Request for Proposals 28379-PL Document.pdf

Retail Lockbox Services

Page 0 28379-PL

REQUEST FOR

PROPOSAL

28379-PL

Issued Date:

Responses Due: 2PM CT

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Table of Contents

1 GENERAL INFORMATION

1.1 DEFINITIONS

1.2 INTRODUCTION AND PURPOSE

1.3 SCOPE OF WORK

1.4 PROCURING AND CONTRACTING AGENCY

1.5 CLARIFICATIONS AND/OR REVISIONS TO THE SPECIFICATIONS AND

REQUIREMENTS

1.6 NEWS RELEASES

1.7 REASONABLE ACCOMODATIONS

1.8 CALENDAR OF EVENTS

1.9 CONTRACT TERM

1.10 COOPERATIVE PURCHASING

1.11 WISCONSIN eSUPPLIER PORTAL REGISTRATION

2 PREPARING AND SUBMITTING A PROPOSAL

2.1 GENERAL INSTRUCTIONS

2.2 INCURRING COSTS

2.3 COMPLETE RESPONSES

2.4 SUBMITTING THE PROPOSAL

2.5 PRESENTATIONS

2.6 WITHDRAWL OF PROPOSALS

2.7 LATE PROPOSALS

3 PROPOSAL SELECTION AND AWARD PROCESS

3.1 PRELIMINARY EVALUATION

3.2 EVALUATION COMMITTEE

3.3 ACCEPTED PROPOSALS

3.4 EVALUATION CRITERIA

3.5 SUPPLIER DIVERSITY

3.6 RIGHT TO REJECT PROPOSALS

3.7 AWARD AND FINAL OFFERS

3.8 CONTRACT NEGOTIATION

3.9 NOTIFICATION OF INTENT TO AWARD

3.10 PROTEST AND APPEALS PROCESS

4 MANDATORY REQUIREMENTS

4.1 SERVICES PERFORMED WITHIN THE U.S

4.2 DEBARMENT

4.3 PROPOSER REFERENCES

4.4 PROPOSER QUALIFICATIONS

4.5 PRIME CONTRACTOR AND SUBCONTRACTORS

4.6 LOCKBOX INSTRUCTIONS

4.7 LOCKBOX REPORTS

4.8 LOCKBOX IMAGING

4.9 LOCKBOX DEPOSITS

4.10 DATA SECURITY

4.11 TRANSPORTATION SERVICES

4.12 CUSTOMER SUPPORT AND COMMUNICATIONS

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5 ORGANIZATIONAL QUESTIONS (600 POINTS)

5.1 PROPOSER BACKGROUND

5.2 PROPOSER CAPACITY

5.3 RESPONDING TO VOLUME CHANGES

5.4 RELATIONSHIP MANANGER

5.5 STAFF QUALIFICATIONS

6 TECHNICAL QUESTIONS (850 POINTS)

6.1 IMPLEMENTATION

6.1.1 6.1.2

6.2 OPERATIONS

6.2.1 6.2.2 6.2.3 6.2.4 6.2.5 6.2.6

6.3 EXCEPTION PROCESSING

6.3.1 6.3.2 6.3.3

7 COST PROPOSAL (450 POINTS)

7.1 COST PROPOSAL INSTRUCTIONS

7.2 CONSIDERATION OF ALL INHERENT COSTS

7.3 FIXED PRICING

7.4 PRICE CLARIFICATION

8 SPECIAL TERMS AND CONDITIONS

8.1 PAYMENT REQUIREMENTS

8.2 LIQUIDATED DAMAGES

8.3 EXECUTED CONTRACT TO CONSTITUTE ENTIRE AGREEMENT

8.4 TERMINATION AND CANCELLATION

8.5 CONFIDENTIAL INFORMATION

8.6 INSURANCE REQUIREMENTS

9 REQUIRED FORMS AND DOCUMENTS

1 GENERAL INFORMATION

This section provides information about what the State intends to purchase, scope of the project and primary objectives of the solicitation.

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1.1 DEFINITIONS

For the purposes of this Request for Proposals (RFP) and resulting Contract, words and terms shall be given their ordinary and usual meanings. Where capitalized in this RFP and resulting Contract, the following words and terms shall have the meanings indicated. The meanings shall be applicable to the singular, plural, masculine, feminine and neuter.

"Authorized User" means state agencies, political subdivisions, and municipalities authorized by state statutes to use state contracts.

"BAFO" means Best and Final Offer

"Bid Factor" means an element of the RFP that Proposer must respond to. Bid Factors can be seen and responded to in the eSupplier Portal if submitting a response electronically. If submitting a hard copy response, Bid Factors-Attachment B can be downloaded from the Supporting Documents and must be included with the hard copy response.

"Confidential Information" means all tangible and intangible information and materials being disclosed in connection with this Contract, in any form or medium without regard to whether the information is owned by the State or by a third party, which satisfies at least one of the following criteria: (i) Personally Identifiable Information; (ii) Proprietary Information; (iii) non-public information related to the State's employees, customers, technology (including data bases, data processing and communications networking systems), schematics, specifications, and all information or materials derived therefrom or based thereon; or (iv) information expressly designated as confidential in writing by the State. Confidential Information includes all information that is restricted or prohibited from disclosure by state or federal law.

