RFP 24-25-37 - Addendum 2 .doc.pdf

ADDENDA ACKNOWLEDGMENT FORM

RFP # 24/25-37

ADDENDUM # 2

DATE: 10/1/24

Department of Revenue

Building 2-1600

2450 Shumard Oak Boulevard

Tallahassee, Florida 32399-0100

RFP NO: 24/25-37

RFP TITLE: S/4HANA and BW/4HANA Upgrade Implementation Services

ADDENDUM # 2

OPENING DATE: 10/28/24

PLEASE BE ADVISED THAT THE FOLLOWING CHANGES ARE APPLICABLE TO THE

ORIGINAL SPECIFICATIONS OF THE ABOVE-REFERENCED RFP:

The attached pages 11A-2, 16 A-2, 21 A-2, 27 A-2, 109 A-2, 111 A-2, 117 A-2, 120 A-2, 123 A-2, 124 A-

2, 131 A-2 hereby replace the original pages .

Note that revised text is highlighted.

THIS ADDENDUM NOW BECOMES A PART OF THE ORIGINAL RFP. ACKNOWLEDGE

RECEIPT OF THIS ADDENDUM IN THE SPACE PROVIDED BELOW AND SUBMIT THIS FORM

WITH YOUR RESPONSE. FAILURE TO DO SO MAY SUBJECT THE BIDDER TO

DISQUALIFICATION.

BIDDER: BY:

ADDRESS: PHONE:

CITY, STATE DATE:

AUTHORIZED SIGNATURE

PAGE 11A-2

1.2 Abbreviations

Abbreviation Detail

ABAP Advanced Business Application Programming

ACH Automated Clearing House (A form for electronic funds transfer)

AD Active Directory

ADO Azure Dev Ops

AKA Also Known As

AP Accounts Payables

API Application Programming Interface

APPs Applications

AR Accounts Receivables

BW/4HANA SAP BW/4HANA is a packaged data warehouse based on SAP HANA

BADI (SAP) Business Add-In

BAPI (SAP) Business Applications Programming Interface

BI Business Intelligence

BW Business Warehouse or Warehousing

CAMS Child Support Automated Management System

CIO Chief Information Officer

CMDB Configuration Management Database

CMBE Certified Minority Business Enterprise.

DEV Development Software Environment

DR Disaster Recovery

DFS Florida Department of Financial Services.

DMS Florida Department of Management Services.

ECC ERP Central Component

EHP Enhancement Pack

EFT Electronic Funds Transfer.

ERP Enterprise Resource Planning

FEIN Federal Employer Identification Number.

FFP Firm Fixed Price.

FRICE

An SAP acronym for Forms, Reports, Interfaces, Conversions and

Enhancements. This term is a legacy term that SAP has standardized.

See new acronym “WRICEF”

GL General Ledger

GRC Governance, Risk, Controls

GUI Graphical User Interface

HTTPS Hypertext Transfer Protocol Secure

IRS Internal Revenue Service.

IT Information Technologies

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Section 3: PROCUREMENT PROCESS, SCHEDULE AND CONSTRAINTS

3.1 PROCUREMENT PROCESS

3.1.1 RFP Release

This Request for Proposals (RFP) is posted on the Vendor Information Portal (VIP) web site:

https://vendor.myfloridamarketplace.com/ . To find the RFP or other related information, enter Agency “Department of Revenue” and click on “initiate Search” at the bottom of the web page. If unable to download the document(s), contact FDOR Procurement Officer identified in Section 2.1.

Section 120.57(3)(b), F.S., requires that a notice of protest of the solicitation documents shall be made within seventy-two (72) hours after the posting of the solicitation. Section 120.57(3)(a), F.S., requires the following statement to be included in the solicitation: “Failure to file a protest within the time prescribed in section 120.57(3), F.S., or failure to post the bond or other security required by law within the time allowed for filing a bond shall constitute a waiver of proceedings under Chapter 120, F.S.”

