Self-Funded Web Portal RFP 28073-AW.pdf

State of Wisconsin

DOA-3261 (R08/2003)

s.16.75, Wis. Statutes

PROPOSALS MUST BE SEALED AND ADDRESSED TO: Remove from proposer list for this commodity/service. (Return this page only.)

AGENCY ADDRESS:

State Bureau of Procurement Wisconsin Department of Administration 101 East Wilson Street, 6th Floor Madison, WI 53703-3405

If using PO Box, P.O. Box 7867 Madison, WI 53707-7867

Proposal envelope must be sealed and plainly marked in lower corner with due date and Request for Proposal # 28073-AW. Late proposals will be rejected. Proposals MUST be date and time stamped by the soliciting purchasing office on or before the date and time that the proposal is due.

Proposals dated and time stamped in another office will be rejected. Receipt of a proposal by the mail system does not constitute receipt of a proposal by the purchasing office. Any proposal which is inadvertently opened as a result of not being properly and clearly marked is subject to rejection.

Proposals must be submitted separately, i.e., not included with sample packages or other proposals. Proposal openings are public unless otherwise specified. Records will be available for public inspection after issuance of the notice of intent to award or the award of the contract.

Proposer should contact person named below for an appointment to view the proposal record.

Proposals shall be firm for acceptance for sixty (60) days from date of proposal opening, unless otherwise noted. The attached terms and conditions apply to any subsequent award. REQUEST FOR PROPOSAL

THIS IS NOT AN ORDER Proposals MUST be in this office no later than

2:00:00 p.m. CT, Tuesday, July 10, 2012 Public Opening

PROPOSER (Name and Address) No Public Opening

Name (Contact for further information)

Andrea Welch

Phone

(608) 264-9775 Date

May 14, 2012 Quote Price and Delivery FOB n/a

Description

Statewide Self-Funded Web Portal

RFP # 28073-AW

Payment Terms: n/a Delivery Time: n/a We claim minority Proposer preference [Wis. Stats. s. 16.75(3m)]. Under Wisconsin Statutes, a 5% preference may be granted to CERTIFIED Minority Business Enterprises. Proposer must be certified by the Wisconsin Department of Commerce. If you have questions concerning the certification process, contact the Wisconsin Department of Commerce, 5th Floor, 201 W. Washington Ave., Madison, Wisconsin 53702, (608) 267-9550.

We claim certified disabled veteran-owned business preference. Under Wisconsin Statutes, a 5% preference may be granted to CERTIFIED disabled veteran-owned business. Proposer must be certified by the Wisconsin Department of Commerce. If you have questions concerning the certification process, contact the Wisconsin Department of Commerce, 5th Floor, 201 W.

Washington Ave., Madison, Wisconsin 53702,.

Wis. Stats. s. 16.754 directs the state to purchase materials which are manufactured to the greatest extent in the United States when all other factors are substantially equal. Materials covered in our bid were manufactured in whole or in substantial part within the United States, or the majority of the component parts thereof were manufactured in whole or in substantial part in the United States.

Yes No Unknown In signing this proposal we also certify that we have not, either directly or indirectly, entered into any agreement or participated in any collusion or otherwise taken any action in restraint of free competition; that no attempt has been made to induce any other person or firm to submit or not to submit a proposal; that this proposal has been independently arrived at without collusion with any other proposer, competitor or potential competitor; that this proposal has not been knowingly disclosed prior to the opening of proposals to any other proposer or competitor; that the above statement is accurate under penalty of perjury.

We will comply with all terms, conditions and specifications required by the state in this Request for Proposal and all terms of our proposal.

Name of Authorized Company Representative (Type or Print)

Title

Phone ( ) Fax ( )

Signature of Above

Date

Federal Employer Identification No.

Social Security No. if Sole Proprietor (Voluntary)

This form can be made available in accessible formats upon request to qualified individuals with disabilities.

Self-Funded Web Portal RFP 28073-AW (11/13/2014 8:49:00 AM) 2

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STATE OF WISCONSIN

REQUEST FOR PROPOSALS (RFP) # 28073-AW

for Statewide Self-Funded Web Portal

TABLE OF CONTENTS

1. GENERAL INFORMATION

1.1. Introduction

1.2. Statement of Purpose

1.3. Scope of Work

1.4. Background and History

1.5. Procuring and Contracting Agency

1.6. Definitions

1.7. Clarifications and/or Revisions to the Specifications and Requirements

1.8. Contact with State Employees

1.9. News Releases

1.10. Proposer Conference

1.11. Reasonable Accommodations

1.12. Calendar of Events

1.13. Contract Term

1.14. Contract Volume

1.15. VendorNet Registration

2. PREPARING AND SUMITTING A PROPOSAL

2.1. General Instructions

2.2. Incurring Costs

2.3. Submitting the Proposal

2.4. Proposal Organization and Format

2.5. Oral Presentations and Site Visits

2.6. Demonstrations

2.7. Multiple Proposals

2.8. Bonds and Letters Of Credit

2.9. Withdrawal of Proposals

3. PROPOSAL SELECTION AND AWARD PROCESS

3.1. Preliminary Evaluation

3.2. Proposal Scoring

3.3. Evaluation Criteria

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3.4. Right to Reject Proposals and Negotiate Contract Terms