"Contract Administrator" means the DOA employee in the State Controller's Office responsible for oversight of the implementation, administration, and completion of the Contract.

"Contract Manager" the DOA Bureau of Procurement employee responsible for 1) resolving contractual matters that cannot be resolved with the Contract Administrator; and 2) facilitating and/or completing all official actions under the Contract including but not limited to amendments, renewals and termination.

"Contract" means the final version of any contractually binding agreement between the State and the Contractor relating to the subject matter of this RFP; references to the Contract include all exhibits, attachments and other documents attached thereto or incorporated therein by reference.

"Contractor" the Proposer that has been awarded the Contract as a result of this RFP, and who is required to provide equipment, materials, supplies, contractual services, or leasing real property to, the State.

"Cooperative Purchasing" means Wisconsin statutes (s. 16.73, Wis. Stats.) establish authority to allow Wisconsin municipalities to purchase from state contracts.

"Coupon" or "Payment Coupon" means the printed document which shows the customer name and amount due.

"Coupon Amount" means the amount due printed on the Payment Coupon.

"DMV" Means the Wisconsin Department of Transportation, Division of Motor Vehicles.

"DNR" Means Department of Natural Resources

"DOA" Means Department of Administration

"DOR" means Department of Revenue

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"DOT" Means Department of Transportation

"Disabled Veteran-Owned Business (DVB)" means a business that has been certified by the Department of Administration under §16.283, Wis. Stats.

"Effective Date" means the date the Contract has been fully executed by the Contractor and the State.

"ICL" means Image Cash Letter. In this solicitation, Image Cash Letter refers to an electronic file (containing electronic information including Check Images and MICR Data obtained from original paper checks) which is transmitted to US Bank for deposit into an account owned by the State.

"Mandatory" means a requirement labeled as such must be present in the proposed solution, exactly as stated, or the solution will not be considered by the State of Wisconsin. The terms "must," "shall," and "will" are considered mandatory.

"May" means something that is not mandatory but permissible.

"MICR" means Magnetic Ink Character Recognition. In this solicitation, MICR refers to the string of characters at the bottom left of a personal check that includes the account, routing, and check numbers which are read electronically

"Minority Owned Business Enterprise (MBE)" means a business that has been certified by the Department of Administration under §16.287, Wis. Stats.

"Notice of Intent to Award" means a writing issued by DOA notifying all Proposers of DOA's intent to award a service Contract to the successful Proposer

"Proposal" means the complete response to this RFP submitted on the approved forms, in the required manner and setting forth the Proposer's prices for providing the products and services described in the RFP.

"Processing errors" means any error caused by the contractor that requires the state to correct an improperly processed transaction. This includes but is not limited to: payments applied to the wrong state account, payment amounts applied for more or less than the check amount, data posted improperly to an account, data posted to the wrong account.

"Proposer" means the entity submitting a Proposal in response to this RFP.

"Responsible" means a Proposer who has furnished information and data to prove that their financial resources, service, facilities, personnel, service reputation, and experience are adequate to make satisfactory delivery of such Services and Deliverables set forth in the RFP.

"Responsive" means a proposal that conforms in all material respects to the requirements set forth in the RFP.

"RFP" means this Request for Proposal.

"SFTP" means Secure File Transfer Protocol: a secure network protocol for accessing, transferring and managing files on remote systems.

"Surcharge" is any charge for additional services required to process a specific payment that are in addition to the base payment processing cost.

"Wisconsin eSupplier Portal" State of Wisconsin's electronic purchasing information system

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1.2 INTRODUCTION AND PURPOSE

The State of Wisconsin (State) as represented by the Department of Administration is seeking proposals for Retail Lockbox Services. The State of Wisconsin intends to use the results of this solicitation to award one Contract to one Proposer. The awarded Proposer is the Contractor.

The State makes no express or implied warranties whatsoever that any particular quantity or dollar amount of Services will be procured. The State reserves the right to cancel this RFP for any reason prior to the issuance of a Notice of Intent to Award.

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1.3 SCOPE OF WORK

The resulting Contract(s) will be available for use by state agencies and municipalities (collectively "Authorized User"), specifically for Retail Lockbox Services. This Contract shall be governed by the laws of the State of Wisconsin. Venue for any action brought under this Contract shall lie in Madison, Dane County, Wisconsin

There are currently three retail lockboxes, one each for Department of Revenue (DOR), Department of Natural Resources (DNR), and Department of Transportation (DOT).

1.3.1 DNR volumes vary by year and time of year.

• Every third year (2020, 2023, 2026, etc.) is a lower volume year – approximately 100,000 less coupons are mailed to customers as compared to the other 2 years

• ATVs, UTVs, off-highway motorcycles, and boats expire on the same date: March 31

• Snowmobiles expire on the same date: June 30

• Average Monthly volumes mailed to retail lockbox continue to decrease as online payers increase. 85-90% of DNR's annual volume occurs from late February through April.

2021 9,600 checks

2020 7,100 Checks

2019 12,250 Checks

2018 12,250 Checks

1.3.2. DOT-DMV volumes:

• Even calendar years are slightly higher volume on average than odd years.

