Part 3_BPM003587Offer_Forms_Website-POS-Call center.docx

Part 3 of the Solicitation

Request for Proposal Solicitation No. BPM003587 Description:

Arizona State Parks & Trails Reservations, Point of Sales, Website and Call Center Arizona Department of Administration State Procurement Office 100 N 15th Ave., Suite 402 Phoenix, AZ 85007

Request for Proposal Solicitation No. BPM003587 Description:

Arizona State Parks & Trails Reservations, Point of Sales, Website and Call Center Arizona Department of Administration State Procurement Office 100 N 15th Ave., Suite 402 Phoenix, AZ 85007

PART 3 of the Solicitation Documents Template version 7.0 (28-JAN-2020) Table of Contents

Available online at: APP.AZ.gov

PART 3 of the Solicitation Documents

SECTION 3-A: Instructions to Offerors

Available online at: APP.AZ.gov

Contents:

Section 3-A: Instructions to Offerors

1. Definition of Terms

As used in these Instructions to Offerors, the terms listed below are defined as follows:

Arizona Procurement Code;

A.R.S.;

A.A.C.

“Arizona Procurement Code” means, collectively, Title 41 Chapter 23, et. sequitur, in the Arizona Revised Statutes (abbreviated “A.R.S.”) and administrative rules R2‑7‑101 et. sequitur in the Arizona Administrative Code (abbreviated “A.A.C.”).

NOTE: There are frequent references to the Arizona Procurement Code throughout the Solicitation Documents, therefore, you will need to be familiar with its provisions to be able to understand the Solicitation Documents fully.

The Arizona Department of Administration State Procurement Office provides a reference compilation of the Arizona Procurement Code on its website:

https://spo.az.gov/administration-policy/state-procurement-resource/procurement-regulations The Arizona State Legislature provides the official A.R.S. online at:

http://www.azleg.gov/ArizonaRevisedStatutes.asp The Office of the Arizona Secretary of State provides the official A.A.C. online at:

http://www.azsos.gov/rules/arizona-administrative-code

Offer:

Initial Offer; Revised Offer;

Best and Final Offer (BAFO) “Initial Offer” means, per A.A.C. R2-7-101(33), Offeror’s proposal submitted to State in response to the Solicitation, as initially submitted.

“Revised Offer” means any revised versions of the Initial Offer that Offeror has submitted to State at State’s request as permitted under A.A.C. R2-7-C314 and R2‑7-C315.

“Best and Final Offer” (“BAFO”) means, per A.A.C. R2-7-101(8), the Revised Offer submitted after negotiations have been completed that contain Offeror’s most favorable terms for price, service, and products to be delivered.

Reference to “an Offer, “the Offer,” or “your Offer” means any of the Initial Offer, a Revised Offer, or the Best and Final Offer.

Small Business Solicitation “Small Business” means a for-profit or not-for-profit organization, including its affiliates, with fewer than 100 full-time employees or gross annual receipts of less than $4 million for the last complete fiscal year.

“Solicitation” means this procurement solicitation, which State is issuing as either:

an invitation for bids (“IFB”) under A.R.S. § 41‑2533;

a request for proposals (“RFP”) under A.R.S. § 41‑2534;

a request for quotations (“RFQ”) under A.R.S. § 41‑2535; or a request for qualifications under A.R.S. §41-2558.

Refer to the Solicitation Summary for which of the foregoing is this Solicitation.

Solicitation Inquiries

Duty to Examine Examine the entire Solicitation, obtain clarification in writing for any questions or concerns by submitting inquiries, then examine your Offer thoroughly and carefully for completeness and accuracy before submitting it. Lack of care in preparing an Offer will not be grounds for modifying or withdrawing it after the due date and time.

0. Submit technical inquiries about navigating and/or submitting proposals in the State’s e-Procurement System to the State’s e-Procurement System Help Desk:

by phone at (602) 542-7600, option2; or by email to app@azdoa.gov.

Submit all other inquiries about the Solicitation using the “Discussions with Buyer” tab in the State’s e-Procurement System. Always refer to the appropriate Solicitation document by page and paragraph number. Except for technical inquiries about navigating and/or submitting proposals in the State’s e-Procurement system, the State is not responsible for responding to any inquiries submitted less than three (3) business days before the Bid/Offer due date and time.

Persons with a disability may request a reasonable accommodation, such as a sign language interpreter, or this document in an alternative format, by contacting the State Procurement Office. Requests should be made as early as possible to allow sufficient time to arrange for accommodation.

