope of Services - STC Job #7640: Business Analyst (C. Advanced)

The Department of Children and Families (the "Department " or "DCF ") is seeking qualified business analyst candidates that will assist the Office of Information Technology (OITS) and the Office of Substance Abuse and Mental Health (SAMH) implement a new, Electronic Health Record (EHR) system for our mental health treatment facilities. The services requested in the following eQuote will be procured in accordance with the Department of Management Services (DMS) State Term Contract (STC), entitled Information Technology Staff Augmentation Services.

The term for this staff augmentation position is intended to be until September 30, 2024. The term for this engagement may be extended for a period not to exceed twelve months from the expiration of the State Term Contract contingent upon funding and satisfactory performance.

The Department may select one or more candidates in this position.

2.1 Primary Job Duties and Tasks The activities these candidates will be tasked with include, but are not limited to the following: 1. Client and analyze existing business and clinical processes 2. Analyze defined business rules and functional requirements 3. Create new, and analyze existing, business requirements documents 4. Plan, schedule, facilitate, and document meetings 5. Assist with the evaluation of potential solutions 6. Produce reports and project artifacts 7. Assist with the execution of organizational change management

2.2 Specific Knowledge, Skills and Abilities (KSAs) The submitted candidate(s) must be able to apply common knowledge, skills, and abilities in the following areas:
1. Experience with establishing and maintaining business process workflows
2. Ability to construct effective test plans and test cases
3. Ability to communicate business information effectively and in writing to users and information technology personnel
4. Ability to establish and maintain effective working relationships with others
5. Ability to present ideas in business-friendly and user-friendly language
6. Exceptionally self-motivated and directed
7. Superior analytical and problem-solving skills
8. Excellent written and oral communication skills
9. Excellent interpersonal skills 10.Ability to write technical documentation

Preference will be given to candidates that have:
1. Experience working with EHR systems
2. Experience working in a healthcare setting
3. Knowledge of data systems used within a behavioral health setting

2.3 General Knowledge, Skills and Abilities (KSAs)
The submitted candidate(s) must be able to apply common knowledge, skills, and abilities in the following areas:

1. Communication: Have the ability to clearly convey information, in both written and verbal formats, to individuals or groups in a wide variety of settings (i.e.; project team meetings, management presentations, etc.). Must have the ability to effectively listen and process information provided by others.

2. Customer Service: Works well with clients and customers (i.e.; business office, public, or other agencies). Able to assess the needs of the customer, provide information or assistance to satisfy expectations or resolve a problem.

3. Decision Making: Makes sound, well-informed, and objective decisions.
4. Flexibility: Is open to change, new processes (or process improvement), and new information. Has the ability to adapt in response to new information, changing conditions, or unexpected obstacles. Ability to receive and give constructive criticism and maintain effective work relationships with others.
5. Interpersonal: Shows friendliness, courtesy, understanding, and politeness to others.
6. Leadership: Motivates, encourages, and challenges others. Can adapt leadership styles in a variety of situations.
7. Problem Solving: Able to identify, evaluate, and use sound judgement to generate and evaluate alternative actions, and make recommendations as accordingly.
8. Team Building: Encourages, inspires, and guides others toward accomplishing the common goal.

2.3 Education and Certifications
Education: Bachelor's or Master's Degree in Business Administration, Computer Science, Information Systems, or other related field; or equivalent work experience. (Required)

3 Vendor Response Please include the following information in your candidate submission. 3.1 Responding Instructions and Documents to Provide Please ensure each candidate submission contains the following documents and information:
1. Proposed Team Structure Include the proposed number of resources and role each will play. Note that all proposed resources do not need to be full time except for the primary Project Director, which is a full-time expected role.

2. Candidate Resume(s) Include relevant experience, certifications, education, etc. related to the services requested in the Scope of Services. 3. Exhibit G - Resume Self-Certification Form Per the IT Staff Augmentation STC: When submitting a response to an eQuote the Vendor shall submit with its response a signed Resume Self-Certification Form (Exhibit G) to the Customer for each candidate included in the eQuote response. See the DMS IT Staff Augmentation Contract website for details.

4. Contact Information Provide the main contact information at your company that you would like the Department to use. Vendor contact information should include:
1. Vendor contact's name
2. Title
3. Address
4. Direct telephone number
5. Email address

5. References Provide three (3) clients for which similar services were performed within the past three (3) years. References should include:
1. Reference contact's name
2. Organization name
3. Job title held by the candidate while employed or contracted
4. Direct telephone number
5. Email address

6. Pricing Information-REQUIRED Please include the pricing (rate) for the team with your quote. The Department reserves the right to discuss lower rates with any vendor selected prior to executing a contract through a Purchase Order.

