ERIE COUNTY REQUEST FOR PROPOSAL (RFP) · 6. No proposal will be accepted from nor any agreement...

ERIE COUNTY

REQUEST FOR PROPOSAL (RFP)

TO PROVIDE

ONBASE SYSTEM DEVELOPMENT

FOR SPECIAL INVESTIGATIONS DIVISION

RFP # 1824VF

June 6, 2018

Brian Bray, Special Assistant Commissioner

Erie County Department of Social Services

EDWARD A. RATH COUNTY OFFICE BUILDING

95 FRANKLIN STREET

BUFFALO, NEW YORK 14202


OnBase Development Services RFP

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TABLE OF CONTENTS

I. INTRODUCTION .............................................................................................................................. 2

II. PROPOSAL TIMEFRAMES ............................................................................................................ 2

III. GENERAL REQUIREMENTS ...................................................................................................... 2

IV. BACKGROUND .............................................................................................................................. 4

V. SCOPE OF PROFESSIONAL SERVICES REQUIRED ............................................................. 5

VI. STATEMENT OF RIGHTS ........................................................................................................... 6

EXHIBITS ................................................................................................................................................ 11

Exhibit A – Licensed Hyland Products................................................................................................................... 11

Exhibit B – SID Process Maps ............................................................................................................................... 12

Exhibit C – Sample SID Documents....................................................................................................................... 20

PROPOSAL CONTENT ......................................................................................................................... 45



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COUNTY OF ERIE, NEW YORK

REQUEST FOR PROPOSALS (“RFP”) # 1824VF

TO PROVIDE CUSTOMIZED CHILD PROTECTIVE SERVICES MOBILE

APPLICATION/IMAGING SOFTWARE DEVELOPMENT SERVICES

I. INTRODUCTION

The County of Erie, New York (the “County”) is currently seeking proposals from qualified software developer

service providers (“Proposer”) interested in developing a cohesive group of forms, workflows, workviews,

documents and reports within our Hyland OnBase platform. This solution will allow our Special Investigations

Division (“SID”) workers to more efficiently process the intake of work, fraud investigations. Proposers interested

in developing an integrated tool set within our OnBase platform are invited to respond to this request.

It is the County's intent to select the Proposer(s) that provides the best solution for the County's needs. The cost for

this work cannot exceed $70,000. All contract appropriations are subject to Legislative approval.

The County reserves the right to amend this RFP, reject any or all of the proposals, or any part thereof, submitted in

response to this RFP, and reserves the right to waive any irregularities or informalities, if such action is deemed to

be in the best interest of the County. The County reserves the right to request additional information from any

Proposer, and to award negotiated contracts to one or more Proposers.

This RFP is not intended and shall not be construed to commit the County to pay any costs incurred in connection

with any proposal or to procure or contract with any firm.

The County will only contract with firms that do not discriminate against employees or applicants for employment

because of race, creed, color, national origin, sex, age, disability, marital status, sexual orientation, citizenship status

or any other status protected by New York State and Federal laws.

II. PROPOSAL TIMEFRAMES

The following schedule is for informational purpose only. The County reserves the right to amend this schedule at

any time.

Issue RFP: June 1, 2018

Bidder’s Conference: July 6, 2018 from 11 am to 12 pm

95 Franklin Street, Room 805

Buffalo, NY 14202

Proposals Due: August 1, 2018

Selection Made: August 31, 2018

Contract Signed: Following all necessary County approvals.

III. GENERAL REQUIREMENTS

1. Each proposal shall be prepared simply and economically avoiding the use of elaborate promotional

materials beyond what is sufficient to provide a complete, accurate and reliable presentation. Specific

instructions for the proposal format and content are outlined in Appendix A.

2. Three (3) original hard copies and one electronic PDF copy of the Technical and Organization section shall

be submitted. Proposals MUST be signed using the attached Schedule A: Proposer Certification. Unsigned

proposals will be rejected.



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3. All Proposers submitting proposals must include three (3) original and one electronic Excel copy of the

Budget/Cost Proposal packet, separate from the Technical and Organization Proposal. Electronic responses

can be in PDF, XLSX, DOCX, or PPTX format and in any combination. All Appendix B budget

attachments must be completed and included in the cost proposal.

4. Submission of the proposals shall be directed to:

Brian C. Bray


Special Assistant to the Social Services Commissioner

95 Franklin St., 8th Floor

Buffalo, NY 14202

[email protected]

All proposals must be delivered to the above office on or before August 1, 2018 at 4:00 p.m. Proposals

received after the above date and time will not be considered. The County is under no obligation to return

proposals.

Requests for clarification of this RFP may be written and submitted to [email protected] no

later than 4:00 pm on June 29, 2018. Requests for clarification may also be made at the bidder’s

conference. A list of questions and answers will be posted on the County website following the July 6,

2018 bidder’s conference. No communications of any kind will be binding against the county, except for

the formal written responses to any request for clarification.

5. Proposers may be required to give an oral presentation to the County to clarify or elaborate on the written

proposal. Those Proposers will be notified to arrange specific times.

6. No proposal will be accepted from nor any agreement awarded to any Proposer that is in arrears upon any

debt or in default of any obligation owed to the County. Additionally, no agreement will be awarded to any

Proposer that has failed to satisfactorily perform pursuant to any prior agreement with the County.

7. Information on the Standard Insurance Provisions required of agencies selected as a contractor of this

service is included in this RFP. This document is for informational purposes only, and is not to be

submitted by the Proposer for the purposes of this RFP.

8. All potential contract-holders with Erie County shall agree to comply with Executive Order 13 (2014), and

the Agency shall make such records available, upon request, to the County’s Division of Equal

Employment Opportunity for review. All contract holders will be required to sign the Erie County Equal

Pay Certification (attached). The County shall have the right, upon reasonable notice and at reasonable

times, to inspect the books and records of the Agency, its offices and facilities, for the purpose of verifying

information supplied in the Erie County Equal Pay Certification and for any other purpose reasonably

related to confirming the Agency’s compliance with Erie County Executive Order No. 13 (2014).

Violation of the provisions of Executive Order 13 (2014), which is attached hereto and made a part hereto

and made a part hereof, can constitute grounds for the immediate termination of a contract, and may

constitute grounds for determining that a bidder is not qualified to participate in future county contracts.

