PTRFP-8956_PT201_PTRFP_NEW_HIRE_updated_3.15.24_ADM.docx

Minnesota Department of Human Services Child Support Division

Request for Proposals for a Qualified Contractor to provide data entry, outreach and reporting services for the New Hire Reporting Program

Date of Publication in SWIFT: March 27, 2024 Americans with Disabilities Act (ADA) Statement:

This information is available in accessible formats for people with disabilities by calling 651-431-3612 or by using your preferred relay service. For other information on disability rights and protections, contact your agency’s Americans with Disabilities Act (ADA) coordinator.Minnesota’s Commitment to Diversity and Inclusion. The State of Minnesota is committed to diversity and inclusion in its public procurement process. The goal is to ensure that those providing goods and services to the State are representative of our Minnesota communities and include businesses owned by minorities, women, veterans, and those with substantial physical disabilities. Creating broader opportunities for historically under-represented groups provides for additional options and greater competition in the marketplace, creates stronger relationships and engagement within our communities, and fosters economic development and equality.

To further this commitment, the Department of Administration operates a program for Minnesota-based small businesses owned by minorities, women, veterans, and those with substantial physical disabilities. For additional information on this program, or to determine eligibility, please call 651-296-2600 or go to www.mmd.admin.state.mn.us/mn02001.htm.

PT RFP (PT201) Rev. 12.7.2023

Table of Contents

1. INTRODUCTION

1.1 Objective of RFP Page 1

1.2 Proposal Due Date

1.3 Background

2. SCOPE OF WORK

3. PROPOSAL FORMAT

4. RFP PROCESS

5. PROPOSAL EVALUATION AND SELECTION

5.1. Overview of Evaluation Methodology Page 16

5.2. Evaluation Team

5.3. Evaluation Phases

5.4. Contract Negotiations and Unsuccessful Responder Notice Page 18

6. REQUIRED CONTRACT TERMS AND CONDITIONS

7. SOLICITATION TERMS Page 19

APPENDIX A Sample Professional Technical Contract Page 22 APPENDIX B Sample STATE Data Sharing Agreement (no PHI) ……………………………………… Page 40

RFP Summary

Important Dates:

Proposals Due: SWIFT EVENT END Anticipated Selection of Successful Responder(s): May 15, 2024 Anticipated Start of Contract: July 1, 2024 Anticipated End of Contract: June 30, 2026 Anticipated Extensions: up to an additional three (3) years, ending June 30, 2029

STATE Contact(s):

Linda Koskela, Contracts Management Analyst Operations and Grants Management Linda.Koskela@state.mn.us Child Support Division/CFS P.O. Box 64946 444 Lafayette Rd., St. Paul, MN 55164-0946

Request for Proposals

1. Introduction

1.1. Objective of RFP

The Minnesota Department of Human Services, through its Child Support Division (STATE), is seeking proposals from qualified Responders to provide data entry, outreach and reporting services for the STATE’s new hire reporting program. See the RFP summary page for the start and end date and the anticipated initial length of the contract. STATE may extend the contract up to a total of five (5) years, using one (1) or two (2) year amendments following the initial contract period.

Pursuant to Minnesota 2023 Session Laws - Chapter 70, the Department of Children, Youth, and Families (DCYF) is established effective July 1, 2024, and Chapter 70, article 12, section 30 specifies that the STATE program issuing this RFP will transfer from the Department of Human Services (DHS) to DCYF. Therefore, pursuant to Minn. Stat. § 15.039, subd. 5 and 5a, any contracts resulting from this RFP executed on or after July 1, 2024 will name DCYF as the state agency.

1.2. Proposal due date

The official response to this RFP must be submitted and received in SWIFT no later than the Event End Date and time as set forth in the SWIFT Event Details applicable to this RFP. This RFP does not obligate the STATE to award a contract or complete the project, and the STATE reserves the right to cancel the solicitation if it is considered to be in its best interest. All costs incurred in responding to this RFP will be borne by the Responder.

This RFP provides background information and describes the services desired by the STATE. It delineates the requirements for this procurement and specifies the contractual conditions required by the STATE. Although this RFP establishes the basis for Responder Proposals, the detailed obligations and additional measures of performance will be defined in the final negotiated contract.