3.1.2 Addenda

FDOR reserves the right to amend this RFP. All addenda will be in writing and will be posted electronically on the VIP web site referenced in Section 3.1.1. If unable to download an RFP addendum, contact the Procurement Officer identified in Section 2.1.

It is the responsibility of the Vendors to monitor the VIP web site, as additional notification may not be provided.

Addenda Acknowledgement Forms for each Addendum issued should be signed and returned with your proposal.

3.1.3 Questions

Questions relevant to this RFP are invited and must be in an Excel file submitted via email to the Procurement Officer identified in Section 2.1. The Excel file columns shall be formatted as follows:

# QUESTION SECTION

NUMBER

SECTION

TITLE

PAGE

NUMBER(S)

EXACT TEXT (IF

APPLICABLE)

DEPARTMENT'S

RESPONSE/ANSWER

Questions must be received by FDOR Procurement Officer on or before the date and time identified in the Procurement Schedule (Section 3.2). FDOR recommends that Vendors confirm receipt of questions submitted.

Responses to all questions will be posted on the VIP web site in accordance with the Procurement Schedule.

The written response posted on the web site is the ONLY official response. Verbal responses are not official nor binding, and those that differ from the written responses must be considered incorrect.

Public record requests submitted as part of the Question period identified above, as well as, identified/marked public record requests will be answered as promptly as possible in the ordinary course of business, but may not be answered as part of the Question and Response process. Responses to public record requests may be furnished to the requesting Vendor only.

Vendors are cautioned that questions submitted should not contain cost information. The inclusion of cost information with questions submitted may result in the Vendor’s disqualification.

It is the responsibility of the Vendor to monitor the VIP web site, as no additional notification will be provided when responses to questions are posted.

3.1.4 Errors in RFP

If a Vendor discovers any ambiguity, conflict, discrepancy, omission, or other error in this RFP, the Vendor shall immediately notify FDOR in writing of the error. FDOR will resolve major problems with

PAGE 21A-2

Below is the procurement schedule that represents the FDOR’s best estimate of the schedule that will be followed. If deviations from this schedule occur, the FDOR will publish an addendum on the VIP. No liability to the FDOR will result from such deviations. All required Vendor actions must be completed by the date and time in the schedule. All listed times are local time in Tallahassee, FL.

ANTICIPATED SCHEDULE OF EVENTS DATE AND TIME DUE

Release of the RFP September 10, 2024

Vendor submits questions/inquiries, September 24, 2024, 12 PM ET

FDOR posts responses to questions/inquires on Vendor Information

Portal September 30, 2024

Second Q & A Vendor submits questions/inquires October 4, 2024, 12 PM ET

FDOR posts responses to questions/inquires on Vendor Information

Portal October 11, 2024

Due date for Technical and Cost Proposals and opening time for administrative and technical proposals

October 28, 2024 3:00 PM ET

Cost opening December 12, 2024

Post Intent to Award on Vendor Information Portal December 16, 2024

Contract Effective Date January 6, 2025

3.1 PROCUREMENT CONSTRAINTS

3.3.1 Prohibition against contracting with Scrutinized Companies In accordance with the requirements of section 287.135(2), F.S., a company is ineligible to, and may not, bid on, submit a proposal or Response for, or enter into or renew a contract with an agency or local governmental entity for goods or services of any amount if, at the time of bidding on, submitting a proposal or Response for, or entering into or renewing such contract, the company is on the Scrutinized Companies that Boycott Israel List, created pursuant to section 215.4725, F.S., or is engaged in a boycott of Israel.

Also, in accordance with the requirements of section 287.135(2), F.S., a company is ineligible to, and may not, bid on, submit a proposal or Response for, or enter into or renew a contract with an agency or local governmental entity for goods or services of one million dollars or more if, at the time of bidding on, submitting a proposal or Response for, or entering into or renewing such contract, the company:

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Failure to comply with these requirements shall constitute grounds for declaring the Contractor in default and recovering re-procurement costs from the Contractor in addition to all outstanding fees. Contractors delinquent in paying transaction fees shall be excluded from conducting future business with the State.

