Virginia Works Technology Hub RFP Final.pdf

VIRGINIA WORKS TECHNOLOGY HUB BPM050921 PAGE 1 OF 28

VIRGINIA WORKS TECHNOLOGY HUB RFP FINAL.DOCX

VIRGINIA DEPARTMENT OF WORKFORCE DEVELOPMENT AND

ADVANCEMENT

6606 WEST BROAD ST

RICHMOND, VA 23230

REQUEST FOR PROPOSALS (RFP) BPM050921

Project Name: Virginia Works Technology Hub

Issue Date: 04/26/24 Due Date/Time: 06/07/2024, 2:00 PM Eastern Standard Time

Single Point of Contact (“SPOC”): RENEE WATSON

Ph. No: (804) 371-6183

E-mail Address: procurement3@vec.virginia.gov

Note: In accordance with the provisions of the Code of Virginia, this public body does not discriminate against faith-based organizations nor against a bidder or offeror because of race, religion, color, sex, national origin, age, disability, sexual orientation, gender identity, political affiliation, or status as a service-disabled veteran or any other basis prohibited by state law relating to discrimination in employment.

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Table of Contents

A. RFP OBJECTIVE AND PROJECT OVERVIEW 3

C. VIRGINIA WORKS OVERVIEW 4

A. OVERVIEW 5

B. VIRGINIA PUBLIC PROCUREMENT ACT (VPPA) 5

C. ANTI-DISCRIMINATION- § 2.2-4200, § 2.2-4311, AND § 51.5 5

D. ETHICS IN PUBLIC CONTRACTING - § 2.2-4367 ET SEQ. 5

E. ANNOUNCEMENT OF AWARD - § 2.2-4300 ET SEQ. 5

F. AUTHORIZATION TO TRANSACT BUSINESS IN THE COMMONWEALTH - § 2.2-4311.2 5

G. PROHIBITED PRODUCTS AND SERVICES - § 2.2-5514 5

H. PROHIBITED CONTRIBUTIONS AND GIFTS - § 2.2-4376.1 6

I. LIABILITY 6

J. DISCLOSURE 6

K. TRADE SECRETS AND PROPRIETARY INFORMATION 6

L. PROPOSAL PROTOCOL 7

M. SINGLE POINT OF CONTACT 7

N. PRE-PROPOSAL VIRTUAL CONFERENCE 8

O. EVALUATION PROCESS 8

P. EVALUATION FACTORS - REFERENCE APPENDIX J 9

Q. EVA PROCUREMENT WEBSITE AND REGISTRATION 10

R. TIMETABLE 10

S. EXCLUDED PARTIES LIST 10

3. PROPOSAL FORMAT 11

A. SUPPLIER'S PROPOSAL FORMAT 11

4. PRESENT SITUATION 13

5. FUNCTIONAL AND TECHNICAL REQUIREMENTS 16

6. SUPPLIER PROFILE 17

A. SUPPLIER PROPOSAL COMPLIANCE 17

B. SUPPLIER CORPORATE OVERVIEW 17

C. FINANCIAL INFORMATION 18

1. TOTAL ANNUAL REVENUE 18

D. SUPPLIER EXPERIENCE LEVEL AND CUSTOMER REFERENCES 18

E. PERFORMANCE STANDARDS METHODOLOGY 19

F. GOVERNANCE AND COMPLIANCE MANAGEMENT 19

G. SECURITY RISK MANAGEMENT OVERVIEW 19

H. DISASTER RECOVERY/SECURITY PLAN 20

I. SERVICE AND SUPPORT MANAGEMENT 20

1. POST IMPLEMENTATION AND ACCOUNT MANAGEMENT PLAN 20

7. SMALL BUSINESS (SWAM) SUBCONTRACTING PLAN 23

8. PRICING INFORMATION-APPENDIX D 24

9. VIRGINA WORKS STANDARD CONTRACT 26

APPENDIX A SERVICE LEVEL AGREEMENT

APPENDIX B PROJECT MILESTONES AND DELIVERABLES

APPENDIX C SMALL BUSINESS SUBCONTRACTING PLAN

APPENDIX D PRICING

APPENDIX E STATE CORPORATION COMMISSION FORM

APPENDIX F SUPPLIER EXCEPTIONS TO AGENCY CONTRACT

APPENDIX G SECURITY ASSESSMENT AND GOVERNANCE MAP

APPENDIX H RESERVED

APPENDIX I RESERVED

APPENDIX J MUST HAVES AND REQUIREMENTS

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APPENDIX K RESERVED

APPENDIX L VENDOR QUESTION FORM

APPENDIX M LOBBYING CERTIFICATION

EXHIBIT N ADDITIONAL CLOUD SERVICES TERMS AND CONDITIONS

APPENDIX O SOLUTION MAST CONTRACT

1. INTRODUCTION

A. RFP Objective and Project Overview

Virginia Department of Workforce Development and Advancement (“Virginia Works” or “VDWDA”) on behalf of the Commonwealth of Virginia (“Commonwealth”) is soliciting proposals from qualified firms to provide a technology solution for the offering and management of workforce services to individuals and businesses in the Commonwealth of Virginia, provide project management through the implementation process, and provide ongoing maintenance and support for the system.