1.3. Background

The STATE’s new hire reporting program has been in full operation since July 1, 1996. The purpose of the new hire reporting program is to locate child support obligors (parents owing or paying child support) (“the obligors”) through their employer’s reporting of newly hired, rehired or recalled employees and independent contractors as required by Minnesota Statutes, Section 256.998. The information collected from employers enables the STATE to establish paternity, establish child support orders and withhold court-ordered payments from the obligor’s income. This information is also used for purposes of statistical reporting and fraud detection in cooperation with various federal and state agencies.

During the State Fiscal Year 2023, the STATE received an average of one hundred ninety-one thousand three hundred (191,300) new hire records per month. Approximately ninety-seven percent (97%) of the records were received in an electronic format (including Internet reports). The STATE cannot guarantee the volume of new hire records that will be reported to the STATE. The Responder is solely responsible for taking this information into its pricing consideration.

The successful Responder should have experience with and knowledge of the new hire reporting program and expertise in data verification, data entry, imaging transmission, magnetic and electronic data transmission, facsimile transmission, interactive voice response system (“IVR”), web-based transmission, and quality control.

2. Scope of Work

2.1. Overview

The selected Responder shall be responsible for the daily operation of the new hire reporting program and shall provide customer and technical services to the STATE and employers. The Responder shall collaborate with the STATE to develop employer outreach/compliance procedures, communicate new hire reporting requirements to employers and provide technical assistance to employers on the new hire reporting program.

The selected Responder shall also collaborate with the STATE to maintain data security by scanning, assessing and testing information system(s) used in performance of work, and/or which transmit, store, or process protected information provided by the STATE or by an entity providing data on the STATE’s behalf. An Information Security Questions Form (see Section 3.3.d.) must be completed and submitted with the Proposal. A data sharing agreement is also required and included as an attachment to the resulting contract.

Responders should review Appendix B, Sample Data Sharing Agreement for potential security requirements. The final contract for the selected Responder shall include all requirements. Responders having recent or multiple data security breaches are considered for contract award at the STATE’s discretion.

2.2. Tasks and Deliverables

The tasks and deliverables outlined in this clause are the deliverables or performance expectations of the selected Responder. These tasks and deliverables (performance expectations) include the following:

1. New Hire Records

a. Minnesota Statutes, section 256.998, subd. 5, and the Personal Responsibility and Work Opportunity Reconciliation Act (PRWORA) of 1996, 42 U.S.C. 653a, requires all Minnesota employers to report specific data for each newly hired and re-hired employee. A complete new hire record (“Record”) must include all of the following data elements:

i) Employee’s first and middle name

ii) Employee’s last name

iii) Date of Hire

iv) Employee’s social security number

v) Employee’s street address

vi) Employee’s city state and zip code

vii) Employee’s date of birth, when available

viii) Employer’s name

ix) Employer’s federal tax identification number

x) Employer’s address

xi) Employer’s city state and zip code

b. Incomplete Records If the selected Responder receives records that are missing the required data elements, the selected Responder must contact the employer or service agency to obtain the missing information. It is the sole responsibility of the selected Responder to make sure that only complete records are transmitted and charged to the STATE.

2. Report Processing The selected Responder must have effective and efficient methods of accepting and processing records submitted by employers and payroll agencies in the following formats:

a. Paper Reporting:

i) W-4’s

ii) Facsimiles The selected Responder shall ensure that employers will never connect to a busy or no-signal when attempting to fax. Facsimile stations must be attached to plain paper printers or file servers/copy machines. Responder is not required to establish a national toll free fax number or fax-back capability for returning incomplete reports, reporting instructions, providing report forms or other forms of data.

iii) Any report or form that includes all required data elements of a record (e.g., lists and W-4 facsimiles)

b. Electronic Reporting:

i) Diskettes or Compact Discs The selected Responder must accept 3.5 diskettes or CDs with ASCII delineated files. Diskettes and CDs must be IBM compatible.

ii) Tape The selected Responder must be able to accept IBM standard labeled tape cartridges (3480 18 track) and reels (9 track, 6250 BPI density). Both EBCDIC and ASCII format character sets must be accepted.

iii) Electronic File Transfer All data transmitted electronically must conform to the same format as other electronic media. Data being received electronically must first be stored in separate files isolated from the New Hire database. These files then need to be processed using a routine that edits the file for data validity within two (2) days before allowing that data to be applied to the New Hire database.