3.5. Award and Final Offers

3.6. Notification of Intent to Award

3.7. Appeals Process

4. MANDATORY REQUIREMENTS

4.1. Proposer Qualifications

4.2. Application Hosting

4.3. Payment Transactions

4.4. Calculation of Portal Fees

4.5. Continuing Evidence of Financial Solvency

4.6. Local Presence

4.7. Data Ownership

4.8. Rights to Electronic Information

5. GENERAL PROPOSAL REQUIREMENTS

5.1. Corporate Structure

5.2. Organization Capabilities

5.3. Organization Staffing

5.4. Proposer Customers

5.5. Penalties, Damages or Compensation

5.6. Subcontractors

5.7. Proof of Financial Stability

5.8. Legal Proceedings

5.9. Bankruptcy

5.10. Contract Termination History

5.11. Information Security and Protection

5.12. Privacy and Ownership of Information

6. TECHNICAL REQUIREMENTS

6.1. Executive Summary

6.2. Portal Governance

6.3. Approach to Self-Funded Model

6.4. Portal Design

6.5. Outreach and Marketing

6.6. Implementation Planning and Execution

6.7. Program and Project Management

6.8. Content Management System

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6.9. Internet Tools and Features

6.10. Portal Access Options

6.11. Web Templates

6.12. Electronic (Digital) Signatures

6.13. Multi-Language and Disabled Access

6.14. Navigation and Search Features

6.15. Extensible Architecture

6.16. State Identity Management

6.17. Personalized User Accounts

6.18. Portal Applications

6.19. Geospatial Infrastructure, Web Services and Location-Based Applications

6.20. Quality Management

6.21. Pilot / Acceptance Testing

6.22. Change Management

6.23. Risk Management

6.24. Problem / Incident Management

6.25. Integration Management

6.26. Security Management

6.27. Maintenance and Operations

6.28. Customer Service

6.29. Training

6.30. Disaster Recovery and Business Continuity

6.31. Reporting Requirements

6.32. Contract Transition

7. OPPORTUNITIES FOR DISTINCTION

8. COST PROPOSAL

8.1. Cost Proposal Narrative

8.2. Estimated Transaction Costs

8.3. Opportunities for Distinction Financial Detail

9. REQUIRED FORMS

10. LIST OF ATTACHMENTS

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1. GENERAL INFORMATION

1.1. Introduction

The purpose of this document is to provide interested parties with information to enable them to prepare and submit a proposal for a statewide self-funded managed web portal (referred to throughout as “the Portal” and/or “Wisconsin.gov”).

The State of Wisconsin (State) as represented by the Department of Administration (DOA) intends to use the results of this solicitation to award a contract for the development of, transition to, and operation and maintenance of the Portal.

1.2. Statement of Purpose

In response to citizen and private sector business (customer) demand for new online services and an improved portal, the State has determined that a self-funded model for its portal to e-Government services is the best way to meet customer demands and capitalize on cutting-edge technological advancements.

When Wisconsin.gov is the first stop for Wisconsin government information and services its value will be realized. As such, Wisconsin.gov must sustain and leverage its past successes to benefit Wisconsin through additional services, more cost-effective service provisioning, and greater usage of those services.

The current model of Wisconsin.gov has been successful in achieving its original goals. However, there are abundant opportunities for new ideas, approaches, and successes that take full advantage of technology developments to meet citizen expectations for e-government better. The State envisions a portal organized by citizen needs.

1.2.1. Value to the Public

A successful portal will become the first choice for citizens needing to obtain government data or transact business with state agencies allowing Wisconsin citizens to receive government services without navigating a maze of disparate and duplicative internet sites. Citizen interaction with Wisconsin.gov will be productive and informative. This will be achieved through a customer-centric approach offering the public an intuitive way to access current applications and use new functionalities while respecting user-learning preferences and by offering the right services and information.

1.2.2. Value to the Business Community

In addition to the value to the public, the business community will benefit from a successful portal because it will reduce the cost of doing business with government. The business community will benefit from improved service efficiency and a more productive relationship with agencies that use the Portal to introduce new applications to meet rapidly changing demand.

1.2.3. Value to Government

A successful portal will increase the ability of all levels of government to collaborate more effectively, eliminate unnecessary duplication of effort, and engage in an ongoing, cooperative process of service improvement.

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1.3. Scope of Work

The State anticipates that a self-funded model will:

1. Provide a cost-effective way to invest in new technology

2. Facilitate the development and deployment of new online applications without up-front capital or operational expenditures

3. Provide state agencies with the tools needed to improve intergovernmental collaboration

4. Support improved delivery of government data and services to its customers

5. Provide an interactive, one-stop shop for customers to access improved e-government services

6. Build a system that allows the State to continually improve and ensure efficient delivery of services The Contract resulting from this RFP requires the enhancement and creation of applications for Wisconsin.gov. All services must be delivered using a self-funded application model based upon state agency transaction and service fees capable of funding initial and ongoing operation of the portal and portal transactions where a portion of the money collected by the Portal will be shared between the Contractor and the State. The hosting facility will be provided by the State in its data center located in Madison, Wisconsin.

