RFP 24-00006 ATT A - I.docx

ATTACHMENT A

MANAGEMENT RESPONSE

Please fill out the following form and if needed attach any explanations. Explanations should:

1. Restate the number, short title (if any) and requirement; and

2. Write the response immediately after the requirement.

1 CERTIFICATIONS AND ASSURANCES

The Vendor makes the following certifications and assurances as a required element of the proposal to which this is a part, understanding that the truthfulness of the facts affirmed here and the continuing compliance with these requirements are conditions precedent to the award or continuation of related contract/s.

We have read, understand, and agree to abide by all information contained in the solicitation, all Exhibits, and incorporated documents.

We authorize all references, employers (past and present), business and professional associates (past and present), and all governmental agencies and institutions (local, state, or federal) to release to WDFW any information, files, or records required for the evaluation of this proposal.

The attached Proposal is a firm offer for a period of 180 days following the Proposal Due Date specified in the solicitation, and it may be accepted by WDFW without further negotiation (except where obviously required by lack of certainty in key terms) at any time within this period. In the case of a protest, our Proposal will remain valid for 180 days or until the protest and any related court action is resolved, whichever is later.

In preparing this Proposal, we have not been assisted by any current or former employee of the state of Washington whose duties relate (or did relate) to this RFP, or prospective Contract, and who was assisting in other than his or her official, public capacity. Neither does such a person nor any member of his or her immediate family have any financial interest in the outcome of this Proposal. (Any exceptions to these assurances are described in full detail on a separate page and attached to this document.)

We understand that the state of Washington will not reimburse us for any costs incurred in the preparation of this Proposal. All Proposals become the property of the state, and we claim no proprietary right to the ideas, writings, items, or samples unless so stated in the Proposal. Submittal of the attached Proposal constitutes an acceptance of the evaluation criteria and an agreement to abide by the procedures and all other administrative requirements described in the solicitation.

We understand that any Contract awarded as a result of this Proposal will incorporate all solicitation requirements. Submittal of a Proposal and this Certifications and Assurances certify our willingness to comply with the Contract terms and conditions appearing in the solicitation, all Exhibits, and incorporated documents if selected as a Contractor. It is further understood that our standard Contract will not be allowed as a replacement for the terms and conditions appearing in the solicitation, all Appendices, and incorporated documents of this solicitation.

By submitting this Proposal, we hereby offer to furnish materials, supplies, services and/or equipment in compliance with all terms, conditions, and specifications contained in this solicitation. Unless otherwise required by law, the prices and/or cost data which have been submitted have not been knowingly disclosed by the vendor and will not knowingly be disclosed, directly or indirectly to any other vendor or to any competitor, prior to contract signing.

No attempt has been made or will be made by the Vendor to induce any other person or firm to submit or not to submit a proposal for the purpose of restricting competition.

The Vendor agrees that the information submitted at each step in the selection process is accurate to the best of their knowledge and submission of the proposal constitutes acceptance of all the RFP contents, including but not limited to, procedures, evaluation criteria, requirements, administrative instructions, procurement rules and procedures, and other terms and conditions. If there are any exceptions to these assurances that the vendor would like WDFW to consider, the vendor has described those exceptions in detail below. WDFW is not required to make the requested changes. If selected as the apparent successful bidder, and if after negotiation WDFW and the vendor cannot agree to Contract terms, the vendor agrees that WDFW can reject the proposal and select an alternate apparent successful bidder.

Please Note: Proposed exceptions/modifications to the Sample Contract terms& conditions do not need to be listed again here.

☐Yes ☐No ☐N/A Explain, if marked N/A; limit to ½ page:

That neither we nor our “principals” (as defined in 49 CFR 29.105) are presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction by any federal department or agency, or the state of Washington.

That we have NOT been determined by a final and binding citation and notice of assessment issued by the Washington Department of Labor and Industries or through a civil judgment entered by a court of limited or general jurisdiction to have willfully violated, as defined in RCW 49.48.082, any provision of RCW chapters 49.46, 49.48, or 49.52 within three (3) years prior to the date of this RFP.

Pursuant to RCW 39.26.160(3) (best value criteria) and consistent with Executive Order 1803 – Supporting Workers’ Rights to Effectively Address Workplace Violations (dated June 12, 2018), the Washington Department of Fish and Wildlife will evaluate proposals for best value and provide a bid preference in the amount of 3% to any bidder who certifies, pursuant to the certification below that its firm does NOT require its employees, as a condition of employment, to sign or agree to mandatory individual arbitration clauses or class or collective action waiver. We hereby certify, on behalf of the Vendor, as follows (check one):

☐ NO MANDATORY INDIVIDUAL ARBITRATION CLAUSES AND CLASS OR COLLECTIVE ACTION WAIVERS FOR EMPLOYEES. We do NOT require employees, as a condition of employment, to sign or agree to mandatory individual arbitration clauses or class or collective action waivers.