For more information regarding Transaction Fees, please contact MyFloridaMarketPlace Customer Service at (866) FLA-EPRO (866-352-3776), or via email at VendorHelp@MyFloridaMarketPlace.com.

Vendors should have completed registration with the Florida Department of Management Services (DMS) State Purchasing prior to submitting a Response. Vendors should submit evidence of their registration with DMS in their Response in Volume I, Tab 4.

The successful Vendor must have completed registration with the Department of Management Services State Purchasing prior to Contract execution.

Vendors may register online, at:

MyFloridaMarket Place Vendor Information Portal

Vendors may receive additional information regarding registering to receive payments via direct deposit at the following website:

https://myfloridacfo.com/docs-sf/accounting-and-auditing-libraries/vendors/direct-deposit-frequently-asked-questions.pdf?sfvrsn=32428c99_2

For additional information, please contact the Department of Financial Services at (850) 413- 5517 or directdeposit@myfloridacfo.com.

3.3.15 Licensing by Department of State

All entities defined under Chapters 607, 608, 617, 620, 621 or 622, F.S., seeking to do business with FDOR shall be on file and in good standing with the Florida Department of State. Vendors should submit a copy of their license authorizing them to do business in the State of Florida or provide evidence of their application for a license in their Response, Volume 1, Tab 5.

3.3.16 Publicity

Vendors shall not release any publicity relating to this procurement prior to award of a Contract, unless the Vendor receives written approval from FDOR Procurement Office. Violation of this restriction will result in Vendor disqualification. Furthermore, Vendors shall not release any publicity relating to the Contract, if awarded, without receiving written approval from FDOR Procurement Officer.

3.3.17 Conflicts of Interest/No Prior Involvement

Vendors, contractors, subcontractors, and individuals that have assisted in preparation of the RFP or with project management oversight are precluded from bidding or preparing a Response for this solicitation.

The Vendor and/or Contractor shall not compensate in any manner, directly or indirectly, any officer, agent, or employee of FDOR for any act or service that he/she may do, or perform for, or on behalf of, any officer, agent, or employee of the Vendor and/or Contractor. No officer, agent, or employee of FDOR shall have any interest, directly or indirectly, in any Contract or purchase made, or authorized to be made, by anyone for, or on behalf of, FDOR or the State of Florida.

PAGE 109A-2

Bidder Acknowledgment Form you hereby state that you have read all bid terms, conditions, and specifications and agree to all the terms, conditions, specifications, and provisions. Furthermore, you are attesting that your company is currently licensed to do business within the State of Florida or will become licensed if required by State or Federal law, for the services or commodities you will provide the Department under this bid. The signer of the document must be a person authorized to bind the firm.

7.5.1.3 Tab 3 - Attachments

The Vendor must provide the following forms in Volume I: Administrative:

Attachment A: Certification of Drug Free Workplace (optional)

Attachment B: Vendor Certification Form (PUR7801)

Attachment C: Notice of No Conflict of Interest

Attachment D: Statement of No Involvement

Attachment E: Organizational Conflicts of Interest Certification

Attachment F: Vendor Responsibility Disclosure

Attachment G: Agreement to Maintain Confidential Information

Attachment H: Security Acknowledgement

Attachment J: Proposer Reference Form

Attachment K: Subcontractor Form

Attachment M: Performance Bond: Letter(s) of Commitment

7.5.1.4 Tab 4 - MFMP Registration

Proof of registration with Florida Department of Management Services (FDMS) – MyFloridaMarketPlace should be included in Tab 4.

7.5.1.5 Tab 5 - Licensing by Department of State

Proof of Licensing by Department of State should be included in Tab 5.