• Average Monthly Volumes are declining and expected to continue:

2021 130,000 Checks

2020 140,000 Checks

2019 137,000 Checks

2018 155,000 Checks

1.3.3 DOR volumes vary by year and time of year.

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• Reject rate 6%

• High volume months January through May & September through October

• Average Monthly Volumes are declining and expected to continue:

2021 80,000 Checks

2020 80,000 Checks

2019 87,000 Checks

2018 91,000 Checks

1.3.4 The scope of the RFP and resulting Contract does NOT include the following:

• Issuance of checks or electronic payments

• Depository Services

• Online and face-to-face Receipting

• Investment Services

• Any Treasury Services available via Wisconsin's existing Banking Contracts 505ENT- M21-ENTBANKING-01 and 505ENT-M21-ENTBANKING-02.

1.3.5

The Contract may be amended to include additional services offer by the Contractor limited to the following

• Wholesale Lockbox Services.

• Agency scanning documents and electronically sending the scans to the Contractor to be included in the lockbox deposit and payment file.

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1.4 PROCURING AND CONTRACTING AGENCY

This RFP is issued by DOA which is the sole point of contact for the State during the selection process. The person responsible for managing the procurement process is Penny Lawler, Procurement Specialist.

From the date of release of this RFP until Contract execution, all contacts with State of Wisconsin personnel regarding this RFP shall be made through Penny Lawler via email through the Wisconsin eSupplier Portal or directly at Penny.Lawler@wisconsin.gov.

No phone calls, emails or other correspondence to other State staff regarding this procurement are permitted during the procurement process unless otherwise noted in writing as required as part of the solicitation process. Violation of these conditions may be considered sufficient cause for automatic rejection of a Proposal. All oral communications are unofficial and non-binding on the State.

Proposers shall rely only on written statements issued by Penny Lawler.

The Contract resulting from this RFP shall be administered by DOA. The DOA employee serving as the Contract Administrator shall be determined at the time of Contract negotiations.

1.5 CLARIFICATIONS AND/OR REVISIONS TO THE SPECIFICATIONS AND

REQUIREMENTS

If a Proposer discovers any significant ambiguity, error, conflict, discrepancy, omission, or other deficiency in this RFP, the Proposer shall immediately notify Penny Lawler in writing (no phone calls).

Notifications may be submitted via the Wisconsin eSupplier Portal. Email is also accepted for the submission of questions and/or clarifications and shall refer to RFP 28379-PL and be directed to Penny.Lawler@wisconsin.gov.

In the event that it becomes necessary to provide additional clarifying data or information, or to revise any part of this RFP, amendments or addendums shall be posted on the Wisconsin eSupplier Portal.

It is the Proposer's responsibility to check the Wisconsin eSupplier Portal for any questions and answers pertaining to this RFP.

Proposers are encouraged to log into the RFP website on Wisconsin eSupplier Portal periodically during the RFP process. The person who is registered for the Proposer on Wisconsin eSupplier Portal should get an email any time a change is made to the solicitation page. However, this only applies to individuals who is registered on Wisconsin eSupplier Portal on the date that the RFP is released.

Anyone who registers after the release date of the RFP will not receive any automatic emails from Wisconsin eSupplier Portal for this RFP.

1.6 NEWS RELEASES

A Proposer shall not issue news releases or make any statements to the news media pertaining to the subject of this RFP or any Proposals or Contracts resulting therefrom without the prior written approval of DOA. The Proposer is bound by this clause from the time the RFP is issued until the time the Contract has expired. Release of broadcast emails pertaining to this procurement shall not be made without prior written authorization of DOA.

1.7 REASONABLE ACCOMODATIONS

DOA shall provide reasonable accommodations, including the provision of informational material in an alternative format, for individuals with disabilities upon request. If you need accommodations at a presentation contact Penny Lawler at Penny.Lawler@wisconsin.gov.

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1.8 CALENDAR OF EVENTS

Listed below are important dates and times by which actions related to this RFP shall be completed. In the event that the State finds it necessary to change any of these dates and times, it shall do so by issuing an amendment to this RFP.

DATE EVENT

August 25, 2022 Request for Proposal Issued

September 7, 2022, 2:00PM CT Deadline for submitting Proposer written questions

September 20,2022 Estimated date for state responses to Proposer questions

October 4, 2022 2:00 p.m. CT Proposal due date and time

1.9 CONTRACT TERM

The Contract period shall be an initial three (3) years from the effective date. The Contract is eligible for a single optional additional two (2)-year renewal if mutually agreeable to the State and the Contractor, unless terminated. To ensure the delivery of improved services and competitive pricing, to address potential performance issues, changes in technology or industry consolidation, the State reserves the right to negotiate the pricing and terms at the time of Contract renewal.

1.10 COOPERATIVE PURCHASING

Commodities and services may be made available to Municipalities upon agreement of the Contractor.

Where requested by the State, and agreed to by the Contractor(s), Municipalities shall be able to obtain the commodities and services procured under the Contract at the same rates agreed to by DOA and the Contractor. The Contractor shall be responsible for confirming the status of potential Municipalities with DOA and providing appropriate documentation and support and reporting Contract usage by Municipalities.