For the purposes of this RFP, “Supplier” (“Offeror”) means any entity that submits a proposal in response to this RFP.

Timely proposals received in response to this RFP will be evaluated by the evaluation team. Once the proposals have been evaluated, Virginia Works will determine the best course of action.

Although it is our intent to accomplish substantial improvements and cost efficiencies as the result of this project, Virginia Works may determine that no change is warranted at this time. Virginia Works may, at its sole discretion, make no award. If Virginia Works chooses to enter into contract negotiations with one or more Suppliers, Virginia Works will propose an initial contract term of two (2) years and, at Virginia Works option, up to three (3) extensions of one (1) year each to satisfy the majority of , Virginia Works workforce needs and requirements.

Alliances among Suppliers are acceptable to meet the requirements of this procurement.

However, Virginia Works is interested in simplifying processes by having a single point of interface wherever possible.

Virginia Works plans to utilize the workforce management hub statewide: At all Virginia Works physical locations and remotely. The 200 Virginia Works employees’ access is expected to be available via state-issued laptops and desktops. In addition, several thousand citizens and employers will access the system.

Section 5 and Appendix J, Functional and Technical Requirements Spreadsheet, set forth detailed requirements for the workforce management Solution. Virginia Works reserves the right to adjust the requirements or scope of this RFP. In the event that any modifications become necessary, an amendment to this RFP will be posted on the Commonwealth’s procurement portal, eVA, located at: https://eva.virginia.gov.

Information submitted in response to this RFP will become the property of the Commonwealth of Virginia. Virginia Works and the Commonwealth of Virginia will not pay for any information herein requested and provided by Supplier. Virginia Works and the Commonwealth of Virginia will not https://eva.virginia.gov/

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be liable for any costs incurred by the Supplier related to this RFP. All such costs are the Supplier's sole responsibility.

B. Innovation to Government

Virginia Works encourages all Suppliers to bring innovative ideas and/or solutions to government—ideas that result in cost and operational efficiencies or improvements while enhancing the services that governments provide its citizens.

C. Virginia Works Overview Governor Youngkin’s ‘Compete to Win’ plan to fundamentally transform the Commonwealth’s workforce, was advanced when he signed House Bill 2195/Senate Bill 1470 of the 2023 General Assembly into law to create the Virginia Department of Workforce Development and Advancement, what we commonly call Virginia Works. This landmark legislation was a bipartisan effort to provide better services and training to Virginians, measure and perfect our programs, create more high-paying jobs, and enable the Commonwealth to better compete with other states. SB436 (Suetterlein) of the 2024 Session improves upon this legislation.

In addition to the direct work of the agency, Virginia Works coordinates, communicates, and collaborates with over 70 workforce programs across state government. Since spring of 2023, we have executed the plan to successfully stand-up Virginia Works and contribute to a thriving Virginia economy.