OR

☐ MANDATORY INDIVIDUAL ARBITRATION CLAUSES AND CLASS OR COLLECTIVE ACTION WAIVERS FOR EMPLOYEES. We require employees, as a condition of employment, to sign or agree to mandatory individual arbitration clauses or class or collective action waivers.

2 SAMPLE CONTRACT

Do you agree to enter into a contract with WDFW that is substantially the same as the Sample Contract which is part of this solicitation? In no event are you to submit your own standard contract terms and conditions in response to this solicitation. You may submit suggested exceptions as allowed in Certifications & Assurances (the previous section in this Attachment A). WDFW is not required to make the requested changes and may reject your proposal as non-responsive, if you submit substantial exceptions to the terms and conditions or, after negotiation, WDFW does not agree to a requested change(s).

☐Yes ☐No ☐N/A In response to this section, you must identify the contract language that you wish to modify, show the suggested modifications, and state the reason why each modification is needed.

Sample Modification Table

3 INSURANCE

Do you agree that by submission of your response to this RFP you constitute your acceptance and your ability to obtain insurance coverage as set out in the Sample Contract, which is part of this solicitation? The certificate of insurance must indicate we are named as an additional insured, but the endorsement the insurance company uses to add us to the policy as additional insured, may limit the coverage to where it is not acceptable. You must assure the endorsement won’t limit the coverage, so it is less than is required in the Contract. For example: If we require $1 million liability and the endorsement says the state of Washington is added except for liability that would be unacceptable.

☐Yes ☐No ☐N/A Explain, if marked N/A; limit to ½ page:

4 REGISTRATION WITH THE DEPARTMENT OF REVENUE

Are you registered with the Washington State Department of Revenue and current on all taxes due?

You must comply with the Washington State law requiring registration with the Department of Revenue and shall be responsible for payment of all taxes due on payments made for goods and services proposed.

In general, to provide goods and services in Washington State you must be registered (i.e., have a Washington State business license) before conducting any work. Businesses so registered are required to pay business and occupation (B&O) taxes based on revenue generated.

For clarification regarding the requirements for B&O taxes, contact the Washington State Department of Revenue.

☐Yes ☐No ☐N/A Explain, if marked N/A; limit to ½ page:

5 FINANCIAL VIABILITY/STABILITY

Have you had any judgments, pending, or expected litigation, or other real or potential financial reversals which might materially affect your viability or stability.

☐Yes ☐No ☐N/A Explain, if marked N/A; limit to ½ page:

6 E-COMMERCE

Certify that the proposed solution complies with the Washington State Office of Financial Management (OFM) State Administrative & Accounting Manual, Chapter 40.20, Acceptance of Electronic Funds by State Agencies, http://www.ofm.wa.gov/policy/40.20.htm.

☐Yes ☐No ☐N/A Explain, if marked N/A; limit to ½ page:

7 PURCHASING CARD INDUSTRY (PCI) COMPLIANCE

The vendor must obtain and maintain Payment Card Industry Data Security Standards (PCI-DSS) certification, which standard affords immunity from liability under section 19.255.020 RCW when a data breach occurs.

· Link to section 19.255.020 RCW:

https://apps.leg.wa.gov/RCW/default.aspx?cite=19.255.020

· Link to the PCI DSS Requirements (PCI Data Security Standard) [on PCI’s site]:

https://www.pcisecuritystandards.org/standards/pci-dss/ Do you certify that you have read the PCI Data Security Standards and by submission of a response agree to obtain and maintain certification? Please Note: You must also provide WDFW with a copy of your PCI certification prior to contract award.

☐Yes ☐No ☐N/A Explain, if marked N/A; limit to ½ page:

8 NON-ENDORSEMENT

Do you agree to make no reference to WDFW in any literature, promotional material, brochures, sales presentation, or the like without the express written consent of WDFW? (Ref: Publicity section in the Sample Contract) ☐Yes ☐No ☐N/A Explain, if marked N/A; limit to ½ page:

9 SYSTEM DOCUMENTATION

Can you commit to creating and maintaining complete documentation on the system and its functions? This may include functional documentation for users, troubleshooting documentation for users and technical staff, advanced system documentation for technical staff, a data dictionary, and a data model.

☐Yes ☐No ☐N/A Explain, if marked N/A; limit to ½ page:

10 PRIMARY VENDOR

Are you willing to assume prime vendor responsibility? WDFW anticipates contracting with one primary vendor who may join with additional subcontractors of their choice to make this application a success. The primary vendor must serve as the prime vendor and bear the responsibility for successful performance throughout the engagement. Vendors must disclose the use of any subcontractors and indicate their willingness to assume the prime vendor responsibility.

☐Yes ☐No ☐N/A Explain, if marked N/A; limit to ½ page:

11 ASSIGNMENT OF STAFF

Do you agree to locate some of your project analysts at WDFW Olympia Headquarters during requirements development and user acceptance testing? Do you also agree that they may be required to perform work during hours that are compatible with WDFW project team members to maximize team effectiveness and project success?