1.11 WISCONSIN eSUPPLIER PORTAL REGISTRATION

Only Proposers registered with the State of Wisconsin's eSupplier Portal (the State's electronic purchasing information system) will receive future official notice for this service/commodity. The State of Wisconsin purchasing information and Proposer/proposer notification service is available to all businesses and organizations that want to sell to the State. Anyone may access the Wisconsin eSupplier Portal on the Internet at Link to get information on state purchasing practices and policies, goods and services that the State buys, and tips on selling to the State. Proposers may use the same Web site address for inclusion on the Proposers list for goods and services that the organization wants to sell to the State. A subscription with notification guarantees the organization will receive an e-mail message each time a State agency, including any campus of the University of Wisconsin System, posts a request for bid or a request for proposal in their designated commodity/service area

(s) with an estimated value over $50,000. Organizations without internet access receive paper copies in the mail. Increasingly, State agencies also are using Wisconsin eSupplier Portal to post simplified bids valued at $50,000 or less. Proposers also may receive e-mail notices of these simplified bid opportunities.

2 PREPARING AND SUBMITTING A PROPOSAL

This section explains how the proposal shall be constructed and on what terms it can be considered responsive.

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2.1 GENERAL INSTRUCTIONS

The evaluation and selection of a Contractor will be based on the information submitted in the Proposal plus references, and any required presentations, on-site visits, or oral interviews. Failure to respond to each of the requirements as directed in the RFP may be the basis for rejecting a response.

Elaborate Proposals (e.g., expensive artwork, marketing materials) beyond that sufficient to present a complete and effective Proposal are not necessary or desired.

2.2 INCURRING COSTS

The State shall not be responsible for any costs incurred by Proposer to prepare its Proposal, conduct its due diligence or negotiate any agreements whether or not finally awarded. Such Proposal and business development costs shall not be included in the cost basis of services to be provided to the State.

2.3 COMPLETE RESPONSES

Proposal responses to each of the requests for information and requirements in the numbered sections shall be in the same sequence and numbered as the RFP. Responses must be concise yet complete. Do not simply restate the Requirement verbatim as the response to a Requirement. If the RFP calls for a process description, include a process map as well as the frequency at which that map will be updated. Proposer shall not direct the reader to a website (or any other sources outside of the submitted Proposal) as part of its response to the requirement or question.

Only information that can be identified as a trade secret, proprietary and confidential noted on required form DOA-3832 shall be treated as such. Proposer shall not label or identify their entire Proposal as confidential. Prices always become public information when bids/Proposals are opened, and therefore cannot be kept confidential.

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2.4 SUBMITTING THE PROPOSAL

Proposers shall respond to this RFP in either the Wisconsin eSupplier Portal or by providing a hard copy response. Fax and emailed proposals shall not be accepted.

2.4.1 Wisconsin eSupplier Portal Proposal Submittal (Strongly Preferred) Respond as directed herein and in the pages presented in the Wisconsin eSupplier Portal for this event. The State has developed questions that provide online guidance for an electronic response to the RFP. If responding electronically, do not submit a hard copy of any materials unless directed to do so elsewhere in the RFP document. Proposers must click "Submit" in the Wisconsin eSupplier Portal to have their Bid received. Only clicking "Save" does not submit the Proposal response; therefore, it shall not be received or reviewed.

Certain Requirements and qualifications shall be presented as itemized questions that require an affirmative response from the Bidder that indicate these can be met (i.e. "yes/no" prompt; drop down menu; required attachment). Other requirements may be presented in a grouped manner (e.g. "Does your company meet requirements 2.1-2.8"). For any (itemized or grouped) requirements that cannot be met, a "no" shall be checked and a supplemental document shall be provided as an attachment to explain.

Only information that can be identified as a trade secret, proprietary and confidential noted on required form DOA-3832 shall be treated as such. Proposer shall not label or identify their entire Proposal as confidential. Prices always become public information when bids/Proposals are opened, and therefore cannot be kept confidential.

Proposer submitting a response via the Wisconsin eSupplier Portal shall follow the instructions given in the eSupplier Portal system, including any Frequently Asked Questions (FAQs). Proposers shall allow time for entering a Proposal Response in eSupplier. Keep in mind the following if an error occurs:

• File names must be no longer than 64 characters, including the file extension (e.g., ".

docx).

• File names cannot contain any special characters (e.g., commas, percent signs, hash symbol).

• The maximum file size for any attachment is 80MB.

• The eSupplier system will not allow a file with macros included and enabled.

• Proposers can only upload a single file in response to each Bid Factor. Uploading additional files will overwrite the previous upload. If a Bidder has the need to attach multiple files, the Bidder shall consolidate the documents into a single file. Alternatively, the Bidder may upload one (1) file in response to the Bid Factor and upload the rest of the documents using the Upload File button on the Submit Online Response page.

• In order to officially submit a Bid response, the Bidder must click the Submit button and receive verification that the Bidder response has been submitted.

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2.4.2 Hard Copy Proposal Submittal

Proposers still have the option to mail or otherwise provide a hard copy Proposal when responding to this RFP. If submitting a hard copy (instead of the Wisconsin eSupplier Portal Proposal option described above), Proposer shall submit one original of its Proposal containing all materials required for acceptance of its Proposal by the deadline shown below.

The State is not responsible for deliveries that do not reach the Bureau of Procurement office by the required due date and time. While hard copy Proposals shall still be allowed in response to the Wisconsin eSupplier Portal's sourcing events, the State has no liability for errors made in inputting any information submitted via a hard copy Proposal.