The scope of services for the State’s web portal shall at a minimum include:

Project management of all portal services being delivered under this Contract Delivery of services through an identity access management infrastructure Support services including 24/7/365 help desk and online support for users Support and maintenance of the technologies used to create and manage the portal Maintenance of and upgrades to existing applications, and development of and integration with new applications for the Portal.

Design, creation and continual improvement of the single entry point for Wisconsin online services and information that is easy to use and feature rich.

Marketing and publicizing the Portal’s availability and services to citizens and businesses to increase utilization of the services it offers.

1.4. Background and History

In September 2000, Governor Tommy Thompson issued Executive Order # 408, which required state agencies to “create an internet-based service center giving Wisconsin citizens secure and reliable access to core state government service.” The Portal was designed as a gateway to state agency web sites.

1.4.1. Current Operations

Online services for vehicle registration, licenses and permits, employment, and small business services, for example, are managed by each individual agency on separate agency-managed platforms.

The current portal contains several database driven applications, including:

Employment in Wisconsin – Automated job search, online job application, and an automated email notification system that individuals can set up with their own criteria.

Licensing and Permitting – Helps individuals and businesses find licensing and permitting information including online applications and forms.

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Health and Human Services – Database of guides and fact sheets which is searchable by audience, keyword or category.

Administrative Rules – A citizen-facing application to post pending administrative rules and receive citizen feedback.

The Portal has been extremely reliable, averaging over 99.9% availability and very few outages.

Procedures are in place to allow the Portal to stay up and running during nearly all system maintenance windows. See Attachment A-Portal Statistics for statistics related to Wisconsin.gov usage and e- Payment transaction data.

1.5. Procuring and Contracting Agency

This Request for Proposal is issued by the Wisconsin Department of Administration (DOA) which is the sole point of contact for the State of Wisconsin during the selection process. The person responsible for managing the procurement process is Andrea Welch.

The contract resulting from this RFP will be administered by the DOA’s Division of Enterprise Technology.

The contract administrator will be determined by the time of contract negotiations.

1.6. Definitions

For the purposes of this RFP and resulting Contract, the following definitions of terms shall apply, unless otherwise indicated:

“Agency or State Agency” means the Wisconsin Department of Administration (DOA) or any other agency of the State of Wisconsin, as defined by Wis.Stats. 16.70.

“Agreement” means the final version of any contractually binding agreement between the Wisconsin Department of Administration (DOA) and the Contractor relating to the subject matter of this Request for Proposal (RFP); references to the Agreement include all Exhibits, Attachments, and other documents attached thereto or incorporated therein by reference.

“Breadcrumb” means a navigation technique used in user interfaces. Its purpose is to give users a way to keep track of their location within programs or documents and retrace their steps, if necessary.

“Change Request” means a request for authorization to make a change in the Services or Deliverables under this Agreement.

“Citizen” means any member of the public.

“Confidential Information” means all tangible and intangible information and materials, including all Personally Identifiable Information, being disclosed in connection with this Contract, in any form or medium (and without regard to whether the information is owned by the State or by a third party), that satisfy at least one of the following criteria: (i) Personally Identifiable Information; (ii) non-public information related to the State’s employees, customers, technology (including data bases, data processing and communications networking systems), schematics, specifications, and all information or materials derived therefrom or based thereon; or (iii) information designated as confidential in writing by the State.

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“Contract Term” means the initial term of the Contract, any renewals and/or extensions.

“Contracted Personnel” means Contractor’s employees or other personnel (including officers, agents and Subcontractors) provided by the Contractor to perform work under this Contract.

“Contractor” means a Proposer that is awarded a Contract under this RFP.

“Contractor Portal Fee” means that portion of the Portal Fee that shall be paid to the Contractor for providing Statewide Self-Funded Web Portal Services.

“Custody Appropriation” means an account that is established to allow state agencies to collect and disburse moneys that are payable to persons other than the State.

“Customer” means, collectively, any entity designated by DOA to receive Services under the Agreement, whether directly from Contractor or from DOA.

“Department” means the Department of Administration.

“DET” means Division of Enterprise Technology

“Division” means a sub-unit of a state agency, an organizational unit internal to a state agency.

“DOA” means Department of Administration, State of Wisconsin.

“DVB” means Disabled Veteran-owned Business

“Effective Date” means the date the Contract has been fully executed by the Contractor and the State, i.e., the date of the latter date of signatures required. “Electronic Signature” means an electronic sound, symbol, or process attached to or logically associated with a record and executed or adopted by a person with the intent to sign the record, Wis.Stats. 137.11(8).

“Key Personnel” means Contracted Personnel that play a lead and critical role in providing Services during the Contract Term.