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iv) Internet The selected Responder must accept New Hire reports via a secure and accessible website. All transfer of data to/from the STATE must occur using a minimum of 128 bit encryption. The web site must adhere to STATE security standards available at https://mn.gov/mnit/government/policies/security/ and accessibility standards available at https://mn.gov/mnit/government/policies/accessibility/.

v) Data Transmission

1) The selected Responder must electronically transmit the Records to the STATE via a secure website at no more than two (2) calendar day intervals. Actual hours of transmission will be determined by mutual agreement between the STATE and the selected Responder after award of the contract.

2) Should the selected Responder be unable to transmit data at the agreed upon time for technical or other unforeseen reasons, Responder must immediately, but no later than twenty-four (24) hours after identification of a possible issue, notify STATE to determine how and when the records will be transmitted.

3. Employer Outreach and Compliance The selected Responder will be expected to provide outreach to employers regarding their reporting requirements under Minnesota law. This includes the development and maintenance of an Internet web page. The selected Responder will be expected to:

a. Create marketing materials, present child support policies as they relate to programs that affect employers, and develop procedures as well as new hire program information to various employer groups.

b. At the option of the parties, wage data obtained by the STATE from the Minnesota Department of Employment and Economic Development (DEED) shall be utilized for the purpose of individual compliance mailings or targeted mailings. DEED data shared with the selected Responder is for child support purposes only and is subject to all privacy and security provisions of the contract resulting from this RFP.

c. Operate an outreach service which tracks non-compliant employers and develop materials and notices to be sent to this group.

d. Notify employers by certified mail and contact them directly by phone when they are identified as non-compliant with new hire reporting. The Contractor should notify employers, at a minimum, every ten (10) days until the employer is compliant.

e. Process and analyze the Employer Participation Project (EPP) data from the Federal Office of Child Support Services (OCSS). The selected Responder shall develop materials and notices to be sent to the potentially non-compliant employers identified by the EPP. Responder will share EPP results with the STATE.

f. Create and maintain an Internet web page that provides a link to the STATE’s website, update the web page with new hire reporting policies and procedures, and provide downloadable software to simplify the reporting process. The web site must adhere with the State of Minnesota’s Accessibility Standards. The selected Responder must agree to comply with the State of Minnesota’s Accessibility Standards for all deliverables under the negotiated contract. The State of Minnesota’s Accessibility Standards entail, in part, the Web Content Accessibility Guidelines (WCAG) 2.0 (Level AA) and Section 508 of the Rehabilitation Act, as amended.

All required web pages and user interfaces will be tested at the beginning of the contract period and periodically (UAT/User Acceptance Testing) to ensure compliance with STATE requirements for accessibility.

g. All materials created by the selected Responder must be presented to the STATE for approval prior to distribution to the employers or the public.

4. Reporting Time Frame Time is of the essence in receiving and processing of the records. The selected Responder MUST:

a. Collect, enter, and transmit the Records received via electronic and magnetic media to the STATE within two (2) business days and Records received via mail or fax within four (4) business days.

b. In the event the selected Responder receives incomplete records, Responder must correct, enter, and transmit the corrected records within ten (10) business days of receipt of incomplete records.

Should the selected Responder experience a backlog and is unable to meet the above-mentioned turn-around time frames, Responder must notify the STATE immediately, but no later than twenty-four (24) hours, after identification of a possible issue, and develop corrective measures to prevent reoccurrence.

If the STATE finds that the selected Responder is responsible for the delay in meeting the above- mentioned turn-around time frames and such delay exceeds twenty-four (24) hours, the STATE may reduce the total invoice by one to five percent (1-5%) for the month during which the backlog occurred. The percentage reduction will be related to the length or significance of delay.