9. Certified Minority Business Enterprise/ Women’s Business Enterprise (MBE/WBE) proposers should

include the Erie County MBE/WBE Certification letter with their proposal.

10. Proposers who operate a Veteran-Owned Business should include the letter indicating their company is

51% or more veteran-owned with their proposal.

11. All proposers must disclose the name, title, and department of any employee or officer who was an

employee or officer of Erie County within the 12 months immediately prior to the proposal.

12. All proposers must provide a list of at least three references from community partners and collaborators or

an individual with knowledge of and experience with the specific services being offered.

13. All proposers must provide a list of all prime contractors and subcontractors that their agency does business

with related to the service in this RFP.



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IV. BACKGROUND

A. Special Investigation Division:

The Erie County Special Investigations Division receives complaints of public benefit related fraud by a

variety of means including telephone calls, faxes, written letters, eyewitness walk-in interviews, hotline

phone and e-mail complaints (SID Hotline 858-1886 and [email protected]), internal referrals from

program area examiners, and a variety of sources including anonymous individuals and other government

agencies.

When the complaint is received in SID, our Intake unit (comprised of clerical) determines which of three

categories to potentially assign the case: FEDS (Front End Detection System), Long-term Investigations

(LT), or OPP (Overgrant Package Preparation). Intake then checks the SID OnBase system (which is our

investigation case tracking system) for evidence of an existing complaint. If one exists, the newly received

complaint is combined with the existing complaint. If no existing complaint is present, Intake determines

whether to create a new investigation (some complaints are dismissed immediately depending on whether

the recipient’s case is open or closed and how long it’s been closed).

When a new investigation is created, Intake logs the investigation into the OnBase tracking system and

determines if the referral includes evidence of undisclosed income. When that evidence identifies a

specific employer or other source of income (Unemployment benefits, pension income, disability benefits)

Intake sends a written request to that employer or source of income to obtain a record of such

income. Once Intake receives the income documentation back from said employer, if no other allegation is

made against the recipient, the case file is placed in a filing cabinet designated for assignment to

OPP. Cases are assigned based on the FIFO accounting method. If another type of allegation is present

that cannot be verified by Intake (e.g. cohabitation, household composition) the case file is placed in a

filing cabinet designated for assignment to Long-Term Investigations. Again, the FIFO accounting method

is used for LT investigations. SID is obligated to complete its investigation within a state or federally

mandated time frame.

FEDS investigations are assigned immediately to the specialized FEDS team of investigators. A

determination of whether a discrepancy has been found or not must be made within 21 days from the date

the complaint was received. All FEDS complaints are referred to SID by either Temporary Assistance or

Child Care Unit.

Investigations completed by Long-Term investigators with a finding of fraud are forwarded to the

Overgrant Package Prep team for overpayment calculation; those LT investigations with no finding of

fraud are closed, typically with no further action required. Similarly, when Intake receives the income

verification it sent for, the case file is forwarded to OPP as well for overpayment calculation. At the same

time that the overpayment is calculated, the examiner in OPP determines whether the overpayment should

be pursued via Civil Recovery, Administrative Disqualification Hearing (ADH), or Prosecution with the

Erie County District Attorney’s Office. If no overpayment occurred, the OPP examiner closes the

investigation with no further action.

Cases deemed for Civil Recovery are forwarded immediately to Collections for overpayment

recovery. Cases deemed for Administrative Disqualification or Prosecution are forwarded to SID’s

ADH/Prosecution team for additional processing. Once the Prosecution or ADH is completed and client

has been either found guilty or SID affirmed at ADH, the case file is forwarded to SID Collections for

overpayment recovery.

SID is comprised of staff deployed in the following manner to accomplish these tasks:

Intake – 8 Clerical Staff

FEDS Investigations – 4 Investigators

Long-Term Investigations – 14 Investigators & Caseworkers

Overgrant Package Prep – 13 Investigators & Examiners

ADH/Prosecution – 5 Investigators & Examiners

Collections – 13 Assorted titles (Investigators, Clerks, Examiners and Caseworkers)

mailto:[email protected]



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All case notes are handwritten onto paper documents by all SID staff, which are kept in the case file until

Collections secures the overpayment via a Repayment Agreement or Default Judgment. The case file is

then sent to DSS Accounting for scanning into the optical imaging system. Collections utilizes an

antiquated account card system to record the measures it takes to recover overpayments.

Staff respond to approximately 5,000 allegations of fraud annually.

Please reference Exhibit B for process map.

B. Information Technology:

WMS is the New York State Welfare Management system. The Erie County SID department utilizes data

held with WMS for its investigations. WMS cannot be mined directly, though a majority of data entered

into WMS is available through the ApplSOS database which is a SQL database residing on an accessible

New York State server. The county cannot currently upload any data into WMS other than through the

system front end.

http://www.osc.state.ny.us/audits/allaudits/093003/093003-h/02n1.pdf

Technology currently deployed in the Department and in which the Department has expertise in

maintaining include:

OnBase by Hyland (Document and Image Storing, Workflow Processes)

Microsoft CRM

Microsoft Access

Microsoft SQL

Active Directory

OnBase is the primary document management and case management tool for the Erie County Department of Social

Services. It is currently utilized by approximately 70% of the department as a whole. Currently, SID uses OnBase

for storing documentation related to cases as well as for fragmented workview milestone tracking. Erie County has

deployed solutions utilizing a myriad of tools. OnBase functionality currently licensed by Erie County is outlined in

Exhibit A.

V. SCOPE OF PROFESSIONAL SERVICES REQUIRED

The Department desires new forms and workflows to be developed to allow more efficient intake, processing,

storage, retrieval and tracking of work within the SID department. This solution will be based in our OnBase

17.0.1.67 environment.

The following are anticipated requirements of the application:

New Form Development

Essential:

• Must allow for storage of up to 250 data elements in a format which eliminates duplicate entry and is

efficient and user friendly to utilize.

• Development of up to 20 forms housing above mentioned data elements.

• All data must be kept in a secure manner, limiting access to only those with required permissions.

• Data must be able to be retrieved and edited in a simple manner.

• Solution must be capable of generating up to 15 documents, auto populating data as needed.

