Exhibit A Requirements Magazine Fulfillment Services RFP.xlsx
XLSX spreadsheet 28 KB Posted
- Attached to
- Virginia Wildlife Magazine Fulfillment Services
- Solicitation number
- 82834
- Issued by
- Grayson County, Virginia
About this file
This is a requirements document (Exhibit A) for the Virginia Department of Wildlife Resources (DWR) RFP #82834 for Virginia Wildlife Magazine Fulfillment Services. The document outlines comprehensive requirements for subscription fulfillment services including subscription management, customer service, marketing efforts, and technical capabilities. Key requirements include managing postal regulations and discounts, providing a dedicated customer service help line, capturing real-time website subscription orders, handling online subscribers and renewals with promotional codes, enabling online address changes, and completing conversion of existing services within 90 days of contract execution.
The requirements specify that the supplier must use the Commonwealth's Merchant Services provider Elavon for credit card processing, and all state funds must be deposited in qualified public depositories as defined in Code of Virginia 2.2-4401. The supplier must comply with Commonwealth IT security policies, FedRAMP standards, and VITA requirements. Technical requirements include real-time integration with DWR's website and licensing system, API capabilities for digital magazine access, and ability to provide detailed subscription statistics and financial reports. The document does not specify pricing terms, contract duration, or funding amounts.
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Instructions RFP - RFx: 82834, Virginia Wildlife Magazine Fulfillment Services
EXHIBIT A REQUIREMENTS
Instructions
| This Excel workbook has multiple tabs that set forth requirements to which Supplier is required to provide a response indicating its capability to fulfill each specific requirement. Supplier’s response will be reviewed in accordance with the stated requirements within each section in order to determine the best solution for Agency. |
| The Initial Qualifications tab, which will be evaluated as Pass/Fail, will determine whether the Supplier moves on to the next phase of evaluation. |
| For each requirement, Supplier is asked to enter in the space provided in Column C a response (Meets, Does Not Meet) that best corresponds to its intended response for the requirement listed. In cases where VITA has pre-filled Column C for certain requirements with "N/A," Supplier must provide sufficient information in its response in Column D to allow VITA to properly evaluate its proposal. |
| The acceptable responses are as follows: |
| "Meets" = Supplier can fully meet the requirement as documented with its current application or proposed solution. Supplier shall provide an explanation in Column D of how it will fulfill the requirement. This may include use of alliances with other suppliers. Supplier's detailed response should NOT be an affirmative reiteration of the requirement, but should explain how the requirement will be met. |
| "Does Not Meet" - Supplier cannot meet the requirement as written. Supplier should provide an explanation of why it cannot be met OR whether it has an alternative approach (with description). |
| Supplier should review all responses for completeness before submitting its proposal. Ensure that all applicable sections of the questionnaire are answered, as incomplete answers may impact the evaluation of your proposal. A blank response in Column C will be interpreted as a "Does Not Meet" response. |
| Supplier must respond to all tabs in this workbook. Do not reformat or revise the tabs as this may cause Supplier to be removed from being considered for award of this contract. |
Initial Qualifications RFP - RFx: 82834, Virginia Wildlife Magazine Fulfillment Services
EXHIBIT A REQUIREMENTS
Initial Qualifications
| Initial Qualifications | ||
| **(Supplier Name Here)** | ||
| Meets/Does Not Meet | ||
| Solution allows for subscription fulfillment services for the Virginia Wildlife Magazine | ||
| Supplier can manage postal regulations, services and discounts | ||
| Supplier can provide a planning and evaluation process, coordinate marketing efforts, refind a process for recruiting and retaining subscribers, and subsequent fulfillment implementation process that minimizes risks and controls costs for DWR and the Virginia Wildlife Magazine | ||
| Supplier can fulfill a marketing approach that involves full recruitment, retention, and reactivation of subscribers | ||
| Supplier can provide a dedicated customer service help line to assist with incoming telephone calls | ||
| Solution can provide the ability to capture website subscription orders from the DWR website in real-time | ||
| Solution allows for the ability to handle new online subscribers and renewals using promotional offers and codes | ||
| Solutions allows subscribers the ability to handle address changes online and to check on their expiration date | ||
| Supplier can meet a conversion/transition plan of exsisting fulfillment and marketing services within 90 days of contract execution | ||
| Supplier can ensure all costs related to fulfillment are invoiced and billed by supplier. Agency will not receive third-party or subcontractor invoices |
General Security Requirements RFP - RFx: 82834, Virginia Wildlife Magazine Fulfillment Services
EXHIBIT A VITA REQUIREMENTS
Section A General Security Requirements Section B Artificial Intelligence Requirements Section C Cloud Requirements Section D COV Technology Roadmaps Section E Other Requirements
| **(Add Supplier Name Here)** | |||
| Section A | General Security Requirements | Meets/Does Not Meet | Additional Detail |
| 1A | Supplier's proposed solution shall comply with all current COV ITRM Policies and Standards, including those pertaining to: |
1. Information Security
2. Data Standards
3. Prohibited Hardware and Software Services
4. Artificial Intelligence
Policies are located at: https://www.vita.virginia.gov/policy--governance/policies-standards--guidelines/
If proposed solution does not, please provide details that specify the Standard/Policy and how Supplier's solution does not comply.