5. Record Retention

a. Magnetic and Electronic Reporting:

The selected Responder must maintain a register of all electronically or magnetically transmitted Records and store them for a period of not less than six (6) months. The register must document receipt date, batch number, submitter’s name, and any identifying number and the medium by which the information is received.

b. Records received on paper must contain the receipt date, the date it was entered and batched, and a sequential batch number or alternative system of documentation which complies with federal and state regulations. Batched paper reports must be retained for ninety (90) days after receipt. All reports must be in compliance with section 313 of the Personal Responsibility and Work Opportunity Reconciliation Act of 1996 (see 42 U.S.C. 653(a). State Directory of New Hires).

6. Required Submission File Layout Daily New Hire Transmission File Layout

NewHireRecord

7. Required Employer Electronic Submission File Layout

Employee Information

Employee Postal Code

Char

Required If a non-foreign address then only U.S. 5 digit zip code, left justified. If foreign address then left justify

Employee Country Code

Char

Optional For foreign addresses only. Refer to U.S. Department of Commerce FIPS code manual, National Institute of Standards and Technology, FIPS PUB 10-4 (April 1995)

Independent Contractor

Char

Optional “Y” if employee is an independent contractor. “N” if employee is not an independent contractor. Left Justify. Field is required for state agencies.

Employer Information

Employer Postal Code

Char

Required If a non-foreign address then only U.S. 5 digit zip code, left justified. If foreign address then left justify

Employer Phone Number

Numeric

Optional Employer contact ten-digit phone number including area code (no hyphens or parentheses)

Optional Employer Address Line 1

Char

Optional

At least two characters, left justify

Optional Employer Address Line 2

Char

Optional

Employer address line 2

Optional Employer Address Line 3

Char

Optional

Employer address line 3

Optional Employer Postal Code

Char

Optional If a non-foreign address then only U.S. 5 digit zip code, left justified. If foreign address then left justify

Optional Employer Country Code

Char

Optional

For foreign addresses only

Employer Optional Phone Number

Numeric

Optional Employer contact ten-digit phone number including area code (no hyphens or parentheses)

Employer Optional Contact Extension

Numeric

Optional Employer contact extension (numeric only)

8. Quality Assurance

a. Records verification The selected Responder’s data entry staff must verify the employer name and address for each record against the employer name and address in the employer database each time a record is recorded into the system. The selected Responder will be responsible for keeping the employer database updated.

b. Methodology Responder must submit a description of the accuracy/quality assurance methodology that will be used for this project. Any other information that is relevant to ensuring compliance with the requirements of this RFP should also be submitted.

9. Statistical Reports The selected Responder will be expected to provide statistical reports in an accessible electronic format, such as a tagged PDF or accessible Word document, to the STATE on a regular basis, to be negotiated, with at least the following information:

· Total records received per day, per month, year-to-date, and annually

· Monthly reconciliation

· Total magnetic records transmitted to file (counts diskette or CD, tape and cartridge records separately)

· Total electronic records transmitted to file (counts modem records, Internet records separately)

· Total IVR records received/processed

· Total records destroyed due to incomplete information (e.g., missing employer name, address or FEIN)

· Reports for Independent Contractors

· Records matched to employer database

· Records accepted

· Records rejected

· Number of employers reporting

· Number of multi-state employers reporting per month; reported by STATE

· Web site usage statistics

10. Virus Protection Any and all equipment used by the selected Responder shall include current virus protection software. Software choice must be approved by the STATE prior to the contract start date.

11. Data Security and Destruction of Data, Scanning, Assessment and Testing of Contractor Information System(s) The selected Responder must perform scanning, assessment, and testing of any information system(s) Responder uses that transmits, stores, or processes “Protected Information” that is provided by the STATE or by an entity providing the data to the selected Responder on STATE’s behalf.

The month following the end of every quarter, the selected Responder must provide STATE with a report of all vulnerability scans performed for new hire assets during that quarter.

“Protected Information” means any information that is or will be used by STATE or the selected Responder under the contract that is protected by federal or state privacy laws, statutes, regulations or standards. This includes, but is not limited to, individually identifiable information about a STATE, county or tribal human services agency client or a client’s family member. Protected information also includes, but is not limited to, information maintained within or accessed via a STATE information management system, including a STATE “legacy system” and other STATE applications.