All materials required for acceptance of the Proposal shall be sent to:

Penny Lawler, Procurement Specialist Department of Administration 101 E. Wilson Street, 6th Floor Madison, WI 53703-3405

Proposals shall be received no later than 2:00 p.m. CT on October 4, 2022. All Proposals shall be date and time-stamped in by the Wisconsin eSupplier Portal (electronic) or by Bureau of Procurement (hard copy) on or prior to the due date and time. Proposals not so stamped shall be considered late and rejected. Receipt of a Proposal by the State mail system does not constitute receipt of a Proposal by the Bureau of Procurement.

All Proposals shall be packaged, sealed, and show the following information on the outside of the package:

Proposer's Name Proposer's Address RFP #28379-PL Retail Lockbox Processing Due: October 4, 2022 by 2:00 PM CT

2.4.2.1 Hard Copy Proposal Organization and Format

Proposers responding to this RFP outside of the Wisconsin eSupplier Portal shall comply with the following format requirements. The State reserves the right to exclude from consideration any responses that do not follow the required format as instructed below.

Proposals shall be organized and presented in the order and by the numbers assigned in the RFP with each heading and subheading separated by tabs or otherwise clearly marked and labeled. A Proposal shall be typed and submitted on 8.5 by 11-inch paper bound securely. The Proposal cover page shall include, at a minimum, the RFP name and number, and the Proposer's name. Unless specifically requested, promotional literature is not desired and shall not be considered to meet any of the requirements of this RFP.

Tab 1 - Table of Contents: Provide a table of contents for the Proposal submitted.

Tab 2 - Bidder Required Form DOA-3832 and Attachment B Proposer Checklist.

Tab 3 - Response to Organizational Questions: Provide the information and documentation specified in Section 5 of this RFP.

Tab 4 - Response to Technical Questions: Provide the information and documentation specified in Section 6 of this RFP.

Tab 5 - Contract Terms and Conditions: Indicate acceptance of State Standard and Supplemental Terms and Condition or else provide point-by-point exceptions along with proposed alternative language for each point. The Proposer shall not submit its own contract document as a substitute for these terms and conditions. Proposer responses to provisions shall be consistent with its response to all other sections of this RFP.

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Under Separate Cover - Attachment A - Cost Proposal: Provide cost information as directed in Section 7. Include all costs for furnishing the product(s) and/or service(s) included in this Proposal.

Failure to provide any requested information in the prescribed format may result in disqualification of the Proposal. No mention of the Cost Proposal is permissible in the response to any other section of the RFP.

2.4.2.2 Hand Delivered Proposals

The Department of Administration, at 101 E. Wilson St. in Madison, is currently restricted to public access due to COVID-19. There is a bid box outside of the entrance to the building for bids to be delivered to. The bid box is checked at 1:00 p.m. CT on Tuesdays, Wednesdays, and Thursdays whereupon all bids are timestamped. Hand delivered bids must be delivered to the bid box by 1:00 p.m. CT on October 4, 2022 to be timestamped by the 2:00 p.m. CT deadline.

The State is not responsible for deliveries that do not reach the Bureau of Procurement office by the required due date and time.

2.5 PRESENTATIONS

Top scoring Proposer(s) based on an evaluation of the written Proposal may be required to participate in a presentation to support and clarify Proposal(s), if requested by the State. The presentations will be scheduled and held after receipt of the Proposals to provide an opportunity for the Proposer to clarify its Proposal and for the evaluation committee to ask questions. Proposer representative(s) attending the oral presentation shall be technically qualified to respond to questions related to the Proposal and its components. The State will furnish specific details concerning the presentations and any required materials at the time it notifies Proposers of the presentation schedule.

The State shall make every reasonable attempt to schedule each presentation at a time and location agreeable to the Proposer. The State requires that those individuals designated by the Proposer as Key Personnel attend the presentation. Failure of a Proposer to present on the date scheduled may result in rejection of its Proposal.

2.6 WITHDRAWL OF PROPOSALS

The Proposal shall be irrevocable until Contract award unless the Proposal is withdrawn. A Proposer may withdraw a Proposal in writing at any time up to the Proposal closing date and time or upon expiration of 180 days after the due date and time if received by DOA. To accomplish this, the written request must be signed by an authorized representative of the Proposer and submitted to DOA. If a previously submitted Proposal is withdrawn before the Proposal due date and time, the Proposer may submit another Proposal at any time up to the Proposal closing date and time.

2.7 LATE PROPOSALS

Any responses received after the hour specified in Section 1.9 Calendar of Events shall not be reviewed.

3 PROPOSAL SELECTION AND AWARD PROCESS

This section explains how proposals will be accepted, evaluated, and how the State will engage in negotiations if it opts to do so.

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3.1 PRELIMINARY EVALUATION

All Proposals will be reviewed initially to determine if Proposal submission requirements are met (see RFP Section 2, Preparing and Submitting a Proposal). Failure to meet a Proposal submission requirement may result in the rejection of the Proposal.

In the event there is an individual mandatory requirement that no Proposer is able to meet, the State reserves the right to eliminate that individual mandatory requirement; in such case, the State shall continue the evaluation of Proposals and select the Proposal that most closely meets the remaining requirements specified in the RFP.