2A Supplier's solution, training material and communications plans shall provide effective, interactive control and use with nonvisual means and provide 508 Compliance in accordance with the following standard regarding IT Accessibility and 508 Compliance:
https://www.vita.virginia.gov/media/vitavirginiagov/it-governance/psgs/domain-amp-topic-reports/pdf/ETAITAccessibilityTopicReportGOV103.pdf
(Refer to https://www.section508.gov/ and www.access-board.gov for further information)
Describe how this functionality is achieved and include a completed Voluntary Product Accessibility Template (VPAT) with the proposal. The VPAT template can be accessed at the following URL: https://www.section508.gov/sell/vpat
If the solution provides alternate accessibility functionality, please describe.
| 3A | Reserved |
| 4A | Reserved |
| 5A | Supplier shall ensure all appropriate staff have read the Commonwealth’s security policies, standards and guidelines, applicable to the proposed solution, located at the following URL. https://www.vita.virginia.gov/policy--governance/policies-standards--guidelines/ |
Please state yes or no and explain the top 5 concerns you identify, if any.
| Section B | Artificial Intelligence | Meets/Does Not Meet | Additional Detail |
| 1B | In compliance with 2024 Executive Order 30, regarding the Implementation of Standards for the Safe Use of Artificial Intelligence Across the Commonwealth (EO 30), Supplier shall indicate and describe in detail whether any aspect of the proposed Solution and/or Service contain Artificial Intelligence (AI), as defined in EO 30, the Utilization of Artificial Intelligence by COV Policy Standard and VITA's Artificial Intelligence Standards. |
Additional information regarding VITA's Artificial Intelligence Standards is available at the following URL:
https://www.vita.virginia.gov/artificial-intelligence/ 2B If any aspect of Supplier's proposed Solution or performance of the proposed Services contain AI as defined in EO 30 and VITA’s Artificial Intelligence Standards, then describe the process that Supplier will follow to ensure that Customers, as applicable, have registered the Solution/Services with VITA before a purchase order is fulfilled.
Additional information regarding VITA's Artificial Intelligence Standards is available at the following URL:
https://www.vita.virginia.gov/artificial-intelligence/
| Section C | Cloud Requirements | Meets/Does Not Meet | Additional Detail |
| 1C | Numerous solutions are offered as cloud platforms/services or have cloud options. Executive branch agency procurement of solutions with cloud elements require that the agency seek VITA cloud approval before procurement, including potential COVRamp assessment, agreed Cloud Terms and ongoing oversight. |
Describe the process for ensuring that VITA cloud approval has been obtained before a purchase order has been placed.
