OhioMHAS Publicly-Funded Grant Financial Reporting Information System

In an MBE set-aside solicitation, only those bidders/suppliers with an active MBE certification at the time the solicitation closes can submit a response

SRC0000028464

5/15/2025 2:00:00 PM

1. MISSION & GUIDING PRINCIPLES

The mission of the Ohio Department of Mental Health and Addiction Services (OhioMHAS) is to provide statewide leadership of a high-quality mental health and addiction prevention, treatment and recovery system that is effective and valued by all Ohioans. OhioMHAS strives to be a national leader in implementing a comprehensive, accessible, and quality-focused system of addiction and mental health care and wellness for all Ohio citizens.

1. PURPOSE

The Ohio Department of Mental Health and Addiction Services (OhioMHAS) is seeking proposals from qualified contractors to provide a grant centric financial reporting software solution along with related professional services for configuration and/or customization, deployment and ongoing support. The software solution is to be used by OhioMHAS and County Boards across the State of Ohio to collect and report on state and federal grant financial information and limited outcome information as statutorily required by the State.

Note: The utilization of the software solution will be for grant financial and limited outcome reporting only. At this time, grant application and award notification processes are out of scope.

1. BACKGROUND

The state of Ohio Department of Mental Health and Addiction Services currently utilizes a process in which County Boards receiving grant funding from the state are statutorily required to complete and submit a complex, standardized excel spreadsheet to OhioMHAS at least twice each fiscal year. This spreadsheet is commonly referred to as an “040” submission. As a step in the OhioMHAS grant application process, an 040 detailing proposed grant budget information is submitted by each County Board. Then, nearing fiscal year end, each County Board is required to complete and submit to OhioMHAS a second 040 submission detailing how grant funds were utilized by recipients.

Grant funds awarded by OhioMHAS to the County Boards originate from one or more federal and/or state funding sources. In their year-end 040 submission, County Boards are required to account for their spending and align their financial reporting with each of the original federal and/or state funding sources. This funding source alignment requires County Boards to collect source coding fields and related information from one or more OhioMHAS systems including but not limited to the Grant Funding Management System (GFMS). Upon completion, the 040 excel files are submitted to OhioMHAS via email or file upload.

As a result, County Boards utilize a variety of approaches to complete required 040 submissions. These approaches include manual completion, semi-automated reporting processes and outsourcing to third parties such as CPA firms. The 040 data supplied by County Boards varies at the discretion of each Board between two accounting methodologies, cost basis and accrual accounting. County Boards have reported dissatisfaction with the 040 submission process due to the complexity of the 040 reporting spreadsheet and the labor intensity of compilation and submission to OhioMHAS. Additionally, OhioMHAS faces challenges related to aggregating the County Board data, identification and tracking of unused grant funds as well as the carryover of these funds from one fiscal year to the next. As a result, OhioMHAS seeks a software solution to replace the existing 040 submission process.

1. SCOPE OF WORK AND DELIVERABLES

Project Objectives
The winning bidder will be responsible for:

1. Working with OhioMHAS IT and Business staff to plan and subsequently execute related professional services to be provided by the selected vendor preparing to deploy and support the vendor software solution.
2. Working with OhioMHAS staff to integrate the software solution with existing cybersecurity standards (FedRAMP certification, see addendum), single sign-on (OIDC preferred or alternatively Entra ID, SAML) and web-based access portals currently in use by the state.
3. Completing a professional services deployment process to be jointly planned by the vendor and OhioMHAS which will include, but not be limited to:        Use-case assessment and documentation, software configuration and/or customization, testing and defect resolution cycles, delivery of end user training and ongoing post implementation support.
4. Deploying a fully functional software solution to be used for financial reporting of State and Federal Grant funds awarded by OhioMHAS to county boards across the state.

Deliverables
The supplier is expected to provide the following:

1. An existing, mature software solution which meets the needs of the OhioMHAS to replace the grant awardee financial reporting process.
2. Completion of the detailed documentation of project scope, requirements and a detailed regularly updated written project plan encompassing all activities necessary for the configuration, customization, system integration, testing, user training and deployment of the vendor software solution.
3. Work with OhioMHAS business and IT staff to plan for and deliver seamless integration of the software solution with existing single sign-on and web-based access portals currently in use by the state.
4. Provide qualified vendor project resources including project leadership, IT development resources, business analyst, testing support and vendor oversight/leadership escalation resources for the entirety of the software deployment project lifecycle.
5. Develop and deliver training materials for the vendor software solution for the use of OhioMHAS and County Boards
6. Provide a framework for ongoing post implementation vendor managed software support.

Methodology
The supplier will approach the project with the following methodology:

Sales Lifecycle: Completion of RFP submissions, subsequent vendor demos and related discussions, initial scope and requirement assessment and planning, performance milestone identification, change control process agreement, contract documentation, negotiation and redlining cycles resulting in the execution of a signed contract between OhioMHAS and the selected vendor.

Project Planning : Detailed scope assessment and requirement documentation. Development and ongoing management of a detailed project plan. Securing allocation of required vendor project resources. Partnering with OhioMHAS on development of a change management plan to align/integrate with the project plan.

Detailed Design:
Conducting design sessions to map written requirements to software functionality and processes. Concurrent development and ongoing maintenance of a detailed test plan mapping OhioMHAS requirements to appropriate test cases.

Build:
Software build, configuration and related activities as necessary to prepare for the deployment of the software solution per design requirements. Unit, System and User testing cycles and related issue tracking and resolution of identified defects. Creation and/or modification of related training materials. End state of build will be a thoroughly tested, stable and user ready software platform.

Deploy:
Partnering with OhioMHAS staff in the delivery of user training materials for both OhioMHAS staff and County Board personnel. Support during execution of change management plan as documented previously. Formal “go-live” event planning and support. Ongoing post implementation issue resolution and support.

Roles & Responsibilities
OhioMHAS:
Provide access to OhioMHAS staff as needed for scope and requirement documentation.
Provide access to OhioMHAS IT personnel in support of single sign-on and web portal integration.
Provide timely answers to questions, decision making and issue resolution as necessary to maintain project timeline.
Partner with vendor on change management and related training deliverables.
Staff resources as necessary to complete the project

Contractor/Consultant:
Vendor professional services resources to include Project Management, Business Analysis, Testing Support, IT/Technical resources, and Vendor resource issue resolution/escalation contacts.
Timely and complete resolution of identified testing defects.
Resources and contact points for ongoing support of the delivered solution.

1. 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 sub-phases to phases 2 through 4 at any time if MHAS believes doing so will improve the evaluation process.

1. 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.

Evaluation Criteria	Weight	Rating	Extended Score
Technical Envelope:
Proposer has demonstrated ability of their software solution to meet the functional and technical requirements for financial reporting of State and Federal Grant funds, including SSO (OIDC preferred or alternatively Entra ID, SAML) and web portal integration.	25
Proposer has demonstrated experience with similar implementations in government or healthcare settings and provided reference contact details of same.	20
Proposal includes a detailed plan for the project and covers all components outlined within the Methodology section, under Scope of Work.	25
Demo and Training Approach
The demonstration effectively showcases the software solution’s capability to fully meet all requirements specified in the RFP.	25
The demonstration includes the proposers training approach, including relevant training scope and use cases.	15
Financial Envelope:
Cost breakdown to show the overall cost of software licensing, implementation services, training, and ongoing support.	10
		Total:	_____/600