Revised Timeline BRDCOM-S2188 Professional Licensing Solution.docx

STATE OF NEVADA

DEPARTMENT OF ADMINISTRATION

Purchasing Division 515 East Musser Street, Suite 300 │ Carson City, NV 89701 Phone: 775-684-0170 │ Fax: 775-684-0188

Solicitation: BRDCOM-S2188 For Professional Licensing Solution

Release Date: 11/16/2022 Deadline for Submission and Opening Date and Time: 01/26/2023 01/12/2023 @ 2:00 pm

Single point of contact for the solicitation:

Ryan Vradenburg, Purchasing Officer II Phone, 775-684-0197 Email Address, rvradenburg@admin.nv.gov

(TTY for Deaf and Hard of Hearing, 800-326-6868 Ask the relay agent to dial, 1-775-515-5173/V.)

TABLE OF CONTENTS

APPLICABLE REGULATIONS GOVERNING PROCUREMENT

All applicable Nevada Revised Statutes (NRS) and Nevada Administrative Code (NAC) documentation can be found at: www.leg.state.nv.us/law1.cfm.

Prospective vendors are advised to review Nevada’s ethical standards requirements, including but not limited to NRS 281A, NRS 333.800, and NAC 333.155.

PROJECT OVERVIEW

The State of Nevada Purchasing Division, on behalf of Nevada Board of Cosmetology (Board) is seeking proposals from qualified vendors to provide cloud-based software solution to administer accounts, issue licenses, and inspect establishments within the scope of cosmetology and as described in the scope of work and attachments.

The State intends to award one (1) contract in conjunction with this Request for Proposals (RFP), as determined in the best interests of the State. Nevada State Board of Cosmetology shall administer the contract resulting from this solicitation. The resulting contract is expected to be for a contract term of four years, subject to Board of Examiners approval.

PROJECT BACKGROUND

The purpose of the project is to manage the licensing of cosmetology professionals for the State Board of Cosmetology. The goal of the system is to improve workflow, performance, security, cost and efficiency. The new system should be able to administer the onboarding process of new licensees, complete inspections with documentation of violations and location data and handle payment processing and reporting. The proposed software solution should be a state-of-the-art, automated system that provides easy and effective access for the public, efficient internal processing for staff, and long-term record retention.

AGENCY BACKGROUND

The mission of the Nevada State Board of Cosmetology is to protect the public health, safety, and welfare of those that obtain cosmetology services through the delivery of quality testing, licensing, inspection and education services that focus on consumer protection. The Board currently services approximately 35,000 licensees throughout the state, including practitioners, cosmetology schools and salons.

The Board has two locations in Nevada:

Las Vegas (Main Office), 8945 W. Russell Road #100, Las Vegas, NV 89148 Reno Office, 740 Del Monte Lane, Suite #12, Reno, NV 89511

The Board employs 15 employees. Three employees in the Reno office and 12 employees in the Las Vegas Office. All 15 employees will be utilizing the licensing system from the tracking and generation of licenses to the inspection of licensed facilities through Nevada.

CONCURRENT COMPUTING ENVIRONMENT

The Board utilizes a licensing management system that was created and maintained in-house. For the purposes of this RFP, we refer to the in-house system as NVCOSMO.

The Board requires compatibility with Windows 10/11 and Google Mail as well as the ability to access software solution in a cloud environment and an API integration library Inspection mobile app, currently used by 4 field inspectors NVCOSMO School portal, used by School to enroll students and pay fees.

License Renewal Portal: online license renewals and contact information updates.

GOALS AND OBJECTIVES

In addition to improving workflow, performance, security, cost and efficiency, the new system should be able to administer the onboarding process of new licensees, complete inspections with documentation of violations and location data and handle payment processing and reporting. The new system should build a new, normalized database system that communicates across all platforms, create a more efficient and performant user interface, and improve security, reliability and performance. The vendor of the selected software solution will be required to provide training and on-going help-desk support for their solution. The vendor of the selected software solution will be required to provide on-going maintenance and updates for their solution. Additionally, goals for the solution are, Easy to use UI/UX design.

Compliant with government data security standards.

Process payments, issue violations, and issue licenses.

Custom reporting capabilities Customization of forms Environment for testing and training of new employees.

Integrated error handling.

Online support that meets generally accepted customer service standards.

requirements Matrix

Vendors will complete the Requirements Matrix attachment.