The selected Responder must notify the two assigned STATE contacts immediately, but no later than twenty-four (24) hours, upon discovering a possible or confirmed security incident. Unless instructed otherwise, the selected Responder must continue providing updates to both STATE contacts every twenty-four (24) hours until the matter is resolved.

2.3. Accessibility and PDAA

Accessibility must be maintained so that employers reporting new hire data, and their staff with disabilities can perform essential tasks related to new hire reporting. Responders must clearly describe steps that will be taken to ensure that web pages and other software used by employers to submit new hire data will be continuously maintained in an accessible format. Another contact method, such as a telephone number, must be included on the web pages to ensure that any new hire reporter (customer) may obtain needed information.

Each Responder must complete and submit the Policy Driven Adoption for Accessibility (PDAA) worksheet to rate their commitment to effectively incorporate accessibility best practices into their work. See Section 3.3.c.

3. Proposal Requirements Proposals must conform to all instructions, conditions, and requirements included in this RFP. Responders are expected to examine all documentation and other requirements. Failure to observe the terms and conditions in completion of the proposal is at the Responder’s risk and may, at the discretion of the STATE, result in disqualification of the Proposal for nonresponsiveness. Acceptable Proposals should address all services identified in Section 2, “Scope of Work,” agree to the contract conditions specified throughout the RFP, and include all of the items referenced in the Required Statements and Applicable Forms sections. Responder must also agree to the terms and conditions in the attached sample contract unless specifically making an exception pursuant to Required Form specified in 3.3b.

3.1. Proposal Contents

Responses to this RFP must consist of all following components. Each of these components must be separate from the others and identified with labeled tabs. The Cost Proposal must be submitted in SWIFT as a separate document from the Technical Proposal.

Proposal Components

1. Table of Contents

2. Technical Proposal Requirements (Scored with Points)

a. Proposed Work Plan (Deliverables, work plan, and project management approach) Disaster Recovery Plan (as a component of the work plan):

Responder must submit a Disaster Recovery Plan that ensures uninterrupted service and no loss of data during the duration of the contract. The plan must be approved by the STATE and shall be included in the resulting contract.

b. Relevant Responder Experience/Résumés of Lead Responder Staff (Qualifications/experience of personnel working on the project)

c. Accessibility and PDAA form

d. Innovative Concepts

3. Statements and Forms (see section 3.3 for complete list)

a. The Information/Data Security Questions Form

b. Responder Information and Declarations (Attachment A)

c. Exceptions to Terms and Conditions (Attachment B)

d. Accessibility and PDAA

4. Cost Proposal (Chart or Table) (Attachment C) (Submit as a separate document from the Technical Proposal)

5. Appendix. Any additional information thought to be relevant, but not applicable to the prescribed format, may be included in the Appendix of your Proposal.

3.2. Technical Proposal Requirements

The following will be considered minimum requirements of the Technical part of the Proposal. The emphasis should be on completeness and clarity of content.

a. Proposed Work Plan: The Responder should provide a description of the deliverables to be provided along with a detailed work plan that identifies how the major tasks are to be accomplished. The work plan should provide sufficient information to be used as a scheduling and managing tool, as well as the basis for invoicing. This document should NOT list cost detail. If cost detail is included in this document, the STATE may disqualify the proposal as non-responsive.

· Responder should provide a statement of the objectives, goals, and tasks to show or demonstrate the Responder’s view and understanding of the nature of the contract.

· Responder should specifically describe how the work plan differs when the STATE requires a more rapid timeline for delivery of services. The STATE will provide a minimum 30 day notice before any changes requiring a more rapid timeline. The Responder should describe how they might accommodate a more rapid timeline.

· Responder should describe what makes the Responder uniquely suited for this work.

· Responder should include proposed staffing for the project.

· Responder should include its risk assessment/management plan.

· This section should demonstrate the Responder’s overall capacity to provide the services defined in this RFP.

· Responder must submit a description of the accuracy/quality assurance methodology for the performance expectations and deliverables (see section 2) that will be used for this project. Any other information that is relevant to ensuring compliance with the requirements of this RFP should also be submitted.

· This section should provide details of the Responder’s available services, and the capacity to perform the activities at the volume described by the STATE.