Virginia Works foundational pillars: transparency, innovation, collaboration, employee input and service.

Our vision: Virginia’s nation-leading workforce system will equip Virginians with the skills they need and enables employers to attract, grow and retain them – ensuring the future of a thriving Commonwealth. In parallel with the stand-up of Virginia Works, we will accelerate the coordination, enhancement and future readiness of the Commonwealth’s many workforce programs and stakeholders across the government and broader ecosystem through a formal process.

Our mission: To create, sustain, and retain a viable workforce that supports current and future business and industry while recognizing the unique regional needs and capabilities of the Commonwealth through public-private partnerships and robust data and infrastructure investments, which results in standards measures and program accountability.

Virginia Works Priorities: Measure Workforce Programs on Standardized Evaluations (1st Round collected 2/29/2024); Optimize the Workforce Agency Through Modern Service Delivery;

Define/Grow Additional Work-Based Learning Opportunities; Drive Priorities in Alignment with High Demand Occupations/Industries; Implement a One-Stop Entry Solution (Technology Hub).

Under the leadership of Secretary Bryan Slater, we have undertaken a multi-agency effort to execute on four distinct phases: Phase 1: Planning (April–July 2023, complete); Phase 2&3:

Virginia Works Standup & Discovery (July 2023–July 2024, nearly complete); Phase 4: Driving Success (July 2024 – July 2025, several components already underway).

On January 16, 2024, Virginia Works successfully completed the functional transition of nearly 400 employees and 16 programs – including programs from the Department of Labor and Industry, Virginia Community College System, and the Virginia Employment Commission - reporting to the new agency two months ahead of schedule. The functional transition included robust change management for the agency and its new employees, the development of a new logo and branding, and continual communication through agency virtual town halls and monthly newsletters.

2. PROPOSAL ADMINISTRATION AND INSTRUCTIONS

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A. Overview This RFP was developed to provide all potential Suppliers with the information required to prepare proposals.

This section outlines the administrative procedures and guidelines you must use and comply with when preparing a proposal. Nothing in this RFP constitutes an offer or an invitation to contract.

B. Virginia Public Procurement Act (VPPA) This RFP is governed by the Virginia Public Procurement Act (“VPPA”), Code § 2.2-4300 et seq., and other applicable laws.

C. Anti-Discrimination- § 2.2-4200, § 2.2-4311, and § 51.5 By submitting its proposal, a Supplier certifies to the Commonwealth that it will conform to the provisions of the Federal Civil Rights Act of 1964, as amended; as well as the Virginia Fair Employment Contracting Act of 1975, Code § 2.2-4200 et seq., as amended; § 2.2-4311 of the VPPA; and, where applicable, the Virginians With Disabilities Act, Code § 51.5 et seq., and the Americans With Disabilities Act.

D. Ethics in Public Contracting - § 2.2-4367 et seq.

By submitting its proposal, a Supplier certifies that its proposal is made without collusion or fraud; that the Supplier has not offered or received any kickbacks or inducements from any other bidder, supplier, manufacturer, or subcontractor in connection with its proposal;

and that the Supplier has not conferred on any public employee having official responsibility for this procurement transaction any payment, loan, subscription, advance, deposit of money, services, or anything of more than nominal value, present or promised, unless consideration of substantially equal or greater value was exchanged. In addition, a Supplier will disclose any actual or perceived conflicts of interest in its proposal and will notify AGENCY if it becomes aware of a potential conflict of interest in the future.

E. Announcement of Award - § 2.2-4300 et seq.

If a contract is awarded or announced as a result of this RFP, the purchasing agency will post notice of the award decision on the DGS/DPS eVA web site (http://www.eva.virginia.gov) for a minimum of 10 days. No award decision will be provided verbally. Any final contract, including pricing, awarded as a result of this RFP will be made available for public inspection.

F. Authorization to Transact Business in the Commonwealth - § 2.2-4311.2 All Suppliers organized as a stock or nonstock corporation, limited liability company, business trust, or limited partnership, or registered as a registered limited liability partnership must be authorized to transact business as a domestic or foreign business entity if so required by Title 13.1 or Title 50 of the Code, or as otherwise required by law.