☐Yes ☐No ☐N/A Explain, if marked N/A; limit to ½ page:

12 STATUS REPORTS AND MEETINGS

Weekly Status Reports: At a minimum, your Project Manager and your other key staff must attend scheduled meetings with the WDFW Project Manager and other members of WDFW's project team every week. These meetings will follow a standard pre-set agenda but may also allow you and WDFW to discuss other issues that may concern either party. WDFW may require more frequent meetings at key stages of the project.

You will be required to provide written status reports prior to these meetings. Status reports shall describe the previous weeks’ activities, including problems encountered and their disposition, results of tests, whether deadlines were met, and any problems that have arisen that need to be addressed immediately. The Status reports will also address upcoming work and deliverables and any foreseen delays in those deliverables.

Monthly Status Reports: You may be required to attend WDFW Steering Committee meetings and provide written status reports monthly throughout the project.

These reports will be coordinated with WDFW's Project Manager. You should assume the Steering Committee may meet at least monthly for two hours. The reports shall include, at a minimum:

a. Overall status of the project in terms of the project work plan

b. Deliverable status and next month’s schedule with expected variances (if any) for submittal for review and acceptance

c. Problems and issues encountered and actual resolutions

d. Problems and issues requiring attention and resolution, with proposed parties responsible for actual resolution

e. Degree of risk associated with the project and mitigation strategies

f. Proposed changes to the work plan The format and level of detail for status reports shall be subject to WDFW approval.

More frequent verbal or written reports may be required as deemed necessary by WDFW's Project Manager.

☐Yes ☐No ☐N/A Explain, if marked N/A; limit to ½ page:

13 PROJECT SCHEDULE

You are required to create and maintain a project schedule. Do you agree to create and maintain a project schedule to ensure this project will meet the specified deadline?

☐Yes ☐No ☐N/A Explain, if marked N/A; limit to ½ page:

14 CHANGE MANAGEMENT

Controlling scope and providing for changes caused by legislative mandates will be extremely important in maintaining project accountability. If awarded the contract, WDFW expects any changes will be appropriately managed by your company. Do you agree to control the scope and account for unanticipated changes?

☐Yes ☐No ☐N/A Explain, if marked N/A; limit to ½ page:

15 CONFLICT OF INTEREST

Are you or do you employ or have as a principal officer or member of your governing board, a current employee of the State of Washington? Are you or do you employ or have as a principal officer or member of your governing board, a person who is a former employee of the State of Washington but worked for the state as an employee within the last two (2) years?

☐Yes ☐No ☐N/A Explain, if marked N/A; limit to ½ page:

If you answered yes to either of the questions, it is possible that under Chapter 42.52 RCW the person may not be assigned to work on the contract. State the date they left state employment, their name and title, agency name and contact person, contact person’s phone, and email address.

16 BROWSER SUPPORT

Do you certify that any public facing web site in your proposed solution, upon implementation and as browser platforms change in future years, will be fully operational with all desktop browser platforms as well as the mobile web browser platforms that comprise the most used browsers represented by 90% of the total user traffic as reported by North American market share according to StatCounter?

Here is a link to StatCounter’s market share information: https://gs.statcounter.com/browser-market-share/all/north-america ☐Yes ☐No ☐N/A Explain, if marked N/A; limit to ½ page:

17 ADA User Interface Does the proposed system’s user interface design provide individuals with disabilities equal access to the system as intended by Web Accessibility Initiative (WAI) Web Content Accessibility Guidelines (WCAG) 2.0 Level AA Compliance to demonstrate conformance to the Americans with Disabilities Act (ADA) and the Rehabilitation Act of 1973.?

Optionally, you may include a Voluntary Product Accessibility Template (VPAT) sections 1194.21 Software Applications and Operating Systems and 1194.22 Web-based Internet Information and Applications completed for the solution(s) proposed as evidence of compliance.

Here is a link to the VPAT Template: VPAT - Information Technology Industry Council (itic.org) ☐Yes ☐No ☐N/A Explain, if marked N/A; limit to ½ page:

ATTACHMENT B

COMPENSATION MODEL (Amended)

1 REQUIRED MODEL – FIXED MONTHLY PAYMENT

The Washington Department of Fish and Wildlife (WDFW) is seeking a vendor to partner with us in providing an optimal solution for our internal and external customers. After a thorough review of past sales and trends in hunting and fishing participation, WDFW has decided to implement a monthly compensation model contingent upon the selected vendor meeting all Service Level Agreements (SLAs) each month. The monthly payments will commence after initial deployment of the system.

This arrangement safeguards the vendor from potential impacts of decisions made by the Washington State Legislature and WDFW Commission that may affect sales and participation. The monthly payments shown in the table below will be your only source of compensation and must cover all costs associated with all the services, including staff costs and any non-labor expenses necessary to accomplish the work. No additional charges for tax, overhead, travel, lodging, meals, or other expenses shall be allowed.