3.2 Candidate Submission
Please upload your candidate(s) resume and any supporting documents, if desired (i.e., skills matrix, recommendations, etc.) here (maximum file size is 20 MB), if needed. Assuming you are submitting multiple candidates, please upload ALL candidate submissions as ONE (1) PDF file per role.
4 Work Location
Location: On site.

5 Need help with MFMP? Contact the MFMP Customer Service Desk at 866-352-3776 if you have any questions regarding application functionality.

Attachment:

SCOPE OF WORK Page | 2 This Purchase Order is between the State of Florida, Department of Children and Families, herein referred to as the "the Department", and "Vendor" herein referred to as the "Vendor". The Vendor agrees to provide services in accordance with the terms and conditions of this Scope of Work, State Term Contract 80101507-21-STC-ITSA and 80101507-22-STC-ITSA, and subsection 287.058(1)(a)-(i), Florida Statutes (F.S.), which is hereby incorporated by reference.

1. Scope of Work (Tasks) The Vendor will provide the Department with staff augmentation services to provide business analyst services including, but not limited to:

1.1. Primary Job Duties and Tasks The activities these candidates will be tasked with include, but are not limited to the following: 1.1.1. Client and analyze existing business and clinical processes. 1.1.2. Analyze defined business rules and functional requirements. 1.1.3. Create new, and analyze existing, business requirements documents. 1.1.4. Plan, schedule, facilitate, and document meetings. 1.1.5. Assist with the evaluation of potential solutions. 1.1.6. Produce reports and project artifacts. 1.1.7. Assist with the execution of organizational change management.

1.2. Specific Knowledge, Skills and Abilities The submitted candidate(s) must be able to apply common knowledge, skills, and abilities in the following areas: 1.2.1. Experience with establishing and maintaining business process workflows. 1.2.2. Ability to construct effective test plans and test cases. 1.2.3. Ability to communicate business information effectively and in writing to users and information technology personnel. 1.2.4. Ability to establish and maintain effective working relationships with others. 1.2.5. Ability to present ideas in business-friendly and user-friendly language. 1.2.6. Exceptionally self-motivated and directed. 1.2.7. Superior analytical and problem-solving skills 1.2.8. Excellent written and oral communication skills. 1.2.9. Excellent interpersonal skills 1.2.10. Ability to write technical documentation. Preference will be given to candidates that have: 1.2.11. Experience working with EHR systems. 1.2.12. Experience working in a healthcare setting. 1.2.13. Knowledge of data systems used within a behavioral health setting.

1.3. General Knowledge, Skills and Abilities The submitted candidate(s) must be able to apply common knowledge, skills, and abilities in the following areas: 1.3.1. Communication: Have the ability to clearly convey information, in both written and verbal formats, to individuals or groups in a wide variety of settings (i.e.; project team meetings, management presentations, etc.). Must have the ability to effectively listen and process information provided by others.

1.3.2. Customer Service: Works well with clients and customers (i.e.; business office, public, or other agencies). Able to assess the needs of the customer, provide information or assistance to satisfy expectations or resolve a problem. 1.3.3. Decision Making: Makes sound, well-informed, and objective decisions. 1.3.4. Flexibility: Is open to change, new processes (or process improvement), and new information. Has the ability to adapt in response to new information, changing conditions, or unexpected obstacles. Ability to receive and give constructive criticism and maintain effective work relationships with others. 1.3.5. Interpersonal: Shows friendliness, courtesy, understanding, and politeness to others. 1.3.6. Leadership: Motivates, encourages, and challenges others. Can adapt leadership styles in a variety of situations. 1.3.7. Problem Solving: Able to identify, evaluate, and use sound judgement to generate and evaluate alternative actions, and make recommendations as accordingly. 1.3.8. Team Building: Encourages, inspires, and guides others toward accomplishing the common goal.

The Vendor will be paid for the staff augmentation hours worked. The Department expects the Vendor's staff to perform services in a project-like manner. The Vendor staff must be capable of driving the service delivery required purchase order on their own through delivery of quality application changes. Also, the Vendor staff will work cooperatively and in conjunction with other Vendors, support staff, and program office customers in a team-based environment. The category skill level identified on the purchase order, as defined in the state term agreement, shall include the appropriate skills necessary to provide application support for the Department's application systems.

