OhioMHAS - Enterprise Architecture Tool

I. PURPOSE

The Ohio Department of Mental Health and Addiction Services (OhioMHAS) is seeking proposals from qualified contractors to provide Enterprise Architecture (EA) tool that will support its IT modernization, strategic planning, and governance initiatives. The tool should enhance the agency’s ability to manage its architecture framework, business processes, applications, data, and infrastructure in a cohesive, scalable, and efficient manner.

II.  BACKGROUND

Ohio MHAS provides oversight and support to Ohio’s mental health and addiction services network, which includes six psychiatric hospitals, Ohio Pharmacy Services and Central Office. We aim to improve the quality and effectiveness of these services through strategic use of technology. OhioMHAS is undertaking a modernization initiative to align its technology landscape with future business needs. The selected EA tool should provide the capability to manage enterprise- wide architecture effectively and facilitate collaboration across business units.

The EA tool should meet the following key objectives:
- Support for Multiple Frameworks: Compatibility with frameworks such as TOGAF, ArchiMate, and others.
- Governance and Compliance: Ensure adherence to internal and external regulations and standards.
- Business and IT Alignment: Map business processes to IT systems and infrastructure.
- Data Management and Integration: Provide data governance and integration capabilities with existing systems.
- Collaboration Features: Allow multiple stakeholders to collaborate effectively.
-  Visualization  and  Reporting:  Offer  advanced  analytics,  reporting,  and visualization capabilities to support decision-making.
- Cloud and On-Premise Deployment: Flexible deployment options depending on organizational needs

III.  SCOPE OF WORK AND DELIVERABLES

The selected vendor will provide:
1. Cloud Based (SAAS) Enterprise Architecture Tool
2. Support for configuring the following integrations: SSO, SharePoint, Azure Dev Ops, Service Now.
3. Startup Support (Business & IT Alignment, Technology Portfolio Management and Rationalization).
4. Training for Architects
5. As-built Documentation
6. Post Deployment (Production) Support

The delivery specification is:
1. Key Functional Requirements

The EA tool must meet the following functional requirements:

- Architecture Modeling: Support for creating and maintaining architecture models.
- Repository: Centralized repository for all architecture artifacts.
- Visualization and Analysis: Tools for visualizing relationships and conducting impact analysis.
- Integration: API support for integration with existing tools (e.g., ServiceNow, Azure Devops).
- Version Control: Ability to track changes, manage versions, and audit trails.
- Collaboration Features: Role-based access control, stakeholder engagement tools, and collaboration features.
- Reporting and Dashboards: Customizable reports and real-time dashboards.

- Metadata Model: EA tool’s Metadata Model should be able configurable.

2. Non-Functional Requirements

- Usability: Intuitive user interface and user experience design.
- Scalability: Ability to scale as the organization grows.
- Performance: Must support real-time analysis and high performance.
- Security: Should comply with relevant security and privacy regulations, including HIPAA and Ohio state IT security standards.
- Support and Training: Provide adequate training for users, technical support, and documentation.

3. Integration with other systems

- Single Sign on with Innovative Ohio
- Service now
- SharePoint
- Export/Import from/to Excel sheets
- Export Visualization from the tool to pdf, other formats

4. Startup Support

In this phase, the selected vendor will:
- Guide the architects to implement the following use cases.

o Business & IT Alignment
o Technology Portfolio Management and Rationalization

- Assist Architects to configure all the Integration services.

5. Training

In this phase, the selected vendor will provide:
- Training to the architects with hands-on session to create architecture models, dashboards, reports, integrations.

6. As Built Documentation Phase

In this phase, the selected vendor will provide:
- Video tutorials
- User guides

7. Post Deployment (Production) Support

In this phase, the selected vendor will provide support for any issues with the tool. Please provide the SLA as part of the proposal.

IV.   MINIMUM QUALIFICATIONS OF CONTRACTOR

Proposals should include the following:

1. Provide 15 days software trial for the architects to explore before procurement.
2. Company background, relevant experience, and references.
3. Detailed description of the tool, including technical architecture, features, and how it meets the specified requirements.
4. Detailed plan for deployment, including timelines, resource requirements, and milestones.
5. Information on training, support services, and user documentation.
6. Detailed cost breakdown, including licensing, implementation, maintenance, and support fees.
7. Security Information on the tool’s security features and compliance with relevant regulations.
8. Provide case studies or references of clients in similar sectors. The minimum qualifications of the project staff shall be:

- Enterprise Architect
- EA Tool Expert

Contractor shall not be subject to an “unresolved” finding for recovery under Section 9.24 of Ohio Revised Code.

PART FOUR: EVALUATION OF PROPOSALS

I. EVALUATION PROCESS

OhioMHAS’s evaluation process of responses submitted to this request may consist of up to four distinct phases:

1. OhioMHAS’s initial review of all proposals for timely submission;
2. An evaluation committee review of the proposals for defects and scoring;
3. OhioMHAS’s request for more information (clarifications, interviews, presentations, and/or demonstrations); and,
4. Negotiations or best offer requests.

At its sole discretion, OhioMHAS will determine whether phases three and/or four are necessary under this RFP, reserving for itself the ability to eliminate or add phases three or four at any time during the evaluation process. OhioMHAS may add or remove subphases to phases 2 through 4 at any time if MHAS believes doing so will improve the evaluation process.

II. PROPOSAL EVALUATION CRITERIA

In the proposal evaluation phase, OhioMHAS staff or reviewers selected by OhioMHAS (the committee) will rate the proposals submitted in response to this RFP based on the following criteria and weight assigned to each criterion.