Tax Liability: The vendor shall comply with the Washington State law requiring registrations and shall be responsible for payment of all taxes due.

This non-negotiable compensation model will remain in effect for the initial six years of the contract, excluding any extensions.

Monthly Payment Schedule

The Monthly Payment Schedule remains valid until June 2032. Annual rate increases beyond that date will be subject to negotiation, but the percentage increase may not exceed the percentage increase in the US Consumer Price Index (CPI) for All Items, as calculated from a June 2032 base.

The Monthly Payment Schedule is firm and fixed for six years from the effective date of the contract. Beginning seventy-two (72) months after the effective date of the contract, and for every twenty-four-month anniversary thereafter, the Contractor may request a price adjustment. Requests for price adjustments must be made in writing and received at least sixty (60) calendar days prior to the adjustment date (the seventy-second month anniversary of the effective date of the contract). In the event the Contractor fails to timely request a price adjustment, WDFW, at its sole discretion, may allow an untimely adjustment; provided, however, that such adjustment will not be effective for any time prior to WDFW’s price adjustment.

Price adjustments will be made in accordance with the percentage change in the United States Department of Labor, Bureau of Labor Statistics (BLS) Producer Price Index (PPI), PCU5416--5416-- issued for Management and Technical Consulting Services of each contract term. The percentage difference between the PPI issued for PCU5416--5416--, Management and Technical Consulting Services 2020, and the PPI issued for each subsequent year will determine the maximum allowable adjustment of original contract prices.

No retroactive contract price adjustments will be allowed. The economic adjustment shall be calculated as follows:

New Price = Old Price x (Current Period Index/Base Period Index) Changes occur due to legislation and business opportunities that enhance our sales and enforcement. These changes often require system modification. Identify in the table below the number of hours annually that are included at no additional charge to address this need (development hours). Any additional hours would be billed according to the Hourly Rate Schedule section below.

Sample Pricing Table Initial Contract

Development Hours

Three Optional 2-Year Extensions

Development Hours

2 HOURLY RATE SCHEDULE

WDFW requires the vendor to develop a highly flexible and manageable system that will provide WDFW with the ability to create, modify, and otherwise manage the items sold through the proposed system, without any intervention by the vendor. This high degree of flexibility should minimize the need to change the proposed system during the contract period. However, during this project, conditions may change, or WDFW or the vendor may uncover new requirements for the system that it was not possible to discover during the design and development phase of the initial system. A cooperative approach is required to effect such changes in a cost- neutral manner. Your response should include confirmation of this understanding.

It is understood that any system defects will be corrected by the vendor as part of a contract and will not be counted against any pool of hours or cost added changes.

The following basic changes are expected to be provided either by the requested administrative tools or programmer time included as part of the contract and will not be counted against any pool of hours or cost added. The detailed list of maintenance items to be covered at no additional cost will be determined after gaining a comprehensive understanding of the system.

a. Addition or deletion of Hunt Choices

b. Changes to start and stop dates

c. New licensing combinations

d. Small (10 – 15 question) surveys

e. Changes to the cost of licenses and other recreational license documents

f. Addition of new license categories, licenses, and recreational license documents

g. Creation of additional printed documents provided they follow an existing template

h. Changes to Internet sales web pages

i. Addition or deletion of purchase prerequisites using existing data fields In the event authorized users cannot manage one or multiple items above, the vendor must be able to make the change by 5:00 AM of the fifth business day following the request for change. Example: A request made at 12:00 noon on a Monday would have to be available by 5:00 AM on Friday of the same week.

Sample Hourly Rate Table

Combined Rate

Work needed outside the contractual statement of work will use the Hourly Rates Table. Projects will follow the process outlined in the Contract. Each of these performance-based amendments will be for actual hours worked with a not-to-exceed fixed price.

The hourly rate proposed remains valid until June 2032. Annual rate increases beyond that date will be subject to negotiation, but the percentage increase may not exceed the percentage increase in the US Consumer Price Index (CPI) for All Items, as calculated from a June 2032 base.

The hourly rates proposed are firm and fixed for two years from the effective date of the contract. Beginning twenty-four (24) months after the effective date of the contract, and for every twenty-four-month anniversary thereafter, the Contractor may request a price adjustment. Requests for price adjustments must be made in writing and received at least sixty (60) calendar days prior to the adjustment date (the twenty-four-month anniversary of the effective date of the contract). In the event the Contractor fails to timely request a price adjustment, WDFW, at its sole discretion, may allow an untimely adjustment; provided, however, that such adjustment will not be effective for any time prior to WDFW’s price adjustment.

Price adjustments will be made in accordance with the percentage change in the United States Department of Labor, Bureau of Labor Statistics (BLS) Producer Price Index (PPI), PCU5416--5416-- issued for Management and Technical Consulting Services of each contract term. The percentage difference between the PPI issued for PCU5416--5416--, Management and Technical Consulting Services 2020, and the PPI issued for each subsequent year will determine the maximum allowable adjustment of original contract prices.