Offer Preparation

SUPPLIER REFERENCE GUIDES at: https://spo.az.gov/app/supplier/QRG

Maximum file size allowed is 25mbp.

3.2.1 Separate your documents into three (3) parts/files:

Pricing: Prepare your pricing submission following the instructions in 4.3 Pricing below.

Confidential documents:

· Use Attachment 5-A (Designation of Confidential Information) to indicate that your offer contains Confidential Information.

· Prepare and submit your confidential information following the instructions in 4.7 Confidential Information below.

Non-Confidential documents: All other documents not considered Confidential can be uploaded in a single file following the file size requirement.

NOTE: Deviations are technical exceptions of a significant but not material nature, typically having to do with part/model numbers, details of attachments, mountings, clearances, internal configurations, etc., and are not to be confused with the material exceptions covered in paragraph 3.5.

If you intend to withhold or redact any element of your evidence of insurance policy compliance required by Section 6.2 of the Special Terms and Conditions [Contractor Insurance Requirements] on the grounds that it is confidential information, then you must claim it as such and submit the necessary substantiated justification with each Offer using Attachment 5-A [Designation of Confidential Information] and as per Instruction 4.7 Confidential Documents below.

Unless Procurement Officer has determined that your evidence documentation, or some or all your insurance program, is confidential information under paragraph 4.7, refusing after contract award to provide the complete, un-redacted copies of policies as called for in that exhibit will be a material breach of the Contract.

Tax Identification You must provide to State your federal employer identification number or social security number for the purposes of reporting monies paid under the Contract to appropriate taxing authorities. The submission is mandatory under 26 U.S.C. §6041A. If the identifier provided is a social security number, State shall only use it for tax reporting purposes and only share it with appropriate government officials.

Submission of Offer

Submit all of the Initial Offer content called for in Section 3-B: Offer Forms (Attachments).

BEST and FINAL OFFER A new round is created in APP for the submission of the Best and Final Offer (BAFO).

The BAFO must contain all of the Attachments indicated in the applicable Procurement Officer request for a Submitted Offer. Make revisions in response to the negotiations / discussions and the Procurement Officer’s Request for Best and Final Offer in all applicable documents and pricing grid in the State’s e-procurement system.

The new round must be acknowledged and an updated Offer and Acceptance Form with the required signature and date must be uploaded.

If you were required to input $1.0 for each line item in the items (F) tab in APP with your original offer, you must also input $1.00 for each line item in the items (F) tab with your BAFO submission.

If, however, the Solicitation Documents indicate that you are allowed to attach additional documents regarding a particular question or line item, then doing so will be acceptable so long as the filled-out Attachment clearly states “See Attachment X Supplement (#1 of 2)”, etc., and the additional document is clearly marked as “Attachment X Supplement (#1 of 2),” etc.

NOTE (1): Each Form has a blank space to list your Attachment Supplements.

NOTE (2): You must upload each such “additional” document as an individual file and name the file to match the document title.

NOTE (3): Do not include non-specific marketing materials in an Offer. If something is not specifically called for, then including it will not be helpful during Evaluation, and might in fact be grounds for down-grading if it does not address your experience and capacity to carry out the work for this Solicitation.

_ Attachment 4_Pricing_add Supplier’s Name at the end.

NOTE: You must complete one (1) Line Item with a $1.00 value in the Items (F) tab in APP in order for your Offer to be considered.

NOTE: Using the State’s e-Procurement System requires a certain level of technical competency; select your staff to submit proposals and handle other Solicitation general matters in The State’s e-Procurement System carefully, since the State’s e-Procurement System Help Desk cannot do any of the required actions for you.

Amendments to the Solicitation create new rounds in APP. You must acknowledge each round created by an amendment for your Offer in order for your Offer to be Responsive.

In the event you have submitted an offer prior to a Solicitation amendment, you must acknowledge and upload your offer documents to the new round.

If you have submitted your proposal early, you must be alert for subsequent Solicitation Amendment. If an Amendment is issued after your submission, but before Bid/Offer due date and time, then the Procurement Officer may determine the Offer to be Non-Responsive if you have not acknowledged the Amendment.

RFP requires completion of the AZ Baseline Security Controls, upload your completed form as a separate confidential document.

and,

3. Upload each document you claim to be confidential separate from each other and follow the naming convention:

Section_A_Supplement_Your file Name_Confidential.