In its proposal, Supplier must include either (i) Supplier’s identification number issued to it by the State Corporation Commission; or (ii) a statement explaining why Supplier is not required to be registered. No award can be made to any Supplier without this information unless this requirement is waived. Appendix E of this solicitation includes a space for Supplier to provide the information required in (i) or (ii) of this subsection. If a Supplier anticipates the use of additional resources through a partnership or subcontracting relationship with other entities, the requirements of this Section 2.F will also apply to any entities that are engaged as partners or subcontractors of Supplier providing services directly to the Commonwealth upon award of a contract.

G. Prohibited Products and Services - § 2.2-5514 No Supplier may include as part of its proposal, whether directly or indirectly through subcontractors, any hardware, software, or services that have been prohibited for use on federal systems by the U.S. Department of Homeland Security.

http://www.eva.virginia.gov/ http://leg1.state.va.us/cgi-bin/legp504.exe?000+cod+2.2-4311.2

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H. Prohibited Contributions and Gifts - § 2.2-4376.1 No Supplier that submits a proposal in response to this solicitation, and no individual who is an officer or director of the Supplier shall knowingly provide a contribution, gift, or other item with a value greater than $50 or make an express or implied promise to make such a contribution or gift to the Governor, his political action committee, or the Secretary of Administration during the period between the submission of the proposal and the award of any resulting contract award with an expected value of $5 million or more dollars.

I. Liability The issuance of this RFP and the receipt of information in response to this RFP will not cause Virginia Works to incur any liability or obligation, financial or otherwise, to any Supplier. Virginia Works assumes no obligation to reimburse or in any way compensate a Supplier for expenses incurred in connection with its proposal.

J. Disclosure Except as provided in paragraph “K” below, all proceedings, records, contracts and other public records relating to this procurement shall be open to the inspection of any citizen, or any interested person, firm or corporation, in accordance with the Virginia Freedom of Information Act (§ 2.2-3700 et seq.)

K. Trade Secrets and Proprietary Information

FAILURE TO COMPLY WITH THE FOLLOWING STATUTORY REQUIREMENTS WILL

RESULT IN ALL PROPOSAL MATERIALS BEING SUBJECT TO RELEASE TO OTHER

OFFERORS AND THE PUBLIC IN ACCORDANCE WITH THE VPPA AND THE

VIRGINIA FREEDOM OF INFORMATION ACT.

Pursuant to Code § 2.2-4342(F), trade secrets or proprietary information submitted by a bidder or offeror in connection with a procurement transaction (or, if applicable, a prequalification application submitted pursuant to subsection B of § 2.2-4317) shall not be subject to the Virginia Freedom of Information Act (Code § 2.2- 3700 et seq.) if a Supplier:

i). invokes the protections of this section in writing prior to or upon submission of the data or other materials, ii). identifies specifically the data or other materials to be protected, and iii). states the reasons why protection is necessary.

Please note that you may not designate as trade secrets or proprietary information (a) an entire bid, proposal, or prequalification application; (b) any portion of a bid, proposal, or prequalification application that does not contain trade secrets or proprietary information; or (c) line item prices or total bid, proposal, or prequalification application prices. The classification of an entire proposal or of pricing as a trade secret or proprietary information is not acceptable and will not be honored by Virginia Works or the Commonwealth.

You should also provide as a separate appendix to your proposal a list of all pages in the proposal that contain proprietary information and the reason you deem the information proprietary.

Suppliers should keep in mind that procurement and contract records are generally public records open to inspection in accordance with the Virginia Freedom of Information Act (see Code § 2.2-4342(A)) and that transparency in procurement, contracting, and other governmental functions serves important public policy objectives. See Code §§ 2.2- 4300(C) & 2.2-3700(B). Accordingly, Suppliers should not designate as trade secrets or proprietary information any more of their proposal than is necessary.