No retroactive contract price adjustments will be allowed. The economic adjustment shall be calculated as follows:

New Price = Old Price x (Current Period Index/Base Period Index)

ATTACHMENT C

SCORED REQUIREMENTS

Each response is not to exceed the maximum number of pages where indicated. Each of the subsections under the main section headers (1-5) will be scored using the criteria in the evaluation points table on page 18. When explaining answers or describing experience:

1. Restate the number, short title (if any) and requirement; and

2. Write the response immediately after the requirement.

1 GENERAL REQUIREMENTS (4 points)

1.1 Executive Summary

Provide a brief executive summary describing Proposer’s business, understanding of WDFW’s business needs and proposed solution to meet the needs defined in this RFP. (2 Pages)

1.2 Ability to Deliver Goods and Services

Provide a brief, descriptive statement detailing evidence of the Proposer’s ability to deliver the goods or services sought under this RFP (e.g., prior experience, training, certifications, resources, program, and quality management systems, etc.) (4 Pages)

1.3 Experience Implementing and Supporting Proposed Solution

Provide a description of Proposer’s approach to organizational quality assurance and strategic planning, including one or more examples of how the described approach has contributed to organizational improvements and customer satisfaction. (3 Pages)

1.4 References

Provide a comprehensive list of all past and current implementations of your proposed solution. Additionally, include at least two points of contact for each implementation, with the following details for each contact: full name, title, email address, and telephone number. Note: WDFW will be contacting each reference provided. The quality and relevance of these references will be scored as part of the evaluation process. (3 pages) 2 STAFFING PROPOSAL (4 points)

2.1 Project Staffing Plan

Provide a description of the staffing plan for the contract period leading up to implementation. (3 Pages)

2.2 Maintenance and Operations Staffing Plan

Provide a description of the staffing plan for operations and maintenance of the proposed system during the contract period following system implementation. (3 Pages)

2.3 Organizational Chart

Provide an organizational chart identifying the key people who will be assigned to provide the Goods or Services required by this RFP, illustrating the lines of authority. (1 Page)

2.4 Personnel Roster

Provide a personnel roster listing the names of key people who the Proposer will assign to perform tasks required by this RFP along with the estimated number of hours that each individual will devote to the required tasks. Key people must include staff in the roles of Project Manager, Operations Manager, Technical Lead, Functional Lead, Lead Business Analyst, and Account Manager. If the staff in these roles will change in the transition from Project Staffing to Maintenance and Operations Staffing, include key people in those roles for both phases of the contract period. (2 Pages)

2.5 Staff Resumes

Provide a resume for each person identified on the personnel roster. The resume must detail the individual’s title, education, current position with the Proposer, and employment history. (2 Pages per resume)

2.6 Subcontracting

Provide a statement of whether the Proposer intends to use subcontractors to accomplish the work required by this RFP, and if so, provide a description of the scope and portions of the work each subcontractor will perform. (1 Page per subcontractor) For each subcontractor, please provide the following information.

Scope of Work, Description and Size of Company

3 PROJECT APPROACH PROPOSAL (4 points) Proposer shall address the following components for this section but should not feel constrained to answer only the specific questions listed below in its explanation and should feel free to provide attachments, if necessary, to provide a more thorough response. This section should not exceed 30 pages in total. (30 Pages)

3.1 Project Management Plan

Describe the Proposer’s plan to meet WDFW expectations for development and maintenance of a project management plan as defined in the Proposed Project Approach.

3.2 Schedule Approach

Describe the Proposer’s plan to meet WDFW’s goal of system implementation occurring no later than June 9, 2026, taking into consideration WDFW’s overall expectations defined in the Proposed Project Approach.

3.3 Planning Approach

Describe the Proposer’s plan to meet WDFW expectations for the project planning phase, as defined in the Proposed Project Approach.

3.4 Design Approach

Describe the Proposer’s plan to meet WDFW expectations for the project design phase as defined in the Proposed Project Approach.

3.5 Development and Testing Approach

Describe the Proposer’s plan to meet WDFW expectations for the project development and testing phase as defined in the Proposed Project Approach.

3.6 Training and Implementation

Describe the Proposer’s plan to meet WDFW expectations for the training and implementation phase as defined in the Proposed Project Approach.

3.7 Acceptance Approach

Describe the Proposer’s plan to meet WDFW expectations for the acceptance phase as defined in the Proposed Project Approach (Attachment A).

3.8 Service Level Agreement

Describe the Proposer’s approach to the development and maintenance of a service level agreement that addresses the ongoing needs of WDFW over the course of the contract period.

3.9 Maintenance and Operations Plan

Describe the Proposer’s approach to development and maintenance of a maintenance and operations plan that addresses the ongoing system support needs over the course of the contract period.