2. Term The term of the staffing needed for these services will from release of purchase order through September 30, 2024 and if additional services are issued beyond September 30, 2024, a new PO will be issued for such additional work contingent upon funding and satisfactory performance.

NOTE: If service continued beyond September 30, 2024, they will be reprocured under the new contract that will be established by Department of Management Services, if the current state term contract isn't extended.

3. Service Location
Services may be performed at the Department's 2415 N Monroe Street, Tallahassee, Florida location or at other location(s) as agreed to by the parties. All services will be provided on an as needed basis to be coordinated between the Department Project Manager and the Vendor Project Manager.

4. Deliverables The Vendor shall deliver services from within the continental United States for the duration of this contract. The Vendor shall provide all services necessary to meet the stated objectives and requirements.
4.1. Service units shall consist of labor hours providing application support services from qualified staff according to the Department's specifications and standards at the hourly rate(s) specified in the purchase order. The Department will verify that the hours billed to the Department were legitimately used for State purposes. The purchase order will be complete when the Department determines that all staff augmentation support needed has been delivered by the Vendor or when the maximum hours authorized in the purchase order have been billed to the Department. 4.2. The Vendor shall deliver staff that meets the staff classification and the hourly rate specified in this purchase order. Any change in the number of staff that will increase the funding for the purchase order will require a purchase order change order. The Department and the Vendorshall mutually determine the appropriate number of staff essential to perform the services. 4.3. At any time during the term of this agreement, the Department shall have the option to request additional staff in additional categories not specifically identified in this agreement if operating conditions require that a new category be added. The Vendor and the Department will agree upon the monthly and hourly charges for any added categories and incorporate them into the agreement in the form of a purchase order change order.

5. Departmental Responsibilities The Department will provide reasonable access to Departmental staff as necessary for the Vendor to perform the services. 5.1. The Department staff is dedicated to the daily operations of the administrative applications and the Vendor shall use reasonable efforts to limit the demands on the Department staff to the best of its ability. 5.2. The Department will assign a Project Manager as the single point of contact for issue resolution, activity scheduling, and information collection and dissemination. The Project Manager is responsible to ensure compliance with the Department obligations. 5.3. The Department will respond timely to the Vendor's requests that the Department resources work on issues and tasks not directly stated in this SOW but have a direct impact on the successful completion of the project.

6. Vendor Responsibilities 6.1. The Vendor acknowledges that it is responsible for performing the services at the Hourly Rates described in this scope of work, subject to the Department fulfilling its responsibilities. 6.2. The Vendor shall agree to the following representations and warranties in addition to those defined in the state term contract for benefit of the Department: 6.2.1. The Department is the lawful licensee of all its proprietary software programs, procedures and methodology used in its application systems. The Vendor warrants that proprietary software programs, procedures, and methodology developed by others and incorporated in the Department's application systems and Deliverables have been incorporated with full recognition of the interest of the legitimate owners of such proprietary software programs, procedures and methodologies. The Department shall advise the Vendor when upgrades and/or enhancements become available for proprietary software. Such upgrades and/or enhancements may then be incorporated into the Deliverables. 6.2.2. The Vendor warrants that it will conduct an investigation as to the ability of its staff providing services under this agreement to perform the services for the Department in an honest, reliable and peaceable manner, taking into account both the nature of the services to be performed and the nature and recentness of any criminal conviction. 6.2.3. The Vendor warrants, as part of its project management support services, that should any defect or deficiency in any Deliverable, or the remedy of such defect or deficiency, cause incorrect data to be introduced into any department database or data to be lost, the Vendor shall correct and reconstruct, within the timeframe established by the Department's Project Manager, all production, test, acceptance and training files or databases affected at no additional cost to the Department.

6.3. The Vendor shall require any subcontractor to maintain all records required to be maintained pursuant to this agreement in such a manner as to be accessible by the Department upon demand. The Vendor shall permit departmental and public access to all records related to this agreement, except those made confidential by law. The Vendor's failure to comply with this provision shall constitute immediate breach of agreement for which the Department may unilaterally terminate the agreement.

7. Mutual Responsibilities In support of the services provided hereunder, both the Department and the Vendor shall: 7.1. Coordinate any change to this scope of work (whether cost impacting or not) between the Department's Project Manager and the Vendor Project Manager. Changes impacting cost or schedule shall not become effective until a change order to the Purchase Order is approved following the Department procedures. 7.2. Collaborate to adjust project schedules and redeploy resources in an expeditious manner in the event of schedule delays that are beyond the control of either party. 7.3. Meet at the conclusion of this agreement to bring closure to the project and capture, discuss and resolve any issues that may have arisen.