| 2C | Describe whether the proposed cloud solution is a Software as a Service (SaaS) delivery model or a Platform as a Service (PaaS) delivery model. |
| 3C | Describe whether the proposed solution is a public, private, government, or hybrid cloud model. Describe all available models and ensure pricing response in Exhibit B includes offered options. |
| 4C | Describe whether the proposed solution allows for agency hosting. Elaborate on the advantages and disadvantages of offsite and onsite hosting that the solution offers. |
| 5C | Describe whether the proposed cloud solution is FedRamp authorized. If so, describe the FedRamp level of certification (low, moderate, or high). |
| 6C | The proposed Solution shall comply with all Customers’ individual Information Security Policies and applicable Federal standards (e.g., FedRAMP, CJIS, FISMA,PCI, ISO27001, FERPA, FTI (IRS PUB-1075), SSA, HIPAA-HITECH). |
If proposed solution does not comply, please provide details that specify the Standard/Policy and how Supplier's solution does not comply.
| 7C | Describe whether the proposed cloud solution relies on third-party partners or subcontractors and elaborate on the third-party partners/subcontractors required as applicable. | ||
| 8C | Describe whether the proposed cloud solution allows a customer to solely manage its own encryption keys or if the function must remain with the solution provider. | ||
| 9C | Describe whether the proposed solution has a documented encryption key management process. | ||
| 10C | Describe whether the proposed solution uses standard data encryption techniques. If so, define in detail at all levels. Include, if applicable, what additional options may be added. | ||
| 11C | Describe how the proposed solution addresses security. Provide an attachment to detail the levels of security inherent in your application and what options can be added to support unique customer requirements to ensure confidentiality. | ||
| 12C | Given the desire for electronic payment, with approval from DOA, please describe in detail how this process will work and what safeguards and security measures will be employed to ensure audit compliance. | ||
| Section D | COV Technology Roadmaps | Meets/Does Not Meet | Additional Detail |
| 1D | The proposed solution should only use Approved versions of the technologies covered within the COV Technology Roadmaps. |
https://www.vita.virginia.gov/policy--governance/architecture/cov-technology-roadmaps/
If proposed solution does not only use Approved versions of COV technologies, please provide details on the technologies utilized.
2D For IT solutions and technologies that are not covered within COV Technology Roadmaps, describe if the proposed solution only uses versions or models of IT solutions and technologies that are current (N and N-1) and have vendor or equivalent support.
Example: an IT management utility that only works with a EOL database or N-2 operating system
Note 3: many N and N-1 versions are defined in the COV Technology Roadmaps 3D Describe if the proposed Solution ensures IT solutions and services as well as everything supporting supplier provided or managed technologies, IT solutions, and services shall comply with VITA Policies, Standards, and Guidelines for all supplier provided and managed technologies.
Note: This includes processes, IT solutions, technologies, devices, personnel, etc.
| 4D | Reserved | ||
| Section E | Other VITA Requirements | Meets/Does Not Meet | Additional Detail |
| 1E | Describe whether the solution incorporates security and privacy recommendations and best practices from the National Institute Standards and Technology (“NIST”). | ||
| 2E | Supplier, upon contract award, shall ensure its line item contract pricing is uploaded in eVA: |
https://eva.virginia.gov/eva-catalog.html 3E Supplier's solution shall have the ability to produce custom financial information and reporting as required to ensure proper accounting and financial management by VITA and Authorized Users, in compliance with the pronouncements of the Governmental Accounting Standards Board (GASB), with particular emphasis on Statements No. 87 "Leases" and No. 96 "Subscription-Based Information Technology Arrangements." Examples may include but are not limited to, asset/inventory management for leased equipment, discount/interest rates for leases, inventory management for software licenses including coverage terms, etc. For more information see:
https://www.gasb.org/standards-and-guidance/pronouncements
Business-Functional Rqrmnts RFP - RFx: 82834, Virginia Wildlife Magazine Fulfillment Services Exhibit A BUSINESS/FUNCTIONAL REQUIREMENTS
| Business/Functional Requirements | **(Add Supplier Name Here)** | ||
| Business/Functional Requirements | Meets/Does Not Meet | Additional Detail | |
| 1 | The Supplier can provide a process for the handling of state funds to show money received and deposited | ||
| 2 | The solution allows for the taking of credit card orders online for subscriptions, renewals and gifts | ||
