Frequently Asked Questions
Get answers to frequently asked questions.
In August 2024, the Washington State Department of Social and Health Services launched the Business Integrity Challenge to invite innovative teams to submit solutions that address fraud and improve access to state benefits for residents and communities of Washington state.
The Business Integrity Challenge will award one winner for each of the four solution categories who will each receive a contract of up to $250,000 for the development of their solutions over a maximum 12-month project period. Review About to learn more about the initiative.
The Business Integrity Challenge was informed by responses to the RFI 2420-847 DSHS Fraud Prevention Challenge but is not otherwise an extension of it. DSHS is not planning to post a subsequent RFP in this area.
DSHS has identified four categories under which submissions can fall. The Business Integrity Challenge's four solution categories each address a different business need or program area at DSHS. While there may be some overlap in possible solutions, each category will be implemented separately based on specific system requirements and program timelines. Review the page for each solution category to learn more.
Eligible Lead Participants may submit a proposal for more than one solution category. You will need to create an account and register using a different username/email for each submission. The email domain can be the same as long as the email address is unique. Only one application for each solution category from the same entity is allowed – submitting more than one application for a solution category may deem your application ineligible. You may not submit for more than one solution category in one application.
Participants may propose an overarching solution and/or similar solutions for each of the solution categories, however we encourage teams to select the approach that best represents your ability to deliver a solution that meets the timeline and scoring criteria in each solution category. Solution categories will be scored separately without reference to whether a solution could be implemented in multiple challenge areas. DSHS may choose to implement a proposed overarching solution in only one of the proposed categories.
Please contact us with any challenge-related questions, requests for help with accessibility and special accommodations, and technical support. Communications regarding Changes in Solicitation Requirements, Complaints, Debriefing Conferences, and Protest should be sent to william.taplin@dshs.wa.gov.
While there is no formal deadline for questions, we strongly encourage questions sent as soon as possible and at least one day ahead of the deadline to questions@businessintegritychallenge.org. Please do not wait until the last minute to send us your questions. We will prioritize those in need of technical support leading up to the submission deadline.
Once you have registered and throughout the challenge, we will send important notifications to the email address associated with your account, as well as the primary and secondary contacts listed on your registration form. You can take three critical steps to make sure these messages are received promptly:
A recording of the Q&A Webinar is available here and a list of the answered questions is here. The list of webinar participants is available on Forums for registered participants.
All of the information available for participants is on the DSHS and Business Integrity Challenge websites. Applicants should not contact DSHS employees to request information about this Solicitation. Please share any questions you have about current processes with questions@businessintegritychallenge.org, and we will provide information when possible. Please note: In order to limit and prevent risk, we will not be sharing very specific information (such as details regarding current processes) until further in the process for those who are awarded contracts and nondisclosure agreements are in place.
The Business Integrity Challenge welcomes applications from United States-based bidders and individuals over the age of 18, who are representing a Lead Participant as an applicant. Each applicant must identify a Lead Participant as the recognized Contractor in the execution of any proposed project contained in an Entry.
Eligibility related to any Lead Participant by type are as follows:
Eligible Lead Participants are welcome to collaborate with nonprofit organizations, companies, foundations, schools, colleges and universities, government agencies, individuals, and other entities to develop the solution.
Refer to the Rules for a complete set of eligibility requirements.
Eligible projects should be able to demonstrate proof of concept, evidence of scaling, or current operations at scale. Early-stage, untested projects in the research or ideation phase are not eligible to apply. Review the submission requirements for more information about the three eligible stages.
Within thirty (30) days of being identified as an Apparently Successful Bidder, Bidder must be licensed to conduct business in Washington state, including registering with the Washington State Department of Revenue. The Bidder must collect and report all applicable taxes. The Bidder must submit Bider’s Unified Business Identification number within 30 days of being identified as the ASB. For additional information, review the Rules.
Additional preference points will be awarded based on the lead/primary applicant's status only.
Each participant should determine the best structure and plans that meet the requirements of this challenge and should detail the use of subcontractors or partner organizations in their application.
Please review the application to better understand the submission requirements and the scoring rubric to learn more about what constitutes a strong application. Additional information about each solution category can be found here: Automated Solutions, Language Services, CCT Solutions for Public Benefits, and CCT Solutions for Behavioral Health.