8. Monitoring Requirements 8.1. The Department's Project Manager will at all times monitor the Vendor's performance under this agreement. Department monitoring of the Vendor's performance shall include, but shall not be limited to, determining the priorities of all maintenance and support assignments, reviewing and approving all work schedule estimates, and evaluating the effectiveness of all maintenance and support regarding adherence to department standards and compliance with software documentation and requirements. 8.2. Deliverables will include all files, input materials and output materials, the media upon which they are located (including tapes, disks, and other storage facilities), and all software programs or packages (together with all related manuals, instructions, training materials, documentation, source codes, object codes upgrades, revisions, modifications, test results and any related materials, Derivative Works and installation disks to ensure the Department can easily and properly install Software programs or packages) which are developed solely for the Department in connection with performance of the services, and which may or may not be either confidential or proprietary, and all other materials prepared for and delivered to the Department in the course of performance of the services hereunder. 8.3. Each work assignment authorized by the Department shall be reviewed and/or tested by the Department and shall require formal approval from the Department prior to final acceptance. The primary focus of the Department's review will be to determine compliance with the business requirements and to review the content of the deliverable(s) for compliance with the Department's detailed design specifications, compliance with the Department's standard operating procedures and compliance with the terms of this agreement. All deliverables shall be provided to the Department's Project Manager at the Service Location. Deliverables shall include, at a minimum, the deliverable products identified at the time the work assignment was given or as amended by the Department's supervisor.

SCOPE OF WORK Page | 6 9. Performance Measures and Financial Consequences The Department reserves the right to impose financial consequences upon the Vendor for failure to comply with the performance standard requirements set forth below. 9.1. The Vendor acknowledges and agrees that its performance under the agreement must meet the standards set forth herein and shall be bound by the conditions set forth herein. If the Vendor fails to meet these standards, the Department, at its exclusive option, may allow up to six months for the Vendor to achieve compliance with the standards. If the Department affords the Vendor and opportunity to achieve compliance and the Vendor fails to achieve compliance within the specified time frame, the Department must cancel the agreement in the absence of any extenuating or mitigating circumstances. The determination of the extenuating or mitigating circumstances is the exclusives determination of the Department. 9.2. The Department may impose financial consequences as identified above, when the Vendor has failed to meet the performance requirements of this Purchase Order. If the Department finds the Vendor is in violation of the provisions of this Purchase Order, the Department, at its discretion, may impose financial consequences. Financial consequences may be applied to all required components of this Purchase Order. The Department reserves the right to determine the level of financial consequence based upon its evaluation of the severity of the problem, error or violation. 10. Completion Criteria Unless specifically stated otherwise, written acceptance of the services by the Department provided hereunder will occur upon the submission of monthly invoices by the Vendor and acceptance of those hours billed by the Department in accordance with the acceptance criteria. If the Department determines that the services have not met the acceptance criteria, the parties will meet and use good faith to resolve difficulties. 11. Equipment The Vendor shall ensure its staff has suitable equipment to perform services and the Department shall provide working conditions that are conducive for the successful completion of the project for the duration of the services, including suitable office space, telephone access, and meeting facilities. the Department will also provide access to a copier, fax and the internet. The Department's technical staff supporting the Department's network must verify that any Vendor personal computers or laptops meet minimum-security configuration standards (e.g., current virus protection) before any equipment may be connected to the agency's network infrastructure.