· Details may include Responder partnerships, provision of services and equipment, potential alternative location(s) for operations, and other relevant information. The details must be sufficient to enable comparison to the STATE’s current operations, needs and volume.

b. Relevant Responder Experience; Resumes of Lead Responder Staff: The Responder should demonstrate the length, depth, and applicability of prior experience in providing the requested services. This component of the Proposal must include previous experiences that will demonstrate the Responder’s ability to deliver the services requested in this RFP. Responder should also provide a narrative description of the actual services that Responder has experience with. Describe what role, if any, staff proposed for this project had in the referenced service. Letters of reference may be included.

The Responder should also demonstrate the skill and experience of proposed lead staff by submitting their resumes. Resumes should describe the education, professional affiliations, and other relevant background of the lead staff to be assigned to this project. No change in the successful Responder’s personnel assigned to this project will be permitted without the prior approval of the State Program Manager. Resumes or other information about project personnel should not, if possible, contain personal telephone numbers, home addresses, or home email addresses. If it is necessary to included personal contact information, please clearly indicate in the response that personal contact information is being provided.

c. Accessibility and PDAA – (also see Section 2.3):

Each Responder must complete and submit the Policy Driven Adoption for Accessibility (PDAA) worksheet to rate their commitment to effectively incorporate accessibility best practices into their work. Information about PDAA can be found at this MN.IT Procurement Accessibility website[footnoteRef:2] under the “Professional Services” tab. [2: https://mn.gov/mnit/about-mnit/accessibility/it-procurement.jsp ]

Responders should complete all applicable worksheets in the PDAA Excel file for their company. Accessibility and the content of the PDAA form will be scored as part of the evaluation process.

d. Innovative Concepts:

The detailed needs and requirements for Responders in this RFP are not intended to limit the Responder’s creativity in preparing a Proposal. Responders may submit innovative ideas, new concepts, partnership arrangements, and optional features in response to this RFP. However, Responder must still address the needs and requirements stated in this RFP. Submitting only a different idea instead of addressing the needs and requirements stated in the RFP will result in the Responder’s Proposal being found nonresponsive and receiving no further consideration.

Any additional innovative concept submitted by a Responder will only be reviewed after the required needs stated in the RFP have been addressed. The STATE will review such additional features to determine whether or not, in the STATE’S sole discretion, the features enhance the rest of the Responder’s Proposal. If, at the STATE’s sole discretion, it is determined that the additional innovative concepts would enhance the rest of the Responder’s Proposal, the STATE may award points to the Responder’s Proposal in accordance with the evaluation process of this RFP.

3.3. Required Statements and Forms

The following forms are required statements that must be completed and included with your Proposal. Submit the completed forms, as required, in the “Required Statements and Forms” section of your Proposal. Failure to submit a Required Statement or to use the most current forms found in eDocs or attached to this RFP is at the Responder’s risk and may, at the discretion of STATE, result in disqualification of the proposal for nonresponsiveness.

a. Information Security Questions Form (DHS-7895-ENG)[footnoteRef:3]: [3: https://edocs.dhs.state.mn.us/lfserver/Public/DHS-7895-ENG ]

Each Responder must complete the Information Security Questions form and submit with its Proposal. STATE’s Office of Information Security may ask for additional information from successful Responders based on this form.

Each Responder must complete and submit the Policy Driven Adoption for Accessibility (PDAA) worksheet to rate their commitment to effectively incorporate accessibility best practices into their work. Information about PDAA can be found at this MN.IT Procurement Accessibility website[footnoteRef:4] under the “Professional Services” tab. [4: https://mn.gov/mnit/about-mnit/accessibility/it-procurement.jsp ]

Responders should complete all applicable worksheets in the PDAA Excel file for their company.

ii. Equal Pay Certificate: Applies if a resulting contract will be in excess of $500,000). Responders are required to complete and submit the Equal Pay Declaration form[footnoteRef:7] with its Proposal. It is the Responder’s sole responsibility to provide the information requested and when necessary to obtain an Equal Pay Certificate from MDHR prior to contract execution. MDHR’s Equal Pay Certificate instructions and Application Form can be obtained at this link.[footnoteRef:8] [7: https://mn.gov/mdhr/assets/Workforce%20and%20Equal%20Pay%20Declaration%20Page_tcm1061-519001.pdf] [8: https://mn.gov/mdhr/certificates/equalpay/#:~:text=An%20Equal%20Pay%20Certificate%20requires%20employers%20to%20pay,form%20and%20make%20an%20online%20payment%20of%20%24250.]