“Level I Support” means support that is provided as the entry point for inquiries or problem reports. If Level I personnel cannot resolve the inquiry or problem, the inquiry or problem is directed to the appropriate personnel or third party for resolution.

“MBE” means Minority Business Enterprise.

“Merchant Processing Portal Fee” means Interchange, Association, authorization, and other fees charged or passed-through by the State’s merchant processor for processing credit/debit/ATM card payments.

“Municipality” means any county, city, village, town, school district, board of school directors, sewer district, drainage district, vocational, technical and adult education district, or any other public body having the authority to award public contracts (s. 16.70(8), Wis. Stats.). Federally recognized Indian tribes and bands in this state may participate in this agreement per ss. 66.0301(1) and (2), Wis.Stats.

“Parties” means the State of Wisconsin and Contractor, collectively.

“Party” means either the state or Contractor, individually.

“Personally Identifiable Information” means an individual’s last name and the individual’s first name or first initial, in combination with and linked to any of the following elements, if the element is not publicly available information and is not encrypted, redacted, or altered in any manner that renders the element unreadable: (a) the individual’s Social Security number; (b) the individual’s driver’s license number or state identification number; (c) the individual’s date of birth; (d) the number of the individual’s financial account, Self-Funded Web Portal RFP 28073-AW (11/13/2014 8:49:00 AM) 9 including a credit or debit card account number, or any security code, access code, or password that would permit access to the individual’s financial account; (e) the individual’s DNA profile; or (f) the individual’s unique biometric data, including fingerprint, voice print, retina or iris image, or any other unique physical characteristic.

“Proposal” means the complete response to this RFP submitted on the approved forms and setting forth the Proposer’s prices for providing the products and services described in the RFP.

“Proposer” means any agency, firm, organization, corporation, association, joint venture, or partnership submitting a Proposal in response to this RFP. The terms “Proposer” and “Vendor” are used interchangeably.

“Public Information” means information that (i) is collected, assembled, or maintained under a law or ordinance or in connection with the transaction of official business by a governmental body or for a governmental body; and (ii) the governmental body owns or to which it has a right of access.

“RFP” means Request for Proposal.

“SBOP” means the Department of Administration’s State Bureau of Procurement.

“Scope of Work” means the description of Services and Deliverables specified in this Contract, the RFP, and any agreed modifications thereto.

“Security Incident” means an unauthorized act or circumstance against any system or data contained within that deviates from the confidentiality, integrity, or availability of predefined policies and procedures.

“Service Level Agreement (SLA)” means a negotiated agreement between Parties that contains service performance metrics with corresponding service level objectives.

“Services” means all actions, recommendations, plans, research, customizations, modifications, documentation, and maintenance and support provided by the Contractor necessary to fulfill that which the Contractor is obligated to accomplish under this Contract.

“State Fiscal Year” means the period beginning with July 1 and ending June 30.

“State Revenue Sharing Portal Fee” means that portion of the Portal Fee returned to the State as revenue sharing.

“State” means the State of Wisconsin.

“Subcontract” means any contract, express or implied, between the Contractor and another party or between a Subcontractor and another party delegating or assigning, in whole or in part, the making or furnishing of any material or any service required for the performance of the Contract.

“Subcontractor” means a party to a Subcontract.

“Vendor” means company/firm/individual submitting a Proposal in response to this RFP. The terms “Proposer” and “Vendor” are used interchangeably.

“Wisconsin.gov” means the current Wisconsin portal and a placeholder name for the resulting program, portal, and web site from this RFP.

1.7. Clarifications and/or Revisions to the Specifications and Requirements If a Proposer discovers any significant ambiguity, error, conflict, discrepancy, omission, or other deficiency in this RFP, the Proposer shall immediately notify Andrea Welch of such error and request modification or clarification of the RFP document.

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Any questions, exceptions, or additions concerning the subject matter of the RFP document(s) shall not be considered unless submitted via e-mail (no phone calls) to Andrea Welch at andrea.welch@wisconsin.gov.

In the event that it becomes necessary to provide additional clarifying data or information, or to revise any part of this RFP, supplements or revisions will be posted on VendorNet.

1.8. Contact with State Employees

From the date of release of this RFP, until a Letter of Intent to Award a Contract is issued, all contacts with State of Wisconsin personnel regarding this RFP shall be made through Andrea Welch with the State Bureau of Procurement in the Division of Enterprise Operations (andrea.welch@wisconsin.gov). Phone calls to state staff regarding this procurement are not permitted during the procurement process. Violation of these conditions may be considered sufficient cause for automatic rejection of a Proposal.

1.9. News Releases

News releases pertaining to the RFP or to the acceptance, rejection, or evaluation of Proposals shall not be made without the prior written approval of the State.

1.10. Proposer Conference

The State does not intend to hold a Proposer Conference (aka Vendor Conference) prior to the RFP due date.

However, there will be two rounds of Proposer questions and State responses (see Calendar of Events for dates). All questions must be submitted in writing via e-mail to Andrea Welch (andrea.welch@wisconsin.gov) by the corresponding deadlines. Proposer questions along with the State’s responses will be posted on the VendorNet website.