7.5.2 Volume II: Technical

7.5.2.1 Tab 1: Contractor’s Understanding of the Project/Executive Overview (Limited to Five Pages) Proposers must provide comprehensive narrative statements that illustrate their understanding of the project scope and project schedule. The statements shall be prepared in such a manner that it will be understandable to individuals on a management level. The proposer must not just restate what has been provided in the RFP.

Include a draft project schedule to include each Project Part and Phases with key tasks and dates.

Maximum Points Available: 20

7.5.2.2 Tab 2: Implement Updated Technologies

The Proposer must describe the work to be performed and how the requirements in 6.2.1 Implement Updated Technologies, will be met.

Maximum Points Available: 20

7.5.2.3 Tab 3: General

The Proposer must describe the work to be performed and how the Requirements in Section 6.2.2 General, will be met.

Maximum Points Available: 5

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7.5.2.14 Tab 14: Go-Live and Post Go-Live

The Proposer must describe the work to be performed and how the requirements in Section 6.2.13 Go Live and Post Go Live, will be met.

Maximum Points Available: 20

7.5.2.15 Tab 15: Company Experience

The Proposer will describe the company profile, organization, and ability to provide experienced staff for this project. Describe the experience the company has with projects like this one.

Note: The evaluator will have access to the Proposer Reference Forms submitted as part of Section 9 Procurement Forms, Attachment J Proposer Reference Form.

Maximum Points Available: 15

7.5.2.16 Tab 16: Customer References

Proposer must submit information for three (3) customers to whom Proposer provided contractual services of similar scope and size as those identified in this RFP. Information for these references must be provided in Attachment J: Proposer Reference Form.

The Customer Reference Form, Attachment I: Customer Reference Form, must be completed by the individuals representing the Proposer’s references and must be separately submitted via email to the Department’s Procurement Officer listed in Section 2.1 on or before the Proposal Due Date and time as provided in Section 3.2, Procurement Schedule.

Customer Reference Forms submitted with Proposals will not be considered in the Evaluation.

Each Proposer must coordinate the completion and separate submission of the included Attachment I:

Customer Reference Form for three (3) customers to whom Proposer has provided commodities and/or contractual services of similar scope and size as those identified in the RFP. The Customer Reference Form must be completed by an individual representing the Proposer’s reference and must be separately returned to the Department before the time appointed for the Proposals Due in the Procurement Schedule. Customer Reference Forms submitted with Proposer’s Proposals will not be considered in the Evaluation.

For each required Customer Reference Form, the reference shall follow the process below:

a. Complete the Customer Reference Form on the form provided or an exact duplicate of the form.

b. Sign and date the completed Form.

c. Scan and email the Customer Reference Form to the Procurement Officer, identified in section 2.1, from a verifiable company email address. Submissions from personal email addresses will not be will not be considered in the Evaluation.

The Department will not accept late Customer Reference Forms submitted by any means other than that which is described above, and each Customer Reference Form submitted must be completed as required. The Department will not evaluate more than the number of required references indicated above. The Department reserves the right to contact references directly to confirm and clarify information detailed in the completed Customer Reference Form and may consider clarification of responses in the evaluation and scoring of references. The Department will make a reasonable effort to contact references, if required, however, the Department is under no obligation to directly contact references or to clarify any reference information.

The Department must receive three (3) Customer Reference Forms.

PAGE117A-2

8.3.2 Technical Evaluation Criteria

THE MAXIMUM PROPOSAL POINTS POSSIBLE including weight factor – 210

Proposals will be evaluated based on the Vendor’s responsiveness to the information requested in Tabs 1 through 16, as well as any additional information the Vendor wishes to provide that relates to the specific areas addressed in each Tab. The Department does not have to consider any information about a particular area if it is not included in the specified Tab or the Customer Reference Form for Tab 16. Include the approach and steps that will be taken to do the work, include any tools the proposer will provide for the work.