SCOPE OF WORK

A new system should allow in-office admin staff to process and issue Nevada State Cosmetology licenses. System should be able to process payments and track licensee data. Field inspectors should be able to perform salon inspections of all types in an effective and efficient manner. Schools should have the ability to utilize the system for both enrolling and withdrawing students. School access should allow for document upload and management. Public access for licensees should allow for license renewals, employment reporting and contact info updates. Solution should integrate with our testing vendor for student test result reporting, Pearson VUE.

Implementation

Vendor will provide project management and system integration functions for initial software implementation.

Training

Provide onsite end-user training thoroughly covering all functional areas or program modules Provide onsite system administrator training.

On-Going Support provided by the vendor

Web based support of diagnosis and resolution of software problems 24 x 7 phone support for diagnosis and resolution of software problems Average response time for software support at four (4) or less hours Online knowledgebase of support solutions, frequently asked questions, and technical documentation Ongoing web-based training for product changes, enhancements, and continuing education

Cloud based SaaS (Software as a service) platform that meets the following needs;

Admin Portal Service Portal

Board staff should be able to manage all Licensee accounts Management on staff should be able to control access based on roles Reporting Custom reports/reporting Auto-generation of annual and quarterly reports Custom Reports

Public licensee Portal

Licensees should be able to access their own personal and business accounts Licensees should have the ability to update their personal and business contact information Licensees should be able to report and update their own employment locations Additional service offerings from NVCOSMO operating system, including pat due payments.

Payments of all types

School Portal

Registration of new students Completion / withdrawals of students Payments including but not limited to law book payments and student enrollment payments Applications / Forms

Inspector Portal

Route Planning Salon Contact information Inspection History Tracking of Inspection History Inspections Issuing compliance reviews Issuing citations when warranted by violation Photo attachment to violation / inspection

Forms Portal

Registration applications for each licensee type Registration applications for new salons and services Reciprocity applications School forms

Finance Portal

Payment processors must work with QuickBooks or another accounting platform Accounting platform integration:

Handling refunds and payment of all types, automated payment reconciliation with QuickBooks.

Detail financial reports Transaction tracking

Inspection Portal

Issuing of compliance violations (written warnings) Issuing of citations (monetary violations) Tracking inspections Integration with GeoTab (or other tracking/mapping platform software) for the purpose of mapping salon and school locations company car tracking Geolocation of licensed salons and schools Inspection routes

Licensing Portal

License Generation License Renewals Compliance / violation history Current employment tracking

Communication portal

Ability to email licensees from within the system Ability to text licensees from within the system Bulk emailing licensees Reminder notifications to licensees Tracking of communication dates and times

COST

Vendors should provide all pricing as requested in the Cost Schedule attachment.

ATTACHMENTS

ATTACHMENTS INCORPORATED BY REFERENCE. To be read and not returned.

Terms and Conditions for Services Terms and Conditions for Goods

ATTACHMENTS FOR REVIEW. To be read and not returned (unless redlining).

Contract Form Insurance Schedule

PROPOSAL ATTACHMENTS. To be completed and returned.

Cost Schedule Requirements Matrix Proposed Staff Resume Reference Questionnaire Attachments for Signature

Vendor Information Response Vendor Certifications Certification Regarding Lobbying Confidentiality and Certification of Indemnification

TIMELINE

QUESTIONS. All questions regarding this solicitation shall be submitted using the Bid Q&A feature in NevadaEPro.

TIMELINE. The following represents the proposed timeline for this project.

All times stated are Pacific Time (PT).

These dates represent a tentative schedule of events.

The State reserves the right to modify these dates at any time.

EVALUATION

Evaluation and scoring are conducted in accordance with NRS 333.335 and NAC 333.160-333.165.

Proposals shall be kept confidential until a contract is awarded.

In the event the solicitation is withdrawn prior to award, proposals remain confidential.

The evaluation committee is an independent committee established to evaluate and score proposals submitted in response to the solicitation.

Financial stability shall be scored on a pass/fail basis.

Proposals shall be consistently evaluated and scored based upon the following factors and relative weights.

Cost proposals will be evaluated based on the following formula.

Cost Factor Weight x (Lowest Cost Submitted by a Vendor / Proposer Total Cost) = Cost Score

Presentations

Following the evaluation and scoring process specified above, the State may require vendors to make a presentation of their proposal to the evaluation committee or other State staff, as applicable.

The State, at its option, may limit participation in vendor presentations to vendors above a natural break in the relative scores from technical and cost scores.

Following the presentations, the combined technical, cost, and presentation scores will become the final score for a proposal.