• Solution must be able to store evidence, in the form of attached documentation and make such evidence

readily available to users.

• The solution must be able to pull data from ApplSOS, an MsSQL 2008 database.

• Training must be provided to Erie County staff for long term support of solution.

Non-Essential:

• The solution should be capable of logging user activity and changes or modifications to data.



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• The solution should be capable of reading and writing data to Access 2010 databases as needed to

maximize efficiency.

• The solution should be capable of interfacing with our Microsoft CRM platform.

• End user training and/or provision of a set of training material.

Workview Development

Essential:

• The solution must be capable of tracking the work of up to 60 staff in up to 10 distinct process flows.

• The solution should allow for supervisors to monitor staff work, assign and reassign work dynamically as

needed.

Non-Essential

• The solution should allow for report generation based on task completion, unfinished and aged. Reporting

should be both at an individual as well as a group level.

Workflow Development

Essential:

• The solution should generate tasks for staff based on events and/or data entered and/or documents added.

• The solution should send email alerts to supervisors or staff based on events and/or data entered and/or

documents added.

Non-Essential

• The solution should be able to do basic mathematical calculation within the collections subsection.

The following are desired outcomes of the solution:

• Reduction of time spent on paperwork.

• Improve tracking of work with the SID department.

• Improve communication between SID and other departments with Erie County Social Services.

• Eliminate duplicate data entry with DSS and SID.

• Improve efficiency and agency worker morale by reducing the time it takes to locate critical information by

providing immediate access to information, allowing workers to complete forms at their computer without

paper, and allowing streamlining of workers’ jobs to alleviate the burden of mounds of paper everywhere.

• Improve security and accessibility of documents by electronically storing documents which are safeguarded in a

system instead of all paper documents in a common filing area.

• Reduction of overall maintenance and supply costs to include paper, copier repairs, printer replacements, toner

costs for copiers, faxes and printers, and rented storage.

• Increased timeliness of SID cases.

VI. STATEMENT OF RIGHTS

UNDERSTANDINGS

Please take notice, by submission of a proposal in response to this request for proposals, the Proposer agrees to

and understands:

that any proposal, attachments, additional information, etc. submitted pursuant to this Request for

Proposals constitute merely a suggestion to negotiate with the County and is not a bid under Section

103 of the New York State General Municipal Law;

submission of a proposal, attachments, and additional information shall not entitle the Proposer to enter

into an agreement with the County for the required services;

by submitting a proposal, the Proposer agrees and understands that the County is not obligated to

respond to the proposal, nor is it legally bound in any manner whatsoever by submission of same;

that any and all counter-proposals, negotiations or any communications received by a proposing entity,

its officers, employees or agents from the County, its elected officials, officers, employees or agents,



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shall not be binding against the County, its elected officials, officers, employees or agents unless and

until a formal written agreement for the services sought by this RFP is duly executed by both parties

and approved by the Erie County Legislature and the Office of the Erie County Attorney.

In addition to the foregoing, by submitting a proposal, the Proposer also understands and agrees that the County

reserves the right, and may at its sole discretion exercise, the following rights and options with respect to this

Request for Proposals:

To reject any or all proposals;

To issue amendments to this RFP;

To issue additional solicitations for proposals

To waive any irregularities or informalities in proposals received after notification to Proposers

affected;

To select any proposal as the basis for negotiations of a contract, and to negotiate with one or more of

the Proposers for amendments or other modifications to their proposals;

To conduct investigations with respect to the qualifications of each Proposer;

To exercise its discretion and apply its judgment with respect to any aspect of this RFP, the evaluation

of proposals, and the negotiations and award of any contract;

To enter into an agreement for only portions (or not to enter into an agreement for any) of the services

contemplated by the proposals with one or more of the Proposers;

To select the proposal that best satisfies the interests of the County and not necessarily on the basis of

price or any other single factor;

To interview the Proposer(s);

To request or obtain additional information the County deems necessary to determine the ability of the

Proposer;

To modify dates;

All proposals prepared in response to this RFP are at the sole expense of the Proposer, and with the

express understanding that there will be no claim, whatsoever, for reimbursement from the County for

the expenses of preparation. The County assumes no responsibility or liability of any kind for costs

incurred in the preparation or submission of any proposal;

While this is a RFP and not a bid, the County reserves the right to apply the case law under General

Municipal Law § 103 regarding bidder responsibility in determining whether a Proposer is a

responsible vendor for the purpose of this RFP process;

The County is not responsible for any internal or external delivery delays which may cause any

proposal to arrive beyond the stated deadline. To be considered, proposals MUST arrive at the place

specified herein and be time stamped prior to the deadline

EVALUATION

The following criteria, not necessarily listed in order of importance, will be used to review the proposals. The

County reserves the right to weigh its evaluation criteria in any manner it deems appropriate:

The Proposer’s demonstrated capability to provide the services.

Evaluation of the professional qualifications, personal background and resume(s) of individuals

involved in providing services.

The Proposer’s experience in performing the proposed services.

The Proposer’s financial ability to provide the services.



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Evaluation of the Proposer’s fee submission. It should be noted that while price is not the only

consideration, it is an important one.

A determination that the Proposer has submitted a complete and responsive proposal as required by

this RFP.

An evaluation of the Proposer’s projected approach and plans to meet the requirements of this RFP.

The Proposer’s presentation at and the overall results of any interview conducted with the Proposer.

Proposers MUST sign the Proposal Certification attached hereto as Schedule “A”. Unsigned proposals

will be rejected.

Proposers may be required to give an oral presentation to the County to clarify or elaborate on the

written proposal.

No proposal will be accepted from nor any agreement awarded to any Proposer that is in arrears upon

any debt or in default of any obligation owed to the County. Additionally, no agreement will be

awarded to any Proposer that has failed to satisfactorily perform pursuant to any prior agreement with

the County.