1.11. Reasonable Accommodations

The Department will provide reasonable accommodations, including the provision of informational material in an alternative format, for qualified individuals with disabilities upon request. If you need accommodations at a presentation or demonstration, contact Andrea Welch at andrea.welch@wisconsin.gov.

1.12. Calendar of Events

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

DATE EVENT

Monday, May 14, 2012 Date of issue of the RFP

2:00:00 p.m. CT, Tuesday, June 5, 2012 Deadline for submitting written questions

Tuesday, June 12, 2012 State responses to submitted questions posted to the VendorNet website

2:00:00 p.m. CT, Tuesday, June 19, 2012 Deadline for submitting follow up questions

Tuesday, June 26, 2012 Final round of State responses to submitted clarification questions posted to the VendorNet website

2:00:00 p.m. CT, Tuesday, July 10, 2012 Responses Due from Proposers

Week of July 23, 2012 Demonstrations by invited Proposers or on-site visits by evaluation committee.

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1.13. Contract Term

The term of the Contract is anticipated to be five (5) years with five (5) one-year renewals possible by mutual consent. The specific terms and conditions of the Contract will be negotiated after a winning Proposal is selected and a letter of Intent to Award is sent to that Proposer.

1.14. Contract Volume

The State shall not guarantee current or future transaction volumes. The State cannot estimate the volume of work that will be required as part of this Contract. The State makes no guarantee of a minimum or maximum volume or dollar value for this Contract.

1.15. VendorNet Registration

Only Proposers registered with the State of Wisconsin’s VendorNet will receive future official notice for this service/commodity. The State of Wisconsin purchasing information and Proposer/proposer notification service is available to all businesses and organizations that want to sell to the State. Anyone may access VendorNet on the Internet at http://vendornet.state.wi.us/vendornet/default.asp to get information on state purchasing practices and policies, goods and services that the State buys, and tips on selling to the State. Proposers may use the same Web site address for inclusion on the Proposers list for goods and services that the organization wants to sell to the State. A subscription with notification guarantees the organization will receive an e-mail message each time a State agency, including any campus of the University of Wisconsin System, posts a request for bid or a request for proposal in their designated commodity/service area(s) with an estimated value over $50,000. Organizations without internet access receive paper copies in the mail. Increasingly, State agencies also are using VendorNet to post simplified bids valued at $50,000 or less. Proposers also may receive e-mail notices of these simplified bid opportunities.

2. PREPARING AND SUMITTING A PROPOSAL

2.1. General Instructions

The evaluation and selection of a Contractor, and the terms of the Contract will be based on the information in the submitted Proposals and any required on-site visits, oral interviews or demonstrations. Failure to respond to each of the requirements in the RFP may be the basis for rejecting a response.

Elaborate proposals (e.g., expensive artwork), beyond that sufficient to present a complete and effective proposal, are not necessary or desired.

2.2. Incurring Costs

The State of Wisconsin is not liable for any cost incurred by a Proposer in the process of responding to this

RFP.

http://vendornet.state.wi.us/vendornet/default.asp

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2.3. Submitting the Proposal

Proposer shall submit an original and seven copies of its Proposal document for a total of eight (8) hard copies and one electronic version on either a CD or USB Flash Drive of all materials required for acceptance of its Proposal by the deadline shown on the Request for Proposal form to:

USPS ADDRESS COMMON CARRIER ADDRESS

Andrea Welch, Procurement Manager Andrea Welch, Procurement Manager State Bureau of Procurement State Bureau of Procurement Wisconsin Department of Administration Wisconsin Department of Administration PO Box 7867 101 East Wilson Street, 6th Floor Madison, Wisconsin 53707-7867 Madison, Wisconsin 53703-3405

Proposals shall be received by the above office no later than 2:00:00 p.m. CT. on Tuesday, July 10, 2012.

All Proposals shall be date and time-stamped in by the State Bureau of Procurement prior to the stated opening time. Proposals not so stamped shall be considered late and shall be rejected. Receipt of a Proposal by the State mail system does not constitute receipt of a Proposal by the State Bureau of Procurement for purposes of this Request for Proposals.

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

Proposer’s (Company) Name and Address Request for Proposal Title Request for Proposal Number Name of Procurement Manager Proposal Due Date

2.3.1. Cost Proposal Submission

Proposers shall submit an original and seven copies of its Cost Proposal for total of eight (8) hard copies and one (1) electronic version on either a CD or USB Flash Drive.

Cost Proposal shall be sealed and submitted as a separate part of the Proposal. The outside of the envelope must be clearly labeled with the words “Cost Proposal, RFP (Name of RFP).” The Cost Proposal shall be packaged, addressed and sealed in the same manner as described above. The Cost Proposal is due to the addressee on the same date and time previously mentioned.

PROPOSALS THAT ARRIVE UNPACKAGED OR UNSEALED SHALL NOT BE ACCEPTED.