Simply indicating that the proposal contains confidential information is not sufficient to claim the protections under A.A.C. R2-7-C317 – Attachment 5 A must be accompanied by a detailed explanation as to why each item or category of items in the proposal should be designated confidential information.

Submit Confidential Information/Documentation as a Supplement(s) to Section 5-A, follow the naming convention: Section_A_Supplement_Your File Name_Confidential. DO NOT incorporate information you are requesting to be determined as Confidential in any other section of your response. If the Confidential information is to be responsive to another Section/Question, simply provide a statement providing the Section 5-A Supplement Title to be reviewed by the Evaluators.

Procurement Officer shall review your claim of confidentiality and provide a written determination; until a written determination has been made, Procurement Officer shall not disclose the claimed information to anyone who does not have a legitimate State interest. If Procurement Officer denies the claim of confidentiality, you may appeal the determination to the State Procurement Administrator within the time specified in the determination.

NOTE: Contract terms and conditions, pricing, and information generally available to the public are not and will not be designated confidential information.

Procurement Officer shall make the names of Persons who submitted offers available in The State’s e-Procurement System promptly after the opening date.

0. you did not engage in collusion or other anti-competitive practices in connection with the preparation or submission of your Offer; and

0. you do not discriminate against any employee or applicant for employment or person to whom you provide services because of race, color, religion, sex, national origin, or disability, and that you comply with an applicable federal, state, and local laws and executive orders regarding employment.

Responsibility; Responsiveness and Acceptability

0. Whether the Offeror has had a contract within the last five (5) years that was terminated for cause due to breach or similar failure to comply with the terms of the contract;

Whether the Offeror’s record of performance includes factual evidence of failure to satisfy the terms of the Offeror’s agreements with any party to a contract. Factual evidence may consist of documented vendor performance reports, customer complaints and/or negative references;

Whether the Offeror is legally qualified to contract with the State and the Offeror’s financial, business, personnel, or other resources, including subcontractors;

Legally qualified includes if the vendor or if key personnel have been debarred, suspended or otherwise lawfully prohibited from participating in any public procurement activity, including but not limited to, being disapproved as a subcontractor of any public procurement unit or other governmental body.

Whether the Offeror promptly supplied all requested information concerning its responsibility;

Whether the Offer was sufficient to permit evaluation by the State, in accordance with the evaluation criteria identified in this Solicitation or other necessary offer components. Necessary offer components include: attachments, documents or forms to be submitted with the offer, an indication of the intent to be bound, reasonable or acceptable approach to perform the Scope of Work, signed Solicitation Amendments, references to include experience verification, adequacy of financial/business/personal or other resources to include a performance bond and stability including subcontractors and any other data specifically requested in the Solicitation;

Whether the Offer was in conformance with the requirements contained in the Scope of Work, Terms and Conditions, and Instructions for the Solicitation and its Amendments, including the documents incorporated by reference;

Whether the Offer limits the rights of the State;

Whether the Offer includes or is subject to unreasonable conditions, to include conditions upon the State or necessary for successful Contract performance. The State shall be the sole determiner as to the reasonableness of a condition;

Whether the Offer materially changes the contents set forth in the Solicitation, which includes the Scope of Work, Terms and Conditions, or Instructions; and, Whether the Offeror provides misleading or inaccurate information.

Proposal Content. The Offeror shall make a firm commitment to provide services as required and proposed.

• Failure to include the requested information may have a negative impact on the evaluation of the Offeror’s proposal.

If Procurement Officer determines subsequently that your Revised Offer is Not Susceptible for Award by virtue of comparison to other revised offers per A.A.C. R2‑7‑C314(A)(3), then he or she will not include you in any further Negotiation. For clarity of intent, the foregoing means that Procurement Officer may reduce the number of offers that are “susceptible for award” with each successive round of Negotiation, since the purpose of Negotiation is to achieve best value for State.

Evaluation of Offers

0. submission of appropriate cost or pricing data under A.A.C. R2‑7‑704;

0. determination that the submitted cost or pricing data demonstrates that pricing is fair and reasonable under A.A.C. R2-7-702(A); and,

0. determination that the data is not defective under A.A.C. R2-7-705.

Procurement Officer will request a best and final offer from any offerors with whom negotiation has been conducted, provided that, State may make award made without any Negotiation and therefore every offeror is forewarned to always submit its offer complete and on the most favorable terms initially, and not to assume any opportunity for Negotiation.