12. Invoicing The Vendor shall submit their invoices for fees or other compensation for services in detail sufficient for a proper pre-audit and post-audit thereof in accordance with sections 215.422 and 287.0585 F.S.; mailbox ITPlanningAdmin.Procurement.Invoicing.Contracts.Budget.Requests@myflfamilies.com and review the Reference Guide for State Expenditures available at 11.1. Invoices should be accompanied by all documentation supporting completion of each deliverable, milestone, recurring maintenance and operations monthly cost, or Price Sheet. Each invoice must include, at minimum, the following information: 11.1.1. Purchase Order (P.O.) Number, 11.1.2. Vendor name and address, 11.1.3. Vendor federal identification number, 11.1.4. Dates and services provided, including details of the hours worked on Maintenance and Operations by each Vendor staff person, 11.1.5. Work activities and accomplishments on enhancement or project work (if applicable), 11.1.6. Identification of any deliverables due during the invoicing period as well as the deliverables approved by the Department on project work, 11.1.7. Monthly operational reports on performance metrics, 11.1.8. Identification of any deliverables due during the invoicing period, 11.1.9. Invoice amount, 11.1.10. All services must be invoiced to the Department within three (3) months of the work date(s) or such services cannot be invoiced to the Department unless the Department's Contract Manager is aware of problems with the invoice(s), 11.1.11. P.O. Balance after invoice payment, and 11.1.12. Signature of Vendor's authorized representative and date signed. 11.2. The Department may require any other information from Vendor that the Department deems necessary to verify the completion of services of Vendor. 11.3. The PO, resulting contract, and this document contain all terms and conditions agreed upon by the parties, which terms and conditions shall govern all transactions between the Department and Vendor related to this Project. This agreement may only be modified or amended upon mutual written agreement of the Department and Vendor, and upon the issuance, by the Department, of a revised PO. 11.4. The Department's Contract Manager or his or her designee shall review and, if appropriate, approve the invoice prior to payment being made.

SCOPE OF WORK Page | 8 The basis for determining the hours worked will be the monthly time sheet. Each monthly time sheet must be signed by all by the appropriate Vendor staff person and the appropriate department supervisor, and a photocopy of the report submitted with the invoice as supporting documentation of the hours billed. The Department will verify that the hours billed to the Department were legitimately used for State purposes. The Department reserves the right to disapprove all Vendor payment for hours billed exceeding the mutually agreed time estimates in the work assignments. The Department's Project Manager shall have sole discretion regarding whether specific hourly payments will be disapproved. The Vendor agrees that any and all work performed exceeding the mutually agreed to time estimates in the work assignments may be deemed by the Department to be gratuitous and not subject to charge by the Vendor.

OTHER PROVISIONS Page | 9 1. Terms and Conditions To provide services in accordance with the terms and conditions specified in this Statement of Work, the purchase order, State Term Agreement number 80101507-21-STC-ITSA and 80101507-22-STC-ITSA and the Vendor's proposal which constitute the entire agreement between the parties. The terms and conditions, including price, will be considered to be firm through the period of service. Any conflicts between the documents shall be resolved in the order of this Statement of Work, the purchase order, the Vendor's proposal and State Term Agreement number 80101507-21-STC-ITSA and 80101507-22-STC-ITSA. 2. Termination 2.1. in the event a vendor staff are unable to complete this contract, the Vendor has the responsibility to inform the Department and to discuss a replacement or terminate the contract in writing. 2.2. This purchase order may be terminated by either party without cause upon thirty (30) calendar days notice in writing to the other party unless a sooner time is mutually agreed upon. Said notice may be delivered by email. 2.3. In the event funds for payment pursuant to this purchase order become unavailable, the Department may terminate this purchase order upon twenty-four (24) hours notice in writing to the Vendor. Said notice shall be sent by email, U.S. Postal Service or any expedited delivery service that provides verification of delivery. The Department shall be the final authority as to the availability and adequacy of funds. In the event of termination of this agreement, the Vendor will be compensated for any work satisfactorily completed. 3. Failure to Provide Public Access The Department may unilaterally cancel this purchase order for refusal by the Vendor to allow public access to all documents, papers, letters, or other material made or received by the Vendor in conjunction with the purchase order, unless the records are exempt from s. 24(a) of Article I of the State Constitution and s. 119.07(1). 4. Staff Security Obligations 4.1. The Department will conduct a criminal history record check, including fingerprinting, on the consultants assigned by the Vendor prior to the consultants commencing work for the Department, accessing the Department's network, data, or confidential information. The Department retains sole discretion as to whether the results of the criminal history record check will result in the Vendor's employees being disqualified from performing services pursuant to this contract. 4.2. The Vendor shall not use or disclose any information concerning a recipient of services under this agreement for any purpose prohibited by state or federal law or regulations except with the written consent of a person legally authorized to give that consent or when authorized by law. 4.3. All Vendor employees who have access to departmental information shall comply with, and be provided a copy of CFOP 50-2, and shall sign the Department Security Agreement form CF 0114 annually and upon renewal of the purchase document. A copy of CF 0114 may be obtained from the Project Manager. 4.4. The Vendor agrees to notify the Department's Project Manager as soon as possible, but no later than five (5) business days following the determination of any breach or potential breach of personal and confidential departmental data. The Vendor shall require the same notification requirements of all subcontractors.