2.4. Proposal Organization and Format

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

Proposals shall be typed and submitted on 8.5 by 11 inch paper bound securely. Proposal covers must include, at a minimum, the RFP name and number, and the Proposer’s name. Proposals shall be organized and presented in the order and by the numbers assigned in the RFP. Proposals shall be organized with the following headings and subheadings. Each heading and subheading should be separated by tabs or otherwise clearly marked.

Tab 1 – RFP Cover Sheet: Completed and signed Cover Sheet (DOA-3261 (R08/2003)). If applicable, be sure to check the appropriate box indicating that Proposal is being submitted by a Wisconsin-certified MBE or DVB.

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Tab 2 - Table of Contents: Provide a table of contents listing each section of the proposal, including the attachments specified in this RFP and any additional materials submitted along with the corresponding page numbers.

Tab 3 – Transmittal Letter: Provide a transmittal letter that clearly identifies the Proposer’s organization and all Subcontractors. The Proposer’s transmittal letter shall be signed by an officer, principal or agent of the Proposer’s organization who is solely authorized to commit the organization to the terms and conditions of the contract which will result from this procurement.

The transmittal letter shall state in boldface type:

(Proposer’s Name) hereby represents and warrants it has analyzed the State’s RFP;

understands the State’s requirements; and agrees to be bound by the terms and conditions of the Proposal for 180 days after the submission deadline, or longer if the Proposal is included in a contract with the State.

Furthermore, (Proposer’s Name) is an expert in the types of systems, functions and tasks proposed, and understands that the State will be relying on this expertise.

Additionally, (Proposer’s Name) will be making a number of representations outside of its formal Proposal document in, possibly, discussions, presentations, negotiations, demonstrations, sales or reference material and other information-providing interactions. (Proposer’s Name) hereby warrants that the State can rely on these as inducements into any subsequent contract, and be made a part thereof.

Via the transmittal letter, the Proposer shall also:

1. Indicate that it understands and agrees that it has an affirmative duty to inquire about and seek clarification of any question or other item in the RFP that Proposer does not fully understand or that Proposer reasonably believes is susceptible to more than one (1) interpretation;

2. Include a statement that the its organization or an agent of the Proposer's organization has arrived at the prices and discounts without consultation, communication or agreement with any other respondent or with any competitor for the purpose of restricting competition;

3. Include a statement that the prices, discounts, or margins quoted in the response have not been knowingly disclosed by the Proposer's organization or by any agent of the Proposer's organization and will not be knowingly disclosed by same, directly or indirectly, to any other respondent or to any competitor;

4. Include a statement that it has not paid, and shall not to pay, any bonus, commission, fee, or gratuity to any employee or official of the State for the purpose of obtaining any contract or award issued by the State. Further warranting that no officer or employee of the State has any direct or indirect financial or personal beneficial interest, in the subject matter of the awarded Contract; obligation or contract for future award of compensation as an inducement or consideration for making the awarded Contract. Subsequent discovery by the State of non-compliance with these provisions shall constitute sufficient cause for immediate termination of all outstanding contracts.

5. Include a statement that no attempt has been made or will be made by the Proposer's organization or by any agent of the Proposer's organization to induce any other person or firm to submit or not to submit a response for the purpose of restricting competition;

6. Include a statement acknowledging the Proposal conforms to all rights of the State including procurement rules and procedures articulated in this RFP; and

7. Acknowledge the receipt of RFP addenda; if none has been posted, include a statement to that effect.

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Tab 4 - Response to Mandatory Requirements: Complete the requirements matrix as directed in Attachment D - Mandatory Requirements Response Matrix specified in Section 4 of this RFP. Include any requested documentation.

Tab 5- Response to General Requirements: Provide a point-by-point response to each requirement specified in Section 5 of this RFP. Responses to requirements must be in the same sequence and numbered as they appear in this RFP.

Tab 6 – Proposer Customer Information: Include all information as required in Section 5.4

Tab 7 - Financial Information: Provide the information and documentation specified in Section 5.7 of this RFP. Responses to requirements must be in the same sequence and numbered as they appear in this RFP.

Tab 8 - Executive Summary: The Executive Summary must be limited to no more than five (5) pages and must provide all information as required in Section 6.1. The Executive Summary must not reference any information from Proposer’s Cost Proposal.

Tab 9 - Response to Technical Requirements: Provide a point-by-point response to each operational requirement specified in Section 6 of this RFP. Responses to requirements must be in the same sequence and numbered as they appear in this RFP. Note: Response to Section 6.1 Executive Summary shall be included in Tab 6.

Tab 10 – Terms and Conditions (Attachment G): The attachment provided with this RFP represents the terms and conditions which the State expects to execute in a contract with the successful Proposer.

Proposers must respond to the provisions contained in this document according to the instructions provided. Proposers may not submit their own contract document as a substitute for these terms and conditions.

Tab 11 – Potential Contract Attachments and Appendices: Include a copy of any license agreement(s) (hardware and/or software) or other documentation such as Statements of Work, Change Order templates, etc., that Proposer anticipates including as part of the Contract. Upon the request of the State, Proposers shall provide all documents in an electronic editable format. Proposers may not submit their own master agreement as a substitute for responding to Attachment G.