Award of Contract

Contract Document Consolidation Viewing Awarded Contracts State may, at its option, consolidate the resulting contract documents after contract award. Examples of such consolidation are reorganizing Solicitation Documents and those components of the Accepted Offer not pertaining to the contract’s operation and excluding any components of the Accepted Offer that were not awarded. Contract document consolidation will not, however, include or be construed to include any materially change the Solicitation or the Contract.

To view awarded Contracts:

1. Go to app.az.gov

2. Select: State Contracts (Blue tab)

3. Search using “Keywords:” enter name of solicitation Label and click on “Search”. A listing of Contracts with the description (name of Contract Set) will appear below.

4. To view a Contract, click on pencil next to Contract number.

5. Contact Help Desk at 602-542-7600 for assistance.

Solicitation or Award Protests

Any protest must comply with and be resolved according to Arizona Revised Statutes Title 41, Chapter 23, Article 9, and rules adopted thereunder. Protests must be in writing and be filed with both Procurement Officer and the State Procurement Administrator. Protest of the Solicitation must be received before the Bid/Offer due date and time. Protest of a proposed award or of an award must be received within 10 (ten) days after Procurement Officer makes the procurement file available for public inspection. In either case, the protest must include:

1. the name, address, email address and telephone number of the interested party;

1. signature of the interested party or its representative;

1. identification of the purchasing agency and the solicitation or contract number;

1. a detailed statement of the legal and factual grounds of the protest including copies of relevant documents; and

1. the form of relief being requested.

Comments Welcome

SEPARATELY AND APART FROM THIS SOLICITATION, The State Procurement Office periodically reviews these Instructions to Offerors and welcomes any comments the public may have.

Please submit your comments to:

State Procurement Administrator, State Procurement Office, 100 North 15th Avenue, Suite 402 Phoenix, Arizona, 85007

End of Section 3-A

Section 3-B: Offer Forms (Attachments)

PART 3 of the Solicitation Documents Template version 6.0 (18-NOV-2019) SECTION 3-B: Offer Forms

Available online at: APP.AZ.gov

Attachment 1 Offer and Acceptance Form

SUBMISSION OF OFFER: Undersigned hereby offers and agrees to provide Arizona Parks and Trails Reservations, Point of Sales, Website and Call Center compliance with the Solicitation indicated above and our Offer indicated by the latest dated version below:

Initial Offer:

x x

Revised Offers:

Best and Final Offer:

x x

x x Offeror company name

Signature of person authorized to sign Offer

Printed name and title

Contact name and title

CERTIFICATION: By signature in the above, Offeror certifies that it:

will not discriminate against any employee or applicant for employment in violation of Federal Executive Order 11246, [Arizona] State Executive Order 2009-9 or A.R.S. §§ 41−1461 through 1465;

has not given, offered to give, nor intends to give at any time hereafter any economic opportunity, future employment, gift, loan, gratuity, special discount, trip, favor, or service to a public servant in connection with the submitted offer. Failure to provide a valid signature affirming the stipulations required by this clause will result in rejection of the Offer. Signing the Offer with a false statement will void the Offer, any resulting contract, and may be subject to legal penalties under law;

complies with A.R.S. § 41-3532 when offering electronics or information technology products, services, or maintenance; and is not debarred from, or otherwise prohibited from participating in any contract awarded by federal, state, or local government.

ACCEPTANCE OF OFFER: State hereby accepts the initial Offer, Revised Offer, or Best and Final Offer identified by the latest date and number at the top of this form (the Accepted Offer). Offeror is now bound (as Contractor) to carry out the Work under the attached Contract, of which the Accepted Offer forms a part. Contractor is cautioned not to commence any billable work or to provide any material or perform any service under the Contract until Contractor receives the applicable Order or written notice to proceed from Procurement Officer.

PART 3 of the Solicitation Documents

SECTION 3-B: Offer Forms

Available online at: APP.AZ.gov

Procurement Officer Signature

Procurement Officer Printed Name

Attachment 2-A Experience and Capacity Questionnaire STATE MAY DETERMINE YOUR PROPOSAL IS NON-RESPONSIVE IF YOU DO NOT ANSWER ALL QUESTIONS FULLY.