Tab 1: Contractor’s Understanding of the Project/Executive Overview (Limited to Five Pages not including the Project Schedule)

Maximum Points Available: 20

Tab 2: Implement Updated Technologies

Maximum Points Available: 20

Tab 3: General

Maximum Points Available: 5

Tab 4: Platforms

Maximum Points Available: 5

Tab 5: User and Access Management

Maximum Points Available: 5

Tab 6: Data

Maximum Points Available: 20

Tab 7: Software Development and Configuration

Maximum Points Available: 15

Tab 8: Named Positions

Maximum Points Available: 5

Tab 9: Project Management

Maximum Points Available: 20

PAGE 123A-2

ATTACHMENT B: VENDOR CERTIFICATION FORM – PUR 7801

I hereby certify the following on behalf of the vendor identified below:

Customer

Indicator (Required, N/A, Determined by Vendor)

Vendor

Indicator (Certified, N/A)

Certification

Required Certified Regardless of the dollar value of the goods or services provided, in accordance with the requirements of section 287.135(5), F.S., the vendor is not participating in a boycott of Israel and is not on the State Board of Administration’s “Quarterly List of Scrutinized Companies that Boycott Israel,” available at

Florida State Board of Administration (sbafla.com) Required Certified If the goods or services to be provided are $1 million or more, in accordance with the requirements of section 287.135, F.S., the vendor is not on the Scrutinized Companies with Activities in Sudan List or the Scrutinized Companies with Activities in the Iran Terrorism Sectors List (collectively, “Scrutinized List of Prohibited Companies”);

does not have business operations in Cuba or Syria; and is not on the State Board of Administration’s “Scrutinized List of Prohibited Companies” available under the quarterly reports section at

Florida State Board of Administration (sbafla.com) Required Certified The vendor is not on the Suspended Vendor List; it and its suppliers, subcontractors, or consultants to be utilized under the contract are not on the Convicted Vendor, Discriminatory Vendor, or Antitrust Violator Vendor Lists; and there is no pending or threatened action, proceeding, or investigation, or any other legal or financial condition, that would in any way prohibit, restrain, or diminish the vendor’s ability to satisfy the contract obligations.

The vendor is hereby informed of the provisions of sections 287.133(2)(a), 287.134(2)(a), and 287.137(2)(a), F.S., that identify the impacts to the vendor's ability or its affiliates’ ability to respond to the competitive solicitations of a public entity; to be awarded or perform work as a contractor, supplier, subcontractor, or consultant under a contract with a public entity; or to transact business with a public entity if it, or its affiliates, are placed on the Convicted Vendor, Discriminatory Vendor, or Antitrust Violator Vendor Lists of the Department of Management Services. The vendor is hereby further informed of the provisions of section 287.1351, F.S., that identify the impacts to the vendor’s ability to enter into or renew a contract with an agency, as defined in section 287.012, F.S., if it is placed on the Suspended Vendor List of the Department of Management Services.

Required Certified If the contract grants the vendor access to an individual’s personal identifying information, the vendor is not prohibited from entering into the contract pursuant to section 287.138, F.S., and has completed the Form PUR 1355, “Foreign Country of Concern Attestation Form,” available at http://www.flrules.org/Gateway/reference.asp?No=Ref-15843, and attached it hereto.

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Section 9: SUBMITTALS and ATTACHMENTS

9.1 Submittal Checklist

This “Checklist” is provided merely for the convenience of the Proposer and may not be relied upon in lieu of the instructions or requirements of this Solicitation. Failure to comply with any instructions of the RFP may be grounds for deeming a Response as non- responsive and not eligible for award.