Tab 12 – Required Forms: Include here the completed Affidavit, Vendor Agreement, Vendor Data Sheet and any other forms required in the RFP

Under Separate Cover - Cost Proposal Information: Provide cost information as requested in Section 8 .

Include all costs for furnishing the product(s) and/or service(s) included in this proposal. Identify all assumptions. Failure to provide any requested information in the prescribed format may result in disqualification of the proposal. No mention of the cost proposal is permissible in the response to any other section of this RFP.

2.5. Oral Presentations and Site Visits

Top scoring Proposer(s) based on an evaluation of the written proposal will be required to participate in interviews and/or site visits to support and clarify their proposals, if requested by the State. The State will make every reasonable attempt to schedule each presentation at a time and location agreeable to the Proposer. Failure of a Proposer to interview or permit a site visit on the date scheduled may result in rejection of its Proposal.

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2.6. Demonstrations

Top-scoring Proposer(s) will be required to conduct a formal presentation and accompanying demonstration detailing its recommendations for the implementation and support of the Department of Natural Resources’ Automated Customer Service Business System. Detail regarding the systems requirements may be found in Attachment H-DNR Automated Customer Service Business System with appendices in a separate document. Final details regarding the agenda for and format of such presentations shall be provided to Proposers at the time presentation schedules are confirmed.

Proposers may be required to install and demonstrate its product(s) and/or service(s) at a State site.

Product(s) being demonstrated must be delivered to the State site upon two (2) weeks’ notice by the State to the Proposer(s) and must be installed and ready for the demonstration within one (1) week of delivery.

The State will furnish detailed specifications concerning the demonstration site and the particular test it will use to exercise the Proposer's product(s) and/or service(s). Failure of a Proposer to furnish the product(s) and/or service(s) it has proposed for demonstration within the time constraints of the preceding paragraph may result in rejection of that proposal. Failure of any product(s) and/or service(s) to meet the State's specified requirements during the demonstration may result in rejection of the Proposal.

The successful demonstration of the Proposer's product(s) and/or service(s) does not constitute acceptance by the State. Any product(s) and/or service(s) furnished by the Proposer for the purposes of this demonstration shall be identical in every respect to those which will be furnished if a contract results.

2.7. Multiple Proposals

Multiple Proposals from a Proposer will be permissible; however, each Proposal must conform fully to the requirements for Proposal submission. Each such Proposal must be submitted separately and labeled as Proposal #1, Proposal #2, etc. on each page included in the response.

2.8. Bonds and Letters Of Credit

The successful Proposer may be required to secure its Contract performance by submitting either or both of the following prior to the execution of the Contract:

(1) a performance bond issued by a surety company acceptable to the State, and authorized to do business in Wisconsin, in the amount of up to five percent (5%) of the base price of the successful Proposal as accepted by the State. The performance bond shall be in a form prescribed by the State and shall guarantee the selected Proposer’s Contract performance and provide for the State’s liability, loss, damage, or expense as a result of the Contractor's failure to fully and completely perform.

(2) an irrevocable letter of credit issued by a commercial bank acceptable to the State and authorized to do business in Wisconsin, in the amount of up to five hundred thousand dollars ($500,000.00) to the State as beneficiary, in order to allay the short term cost and expense of transitioning to the surety or subsequent contractor in the event the selected Proposer is unable to fulfill its Contract obligations, requiring the State to exercise the performance bond.

2.9. Withdrawal of Proposals

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

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3. PROPOSAL SELECTION AND AWARD PROCESS

3.1. Preliminary Evaluation

The Proposals will first be reviewed to determine if they contain the required forms, the submittal requirements and that all mandatory requirements are met. Failure to do so may result in the Proposal being rejected. In the event no Proposers meet one or more of the specified requirements, the State reserves the right to continue the evaluation of the proposals and to select the proposal most closely meeting the requirements specified in this RFP.

3.2. Proposal Scoring

Accepted Proposals will be reviewed by an evaluation team and scored against the stated criteria.

Proposers shall not contact any member of an evaluation team. Proposals from certified Minority Business Enterprises (MBE) or Disabled Veteran-owned Businesses (DVB) may have points weighted by a factor of

1.00 to 1.05 to provide up to a five percent (5%) preference to these businesses (s. 16.75 (3m), Wis. Stats., 2001-02). The evaluation team’s scoring shall be tabulated and proposals ranked based on numerical scores received. The State will select the highest scoring proposal based on the points awarded for overall responsiveness to the State’s requirements and for cost.

3.3. Evaluation Criteria

The proposals will be scored using the following criteria. Related RFP sections are noted only as a guide to respondents. The State will consider the complete RFP response in scoring.

Description Section Points

1. Proposer Information & Organization Capabilities Section 5 510

2. Business Capacity and Operations Sections 6 & 7 1010

3. Cost Section 8 167

The points stated above are the maximum amount awarded for each category. Evaluation guidelines have been established for each of these sections.

The lowest cost proposal will receive the maximum number of points available for the cost category. Other cost proposals will receive prorated scores based on the proportion that the costs of the Proposals vary from the lowest cost proposal.