4 TECHNICAL PROPOSAL (4 points) Proposer shall address the following components for this section but should not feel constrained to answer only the specific questions listed below in its explanation and should feel free to provide attachments, if necessary, to provide a more thorough response.

4.1 System Requirements

Complete and submit Attachments I (System Requirements) and J (Fit Gap Analysis). (No Page Limit)

4.2 Description of Proposed Solution

Provide a description of the proposed solution, including a general overview of how the solution meets the system requirements. (3 Pages)

4.3 Representation of Proposed Solution

Provide screenshots, graphics, user interfaces, system interfaces, etc. that are representative of the proposed solution. (2 Pages)

4.4 Description or Illustration of Use of Modular System Architecture Provide a description or illustration of the proposed solution’s use of modular system architecture. Include how or if the proposed solution uses a business rules engine, application programming interface or other approach to modular system architecture. (3 Pages)

4.5 Approach to Storing Personally Identifiable Information (PII) Describe the proposed approach to storing PII so that it meets all data security standards as defined in National Institute of Standards and Technology (NIST) 800-53 and applicable Washington State Office of Cyber Security (OCS) and Washington Department of Fish and Wildlife (WDFW) requirements. If Proposer’s solution does not currently meet NIST 800-53 standards, include the identified steps or system modifications necessary to meet them. (2 Pages)

4.6 Additional Functionality Components

Describe additional functionality components that are included in the proposed solution but were not requested in the set of system requirements identified in Attachment I (System Requirements). Include in the description how the functionality is used by other customers and Proposer’s recommendation for how or if it can be used by WDFW. (2 Pages)

4.7 Approach to Updating Solution

Describe the Proposer’s approach to updating the proposed solution during the contract period. Include descriptions of both WDFW requested updates and Proposer initiated updates intended to leverage current technologies or industry-leading features. Include a strategic roadmap for the proposed solution and explain the process for identifying and deploying new technology, services, and functionality. (2 Pages) 5 WORK SAMPLES (4 points) Proposer shall address the following components for this section but should not feel constrained to answer only the specific questions listed below in its explanation and should feel free to provide attachments, if necessary, to provide a more thorough response. This section should not exceed 50 pages in total. (50 Pages)

5.1 System Design

Provide a work sample of a system functional design document that illustrates the scope and level of detail typical of Proposer’s work.

5.2 Project Plan

Provide a work sample of a project plan that illustrates the scope and level of detail typical of the Proposer’s work.

5.3 Training Materials

Provide a work sample of a training material document that illustrates the scope and level of detail typical of Proposer’s work.

5.4 Data Dictionary

Provide a work sample of a data dictionary that illustrates the scope and level of detail typical of the Proposer’s work.

5.5 User Support Guide

Provide a work sample of an online user support guide that illustrates the scope and level of detail typical of Proposer’s work.

5.6 Service Level Agreement

Provide a work sample of a service level agreement that illustrates the scope and level of detail typical of Proposer’s work. This sample should include, at a minimum, the following sections:

· Release Management – This should include the processes and protocols for managing software releases, including planning, scheduling, and deployment.

· Change Management – This should outline the approach to managing changes to the system, including procedures for logging and approving changes, and methods for minimizing disruptions.

· Defect Management – This should include the approach to identifying, tracking, and resolving defects, including reporting mechanisms and resolution timelines.

· Code Management – This should include the practices and tools used for managing code, including version control systems and code review processes.

ATTACHMENT D

CONFIDENTIALITY STATEMENT

As an authorized representative and/or corporate officer of the company named below, I warrant that my company and its employees will not disclose nor fail to keep secure any documents, diagrams, information, and information storage media made available by the Washington State Department of Fish and Wildlife (WDFW) for the purpose of responding to this RFP or in conjunction with any contract arising therefrom. I warrant that only those employees who are authorized and required to use such materials will have access to them.

I further warrant that all materials provided by WDFW, or the State will be returned promptly after use and that all copies or derivations of the materials will be physically and/or electronically destroyed. I will include the returned materials; a letter attesting to the complete return of materials and document the destruction of copies and derivations. Failure to comply will subject this company to liability, both criminal and civil, including all damages to WDFW and third parties. I authorize WDFW to inspect and verify the above.

I warrant that if my company is awarded the contract, the company will not enter into any agreements or discussions with a third party concerning such materials prior to receiving confirmation from WDFW that such third party has an agreement with the State similar to this one.

Company Name

ATTACHMENT E

PUBLIC DISCLOSURE EXEMPTIONS

This template is to be used to identify any pages of your response that should be considered for exemption from public disclosure as described in section 2.14 of the RFP Rules.