| 3 | Supplier can ensure that no state funds shall be deposited in any depository unless it is a "qualified public depository" as defined in Code of Virginia § 2.2-4401. For purposes of this article, "state funds" means public funds or moneys from any source, belonging to or for the use of the Commonwealth, or for the use of any state department, division, officer, board, commission, institution, or other agency or authority owned or controlled by the Commonwealth. All state funds shall be secured pursuant to the Virginia Security for Public Deposits Act (§ 2.2-4400 et seq.). Reference Exhibit K for a listing of SPDA Qualified Depositories | ||
| 4 | The Supplier can use the Commonwealth's Merchant Services and Electronic Payment Processing Services provider, Elavon for credit card processing | ||
| 5 | What credit card processing protocol do you use? If it’s a third-party service, which one? | ||
| 6 | Supplier has a detailed process used to monitor and ensure the most effective postal regulations, services, and discounts | ||
| 7 | Supplier can coordinate mailing efforts with the printer and USPS and/or other designated mail carrier for required printing and mailing data | ||
| 8 | Supplier's solution can provide mail and/or email invoices and renewal notifications to subscribers | ||
| 9 | Solution allows subscribers the ability to make address changes online | ||
| 10 | Solution offers subscribers direct online access for subscription updates (address changes, renewals, gifts) | ||
| 11 | Supplier/solution has the ability to use online promotional offers and codes for new subscriptions and renewals. | ||
| 12 | Supplier/Solution can provide customer service via email and phone | ||
| 13 | Supplier/Solution can port and use the exsisting Virginia Wildlife 800 customer service number | ||
| 14 | Supplier/Solution has a minimum of 8 hours per week day designated hours of customer service availability. Provide customer service hours | ||
| 15 | Provide any additional technology and resources that best describes your fulfillment abilities | ||
| 16 | Please provide examples of how you would attract new subscribers by direct mail, email blasts, social media, and well-tested outreach platforms? | ||
| 17 | The Supplier/Solution has the ability to incorporate email renewal efforts in to traditional mail renewal strategy | ||
| 18 | Supplier/solution has a proven record/strategy for promote subscription renewals. Please provide | ||
| 19 | Supplier has the ability to provide possible marketing strategies for the Viriginia Wildlife Calendar | ||
| 20 | Supplier has the ability to plan, design, and conduct a reader survey | ||
| 21 | Supplier has additional technology and resources that best describes your Marketing abilities. Please provide | ||
| 22 | Supplier/Solution has methods in place to measure and evaluate promotional techniques to increase circulation. Please provide example | ||
| 23 | The Supplier/Solution can provide a dedicated website to assist with new subscriptions, gift subscriptions, customer payments, renewals, and customer subscription status inquiries | ||
| 24 | Supplier/Solution has a detailed customer service philosphy. Please provide. | ||
| 25 | The Supplier/Solution has the ability to provide detailed subscription statistics and financial reports that would assist with tracking and monitoring marketing efforts | ||
| 26 | Supplier can provide training and consultation for metrics/reporting received | ||
| 27 | Supplier/Solution has a Quality Assurance Policy. Please provide |
Technical Requirements RFP - RFx: 82834, Virginia Wildlife Magazine Fulfillment Services EXHIBIT A Technical Requirements
| Technical Requirements | **(Add Supplier Name Here)** | ||
| Technical Requirements | Meets/Does Not Meet | Additional Detail | |
| 1 | Solution can provide the ability to capture website subscription orders from the DWR website in real-time | ||
| 2 | Solution can capture and report fulfillment and renewal promotions data to include daily deposits, financial reports, subscriber information and subscription data that can be tracked with a unique account number | ||
| 3 | Solution allows for subscriber label coordination with printers | ||
| 4 | Solution can provide monthly subscription and revenue statements | ||
| 5 | Solution allows for DWR online access to real time subscription and revenue reports | ||
| 6 | Solution can provide website, mail, and telephone quality assurance reports | ||
| 7 | Solution has the ability to interface with the DWR licensing system to import new subscription purchases | ||
| 8 | Solution/Supplier can establish an API/protocol for subscriber access to a firewalled digital magazine | ||
| 9 | Supplier/solution allows for regular master file maintenance. Describe the timeline for master file maintenance | ||
| 10 | Supplier has a method for capturing and reporting of subscription and revenue data. Explain method |
Sheet2
| Meets |
| Does Not Meet |
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