ACCES-VR CMS IV&V Services (Mini-Bid #PBITS 19-002)


The Office of Adult Career and Continuing Education Services (ACCES) is the office within the New York State Education Department (NYSED) responsible for the provision of Adult Education services, Vocational Rehabilitation services, and the Supervision of Proprietary Schools.

The Vocational Rehabilitation (VR) area of ACCES (ACCES-VR) helps individuals with disabilities obtain and retain employment. ACCES-VR also supports independent living through training, education, vocational rehabilitation, and career development. ACCES-VR serves over 90,000 consumers annually and maintains an active caseload of 50,000. ACCES-VR currently has approximately 7,000 active vendors and spends over $125 million each year on case services. There are 15 ACCES-VR district offices, 10 associated satellite offices, and a central office where staff are located. ACCES-VR staff also operates from offices in public and private offsite locations. NYSED is embarking on a large and complex project to replace its current Vocational Rehabilitation (VR) case management application with a Commercial off the Shelf (COTS) software solution.  The new VR Case Management System (CMS) will have a web browser interface for end user case management tasks, and include integrated authorization-and-payment functionality that interfaces with NYSED’s financial systems for issuing authorizations, accepting invoices, and making payments to vendors and consumers. The CMS implementation is anticipated to be completed within 27 months.

NYSED seeks a Contractor to provide independent verification and validation (IV&V) services for the CMS project.  Please note that there are multiple contracts involved in the CMS project.

This Mini-Bid is being distributed to the Contractors awarded under Lot # 2 to acquire Project Based Information Technology (IT) Consulting Services for NYSED, an Authorized User of OGS Centralized Contract Award 22772 on a fixed-price basis.

The purpose of this Mini-Bid is to obtain Proposals for ACCES-VR CMS IV&V Services as detailed in this document and any attachments(s) that may be included.

  • Responses will only be accepted from Contractors listed under Award #22772, Lot # 2.
  • Responses which include pricing in excess of the “maximum Not-To-Exceed price” must be rejected by the Authorized User.

Project Purpose/Objectives:

The successful bidder will provide objective oversight and assessment of specific key deliverables from the CMS Implementation Contractor  to verify and validate that they are providing the required systems and services for the ACCES-VR CMS implementation project.

The IV&V oversight will be targeted at specific milestones and deliverables associated with the CMS implementation project. The assessment provided by the successful bidder is expected to ensure compliance with the requirements, standards, and levels of service established through contractual agreement and minimize the overall risk associated with the implementation project within the timetables provided.

Downstream Prohibition:

The CMS Implementation Contractor and/or any of its subsidiaries or subcontractors are prohibited from submitting a bid proposal to this Mini-Bid (PBITS 19-002).

Contract Term:

Tentative Start Date  November 12, 2019 through January 12, 2022.
This project and its tentative dates are contingent upon the underlying CMS Implementation project.

Questions & Answers:

Questions regarding the mini-bid must be submitted by E-mail to ACCESPBITS@NYSED.GOV no later than September 4, 2019.  Questions regarding this request should be identified as Program, Fiscal or M/WBE. A Questions and Answers Summary will be posted to the  ACCES procurement website on or about September 9, 2019.

Proposal Submission Due Date:

Please complete, attach and email the documentation referenced in Section 4.0 Contractor Response to CAU@NYSED.GOV by the response due date (9/20/2019) and include the Mini-Bid reference number # PBITS 19-002  in the subject line.