CONTRACT

After selection of the successful Proposer, a formal written contract will be prepared by the County and will not

be binding until signed by both parties and, if necessary, approved by the Erie County Legislature, the Erie

County Fiscal Stability Authority and the Office of the County Attorney. NO RIGHTS SHALL ACCRUE TO

ANY PROPOSER BY THE FACT THAT A PROPOSAL HAS BEEN SELECTED BY THE COUNTY FOR

SUBMISSION TO THE ERIE COUNTY LEGISLATURE AND/OR IF NECESSARY THE ERIE COUNTY

FISCAL STABILITY AUTHORITY FOR APPROVAL. THE APPROVAL OF SAID LEGISLATURE

AND/OR AUTHORITY MAY BE NECESSARY BEFORE A VALID AND BINDING CONTRACT MAY

BE EXECUTED BY THE COUNTY.

Initial award and renewals are subject to inclusion of funding in the County Executive Recommended Budget

and as adopted by the Erie County Legislature, as well as, contingent upon availability of New York State funds

appropriated for this purpose.

INDEMNIFICATION AND INSURANCE

The Proposer accepts and agrees that language in substantially the following form will be included in the

contract between the Proposer and the County:

“In addition to, and not in limitation of the insurance requirements contained herein the Proposer agrees:

(a) that except for the amount, if any, of damage contributed to, caused by or resulting from the

negligence of the County, the Proposer shall indemnify and hold harmless the County, its officers,

employees and agents from and against any and all liability, damage, claims, demands, costs, judgments,

fees, attorneys' fees or loss arising directly or indirectly out of the acts or omissions hereunder by the

Proposer or third parties under the direction or control of the Proposer; and

(b) to provide defense for and defend, at its sole expense, any and all claims, demands or causes of action

directly or indirectly arising out of this Agreement and to bear all other costs and expenses related thereto.

Upon execution of any contract between the Proposer and the County, the Proposer will be required to provide

proof of the applicable insurance coverage.

Insurance coverage in amount and form shall not be deemed acceptable until approved by the County Attorney.

INTELLECTUAL PROPERTY RIGHTS

The Proposer accepts and agrees that language in substantially the following form will be included in the

contract between the Proposer and the County:



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All deliverables created under this Agreement by the Proposer are to be considered “works made for hire”.

If any of the deliverables do not qualify as “works made for hire”, the Proposer hereby assigns to the

County all right, title and interest (including ownership of copyright) in such deliverables and such

assignment allows the County to obtain in its name copyrights, registrations and similar protections which

may be available. The Proposer agrees to assist the County, if required, in perfecting these rights. The

Proposer shall provide the County with at least one copy of each deliverable.

The Proposer agrees to defend, indemnify, and hold harmless the County for all damages, liabilities, losses

and expenses arising out of any claim that a deliverable infringes upon an intellectual property right of a

third party. If such a claim is made, or appears likely to be made, the Proposer agrees to enable the

County’s continued use of the deliverable, or to modify or replace it. If the County determines that none of

these alternatives is reasonably available, the deliverable will be returned.

All records compiled by the Proposer in completing the work described in this Agreement, including but

not limited to written reports, source codes, studies, drawings, blueprints, negatives of photographs,

computer printouts, graphs, charts, plans, specifications and all other similar recorded data, shall become

and remain the property of the County. The Proposer may retain copies of such records for its own use.

NOTE: All contracts executed by the Erie County Department of Social Services will be posted

electronically on the Department’s website.

NON-COLLUSION

The Proposer, by signing the proposal, does hereby warrant and represent that any ensuing agreement has not

been solicited, secured or prepared directly or indirectly, in a manner contrary to the laws of the State of New

York and the County of Erie, and that said laws have not been violated and shall not be violated as they relate to

the procurement or the performance of the agreement by any conduct, including the paying or the giving of any

fee, commission, compensation, gift, gratuity or consideration of any kind, directly or indirectly, to any County

employee, officer or official.

CONFLICT OF INTEREST

All Proposers must disclose with their proposals the name of any officer, director or agent who is also an

employee of the County. Further, all Proposers must disclose the name of any County employee who owns,

directly or indirectly, an interest of ten percent (10%) or more in the firm or any of its subsidiaries or affiliates.

There shall be no conflicts in existence during the term of any contract with the County. The existence of a

conflict shall be grounds for termination of a contract.

COMPLIANCE WITH LAWS

By submitting a proposal, the Proposer represents and warrants that it is familiar with all federal, state and local

laws and regulations and will conform to said laws and regulations. The preparation of proposals, selection of

Proposers and the award of contracts are subject to provisions of all Federal, State and County laws, rules and

regulations.

CONTENTS OF PROPOSAL

The New York State Freedom of Information Law as set forth in Public Officers Law, Article 6, Sections 84 et

seq., mandates public access to government records. However, proposals submitted in response to this RFP

may contain technical, financial background or other data, public disclosure of which could cause substantial

injury to the Proposer's competitive position or constitute a trade secret. Proposers who have a good faith belief

that information submitted in their proposals is protected from disclosure under the New York Freedom of

Information Law shall:

a) insert the following notice in the front of its proposal:

“NOTICE

The data on pages ___ of this proposal identified by an asterisk (*) contains

technical or financial information constituting trade secrets or information the



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disclosure of which would result in substantial injury to the Proposer’s

competitive position.

The Proposer requests that such information be used only for the evaluation of

the proposal, but understands that any disclosure will be limited to the extent that

the County considers proper under the law. If the County enters into an

agreement with this Proposer, the County shall have the right to use or disclose

such information as provided in the agreement, unless otherwise obligated by

law.”

and

b) clearly identify the pages of the proposals containing such information by typing in bold face on the top

of each page " * THE PROPOSER BELIEVES THAT THIS INFORMATION IS PROTECTED FROM

DISCLOSURE UNDER THE STATE FREEDOM OF INFORMATION LAW."

The County assumes no liability for disclosure of information so identified, provided that the County has made

a good faith legal determination that the information is not protected from disclosure under applicable law or

where disclosure is required to comply with an order or judgment of a court of competent jurisdiction.

The contents of the proposal which is accepted by the County, except portions "Protected from Disclosure",

may become part of any agreement resulting from this RFP.

EFFECTIVE PERIOD OF PROPOSALS

All proposals must state the period for which the proposal shall remain in effect (i.e. how much time does the

County have to accept or reject the proposal under the terms proposed). Such period shall not be less than one

hundred eighty (180) days from the proposal date.