The Offeror shall provide a narrative response to each question that demonstrates their understanding of the Scope of Work requirements and describes your company’s overall method of approach for providing the service stated in this solicitation. If there is a question that is not applicable to the services required by the Scope of Work, you may mark it N/A.

EXPERIENCE and Capacity Questions:

Question 1: Company Profile:

Select which of the following your proposal is for:

☐ CRS and Point of Sales without Call Center ☐ CRS and Point of Sales with Call Center ☐ Operational Website

Offeror Response:

Click here to enter your response.

Question 2: Company Experience A. A detailed description of relevant online reservation software as a service (SaaS) implementation and maintenance experience within the last three (3) years. Include website development, hosting and content management if the proposal will include the Operations website. The narrative in response to this section must thoroughly describe the Contractor’s experience with providing the services sought under this contract. In this section the Contractor is encouraged to provide sample documents describing the Contractor’s experience.

B. The number of employees, experience related to this contract, and existing client base.

C. Whether there have been any mergers, acquisitions, sales, or reorganization of the Contractor’s company within the last three (3) years (and if so, an explanation providing relevant details).

D. Provide specific examples of past/current experience or implementation.

E. How long have you provided goods/services to your longest tenured client?

F. Why did your last three former clients cancel their contracts?

Offeror Response:

Click here to enter your response.

Question 3: Financial/Accounting Information Offeror must provide evidence of financial stability and capability to fund all costs associated with providing the services throughout the term of the Contract. The latest three (3) years audited annual financial statements including Profit & Loss, Balance Sheet, Cash Flow, Total Revenue, Net Income, and Total Assets must be submitted with the Offeror’s proposal. If audited financial data is unavailable, explain in full the reason, and provide the latest non-audited financial information to include Balance Sheet, Income Statement, as well as Statements of Cash flows and Change in Financial Position. Include information to attest to the accuracy of the information provided.

Offeror shall provide information regarding any irregularities that were discovered in any accounts maintained by the Offeror on behalf of others. Describe the circumstances and disposition of the irregularities.

Offeror Response:

Click here to enter your response.

Question 4: Proposed Project Members and Organization Utilize Attachment 3-B to identify Key Personnel to be utilized to perform services within a resultant contract.

In addition, also state the Members related experience with large local, state or federal government agencies.

Offeror Response:

Click here to enter your response.

Question 5: Subcontractors Utilize Attachment 3-C to identify Proposed Subcontractors to be utilized to perform services within a resultant contract.

Additionally, provide the following information:

A. A statement as to whether there are any pending litigation against the subcontractor; and if such litigation exists, attach an opinion of counsel as to whether the pending litigation will impair the subcontractors performance in a contract.

B. A statement as to whether, in the last ten (10) years, the subcontractor has filed (or had filed against it) any bankruptcy or insolvency proceeding, whether voluntary or involuntary, or undergone the appointment of a receiver, trustee, or assignee for the benefit of creditors; and if so, an explanation providing relevant details.

C. A statement as to whether the subcontractor has ever been dismissed from a government contract because of unsatisfactory performance; and if so, an explanation providing relevant details.

D. A statement as to whether the subcontractor has ever been dismissed from a non-government contract because of unsatisfactory performance; and if so, an explanation providing relevant details.

Offeror Response:

Click here to enter your response.

Question 6: Offeror must provide Attestation of Compliance (AOC) signed by a certified third party Qualified Security Assessor (QSA).

Offeror Response:

Click here to enter your response.

Question 7: If required by Scope of work Offeror must complete Baseline Security Controls.

https://aset.az.gov/sites/default/files/Arizona%20Baseline%20Security%20Controls%20Pre-Requisite%20.xls (pre-requisite only. To be submitted with your offer documents as required by the Scope of work section 10.1.)

EXPERIENCE REFERENCES:

The State intends to conduct reference checks for account referenced provided by Offerors. The State may, at its sole discretion contact additional clients not presented as references.

Offerors shall provide at least six (6) current client references and at least two (2) past client references, for assignments that replicate or mirror the requirements of this RFP.

All assignments shall be for assignments received and completed within the last five (5) years.

x x

Event Scope and deliverables, include number of resources engaged in project, timeline of project (major milestones)

x

x x

Event Scope and deliverables, include number of resources engaged in project, timeline of project (major milestones)

x

x x

Event Scope and deliverables, include number of resources engaged in project, timeline of project(major milestones)

x

x x

Project Scope and deliverables, include number of resources engaged in project, timeline of project(major milestones)

x