To participate in the Business Integrity Challenge, you must first register no later than 3 PM Pacific Time on Thursday, October 17, 2024. Registration is a simple two-step process. First, create a username and password, then check your email inbox to confirm your registration. Next, complete the online registration form. Once you are registered, applications are due no later than 3 PM Pacific Time on Tuesday, November 5, 2024.
A bidder can submit only one application per solution category as the Lead Participant. A bidder can also serve as a partner on a team for multiple applications provided that each application proposes a separate, distinct solution. Regional or location-specific branches of larger organizations, as well as departments, schools, and nonprofits within or based in a college/university, can each register and submit separately as the Lead Participant on one application as long as the proposed solutions are separate and distinct. There should be no overlap in team members. The intent of the policy is to ensure that any team is concentrating their best effort into a single application. We encourage teams to select a single approach that best represents your ability to deliver a solution that meets the timeline and scoring criteria.
If applicable, you may include an identifier with your Lead Participant name, such as ORG NAME – Automated Solutions for your Automated Solutions application and ORG NAME – Behavioral Health for your CCT Solutions for Behavioral Health application.
Each application must include a brief video of no more than 90 seconds that showcases your solution. The video is an opportunity to introduce/summarize your proposed solution in a way that is different from the written format. Applicants may use the time as they see fit as long as the technical requirements listed are met. Please use your responses throughout the application form - including the project visual - to share details and more information.
This DOES NOT need to be a professionally produced video – a video shot on a smartphone is acceptable. Note that DSHS will save videos for the period of time required by the State of Washington’s records retention policies and practices. Submitted videos may be accessed via a public records request.
The following are instructions for recording and uploading your video on YouTube:
For more information about video guidelines, review the submission requirements. If you need technical support, you can email us.
In addition to the video, participants must also upload a Project Visual and Supplier Diversity Inclusion Plan. Participants may upload Proposed Contract Exceptions if desired- this upload is optional. Except for the video, all uploads must be in PDF format.
To submit a response to the optional Proposed Contract Exceptions question on the Application, please upload a single PDF file of no more than 10 MB and up to 10 pages. A Word document cannot be uploaded. The PDF should describe your proposed contract exceptions, including identifying the language that Bidder finds problematic, stating the issue, and proposing the language or contract modification Bidder is requesting. The PDF file may include a redlined/tracked change version of the requested change.
Except for the video, all uploads must be in PDF format. Please review the submission requirements for more information about these materials.
Section G of the application requests administrative information about the Lead Participant. Participants must answer questions regarding the use of subcontractors, prior contracts with the State of Washington, prior contract termination, and prior lawsuits. Lead Participants must also submit three bidder references. Please be sure to review the full submission requirements to view all questions within this section.
The Lead Participant may assume responsibility for receiving and taking accountability for any award funds. The Lead Participant will be expected to sign a contract with DSHS if selected as a winning bidder. On the registration form, please provide the legal name of the Lead Organization that may assume responsibility for receiving or taking accountability for any award funds.
Yes, you may provide the same references for your separate proposals.
The contract will be up to $250,000 to implement the proposed solution. The Detailed Budget section of the application does require the budget to total $250,000. To meet this requirement, you could keep the specific budget items totaling your proposal cost then include a line item for Unbudgeted / miscellaneous so that the budget totals $250,000. Please also specify your total budget and explain the unbudgeted line item in your narrative responses, such as under the Budget Narrative and/or Other Resources sections.
References are a required element for this challenge's application and a vital tool for verification of past performance. There are no acceptable alternatives to providing the information requested.
Once the submission deadline passes, the Business Integrity Challenge team will perform an administrative review to confirm each submission meets the Rules and submission requirements before advancing to Evaluation Panel Review. All Evaluation Panel reviewers will use the scoring rubric. Submissions that meet the following criteria will also receive additional points as part of an objective review. These additional points will be added to each round of review when determining the top scoring submissions. Bidders who qualify for each of the three types of additional points will receive all preference points during that round of evaluation. Definitions of the three criteria can be found in Section 14 of the Rules.
Informed by Evaluation Panel scores and feedback, the Selection Committee will then review top-scoring submissions using the scoring rubric, resulting in an additional set of scores and feedback for each top-scoring participant.