By submitting a proposal in response to the RFP, a Supplier grants Virginia Works a worldwide, royalty-free, non-sublicensable, non-exclusive, irrevocable license to retain, reproduce, and use the proposal (including any exhibits or other documents or materials the proposal incorporates) in any format for governmental purposes required or provided http://leg1.state.va.us/cgi-bin/legp504.exe?000+cod+2.2-4376.1

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for by Virginia law. The foregoing includes, but is not limited to, the right for, Virginia Works to use information submitted in response to this document in any manner, Virginia Works may deem appropriate in evaluating the fitness of the services or solution(s) proposed.

L. Proposal Protocol In order to be considered for selection, Suppliers must submit a complete response to this RFP as described herein utilizing eVA, the Commonwealth’s electronic procurement system (‘eVA”), no later than , 2:00 PM Eastern time on 06/07/2024.

ONLY ELECTRONIC RESPONSES SUBMITTED THROUGH eVA WILL BE ACCEPTED. Proposals received via hand-delivery, mail, email, or fax will not be accepted. Suppliers must be registered in eVA to submit a response to this RFP.

Please submit the following:

1. One (1) electronic copy of each file titled as specified in Section 3 of this RFP

2. One (1) electronic copy of each file titled “Redacted” as specified in Table 2 of Section 3.A of this RFP, with all redactions, if necessary, consistent with the requirements specified in Section 2.K, “Trade Secrets and Proprietary Information”.

It is the responsibility of the Supplier to ensure their proposal and all required documentation is properly completed, readable, and uploaded to eVA by the date and time noted in Section 2. L. Suppliers should allow sufficient time to account for any technical difficulties they may encounter during online submission or uploading of the documents. Any proposals received after the deadline will not be considered. Suppliers shall make no other distribution of their proposals. In the event of any technical difficulties, Suppliers must contact the eVA Customer Care Center at the following link https://eva.virginia.gov/get-help-customer-care.html and click on the link “Supplier Assistance Request Form”.

All proposal materials should be provided in either Microsoft Word or Excel, as specified, with no passwords utilized for any document access.

The proposal must be signed by an authorized representative of the Supplier.

Proposals should be prepared and organized as indicated in Section 3 providing a concise description of capabilities to satisfy the requirements of the RFP. Emphasis should be placed on completeness and clarity of content.

The maximum file size per attachment is 60 MB; however, there is no limit on the number of files you may attach. If the size of the file is greater than 60 MB, the file should be broken down into smaller files and labeled in sequential order (Ex: Part 1, Part 2 or Tab 1, Tab 2).

You should be prepared to incorporate all statements made in your proposal in response to Sections 5-8 into the final contract in the event that you are awarded the contract.

M. Single Point of Contact Submit all inquiries concerning this RFP in writing by email, utilizing the Form found in Appendix L to: subject: “Questions on RFP # BPM050921 to:

SPOC: RENEE WATSON

Email: procurement3@vec.virginia.gov

Virginia Works cannot guarantee a response to questions received less than five (5) days prior to the proposal due date. No questions will be addressed orally.

To ensure timely and adequate consideration of proposals, Suppliers are to limit all contact, whether verbal or written, pertaining to this RFP to the designated SPOC for the duration of this proposal process.

https://eva.virginia.gov/get-help-customer-care.html

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N. Pre-Proposal Virtual conference There will be a pre-proposal virtual conference held on the date specified in Table 1 in this section. The pre-proposal virtual conference is open to all interested Suppliers, and you are encouraged to attend. There will be no opportunity for a private or individual tour, presentation Suppliers are required to submit pre-proposal questions in writing at least 72 hours prior to the pre-proposal utilizing the form found in Appendix L virtual conference.

All questions will be answered in writing and posted to eVA as an Addendum to this solicitation. To participate in the pre-proposal virtual conference, register with SPOC, Renee Watson at procurement3@vec.virginia.gov by sending an email stating your firm’s name, participating representative(s) names and email addresses. You will receive an email invitation to the virtual conference. Suppliers shall register with Renee Watson (procurement3@vec.virginia.gov) no later than 12:00 pm local time on the day prior to the virtual conference to ensure that Supplier receives a virtual conference number.