The State reserves the right to add additional criteria or presentations.

The State reserves the right to forego vendor presentations and select vendor(s) based on the written proposals submitted.

NEVADA-BASED BUSINESS PREFERENCE

The State awards a five percent (5%) preference to Nevada-based businesses pursuant to NRS 333.3351 to 333.3356, inclusive.

Nevada-based business is defined in NRS 333.3352(1).

The term ‘principal place of business’ has the meaning outlined by the United States Supreme Court in Hertz Corp v. Friend, 559 U.S. 77 (2010), typically meaning a business’s corporate headquarters.

To claim this preference a vendor must indicate it on their vendor account and submitted Quote in NevadaEPro.

This preference cannot be combined with any other preference, granted for the award of a contract using federal funds, or granted for the award of a contract procured on a multi-state basis.

INVERSE PREFERENCE

The State applies an inverse preference to vendors that have a principal place of business in a state other than Nevada and that state applies an in-state preference not afforded to Nevada based vendors, pursuant to AB28 passed in the 81st session of the Nevada Legislature.

The amount of the inverse preference is correlated to the amount of preference applied in the other state.

Vendors who meet this criterion must indicated it on their submitted Quote in NevadaEPro.

This preference cannot be combined with any other preference, granted for the award of a contract using federal funds, or granted for the award of a contract procured on a multi-state basis.

MANDATORY MINIMUM REQUIREMENTS

Pursuant to NRS 333.311 a contact cannot be awarded to a proposal that does not comply with the requirements listed in this section. Proposal shall include confirmation of compliance with all mandatory minimum requirements.

NEVADA LAW AND STATE INDEMNITY. Pursuant to NRS 333.339, any contract that is entered into may not: (1) Require the filing of any action or the arbitration of any dispute that arises from the contract to be instituted or heard in another state or nation; or (2) Require the State to indemnify another party against liability for damages.

NO BOYCOTT OF ISRAEL. Pursuant to NRS 333.338, the State of Nevada cannot enter a contract with a company unless that company agrees for the duration of the contract not to engage in a boycott of Israel. By submitting a proposal or bid, vendor agrees that if it is awarded a contract, it will not engage in a boycott of Israel as defined in NRS 333.338(3)(a).

INDEMNIFICATION. Required contract terms on Indemnification: "To the fullest extent permitted by law, Contractor shall indemnify, hold harmless and defend, not excluding the State’s right to participate, the State from and against all liability, claims, actions, damages, losses, and expenses, including, without limitation, reasonable attorneys’ fees and costs, arising out of any breach of the obligations of Contractor under this contract, or any alleged negligent or willful acts or omissions of Contractor, its officers, employees and agents. Contractor’s obligation to indemnify the State shall apply in all cases except for claims arising solely from the State’s own negligence or willful misconduct. Contractor waives any rights of subrogation against the State. Contractor’s duty to defend begins when the State requests defense of any claim arising from this Contract."

LIMITED LIABILITY. Required contract terms on Limited Liability: "The State will not waive and intends to assert available NRS Chapter 41 liability limitations in all cases. Contract liability of both parties shall not be subject to punitive damages. Damages for any State breach shall never exceed the amount of funds appropriated for payment under this Contract, but not yet paid to Contractor, for the Fiscal Year budget in existence at the time of the breach. Contractor’s tort liability shall not be limited."

CONTRACT RESPONSIBILITY. Awarded vendor shall be the sole point of contract responsibility. The State shall look solely to the awarded vendor for the performance of all contractual obligations which may result from an award based on this solicitation, and the awarded vendor shall not be relieved for the non-performance of any or all subcontractors.

DATA ENCRYPTION. State IT requires that data be encrypted in transit and in rest.

STATESIDE DATA. State IT requires that State data assets must be maintained in the United States and data will not be held offshore.

NEVADA BUSINESS LICENSE. Pursuant to NRS 353.007, prior to contract execution awarded vendor must hold a state business license pursuant to NRS chapter 76 unless exempted by NRS 76.100(7)(b).

DISCLOSURE. Each vendor shall include in its proposal a complete disclosure of any alleged significant prior or ongoing contract failures, contract breaches, any civil or criminal litigation or investigations pending which involves the vendor or in which the vendor has been judged guilty or liable.

CRITICAL ITEMS

In addition to the Scope of Work and Attachments, the items listed in this section are critical to the success of the project. These items will be used in evaluating and scoring the proposal. Vendor proposal should address items in this section in enough detail to provide evaluators an accurate understanding of vendor capabilities. Proposals that fail to sufficiently respond to these items may be considered non-responsive.