4. RFP Process

4.1. Responders’ Questions

Responders’ questions regarding this RFP must be submitted prior to 4:00 p.m. Central Time on April 4. All questions must be sent via email to: Linda.Koskela@stae.mn.us and Dominique.Jones@state.mn.us. Please state “Request for Proposal Response” in the subject line of the email message.

Other personnel are NOT authorized to discuss this RFP with Responders before the Proposal submission deadline. Contact regarding this RFP with any STATE personnel not listed above could result in disqualification. STATE will not be held responsible for oral responses to Responders.

Questions will be addressed in writing and distributed to all identified prospective Responders via an addendum to the RFP in SWIFT. Every attempt will be made to provide answers timely, within approximately ten (10) business days following the close of the questions due date.

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4.2. Proposal Submission

All responses to this RFP (termed an “Event” within SWIFT) must be submitted through SWIFT using the Supplier portal (http://mn.gov/supplier). Training and documentation on how to submit your response is available through the Supplier portal link above.

All responses to this RFP must be submitted and received in SWIFT no later than the Event End Date and time as set forth in the SWIFT Event Details applicable to this RFP.

Interested Responders may begin preparing and entering their response into SWIFT as soon as they have downloaded the RFP. Electronic submissions to the STATE will be accepted beginning on the SWIFT Start Date for this RFP. Cost information must be loaded into the system as a separate document(s) from Responder’s technical response.

All Proposals will be automatically time and date stamped internal to the SWIFT system when they are received. Proposals received after End Date above will not be considered. The STATE shall not be responsible for any errors or delays caused by technology-related issues, even if they are caused by the STATE.

NOTE: Responders must be registered vendors in the Statewide Integrated Financial Tool (SWIFT) system in order to submit a response to this RFP. Responders can register as a vendor by going to http://www.mmb.state.mn.us/vendorresources. For new vendors, please note that approval of your registration may take three to four (3-4) business days. If you need assistance obtaining a vendor ID or completing the registration process, please call 651-201-8100, Option 1.

Late proposals will not be considered. All costs incurred in responding to this RFP will be borne by the Responder.

5. Proposal Evaluation and Selection

5.1. Overview of Evaluation Methodology

1. All responsive Proposals received by the deadline will be evaluated by STATE. Proposals will be evaluated on “best value” as specified below. The evaluation will be conducted in four phases:

2. During the evaluation process, all information concerning the Proposals submitted, except for the name of the Responder(s), will remain non-public and will not be disclosed to anyone whose official duties do not require such knowledge.

5.2. Evaluation Team

1. An evaluation team will be selected to evaluate Responder Proposals.

2. STATE and professional staff, other than the evaluation team, may also assist in the evaluation process. This assistance could include, but is not limited to, the initial review of Proposals for responsiveness and pass/fail requirements or answering technical questions from evaluators.

3. STATE reserves the right to alter the composition of the evaluation team and their specific responsibilities.

5.3. Evaluation Phases

It is important that the Responder ensure that all sections of the Proposal have been completed to avoid the possibility of failing an evaluation phase or having their score reduced for lack of information.

At any time during the evaluation phases, the STATE may, at the STATE’s discretion, contact Responders to: (1) provide further or missing information or clarification of their Proposal, (2) provide an oral presentation of their Proposal, or (3) obtain the opportunity to interview the proposed key personnel. There is no guarantee that the STATE will look for information or clarification outside of the submitted written Proposal. Therefore, it is important that the Responder ensure that all sections of the Proposal have been completed to avoid the possibility of failing an evaluation phase or having their score reduced for lack of information.

1. Phase I: Responsiveness and pass/fail requirements The purpose of this phase is to determine if each Proposal complies with mandatory requirements. The STATE will first review each proposal for responsiveness to determine if the Responder satisfies all mandatory requirements. The STATE will evaluate these requirements on a pass/fail basis.