3.4. Right to Reject Proposals and Negotiate Contract Terms

The State reserves the right to negotiate the terms of the Contract, including the award amount, with the selected Proposer prior to entering into a contract. If substantial progress is not made in contract negotiations with the highest scoring Proposer, DOA may choose to cancel the first award and commence negotiations with the next highest scoring respondent. The State may negotiate any of the standard terms and conditions of the contract after the Intent to Award.

3.5. Award and Final Offers

The State will compile the final scores for each proposal. The award will be granted in one of two ways. The award may be granted to the highest scoring responsive and responsible Proposer. Alternatively, the highest scoring Proposer(s) may be requested to submit best and final offers. If final and best offers are requested by the State and submitted by Proposer(s), they will be evaluated against the stated criteria, scored and ranked by the evaluation committee. The award then will be granted to the highest scoring Proposer. However, a Proposer should not expect that the State will request a final and best offer.

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3.6. Notification of Intent to Award

Any Proposer who responds with a Proposal will be notified in writing of the State's intent to award the contract(s) resulting from this RFP.

After the Intent to Award is issued, copies of all Proposals will be available for public inspection from 8:00 a.m. to 4:00 p.m. at 101 E. Wilson St., Madison, Wisconsin, under the supervision of DOA/SBOP staff.

Proposers should schedule a specific appointment with Andrea Welch via e-mail (andrea.welch@wisconsin.gov) to ensure that space is available for the review.

3.7. Appeals Process

Under section Adm10.15 of the Wisconsin Administrative Code, any Proposer (and certain other parties) aggrieved by the solicitation or Notice of Intent to Award a Contract issued under this RFP may protest, and appeal a denial by the procuring agency (DOA) of a protest, by filing a Notice of Intent to Protest within five

(5) business days after issuance of the solicitation or Notice of Intent to Award a Contract.

The Notice of Intent to Protest must be in writing and must be served upon DOA in person or by certified or registered mail, return receipt requested to Rick S. Hughes, State Bureau of Procurement director at the following address:

USPS ADDRESS COMMON CARRIER ADDRESS

Rick S. Hughes, Director Rick S. Hughes, Director State Bureau of Procurement State Bureau of Procurement Wisconsin Department of Administration Wisconsin Department of Administration P.O. 7867 101 East Wilson Street, 6th Floor Madison, Wisconsin 53707-7867 Madison, Wisconsin 53703 3405

No electronic submission (email or text) of a Protest or Appeal will be accepted by DOA. The Protest must be as specific as possible and must identify statues, administrative rules or procedures that allegedly have been violated.

Following service of Intent to Protest the protest itself must be served upon Mr. Hughes at the address above within ten (10) business days of the issuance of the Intent to Award a Contract.

An appeal of a Denial of a Protest must allege a violation of a statute or provision of Chapter 16 of the Wisconsin Statutes, and must be made in writing and mailed or hand-delivered to the Secretary of the Department of Administration at the following address within five (5) working days of the issuance of the denial:

USPS ADDRESS COMMON CARRIER ADDRESS

Mike Huebsch, Secretary Mike Huebsch, Secretary Wisconsin Department of Administration Wisconsin Department of Administration Office of the Secretary Office of the Secretary P.O. 7864 101 East Wilson Street, 10th Floor Madison, Wisconsin 53707-7864 Madison, Wisconsin 53703-3405

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4. MANDATORY REQUIREMENTS

The following requirements are mandatory and the Proposer shall satisfy them. No explanation as to the Proposer’s ability or inability to meet a requirement is required or desired.

Respond to this section using Attachment D-Mandatory Requirements Response Matrix and provide any required documentation as indicated.

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

4.1. Proposer Qualifications

4.1.1. U.S. Executive Order #13224

State agencies are prohibited from doing business with terrorists and terrorist organizations. Any Proposer listed in the prohibited Proposers list authorized by U.S. Executive Order #13224, "Blocking Property and Prohibiting Transactions with Persons Who Commit, Threaten to Commit, or Support Terrorism,” published by the United States Department of the Treasury, Office of Foreign Assets Control (Terrorism List), will not be awarded a contract as a result of this RFP. Any Proposer awarded a contract as a result of this RFP will agree that should at any time during the term of the Contract they become listed on the Terrorism List; they will promptly notify the portal governance board. The board will have the absolute right to terminate the Contract without recourse in the event Proposer becomes listed on the Terrorism List.

4.1.2. Debarment

Any Proposer awarded a contract as a result of this RFP may not be suspended or debarred from doing business with the federal government as listed in the Excluded Parties List System (EPLS) maintained by the General Services Administration (https://www.epls.gov/) .

4.1.3. Payment of Taxes

Proposer shall be now and remain current in payment of all local, state and federal taxes, including sales and franchise taxes.

4.2. Application Hosting

The State of Wisconsin will host the newly redesigned system and all supporting components, requiring the Proposer to utilize the Wisconsin Private Cloud IaaS solution as the infrastructure service to manage portal operations. The State requires that the Contractor reimburse the State for applicable hosting costs.