CONTRACT FORM. The State strongly prefers vendors agree to the terms of the attached Contract Form as is. Ability to agree to contract terms is a high priority to the State. Vendors who cannot agree to the contract as is must include a redlined Word version of the attached Contract Form with their proposal response. To the extent a vendor has prior contractual dealings with the State, no assumption should be made that terms outside those provided herein have any influence on this project.

INSURANCE SCHEDULE

The State strongly prefers vendors agree to the terms of the attached Insurance Schedule as is. Vendors who cannot agree must explain which areas are causing non-compliance and attach a red line if necessary.

Awarded vendor shall maintain, for the duration of the contract, insurance coverages as set forth in the fully executed contract.

Work on the contract shall not begin until after the awarded vendor has submitted acceptable evidence of the required insurance coverages.

Failure to maintain any required insurance coverage or acceptable alternative method of insurance shall be deemed a breach of contract.

VENDOR BACKGROUND

Company background/history and why vendor is qualified to provide the services described in this solicitation.

Provide a brief description of the length of time vendor has been providing services described in this solicitation to the public and/or private sector.

VENDOR STAFF RESUMES

A resume shall be included for each proposed key personnel, see Proposed Staff Resume.

A resume shall also be included for any proposed key subcontractor personnel.

SUBCONTRACTORS

Subcontractors are defined as a third party, not directly employed by the contractor, who shall provide services identified in this solicitation. This does not include third parties who provide support or incidental services to the contractor.

Proposal should include a completed Vendor Information Response form for each subcontractor.

Vendor shall not allow any subcontractor to commence work until all insurance required of the subcontractor is provided to the vendor.

Vendor proposal shall identify specific requirements of the project for which each subcontractor shall perform services.

How the work of any subcontractor(s) shall be supervised How channels of communication shall be maintained How compliance with contracts terms and conditions will be assured Previous experience with subcontractor(s)

VENDOR FINANCIAL INFORMATION

The information requested in this section is designated as confidential business information by the Administrator pursuant to NRS 333.020(5)(b) and is not public information pursuant to NRS 333.333.

This information should be submitted as a separate attachment, flagged as confidential in NevadaEPro.

Proposing vendor shall provide the following financial information and documentation:

Dun and Bradstreet Number Federal Tax Identification Number The last two (2) full years and current year interim:

1. Profit and Loss Statements

2. Balance Statements

BUSINESS REFERENCES

The information requested in this section is designated as confidential business information by the Administrator pursuant to NRS 333.020(5)(b) and is not public information pursuant to NRS 333.333.

Vendors shall provide a minimum of three (3) business references from similar projects performed for private and/or public sector clients within the last five (5) years, see Reference Questionnaire.

The purpose of these references is to document relevant experience and aid in the evaluation process.

Business references should return Reference Questionnaire directly to Single Point of Contact via email.

Business references will not be accepted directly from proposing vendor.

The State will not disclose submitted references, but will confirm if a reference has been received.

The State reserves the right to contact references during evaluation.

SUBMISSION CHECKLIST

This section identifies documents that shall be submitted to be considered responsive. Vendors are encouraged to review all requirements to ensure all requested information is included in their response.

Proposals must be submitted as a Quote through NevadaEPro, https://NevadaEPro.com.

Vendors are encouraged to submit a single file attachment per proposal section if possible.

Technical proposal information and Cost proposal information shall not be included in the same attachment.

Cost proposal attachment shall not be flagged as confidential in NevadaEPro.

Additional attachments may be included, but are discouraged and should be kept to a minimum.

TECHNICAL PROPOSAL

Title Page Table of Contents Response to Mandatory Minimum Requirements Response to Critical Items Response to Scope of Work Proposed Staff Resumes Other Informational Material (may include PDF of any narrative items for the Requirements Matrix)

PROPRIETARY INFORMATION. If necessary. Attachment should be flagged confidential in NevadaEPro.

Title Page Table of Contents Trade Secret information, cross referenced to the technical proposal

COST PROPOSAL

VENDOR FINANCIAL INFORMATION. Attachment should be flagged confidential in NevadaEPro.

SIGNED ATTACHMENTS

Vendor Information Response Vendor Certifications Confidentiality and Certification of Indemnification Certification Regarding Lobbying

OTHER ATTACHMENTS. If necessary, not recommended.

REFERENCE QUESTIONNAIRES. Not submitted directly by vendor.

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