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EXHIBITS

Exhibit A – Licensed Hyland Products

Ad-hoc Scanning Named User Client

Advanced Capture PDF Framework

Automated DVD Authoring Multi-User Server

Bar Code Generator Production Document Imaging (ISIS)

Bar Code Recognition Server Production Document Imaging (Kofax or TWAIN)

Batch Automated Indexing Public Sector Constituency Web Access

Batch OCR Publishing

COLD/ERM Report Services

Compliance Testing for Document Knowledge Transfer System Activation

Concurrent Client Unity Automation API

Configuration Migration Utility Unity Client Server

Desktop Document Imaging (15 ppm max) Unity Forms

Digital Signatures (Silanis) Virtual Print Driver

Distributed Disk Services Web Server

Distribution Service Workflow Concurrent Client

Document Composition Workflow Departmental Server

Document Import Processor Workflow Workstation Client

Document Knowledge Transfer Workstation Client

Document Retention WorkView Concurrent Client SL

Dynamic Advanced Capture

E-Forms

EDM Services

Enterprise Application Enabler

Export

Express Scanning

Front Office Scanning

Integration for ESRI

Integration for Microsoft Outlook 2007




Interactive Data Capture

Mailbox Importer

Mobile Access for Android

Multi-Mode Licensing



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Exhibit B – SID Process Maps



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(Continued on next page)



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Exhibit C – Sample SID Documents

Collection Card B 2982



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Annuity Letter

August 28, 2017

New York Life Insurance Company

PO Box 6916

Cleveland OH 44114

Re: John Doe

Annuity #: xx xxx xxxx

To Whom It May Concern:

The Erie County Department of Social Services, through the Medicaid program, provided the late John Doe with

medical assistance in the amount of $61,820.65. As an agent for the New York State Department of Health, we are

entitled to the repayment of this amount.

Enclosed are the following:

• Completed claim form;

• Certified death certificate;

• Copy of the letter from the Erie County Executive appointing Marie Cannon as Acting Commissioner;

• A copy of Section 65 of the New York State Social Services Law which provides, in pertinent part as follows:

“1. There shall be a county commissioner of public welfare in each county public welfare

district who shall administer the public assistance and care for which the county public

welfare district is responsible and shall have general supervision and care of persons in

need in the territory over which he has jurisdiction.”

“3. The county commissioner shall act as agent of the department in all matters relating

to assistance and care administered or authorized by the town public welfare

officers.”

I trust we have provided you with sufficient information to process our claim. Please forward a check made payable to

the Erie County Department of Social Services and forward it to:


Attn: SID-Resources

95 Franklin Street

Buffalo NY 14202

Please include the decedent’s name on the check or the check stub. Should you have any questions, please feel free to

contact me.

Sincerely,

____________________________________________

Lynn Martens, Senior Special Investigator

SID-Resources

Phone (716) 858-1872

Fax (716) 858-1732



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ERIE COUNTY DEPARTMENT OF SOCIAL SERVICES

REFERRAL

TO: SPECIAL INVESTIGATIONS DIVISION (FEDS), ROOM 203, CONVENTION TOWERS

FROM: UNIT#: WORKER#: NAME:

ROOM#: PHONE # DATE: RE: SSN: - - Name: Address:

FRONT END DETECTION SYSTEM – MANDATORY INDICATORS

Assigned Investigation#: _____________________

Financial obligations are current, but stated expenses exceed income without a reasonable explanation

Working off the books (currently or previously)

Supported by loans or gifts from family/friends

Current application is inconsistent with prior case information

Prior history of denial, case closing, or overpayment—resulting from an investigation

NO indicators present

DENIED PRIOR to Interview

Indicator RESOLVED by Examiner

COMMENTS:_________________________________________________________________________

____________________________________________________________________________________

____________________________________________________________________________________

* SEND ORIGINAL TO SID with copy of pertinent pages of APPLICATION and other DOCUMENTS.

* Use space above and on back to explain reason for referral.

* Make note in file that FEDS referral has been done.

* INDICATE ANY OTHER INFORMATION THE SID WORKER SHOULD BE MADE AWARE OF.

1. Supervisor Signature:

________________________________ 2.

3. Date: __________________

B-3865 (Rev. 4/11)



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Workers Comp Certification Letter

June 6, 2018

Apex Supply

1234 Main Street

Neptune, NJ 07753

Name:

Address:

City: Buffalo, NY 14227

SSN:

DOB:

Policy #:

Claim #:

SID :

Dear Sir or Madam:

We have been advised that the above named person has received Workers’ Compensation Benefits

through Error! Reference source not found.. Please provide us with:

1) The starting date of the benefit.

2) The ending date of the benefit.

3) An itemized breakdown of all benefits paid including the amount and the date paid for

each benefit. A C-8 form in not acceptable.

This request is made in accordance with provisions of Article 143 of the New York State Social Services

Laws, which authorizes the release of this information in that the requested information relates to either

an applicant or recipient of Public Assistance or a legally Responsible Relative thereof.

Please complete the enclosed certification along with the above requested information and mail back in

the enclosed postage paid envelope.

Thank you for your cooperation.

Sincerely,

Special Investigations

Intake


Phone: (716) 858-1834

Fax: (716) 858-1729



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RETURN THIS

CERTIFICATION WITH THE

REQUESTED

INFORMATION.

Error! Reference source not found.

Error! Reference source not found. Neptune, NJ 07753

Name:

Address: Error! Reference source not

found. City: Buffalo, NY 14227

SSN:

DOB:

Policy #:

Claim #:

SID: Error! Reference source not

found. RETURN TO:


ATTN: Special Investigations

PO Box 120

Buffalo, NY 14201-0120

The undersigned hereby certifies and affirms, under penalty of perjury, that the accompanying records

regarding the Workers’ Compensation Benefits received are true and accurate reproductions of the

original documents prepared and maintained in the regular course of business. Furthermore, it is the

regular course of business of the Workers’ Compensation Board to prepare and maintain such records.

NOTICE: Any false statement(s) made herein are punishable as a class “A” misdemeanor, pursuant to

§210.45 of the Penal Law of the State of New York.

Date________________

____________________________

Preparer’s Signature

____________________________

Preparer’s Name

____________________________

Phone Number

SID#: Error! Reference source not found.