DSHS Leadership will make final determination of the awards with consideration of scores and feedback from both the Evaluation Panel and Selection Committee. The selection process will also determine which solutions provide the best value in meeting the needs of DSHS in each solution category. Selection of each Apparent Successful Bidder depends on DSHS Leadership’s assessment of multiple factors, including Bidders’ qualifications, capabilities, efficiency, experience, reliability, responsibility, integrity, quality of proposed services and deliverables, timeliness, cost and potential impact on DSHS’ needs. DSHS may consider whether the solution encourages diverse contractor participation; provides competitive pricing, economies and efficiencies; considers human health and environmental impacts; appropriately weighs cost and non-cost considerations; and life cycle cost, as applicable. DSHS may also consider a team’s performance on prior State of Washington or other contracts and may reject submissions of any participant who has failed to perform satisfactorily under any previous contract with the state or another party. DSHS reserves the right to select solutions that offer the best overall value and that is in the best interests of DSHS and the State of Washington.
The Selection Committee and DSHS Leadership will make the final determination of the one winner for each of the four solution categories. Each winner will receive a contract of up to $250,000 to implement their proposed solutions.
All participants who submitted an application will be notified of the results of the challenge in January 2025. DSHS will work with the ASBs to execute the contracts. DSHS anticipates awarding four separate contracts pursuant to this solicitation, however DSHS may decide to consolidate awards if there is significant overlap between the solutions proposed by a single winning vendor selected for multiple categories.
Contracts will begin in February 2025. The project period may last for up to 12 months, with an end date of February 2026. DSHS is not anticipating that these contracts will extend beyond the initial one-year term and is not anticipating follow on contracts to successful bidders after the initial contract period. Payment amount and structure under each contract will be negotiated with the winners based on the Key Deliverables and Budget information included in the winners’ applications. DSHS and the awarded contractors will work together to finalize an agreement and schedule, then payments will be paid according to deliverables and when invoices are submitted.
Carrot powers the challenge website and platform through which participants register and apply. Judges also submit their reviews via this platform. Please see the Evaluation webpage for information about the Evaluation Panel, Selection Committee, and Final Award Determination. Carrot is supporting DSHS with the management of the challenge and will not be involved once winners are announced. Winners will work with DSHS directly on the execution and completion of the contract.
DSHS would consider incorporating standard EULA terms for third-party software that the bidder is proposing, but any bidder terms and conditions would need to be reconciled with the GTC's where overlapping.
Section 8.2 of the Terms & Conditions for use of the Carrot website refers to the Contract for Services and all corresponding documents that cover the solution proposed in a winning application.
Registration. Eligible Lead Participants can submit a proposal for more than one solution category. To do so, you will need to create and register an account using a different username/email for each submission. The email domain can be the same as long as the email address is unique. If you are planning to submit more than one application, you can include an identifier with your Lead Participant name, such as ORG NAME – Automated Solutions for your Automated Solutions application and ORG NAME – Behavioral Health for your CCT Solutions for Behavioral Health application.
Registration confirmation. Once you have completed the registration form, you will be able to submit it and then view a confirmation that your registration is received. You have the option to request an automated confirmation email after clicking “submit.” Be sure to click the checkbox opting into this email when the confirmation message appears.
Application confirmation. Once you submit your application, a similar confirmation message will appear. If you would like to receive an automated confirmation email, please click the checkbox opting into this email when the confirmation message appears.
Browser. We find our platform works best using Chrome on a desktop or laptop computer. Download Chrome. If you experience any difficulties accessing the platform, please use incognito mode in Chrome and clear your cache and cookies. If you continue to have technical issues, email us.
Deadlines. We understand many applicants work on their applications outside of the platform. We strongly encourage applicants to begin completing the application online at least one week ahead of the deadline to allow enough time to enter all the responses and attachments.
The Language Services solution category requires real time, on-demand interpreter service for all designated ESA languages, with a minimum of eight languages. The designated ESA languages are: Cambodian, Chinese, Korean, Laotian, Russian, Spanish, Vietnamese, and Somali. Please review the Language Services page for more information about this solution category.
The Contractor would procure licenses to any third-party software that they are including in their application. This cost should be included in their budget and the $250,000 award.
For Automated Solutions: Integration is needed with our homegrown case management/client admin system CARE (Comprehensive Assessment Reporting Evaluation), and possibly ACES (Automated Client Eligibility System). Data sources include ESIT (Early Support for Infants and Toddlers) information from county providers. Additional requirements should be collected during business analytics.
Details on System Compliance will be shared with the successful vendor. Review this page for more information.