ATTACHMENT F

FINANCIAL DOCUMENTATION

For the apparent successful vendor, the following financial documentation will be requested:

The vendor must provide financial documentation that is sufficient to demonstrate its financial viability to perform the contract resulting from this RFP. Three of the following five minimum acceptable standards shall be met, one of which must be either item d, or item e, below. Unless otherwise stated, the vendor shall supply the following information for the legally qualified corporation, partnership or other business entity submitting the response under this RFP that will be performing as “prime vendor”.

a. Current ratio: ≥ 1.0:1 or (1.0)

· Computation: Total current assets ÷ total current liabilities

b. Debt to tangible net worth: ≤ 5:1

· Computation: Total liabilities ÷ (net worth minus intangible assets)

c. Dun & Bradstreet credit worthiness (credit score): ≤ 3 (on a scale of 1-5)

d. Minimum existing sales or revenue: ≥ $2.0 million

e. Total equity: ≥ 10% of minimum sales or revenue determined in d above NOTE: WDFW acknowledges that privately held corporations and other business entities are not required by law to have audited financial statements. In the event the vendor is a privately held corporation or other business entity whose financial statements are audited; such audited statements shall be provided. If the privately held corporation or other business entity does not have audited financial statements, then unaudited statements or other financial documentation sufficient to provide the same information as is generally contained in an audited statement, and as required below, shall be provided.

WDFW also acknowledges that a vendor may be a wholly owned subsidiary of another corporation or exist in other business relationships where financial data is consolidated. Financial documentation is requested to assist WDFW in determining whether the vendor has the financial capability of performing the contract to be issued pursuant to this RFP. The vendor must provide financial documentation sufficient to demonstrate such capability including wherever possible, financial information specific to the vendor itself. All documentation provided may be reviewed by an independent CPA and should, therefore, be of the type and detail regularly relied upon by the certified public accounting industry in making a determination or statement of financial capability.

To determine the above ratios, the most recent available and applicable financial documentation for the vendor shall be provided. This documentation shall include the most recently issued audited financial statement (or if unaudited, reviewed in accordance with standards issued by the American Institute of Certified Public Account). All Statements shall include the following for the most recently audited (immediate past) year.

a. Auditors’ reports for financial statements

b. Balance sheet

c. Statement of income or activities

d. Statement of retained earnings (except for non-profit organizations)

e. Statement of cash flows

f. Notes to financial statements

g. Any written management letter issued by the auditor to the vendor’s management, its board of directors or the audit committee, or, if no management letter was written, a letter from the auditor, stating that no management letter was issued and that there were no material weaknesses or significant deficiencies in internal control

h. A copy of the Dun & Bradstreet credit worthiness report dated after January 2024

i. SEC Form 10-K If the year end of the most recent completed audit (or review) is earlier than nine (9) months prior to the issuance date of this RFP, then the most recent unaudited financial statement (consisting of items b, c, d, and e above) must also be provided by the vendor in addition to the audited statement required above. The unaudited financial data will be averaged with the recent fiscal year audited (or reviewed) financial statement data, to arrive at the given ratios, revenues, and equity requirements.

If the vendor is a sole proprietor or non-corporate entity, the vendor shall provide financial documentation that is sufficient for an independent CPA to determine the financial ratios, revenues, and equity including applicable financial statements, income tax returns and other documents.

Include a brief description of:

· The history of any changes to the legal status and the reason(s) why

· Associated businesses that have ownership interests.

Vendors that fail to provide any of the aforementioned financial information may not advance to the next step in the selection process.

Any bidder with a net worth of less than $50 million may be required to provide a performance bond in the amount of $2.5 million, to be in place during the term of the contract, unless other financial assurances acceptable to WDFW are in place at the time the contract is executed.

ATTACHMENT G

MANDATORY SECURITY REQUIREMENTS

1 Response Requirements Vendor must respond to each mandatory security requirement listed below. Failure to comply with any requirement may result in the response being disqualified.

The response must always explicitly state whether the Vendor’s proposed services meet the requirement. A statement the Vendor has read, understands, and fully complies with this requirement is acceptable along with any additional information requested.

Respond to each of the following by

1. Restating the number, short title (if any) and the requirement; and

2. Writing the response immediately after the requirement.

2 Compliance The Vendor shall comply with all applicable regulatory requirements, including but not limited to Office of the Chief Information Officer security policies set forth at https://watech.wa.gov/policies, specifically as they apply to a technology solution capable of processing, storing, and/or using Category 3 Confidential Data.

2.1 Security Design Review

The final solution must pass a State of Washington Security Design Review prior to acceptance of system deployment. Costs for completing the design review application materials and participating at the design review conference (teleconference is acceptable) shall be the included in the Vendor’s proposal.

3 Audits

3.1 SOC 2 Report

A required deliverable for the pre-acceptance security design review process is that the successful Vendor shall provide WDFW with its latest Service Organization Control (SOC) 2 Type 2 report that measures all five of the trust service standards (availability, security, confidentiality, privacy, and processing integrity.

3.2 Audit Refresh

The Vendor shall conduct audits and provide a full SOC 2 Type 2 report to WDFW no later than once every (3) years. The Vendor shall use the WDFW-provided Non-Disclosure Agreement for all Vendor personnel, including sub-contractors, or anyone who would have access to WDFW’s data subject to the contract.