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Subpoena

Date

business name

address

city, state zip

RE: client name

SS# client SSN

Dear Sir/Madam:

Attached for your records is Subpoena Duces Tecum for the release of information on the

above-named person. Please note that a written reply by the date indicated is acceptable. A self-

addressed envelope is enclosed for your convenience.

If you have any questions, I can be reached at 716 858-1834, the information can be

faxed to (716) 858-1729.

IF MAILED PLEASE SEND RESPONSE TO:

ECDSS/Ms.Lengyel/Intake

PO BOX 120

BUFFALO, NEW YORK 14201-0120

Sincerely,

Ms. Lengyel

SPECIAL INVESTIGATIONS DIVISION

SID: investigation number



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Marni Bogart, Esq.


43 Court Street, 2nd

Floor

Buffalo, New York 14202

(716) 858-1801

STATE OF NEW YORK

COUNTY OF ERIE

________________________________

IN THE MATTER OF

THE INVESTIGATION OF

client name

SOCIAL SECURITY # client SSN

SID # investigation number

SUBPOENA

DUCES TECUM _________________________________

THE PEOPLE OF THE STATE OF NEW YORK

TO: business name

address

city, state zip

GREETINGS:

WE COMMAND YOU, that all business and excuses being laid aside, you appear in your own

proper person before Ms. Lengyel, located in Room No. 202 in Convention Towers, at 43 Court Street, 2nd

Floor, located in the City of Buffalo, County of Erie, State of New York, on the 8th day of May, 2015, at

10:00 o'clock in the forenoon and that you bring with you, and produce at the time and place aforesaid (or by

return mail to the Edward A. Rath County Office Building, 95 Franklin Street, Buffalo, NY 14202) certain

records and all other evidences and writings, which you have in your custody or power, concerning the same,

to wit:

Please provide date of hire and last day worked and itemized statement of weekly gross wages for

entire period of employment. Include all gross check amounts and dates paid. Please complete and

sign the attached certification verifying these records.

For failure to comply you will be deemed guilty of a contempt of court, and liable to pay all losses or

damages sustained thereby by the party aggrieved, and forfeit FIFTY DOLLARS ($50.00) in addition

thereto.

This subpoena is issued pursuant to the provisions of §§143, 143-A and 144 of the Social Services Law of the

State of New York and §4 of the Banking Law of the State of New York.

WITNESS, Marni Bogart, Esq., Director of Legal Affairs, of the Erie County Department of Social Services

in the City of Buffalo, the 6th day of April in the year Two Thousand Fifteen.

TO CONFIRM RECEIPT

OF THIS SUBPOENA and FOR QUESTIONS CALL

Ms. Lengyel at (716) 858-1834



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CERTIFICATION

The undersigned hereby certifies and affirms, under penalty of perjury, that the accompanying

records regarding:

client name

are true and accurate reproductions of the original documents prepared and maintained in the

regular course of business. Furthermore, it is the regular course of business to prepare and

maintain such records.

NOTICE: Any false statement(s) made herein are punishable as a class “A” misdemeanor,

pursuant to Section 210.45 of the Penal Law of the State of New York.

Date: ______________________

_______________________________________ _____________________________

Preparer’s Original Signature Company’s Name

_______________________________________ ______________________________

Preparer’s Name Telephone Number



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36



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CASE #:

Enter data in space provided or select from drop down box where available

FROM: UNIT/WORKER /

ESTABLISH: Non-FS = A4

ASSISTANCE GROUP: (if Establish is FS=A3 select FS=1, if Non-FS=A4 select PA=2) PA = 2

NEW CLAIM NUMBER (DEO COMPLETE: COPY FROM CAMS) _________________________

CLAIM AMOUNT: (= TRANS-AMT; CHANGE = CC)

ESTABLISHMENT DATE: / / (CHG. = B3)

ESTABLISHMENT REASON: Untimely Action/Notification by Client = 21

PERIOD OF CLAIM: From / / To / / (Chg. = CC)

OVERPAY CODE: Client Error = 2 (Chg. = B5)

CLAIM STATUS (Chg. = B5) Active = A

CLAIM STATUS REASON:

Currently Collected - 01 If Claim Status = A, Select 01 S, Select 17or 21

REFERRAL SOURCE:

LDSS Special Investigative Unit = 16 (Chg. B5)

Examiner Comment Area (No Data Entry)

COLLECTION METHOD: Recoup Case = 10

DISCOVERY DATE: / / CNS#_____ ____________

SOURCE COUNTY, IF OTHER THAN ERIE: SOURCE CASE # RECOUPMENT CASE #____ ________________________

DEO ENTER: IS = 11 PAYBACK = Claim amount, and XMIT. IF PA CLAIM, ENTER BOTH PA ONLY FIELDS FROM BELOW ON LCMC08 SCREEN



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PA ONLY - CATEGORY (CT)

PA ONLY - NEED WMS PAY TYPE (PT) ; IF OTHER,

PA Claim only manual posting (D2) $ for period to for type 06.

PAYER INFORMATION -(ADDED = Z1 6/6/2018 MODIFIED = Z2 6/6/2018)

PAYER #1 NAME: First Last SS

PAYER ADDRESS:

CITY: STATE: NY ZIP: B-4678-EE (Rev. 07/09)



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ERIE COUNTY

DEPARTMENT OF SOCIAL SERVICES Special Investigations Division

(FEDS Childcare)

Convention Towers

43 Court Street – Room 203

Referral From:

Unit#: _____________________ Worker#: _____________________

Name: _________________________________________________________________

Room #: _____________ Phone#: ________________________ Date

______/______/_________

Regarding:

SSN: _______-_____ - ________ Name: ____________________________________

Address: ______________________________________________________________

Childcare Front End Detection System – Approved Indicators (To be completed by Day Care Worker)

Assigned Investigation #: _______________________

1. Information on application is inconsistent with case information Current

Prior

2. Applicant says he/she is working off the books

3. Applicant has had a prior history of denial, closing or overpayment resulting from an

investigation (i.e. Fraud, FEDS, EVR)

4. Child care provider lives in same household as the child

Comments: _____________________________________________________________________

__________________________________________________________________

No indicators present

DENIED PRIOR to Interview

Indicator RESOLVED by Examiner (see record)

● SEND ORIGINAL TO SID with copy of pertinent pages of APPLICATION and

other DOCUMENTS.