3.2 EVALUATION COMMITTEE

An evaluation committee for this RFP shall consist of individuals who, in the State's sole judgment, possess specific knowledge and skills essential to the RFP evaluation. The evaluation committee participates fully in the evaluation process, including reviewing and scoring Proposals. Subject Matter Experts (SMEs) may be used to provide additional expertise (e.g. technical and functional subject matter expertise, administrative and procurement knowledge) to the evaluation committee. SMEs are a non-scoring individuals or ad/hoc group that serves only as technical advisors to the evaluation committee.

3.3 ACCEPTED PROPOSALS

An evaluation committee will evaluate and score all accepted Proposals against predetermined criteria. A uniform selection process, as outlined in this section, will be used to evaluate all Proposals using a point system. Proposers are advised that responses to requirements must clearly and completely describe how its services and products will meet those requirements. Failure to demonstrate in the Proposal response that the Proposer can meet the requirements stated may cause the rejection of the Proposal.

The committee may review references, request presentations and use those results in scoring the Proposals. Evaluation and selection of the Contractor, as well as any subsequent negotiations, will be based on the information submitted in the Proposals, references, requested presentations, and product and service demonstrations.

The State reserves the right to obtain additional information concerning any Proposer or Subcontractor associated with or named in the response to this RFP and to consider this information in evaluating the Proposer's Proposal.

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3.4 EVALUATION CRITERIA

Accepted Proposals shall be reviewed by the evaluation committee and scored against the stated criteria. Proposers shall not contact any member of an evaluation committee. Evaluation points given by each evaluator shall be summed and divided by the number of evaluators to compute an average score for each Proposal. Cost Proposal information shall not be available to the Evaluation Committee during the requirements evaluation phase.

Proposals will be scored in the following areas.

RFP SECTION AND DESCRIPTION POINTS AVAILABLE

Section 5 Organizational Questions 600

Section 6 Technical Questions 850

Section 7 Cost Proposal 450

TOTAL 1900

The points stated above are the maximum amount awarded for each Section.

The results of presentations (if required) shall be used to clarify and substantiate information in the written Proposals and may be considered when scoring the responses to the Organizational and Technical Questions in the RFP. Reference checks shall be used to substantiate information in the written Proposals. The reference check results may be considered when scoring the responses to the Organizational and Technical Questions in the RFP.

Cost Proposal Cost Proposals shall be scored as follows: The lowest Total Cost on Attachment A Cost Proposal shall receive the maximum number of points available for the Cost score. Other Cost Proposals shall receive prorated scores based on the lowest Cost Proposal.

The formula is as follows:

Lowest Total Cost Proposal (constant) x450 = Cost score Proposer's Total Cost Proposal (Proposal being scored is denominator)

General, Technical, and Cost Score Total The final average points received from a Proposal's Organizational and Technical Questions shall be subtotaled and added to the final Cost Proposal score. In the event of a Best and Final Offer (BAFO), only those Proposers in the BAFO process shall be included in the calculation.

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3.5 SUPPLIER DIVERSITY

Proposals from certified Minority Business Enterprises (MBE) or Disabled Veteran-owned Businesses (DVB) may have points weighted by a factor of 1.00 to 1.05 to provide up to a five percent (5%) preference to these businesses (s. 16.75 (3m), Wis. Stats., 2001-02).

3.5.1 MINORITY-OWNED BUSINESS ENTERPRISE

Minority-owned business enterprises (MBEs) are certified by the Wisconsin Department of Administration. This program can be found at: http://www.doa.wi.gov/Divisions/Enterprise - Operations/Supplier-Diversity- Program. The Contractor shall furnish appropriate quarterly information about its efforts, including the identities of such businesses certified by the Wisconsin Supplier Diversity Program, their contract amount, and spend for each period to DOA. A listing of certified MBEs, as well as the services and commodities they provide, is available at: https://wisdp.wi.

gov/search.aspx.

3.5.2 DISABLED VETERAN-OWNED BUSINESS

Disabled veteran-owned businesses (DVBs) are certified by the Wisconsin Department of Administration. This program can be found at: http://www.doa.wi.gov/Divisions/Enterprise- Operations/Supplier-Diversity-Program. The Supplier/Contractor shall furnish appropriate quarterly information about its efforts, including the identities of such businesses certified by the Supplier Diversity Program and their contract amount. A listing of certified DVBs, as well as the services and commodities they provide, is available at: https://wisdp.wi.gov/search.aspx.

3.5.3 VETERAN-OWNED BUSINESS

The State Bureau of Procurement encourages the participation of veteran-owned businesses (VBs) in the statewide purchasing program by inviting VBs to actively solicit public purchasing business and by reducing undue impediments to such participation. VBs are certified by the Department of Veterans Affairs (DVA). Applicants shall complete a Veteran-owned Business Request for Certification form (WDVA 1037). Contact the DVA at: http://dva.state.wi.us. There is no price preference for certified VBs that compete for State Contracts.

3.5.4 WOMAN-OWNED BUSINESS ENTERPRISE

Woman-owned business enterprises (WBEs) are certified by the Wisconsin Department of Administration. This program can be found at: http://www.doa.wi.gov/Divisions/Enterprise- Operations/Supplier-Diversity-Program.