4 Vendor Physical Security The Vendor shall conform to National Institute of Standards and Technology (NIST) Special Publication 800-53 Revision 5.1.1 Security and Privacy Controls for Information Systems and Organizations.

5 Product Architecture In the response, provide detailed diagrams of the product architecture.

6 Authentication User and administrative requests to use the system shall be authenticated. Describe the methods used to provide authentication for authorized end users, administrators, and Vendor staff.

7 Data Storage Policy Data storage policies must be consistent with government and industry best security practices. In the response, please describe the data storage policy including what data is kept and for how long.

8 Interface The system must have an interface. Describe the web-based user and administrator interface.

9 Past Security Incidents The system shall be secure. Describe all security incidents related to the software, products, or services included in the response that have occurred during the past six (6) years.

10 Background Checks The Vendor shall assure it has prudent operational practices, such as proper supervision and background checks for employees that are dependent upon the level of access to personal data.

11 Security Breach Notifications WDFW shall be notified promptly of any security breach. Include a copy of your applicable Breach Notification and Incident Response Plan.

12 Penetration Testing The system shall be secure. Describe all third-party penetration testing that has been conducted for the software, products, or services being offered in your response.

13 Prevention of Application Vulnerabilities The system must not have system-level exploits through application vulnerabilities. Describe the mechanisms in place to prevent system-level exploits through application vulnerabilities. (e.g., running web applications as non-privileged users, running a sandbox environment, etc.)

14 Password and Authentication Policies The system must be compliant with Washington State Office of the Chief Information Officer (OCIO) password and authentication policies. List the details of your password and authentication policies, standards, etc. Include minimum length, lockout, complexity, timeout period, password history, etc. Describe how these polices and standards are managed and enforced.

15 Data Protection Data must be secure and reliable. Describe the security precautions in place to assure that the confidential information cannot be stolen.

15.1 Encryption at Rest

Data shall be encrypted using industry standard algorithms or cryptographic modules validated by the National Institute of Standards and Technology (NIST). Describe the encryption solution used by the system.

15.2 Encryption in Transit

Data shall be encrypted when transmitted electronically. The transmission of data outside of the State of Washington Government Network shall be encrypted using industry standard algorithms or cryptographic modules validated by NIST. Describe the encryption solution used by the system.

15.3 Encryption of Mobile Devices

Mobile devices include laptops, smart phones, tablets, and portable data storage devices. If these devices are part of the Vendor’s solution, the data used shall be encrypted using industry standard algorithms or cryptographic modules validated by NIST. Describe the encryption solution used in support of mobile devices and the system.

16 User Data Collection The system must not collect and retain more data than necessary for the successful operation of the service. Please state the customer data that is collected during the authentication process. If none, so state.

17 Web Tracking Technologies The system must not require the use of web-tracking technologies. Indicate what tracking technologies are deployed and the options available for customers to reject or remove that technology without impacting usability.

18 User Data Management The system must not commercialize or sell customer data to third parties. If the data is shared with any third parties, describe the data flows. If none, so state.

19 User Privacy The resulting contract must be consistent with Washington state government privacy regulations. Include a copy of your applicable Privacy Policy for Product Users.

20 Availability, Disaster Recovery, and Business Continuity The system must have disaster recovery and business continuity services available. Describe the available services.

20.1 Availability

The product must support high availability of at least 99.99 percent, equating to no more than 4 minutes 22 seconds of downtime per month. Please state the product’s availability level.

20.2 Disaster Recovery

The product must have performance benchmarks and a service level agreement (SLA) for disaster recovery. Provide a description for each.

21 Software Ownership Include a statement indicating whether the software is owned by a manufacturer or third-party vendor. If the Vendor is not the owner of the software, Vendor and software owner must agree to the following.

a. Vendor must identify the software owner and provide contact information

b. Vendor must provide the software owner’s licensing terms

c. Vendor must provide WDFW’s terms and conditions to the software owner

d. Software owner must agree to participate in contract negotiations with WDFW 22 System Training Vendor must provide configuration assistance and knowledge transfer. Provide a sample Statement of Work reflecting these tasks.

23 Vendor Help Desk Vendor must have a staffed help desk available twenty-four (24) hours per day, seven (7) days per week, three-hundred sixty-five (365) days per year.

24 Subscription Services Vendor must supply updated versions of all software and components. Vendor must provide error corrections and maintenance releases to all software components.

25 Technical Support Services Vendor must be the manufacturer or authorized reseller of the product.

26 Site Security

26.1 Facility Access

Vendor understands that all WDFW’s building entrances are controlled for access. In the event Vendor performs any work at any of WDFW’s buildings, Vendor agrees to become familiar with WDFW’s building and security policies, and further agrees to observe and comply with all WDFW’s building and security policies or procedures.

Vendor understands that to obtain access to WDFW’s premises, if applicable, Vendor must be issued a security badge by WDFW.