● Use space above and on back to explain reason for referral.

● Make note in file that FEDS referral has been made.

B-5390 (Rev. 6/10)



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41



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Employment Letter

CONFIDENTIAL

June 6, 2018

State of NY

Attn: Human Resource Administrator EMPLOYEE: h

Error! Reference source not found. SSN: h

Neptune, NJ 07753 SID#: Error! Reference source not

found.

Dear Sir / Madam:

To assist us in our work, we respectfully request that you provide us with the following information, ON YOUR

LETTERHEAD, in regards to the above named employee:

1. DATE HIRED and FIRST DAY EMPLOYEE WORKED (If different); and LAST DAY

WORKED (If no longer employed).

2. ITEMIZED STATEMENT of gross wages, INCLUDING ANY BONUS PAY OR

COMMISSION PAY, by pay period including DATE PAID from date of hire to present.

3. Remuneration received during any periods of layoff, vacation, or sick leave.

4. Date of birth and Social Security number.

5. To the best of your knowledge has this employee applied for or received unemployment or

disability benefits.

6. Does employee have payroll savings through your company? (I.e., bonds, credit union, IRA, etc.)

7. To the best of your knowledge is this employee working anywhere else? (If yes, where?)

8. List all addresses and telephone numbers used by the employee and dates of changes.

This request is made in accordance with provisions of Article 143 of the New York State Social Service Laws, which

authorizes the release of this information in that the requested information relates to either an applicant or recipient

of Public Assistance or a legally Responsible Relative thereof.

Your cooperation is appreciated. The enclosed WAGE CERTIFICATION must be completed and sent back with your response. We can accept the information via the following methods: use the enclosed envelope to mail back the information or fax to (716) 858-1729. Please respond by 7/1/15

Sincerely,

Special Investigations Division - Intake

Phone: (716) 858-1834



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RETURN THIS

CERTIFICATION WITH THE

REQUESTED

INFORMATION.

Wage Certification

State of NY

Attn.: Human Resource Administrator

Error! Reference source not found.

Neptune, NJ 07753

RE: h

h

RETURN TO:


ATTN: Special Investigations Division

P.O. Box 120

Buffalo, NY 14201-0120

The undersigned hereby certifies and affirms, under penalty of perjury, that the accompanying records regarding the

employment of h by State of NY are true and accurate reproductions of the original documents prepared and

maintained in the regular course of business. Furthermore, it is the regular course of business of the employer to

prepare and maintain such records.

NOTICE: Any false statement(s) made herein are punishable as a class “A” misdemeanor, pursuant to Section

210.45 of the Penal Law of the State of New York.

Date________________ ____________________________

Preparer’s Signature

____________________________ ____________________________

Preparer’s Name

Phone Number

SID#: Error! Reference source not found.



44



45

PROPOSAL CONTENT

In order for Proposers to be considered for an award, the terms, conditions and instructions contained in this RFP

and attachments must be met. Any proposals which do not meet these criteria may be considered non-responsive.

Your proposal should include 2 sections (A & B) and should be submitted in separate envelopes.

APPENDIX A: TECHNICAL AND ORGANIZATION This section shall describe the approach and plans for accomplishing the work outlined in the Scope of The Service

section. Each proposal shall be prepared simply and economically avoiding the use of elaborate promotional

materials beyond what is sufficient to provide a complete, accurate and reliable presentation.

1. RFP Coversheet

2. Vendor Profile:

Background

Date Founded

Organization structure

o ( ) Sole Proprietorship

o ( ) Partnership

o ( ) Corporation

Ownership status

o ( ) Independent

o ( ) Subsidiary (Name of Parent Organization:________________________)

Company history

Office locations, personnel, and expertise

Products and services offered

Resumes of key personnel

Describe relevant partnerships including company names, nature of relationship, and how the

partnership is relevant to providing support services to Client

Description of firm’s experience in performing similar work. Please include a list of no more than

three similar projects within the last five years giving the size of the project in dollars, the client,

including the name and phone number of the person to whom the firm was accountable.

Professional Conduct

Describe any situation where a client has terminated a contract with vendor “for cause” claiming

breach of contract

Service Delivery Model

Any services delivered by off‐shore (outside North America) resources? If so, please provide details

Any deliverables scoped, developed, tested or supported by off‐shore (outside North America)

resources? If so, please describe details

How does client report issues, open cases, check case status, and receive break/fix deliverables

3. Provide a description of the proposed solution, work plan, including timeline and deliverables.

4. Demonstrate that the bidder is a “responsible bidder” by attesting that the bidder:

a. Complies with all laws prerequisite to doing business in New York.

b. Complies with U.S. Equal Opportunity Employer provisions.

c. The bidder has no Erie County outstanding tax liability

5. Include the signed Schedule A Proposer Certification.

6. Include the signed Erie County Equal Pay Certification form.

7. Include the completed Agency Personnel Demographic Survey Form.



46

8. Give the name and title of person(s) authorized to bind the Proposer, e-mail address, the main office

address, and the telephone number (including area code).

9. Provide any additional information that would distinguish your organization in its service to Erie County.

APPENDIX B: BUDGET/COST PROPOSAL This section shall contain all information related to the project costs. All Proposers must use forms provided and

submit in a separate envelope.



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ERIE COUNTY DEPARTMENT OF SOCIAL SERVICES RFP COVERSHEET

RFP#1824VF: OnBase Development Services

Name of Vendor:

Vendor Mailing Address:

Executive Director:

Executive Director’s Phone Number:

Executive Director’s Email:

Vendor Contact Person:

Contact Person’s Phone Number:

Contact Person’s Email:

Vendor Website:

Federal Employer ID# (FEIN):

Is agency debarred/suspended from receiving

funds/doing business with the Federal government?

Please provide DUNS #, if available:

Is agency a non-profit or unit of government?

If non-profit, please provide 501(c)(3) not-for-profit

entity ID # and date established as such:

If non-profit, please provide roster of agency’s volunteer

board: Please provide attachment

Copy of agency’s most recent annual audit: Please provide attachment

Is agency a Certified Minority Business Enterprise/

Women’s Business Enterprise (MBE/WBE)?