State certified WBEs are able to provide both governmental entities and private companies with a credible recognition of the business' ownership. The WBE certification may serve as an additional marketing tool when seeking contract opportunities with entities that place a value on having a diverse supplier base. There is no price preference for certified WBEs that compete for State Contracts.

A listing of certified WBEs, as well as the services and commodities they provide, is available at: https:

//wisdp.wi.gov/search.aspx.

DocuSign Envelope ID: D5FAE729-31AF-4940-AC3C-80820218E008DocuSign Envelope ID: AA8385A1-9E8C-496D-834F-5E9ED9BF781D http://www.doa.wi.gov/Divisions/Enterprise-Operations/Supplier-Diversity-Program http://www.doa.wi.gov/Divisions/Enterprise-Operations/Supplier-Diversity-Program https://wisdp.wi.gov/search.aspx https://wisdp.wi.gov/search.aspx http://www.doa.wi.gov/Divisions/Enterprise-Operations/Supplier-Diversity-Program http://www.doa.wi.gov/Divisions/Enterprise-Operations/Supplier-Diversity-Program https://wisdp.wi.gov/search.aspx http://dva.state.wi.us http://www.doa.wi.gov/Divisions/Enterprise-Operations/Supplier-Diversity-Program http://www.doa.wi.gov/Divisions/Enterprise-Operations/Supplier-Diversity-Program https://wisdp.wi.gov/search.aspx https://wisdp.wi.gov/search.aspx

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3.6 RIGHT TO REJECT PROPOSALS

The State reserves the right to reject any and all proposals.

3.7 AWARD AND FINAL OFFERS

The State shall compile the final scores for each responsive Proposal. The award may be granted to the highest scoring responsive and responsible Proposer.

Alternatively, the highest scoring Proposer(s) may be requested to submit best and final offers (BAFO). If a BAFO is requested by the State and submitted by Proposer(s), they shall be evaluated against the stated criteria, scored and ranked by the evaluation committee. Award then may be granted to the highest scoring Proposer. However, Proposers shall not expect that the State shall request a best and final offer.

3.8 CONTRACT NEGOTIATION

The State intends to enter into Contract negotiations with the Proposer(s) who has been determined by the evaluation committee to be the highest scoring Proposer(s), calculated as outlined in Section 3.

The State may negotiate the terms of the Contract, including the price, with the highest scoring Proposer(s) prior to entering into a Contract. If the Contract negotiations cannot be concluded successfully with the highest scoring Proposer(s), the State may negotiate a Contract with the next highest scoring Proposer.

The contractual terms and conditions in State Terms and Conditions, of the RFP are part of the Contract between a Contractor and the State. These terms and conditions are not all-inclusive, and the State reserves the right to incorporate additional provisions in the Contract.

If a Contract between the State and the successful Proposer cannot be executed by both parties within sixty (60) Days after the Notice of Intent to Award the Contract (or the conclusion of an appeal of the award under Ch. ADMIN 10, Wis. Adm. Code, whichever is later), the State reserves the right to unilaterally reject the Proposer's Proposal and proceed to award the Contract to the next highest scoring Proposer.

3.9 NOTIFICATION OF INTENT TO AWARD

Any Proposer who responds with a Proposal shall be notified in writing of the State's intent to award the Contract resulting from the RFP. After the Notice of Intent to Award is issued, copies of all Proposals shall be available in the format in which they were received. Proposers shall contact Penny Lawler to request copies of Proposals.

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3.10 PROTEST AND APPEALS PROCESS

Notices of intent to protest and protests must be made in writing. Protestors should make their protests as specific as possible and should identify statutes and Wisconsin Administrative Code provisions alleged to have been violated.

The written notice of intent to protest both the solicitation and the intended contract award must be filed with:

US MAIL ADDRESS DELIVERY ADDRESS

Cheryl Edgington Cheryl Edgington

Department of Administration Department of Administration

State Bureau of Procurement State Bureau of Procurement

PO Box 7867 101 E. Wilson St. 6th Floor

Madison WI 53707-7867 Madison WII 53703-3405

The decision of the head ofDOA may be appealed to the Secretary of the Department of Administration within five (5) working days of issuance, with a copy of such appeal filed with DOA, provided the appeal alleges a violation of a statute or a provision of the Wisconsin Administrative Code.

3.10.1 Protest Concerning a Solicitation

A bidder, proposer, or labor organization who is aggrieved in connection with a solicitation may protest to DOA. A notice of intent to protest will be submitted in writing to the head of DOA, or designee (see section 3.9 above), within five (5) working days after issuance of the solicitation or the date of issuance of any amendment to the solicitation if the bidder, proposer or labor organization seeks to protest that amendment. The protest will be submitted in writing to the head of DOA, or designee, within ten (10) working days after issuance of the solicitation or the date of issuance of any amendment to the solicitation. A bidder, proposer, or labor organization is prohibited from protesting solicitation requirements past ten (10) working days after issuance of the solicitation or the date of issuance of any amendment to the solicitation.