TO BE INCLUDED IN VOLUME I: ADMINISTRATIVE (electronic and hard copy)

Attachment or Section

Description Tab

7.5.1.1 Transmittal Letter 1

7.5.1.2 RFP Contractual Services – Acknowledgement Form and any Addenda Acknowledgement Forms for each Addendum issued

A Certification of Drug Free Workplace (optional) 3

B Vendor Scrutinized Companies Lists Attestation 3

C Notice of Conflict of Interest 3

D Statement of No Involvement 3

E Organizational Conflicts of Interest Certification 3

F Vendor Responsibility Disclosure 3

G Agreement to Maintain Confidential Information 3

H Security Acknowledgement 3

J Proposer Customer Reference Form (After Purchasing review for mandatory requirement, forms will be inserted in Technical Tab 15 by Purchasing)

K Sub-contractor List 3

5.16.1 Letter(s) of commitment for a performance bond as described in Section 5.16.1 (Attachment M)

3.3.14 Registration with Florida Department of Management Services (FDMS) – MyFloridaMarketPlace

3.3.15 Licensing by Department of State 5

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N/A N/A If the vendor is a common carrier, as defined in section 908.111, F.S., or a contracted carrier, it is not prohibited from entering into the contract pursuant to section 908.111, F.S., and has completed the Form PUR 1808, “Common Carrier or Contracted Carrier Attestation Form,” available at http://www.flrules.org/Gateway/reference.asp?No=Ref-14614, and attached it hereto.

Required Certified The vendor is registered with, and uses, the E-Verify system for all newly hired employees in accordance with section 448.095, F.S.; and has not, within the last year, had a contract terminated under section 448.095(5)(c), F.S., by a public employer, contractor, or subcontractor, as defined by section 448.095(1), F.S.

Required Certified The vendor is in compliance with all applicable disclosure requirements set forth in section 286.101, F.S., and has not been deemed ineligible for a grant or contract funded by a state agency pursuant to section 286.101(7), F.S.

Required Certified If the contract is between a nongovernmental entity and a governmental entity, in accordance with section 787.06, F.S., the vendor has completed an affidavit signed by an officer or a representative of the vendor under penalty of perjury attesting that the vendor does not use coercion for labor or services as defined in section 787.06, F.S.

Required Certified The vendor and its suppliers, subcontractors, or consultants to be utilized under the contract are not on the Forced labor vendor list; and there is no pending or threatened action, proceeding, or investigation, or any other legal or financial condition, that would in any way prohibit, restrain, or diminish the vendor’s ability to satisfy the contract obligations.

The vendor is hereby informed of the provisions of section 287.1346 that identify the impacts to the vendor's ability or its affiliates’ ability to respond to the competitive solicitations of a public entity; to be awarded or perform work as a contractor, supplier, subcontractor, or consultant under a contract with a public entity; or to transact business with a public entity if it, or its affiliates, are placed on the Forced labor vendor list of the Department of Management Services.

The aforementioned list is available at:

https://www.dms.myflorida.com/business_operations/state_purchasing/st ate_agency_resources/vendor_registration_and_vendor_lists

By signing below, I certify that I am authorized to complete and submit this Vendor Certification Form on behalf of the vendor.

Vendor Information Signatory

Name ______________________________ Signature_____________________ Date ___________

FEIN ________________________________ Typed or Printed Name _________________________

Title ______________________________________

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ATTACHMENT I: CUSTOMER REFERENCE FORM

PLEASE NOTE THAT REFERENCES MUST BE RECEIVED BY THE DEPARTMENT ON OR

BEFORE OCTOBER 28, 2024

Vendor’s

Name:_____________________________________________________________________

Name of Company or Entity Providing

Reference:___________________________________________

Reference’s Address:__________________________________________________________

Is this reference provided by a public sector organization?____________________________________

To whom it may concern:

Your company or organization has been selected by the above-referenced vendor to provide a reference concerning a competitive solicitation issued by Florida Department of Revenue for an SAP system upgrade to S/4HANA and BW/4HANA.

Please select which of the following aligns most closely with the work the vendor performed for your organization:

____SRP ERP migration from CRM and ECC to S/4 with more than 2 TB of data into S/4.

____ BW to BW/4HANA migration project.

____other: ______________________________________________________

Briefly describe the work the vendor performed and specifically if the work included a Brownfield migration of SAP ERP to S/4, hybrid cloud, with CRM as the source of the master data, and BW to BW/4