Please provide the Erie County MBE/WBE Certification

letter as attachment

Is agency a Veteran-Owned Business? Please provide the letter indicating their company is 51% or

more veteran-owned as attachment

Name, title, and department of any employee or officer

who was an employee or officer of Erie County within

the 12 months immediately prior to the proposal:

List of all subcontractors that your agency does business

with related to this service:

Please provide attachment if more space needed



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PERSONNEL DEMOGRAPHIC SURVEY FORM - RFP

VENDOR NAME_____________________________________ PHONE #: ________________ DATE: ________________

ADDRESS: ____________________________________________________________________________________________

PERSON COMPLETING: Name: ______________________________________ Title: ____________________________

1. How many people work for your agency?_______________

PLEASE BREAK DOWN YOUR ANSWER BY DEMOGRAPHIC GROUP:

PLEASE BREAK DOWN YOUR ANSWER TO BY SEX:

2. How many VETERANS are included in the number of staff? ____________________________

DEMOGRAPHIC

GROUP

NUMBER of STAFF

in Demographic Group

White

African-American

Hispanic

Asian-American

Native American

Race- OTHER

Race- UNKNOWN

TOTAL: (Sum of above)

DEMOGRAPHIC

GROUP

NUMBER of Staff

in Demographic Group

Female

Male

Identifies as Other

TOTAL: (Sum of above)

INSTRUCTIONS: Please complete this form and return it with your RFP submission. Erie County is mandated by state and local regulation to collect this information to ensure fair hiring practices. An agency’s diversity is a factor that is considered in the RFP review process.



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SCHEDULE “A”

PROPOSER CERTIFICATION

The undersigned agrees and understands that this proposal and all attachments, additional information, etc.

submitted herewith constitute merely an offer to negotiate with the County of Erie (the “County”) and is NOT A BID.

Submission of this proposal, attachments, and additional information shall not obligate or entitle the proposing entity to

enter into a service agreement with the County for the required services. The undersigned agrees and understands that the

County is not obligated to respond to this proposal nor is it legally bound in any manner whatsoever by the submission of

same. Further, the undersigned agrees and understands that any and all proposals and negotiations shall not be binding or

valid against the County, its directors, officers, employees or agents unless an agreement is signed by a duly authorized

County officer and, if necessary, approved by the Erie County Legislature, the Office of the County Attorney and/or the

Erie County Fiscal Stability Authority.

It is understood and agreed that the County reserves the right to reject consideration of any and all proposals

including, but not limited to, proposals which are conditional or incomplete. It is further understood and agreed that the

County reserves all rights specified in the Request for Proposals (RFP).

It is understood and agreed that the undersigned, prior to entering into an agreement with Erie County, will

properly execute the County of Erie Standard Insurance Certificate (example on pp. [ ] of this RFP), and that it will be

complete and acceptable to Erie County.

It is represented and warranted by those submitting this proposal that except as disclosed in the proposal, no

officer or employee of the County is directly or indirectly a party to or in any other manner interested in this proposal or

any subsequent service agreement that may be entered into.

___________________________________________________________________

Proposer Agency Name

By: ___________________________________________________________________

Name and Title



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(For Informational Purposes Only)

Erie County Equal Pay Certification

In order to comply with Executive Order 13 dated November 6, 2014, we hereby certify that we are in

compliance with federal law, including the Equal Pay Act of 1963, Title VII of the Civil Rights Act of

1964, Federal Executive Order 11246 of August 24, 1965 and New York State Labor Law Section 194

(together “ Equal Pay Law”). The average compensation for female employees is not consistently below

the average compensation for male employees, taking into account mitigating factors. We understand that

this certification is a material component of this contract. Violation of the provisions of Executive Order

13, which is attached hereto and made a part hereof, can constitute grounds for the immediate termination

of this contract and may constitute grounds for determining that a bidder is not qualified to participate in

future county contracts.

We have evaluated wages and benefits to ensure compliance with the Federal Equal Pay Law.

______________________________________

Signature

Verification

STATE OF _______________ )

COUNTY OF _____________ ) SS:

A)

___________________________________________, being duly sworn, states he or she is the owner of (or

a partner in) ________________________________________, and is making the foregoing Certification

and that the statements and representations made in the Certification are true to his or her own knowledge.

B)

_______________________________________, being duly sworn, states that he or she is the Name of

Corporate Officer _______________________________________, of

_________________________________, Title of Corporate Officer Name of Corporation the enterprise

making the foregoing Certification, that he or she has read the Certification and knows its contents, that the

statements and representations made in the Certification are true to his or her own knowledge, and that the

Certification is made at the direction of the Board of Directors of the Corporation.

Sworn to before me this ______

Day of ______________, 20__

__________________________



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Guidelines for Standard Insurance Provisions Required (for Informational Purposes Only)



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ERIE COUNTY, NEW YORK RFP # 1824VF

APPENDIX B - COST SUMMARY FORM

A. GENERAL INFORMATION

a) Legal Name of Organization

b) Other Name (if used)

c) Address of Organization

Street

d) Contact Person

City/State/Zp

Address

Name/Title

Street

Phone Number

City/State/Zp

B. COST SUMMARY

a) DIRECT LABOR

LABOR CATEGORY ESTIMATED HOURS HOURLY RATE ESTIMATED COST

DIRECT LABOR TOTAL

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B) INDIRECT COST

SPECIFIC INDIRECT COST RATE X BASE ESTIMATED COST

INDIRECT COST TOTAL

C) OTHER DIRECT COSTS

TRAVEL ESTIMATED COST

EQUIPMENT, SUPPLIES, ETC. RATE X BASE ESTIMATED COST

SUBCONTRACTS ESTIMATED COST

OTHER ESTIMATED COST

OTHER DIRECT COSTS TOTAL

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OTHER ESTIMATED COST

DIRECT LABOR

INDIRECT COSTS

OTHER DIRECT COSTS

TOTAL COSTS

ERIE COUNTY REQUEST FOR PROPOSAL (RFP) · 6. No proposal will be accepted from nor any agreement...

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Transcript of ERIE COUNTY REQUEST FOR PROPOSAL (RFP) · 6. No proposal will be accepted from nor any agreement...