3.10.2 Protest Concerning the Intent to Award a Contract

A bidder or proposer who is aggrieved by the intent to award a contract may protest to DOA. A notice of intent to protest will be submitted in writing to the Secretary of DOA, or his designee (see section

3.10 above), and be received in their office no later than five (5) working days after the notice of intent to award is issued. The written protest must be received in Ms. Edgington's office no later than ten

(10) working days after the notice of intent to award is issued.

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4 MANDATORY REQUIREMENTS

This section is not scored. The following requirements are mandatory, and the Proposer shall satisfy them at no additional cost to the State.

Respond to this section and provide any required documentation as indicated. Responses to each requirement must follow the instructions. No explanation is required when the Proposer cannot certify a statement is true, as non-compliance with any of the following requirements will result in Proposal rejection and remove that Proposal from further consideration.

Failure of a Proposer to meet the mandatory requirements shall result in rejection of the Proposer's Proposal. In the event there is an individual mandatory requirement that no Proposer is able to meet, the State reserves the right to eliminate that individual mandatory requirement; in such case, the State shall continue the evaluation of Proposals and select the Proposal that most closely meets the remaining requirements specified in the RFP.

4.1 SERVICES PERFORMED WITHIN THE U.S.

Pursuant to s. 16.705(1r), Wis. Stats., services must be performed within the United States. The inability to perform all services in the United States shall be grounds for disqualifying the proposal. Countries party to the World Trade Agreement may not be subject to this requirement.

4.2 DEBARMENT

At the time of Proposal submission, Proposer shall not be suspended or debarred from doing business with the federal government as listed in the System for Award Management (SAM) maintained by the General Services Administration (https://sam.gov/search/).

4.3 PROPOSER REFERENCES

Using the required form, DOA-3832, Proposers shall provide a minimum of three (3) references for organizations similar in size and scope to the State with whom your company has provided (services contained within RFP) within the last three (3) years. Proposers are required to include customers with similar service scope, size, and complexity. Government customers are requested where available.

For each reference, complete the requisite information on DOA-3832.

If needed, Proposer may attach additional information on another sheet, provided the attached sheet clearly indicates the reference the information is applicable to.

The Evaluation Committee will determine which, if any, references are contacted. The results of any reference checks may be used when scoring the proposal. The State will use reference information to validate information provided in response to the RFP; therefore, the relevancy of the experience, compatibility of the experience to this RFP, and the performance record of the experience is essential.

The State reserves the right to verify all submissions and perform further background checks of experience and performance. The State or Evaluation Committee may contact one or more references that have been provided by the Proposer or other sources that may not have been named by the Proposer but can assist in determining performance.

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4.4 PROPOSER QUALIFICATIONS

4.4.1 PROFESSIONAL QUALIFICATIONS AND EXPERIENCE

Bidder qualifications may be verified through references listed on Bidder Required Form - DOA-3832.

The references shall be able to verify the Bidder has performed work similar in size and scope to the requirements of this Bid. Please provide at least one government entity as a reference where available. See Bidder References.

Bidder shall be in the business of providing Retail Lockbox Services and shall have done so for the past five (5) years.

4.4.2 Disaster Recovery and Hot Back-Up Processing Site

Proposers must provide a formal disaster recovery plan in place in the event of a systems failure or other disaster at the Proposer's primary processing site. Proposer must also indicate when the plan was last updated and tested. In addition, the Proposer must indicate whether or not a hot back-up processing site exists and describe its capabilities.

4.4.3 State of Wisconsin expects a volume of up to 370,000 payments per month at high volumes times. Each agency has distinct period of high volume, which can be found in section 4.6. The Proposer must be able to process the indicated volumes upon Contract start.

4.4.4 Online exceptions processing

Proposer must offer the ability for State employees to view and respond to exception items via an online exception processing queue. Following State review and decision, items may be returned to normal queues for deposit, or mailed back to the State as rejects. Contractor must be able to implement the online exception processing service for all participating agencies within 6 months of implementation for general processing.

4.5 PRIME CONTRACTOR AND SUBCONTRACTORS

The awarded Contractor shall be the prime Contractor and the sole point of contact with regard to contractual matters, including the performance of services and the payment of any and all charges resulting from contractual obligations. The prime Contractor may, with prior written permission from DOA, enter into subcontracting, sublet, or assign all or part of the work with third parties for its performance of any part of Contractor's duties and obligations, provided that, in no event shall the existence of the subcontract operate to release or reduce the liability of the Contractor to DOA of any breach in the performance of the Contractor's duties. DOA shall have sole discretion to approve or reject any such subcontractor.

The prime Contractor shall be responsible for Contract performance when subcontractors are used, including any and all courier services. However, when subcontractors are used, they must abide by all terms and conditions of the Contract. If subcontractors are to be used, the Proposer must clearly explain their participation.

The State reserves the right to review Subcontractors. The State shall not have a contractual relationship with the Subcontractors for any services provided under this Contract (existing contracts between the State and any potential Subcontractor do not apply). Proposed Subcontractors may be required to participate in the oral presentations.

For all Subcontractors planned at the time of proposal, Proposer shall: 1) Name the Subcontractor; 2) Explain its relationship with the Subcontractor; 3) Describe the role the Subcontractor will play; and 4) Provide the name and a description of Subcontractor(s) relevant qualifications and capabilities.

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4.6 LOCKBOX INSTRUCTIONS

During the Contract Period, the State must be notified of any technology advances or process changes offered by…