In general, we use a homegrown system called Barcode and here is additional information: Automated Solutions - We use a homegrown system called CARE with minimal Barcode integration. Language Services - In addition to Barcode, we use eJAS and ACES Online (letter creation). Please review the FAQs and each Solution Category webpage to learn more about required compatibilities and proposed compatibilities.
Each vendor should describe any and all technology infrastructure needs and requirements in the responses within the application form, including the budget.
The $250K budget is inclusive of all technology costs that are required to implement the solution proposed. You may describe any cost efficiencies or additional on-going costs in responses to Budget Narrative or Other Resources.
The ESIT form that DDA receives from Family Resource Centers (FRCs), hospitals, and Department of Children, Youth & Families (DCYF) is DSHS 15-435. The Disability Determination is completed in the case management/client admin system CARE manually by a DDA worker. This is essentially the business problem - we are receiving paper, scanned, or typed-in word docs and having to input them manually.
Data sources: DSHS would need to know what type of data sources would be needed for the solution before we could determine what could be available. We would need data sharing agreements in place before any data is shared.
We don’t translate any part of the ESIT process, but we do need to translate our notice to the individual and their representative of our decisions if they require translation. We also need to translate any correspondence to the individual for follow-up contact for incomplete documents.
If the family wants to apply for DDA benefits for their kids, they typically apply through DDA directly, which is out of scope for this use case. In scope: DDA will refer the individual to FRC who will then complete the ESIT form or the individual will be served through a hospital, DCYF, or FRC and they will submit the ESIT form and sometimes an application on behalf of an individual.
Currently ESIT forms are sent to DDA, we do not have to seek to retrieve them. If we were to implement a data feed, perhaps we would need an MOU or DSA outlining data elements, but FRCs are contracted through the counties, and we can share this data.
There is frequently incomplete or missing information on the form, like date or no box checked. When submitted in conjunction with an application, the application itself may be missing documentation or signature. DDA staff will review and follow up with FRC or other source directly if information is missing or inaccurate.
Currently, the rule allows us to make children aged 0-3 eligible under any condition in the WAC chapter 388-823. We use the DDA application to see what condition was selected and can make determinations about additional records we might seek for longer eligibility that won’t expire at age 4.
We will need to upload and index any ESIT forms, if they still exist in the solution, to our Hyland Perceptive Content Records management tool.
We use a homegrown system called CARE to process eligibility applications. I'm not sure what you mean by benefit application, but we do also use CARE after eligibility decisions are made to further assess for paid services, if requested. The paid service portion of the process is out of scope for this use case. The other system used during eligibility applications is Hyland Perceptive Content, which is the document management system.
If we are talking about the paid service requests, these are also managed through CARE within DDA, but just by a different team and likely office.
Less than 100 agents or fulfillers, as well as additional technical staff.
The estimation for 2023 was 12,000 for the year, so a few hundred per week.
Avaya is our current telephone vendor. Currently we contract with multiple vendors to perform written translation and on-demand in-person and over the phone interactions. DSHS is not aware if the Avaya system can be used with 3rd party translation services.
DSHS has developed algorithms, and DSHS currently utilizes SQL to support data mining and data transformation, as well as Tableau to visualize the findings for analysis. Please note that providing certain information requires a formal agreement - more details will be shared with the awarded vendors.
For this challenge, we are open to enhancements to what we are currently doing as well as to different approaches that offer more/different benefits. We encourage you to present your strongest case for support that speaks to the scoring rubric.
Washington State has one EBT vendor (FIS) and the state utilizes data sources available from the vendor to support its proactive fraud prevention efforts.
The agency's fraud prevention unit has criminal actor fact patterns identified through the use of data analytics they are currently following. These fact patterns continue to evolve and change over time. The relative fraud rate remains low in perspective to public benefit caseload data.
Solutions must fit each element noted under "Required Technology (Compatibility)". Alignment with some or all of the "Proposed Capabilities" noted on the solution page is encouraged but not required. We encourage teams to select the approach that best represents your ability to deliver a solution that meets the scoring criteria.
This proposed capability of having an EBT customer-facing solution is well within the scope in the development of a proactive fraud prevention systems style of approach for the agency.
In FFY2024, approximately 40,000 SNAP (food benefits) applications were processed per month with nearly 70% of them approved, requiring benefits deposited on EBT cards. On average the current estimate of nearly 5.5 million SNAP transactions happen on a monthly basis.
Please refer to BHA By the Numbers Fiscal year 2023 (wa.gov) for more information.