Mandatory Requirements. The following will be considered on a pass/fail basis:

· Responses must be received by the due date and time specified in this RFP.

· Completion and submission of the following Required Statements:

· Information/Data Security Questions Form

· Responder Information and Declarations (Attachment A)

· Exceptions to Terms and Conditions (Attachment B)

· Minnesota Workforce Declaration Page

· Equal Pay Declaration Page

· PDAA form (the PDAA form will be reviewed and awarded points as part of Phase II of this evaluation)

2. Phase II: Evaluation of Technical Requirements of Proposals Only those responses found to have met Phase I criteria will be considered in Phase II.

The factors and weighting on which responses will be evaluated are:

The evaluation team will review the components of each responsive Proposal submitted. Each component will be evaluated on the Responder’s understanding and the quality and completeness of the Responder’s approach and solution to the problems or issues presented.

5.4. Contract Negotiations and Unsuccessful Responder Notice

The STATE will make its selection based on best value, as determined by the evaluation process described above. The STATE reserves the right to pursue negotiations on any exception taken to the STATE’s standard terms and conditions. In the event that negotiated terms cannot be reached, the STATE reserves the right to terminate negotiations and begin negotiating with the next highest scoring Responder or take other actions as the STATE deems appropriate. If the STATE anticipates multiple awards, the STATE reserves the right to negotiate with more than one Responder.

If a Responder(s) is selected, STATE will notify the successful Responder(s) in writing of their selection and STATE’s desire to enter into contract negotiations. Until STATE successfully completes negotiations with the selected Responder(s), all submitted Proposals remain eligible for selection by STATE. Data created or maintained by the STATE as part of the evaluation process will be public data when contract negotiations have been successfully completed. If the STATE determines that it is unlikely that a Responder will be selected for contract negotiations, the STATE may, as a courtesy, notify the Responder that it has not been selected for contract negotiations. After STATE and chosen Responder(s) have successfully negotiated a contract, STATE will notify the unsuccessful Responders in writing that their Proposals have not been accepted. All public information within Proposals will then be available for Responders to review, upon request.

6. Required contract Terms and Conditions All Responders must be willing to comply with all state and federal legal requirements regarding the performance of the contract. The requirements are set forth throughout this RFP and in the sample contract attached as Appendix A. The attached sample contract should be reviewed for the terms and conditions that will likely govern any resulting contract from this RFP. Although this RFP establishes the basis for Responder Proposals, the detailed obligations and additional measures of performance will be defined in the final negotiated contract.

7. Solicitation Terms A. Competition in Responding The STATE desires open and fair competition. Questions from Responders regarding any of the requirements of the RFP must be submitted in writing to the RFP Administrator as described in section 4.2 of this RFP. If changes are made to the RFP, the STATE will issue an addendum posted in SWIFT.

Any evidence of collusion among Responders in any form designed to defeat competitive responses will be reported to the Minnesota Attorney General for investigation and appropriate action.

B. Addenda to the RFP Changes to the RFP will be made by addendum with notification and posted in the same manner as the original RFP. Any addenda issued will become part of the RFP.

C. Data Security - Foreign Outsourcing of Work is Prohibited All storage and processing of information shall be performed within the borders of the United States. This provision also applies to work performed by subcontractors at all levels.

The STATE allows joint ventures among groups of Responders when responding to the RFP. However, one Responder must submit a response on behalf of all the others in the group. The Responder that submits the response will be considered legally responsible for the response (and the contract, if awarded).

F. Withdrawing Response A Responder may withdraw its response prior to the due date and time of the RFP. For solicitations in the SWIFT Supplier Portal, a Responder may withdraw its response from the SWIFT Supplier Portal. For solicitations done any other way, a Responder may withdraw its response by notifying the RFP Administrator in writing of the desire to withdraw.

After the due date and time of this RFP, a Responder may withdraw a response only upon showing that an obvious error exists in the response. The showing and request for withdrawal must be made in writing to RFP Administrator within a reasonable time and prior to the STATE’s detrimental reliance on the response.

G. Rights Reserved The STATE reserves the right to:

· Reject any and all responses received.

· Cancel the RFP at any time and for any reason with no cost…