O. Evaluation Process Virginia Works will review each proposal received by the due date and time to determine whether it meets the Must Have factors of this RFP. All Must Have factors are evaluated on a met-or-not-met basis. Any proposal that does not meet all of the Must Have factors will be set aside and receive no further consideration.

The proposals that meet all the Must Have criteria will be distributed to the evaluation team who will assess and score each Supplier’s response to Sections 5-7 and Section 9 of this RFP based on a review of the submitted materials.

Virginia Works may elect to continue the evaluation of the most qualified proposal (s) and may request that Suppliers clarify or explain certain aspects of their proposals.

A numerical scoring system will be used in evaluation of proposals. The point values assigned to each of the evaluation criteria shall be posted in eVA prior to the due date and time for receiving proposals.

At any point in the evaluation process Virginia Works may employ any or all of the following means of evaluation:

• Reviewing industry research

• Supplier presentations

• Site visits

• Supplier’s status as a small business or micro business, including small or micro businesses that are owned by minorities, women, or disabled veterans, and certified by the Department of Small Business and Supplier Diversity (“DSBSD”)

• Supplier’s planned amount of spend with certified SWaM or micro business (as defined in Section 7 below) subcontractors, and Non-SWaM businesses.

• Supplier’s employment of persons with disabilities to perform the specifications of the contract.

• Contacting Supplier's references

• Review of Supplier’s ability and willingness to comply with the commonwealth’s security and data privacy policies, standards, guidelines and related contract terms as specified in the RFP

• Product demonstrations/pilot tests/detailed demonstrations

• Review of pricing

• Contacting Supplier’s customers

• Interviewing key personnel

• Requesting Suppliers elaborate on or clarify specific portions of their proposal, including, as applicable, any responses to the RFP’s security requirements

Virginia Works may limit all of the above to the most qualified proposals. No Supplier is guaranteed an opportunity to explain, supplement or amend its initial proposal. Each Supplier is encouraged to ensure that its initial proposal contains and represents its best offering. You should submit your

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best proposal and not assume there will be an opportunity to negotiate, amend or clarify any aspect of your initial submitted proposal.

Each Supplier should be prepared to conduct product demonstrations, pilot tests, presentations or site visits at the time, date and location of Virginia Works choice, should Virginia Works so request.

Virginia Works will select for negotiation those proposals deemed to be fully qualified and best suited based on the factors as stated in the RFP. Negotiations will be conducted with these Suppliers. After negotiations, Virginia Works may select the proposal(s) that, in its opinion, is the best proposal(s) representing best value and may award a contract to that Supplier(s). For purposes of this RFP, Virginia Works will determine best value based on the value relative to the cost of the Service/Solution, giving consideration to the project's budget objectives.

If this is a cloud-based procurement (i.e., off-premise hosting), following Virginia Works selection of the best proposal(s) representing best value to the commonwealth, Supplier’s failure to successfully answer, negotiate, and/or comply with any resulting security requirements that may arise in order to approve Supplier’s cloud application, may result in removal from further consideration. Virginia Works will select the proposal(s) representing the best value to the Commonwealth. Suppliers whose proposals are selected must successfully answer, negotiate, and/or comply with any resulting security exceptions that may arise in order to approve the Supplier’s ECOS/COV Ramp Assessment and cloud proposal for further evaluation. Supplier’s failure to do so may result in removal from further consideration. Refer to Attachment A ECOS/COV Ramp Assessment Form of the RFP.

If any Supplier fails to provide the necessary information for negotiations in a timely manner, or fails to negotiate in good faith, Virginia Works may terminate negotiations with that Supplier at any time.

Virginia Works reserves the right, at its sole discretion, to reject any proposal or cancel and re-issue the RFP. In addition, Virginia Works reserves the right to accept or reject in whole or in part any proposal submitted, and to waive minor technicalities when in the best interest of the Commonwealth.

Virginia Works SHALL NOT BE CONTRACTUALLY BOUND TO ANY SUPPLIER PRIOR TO THE

EXECUTION OF A DEFINITIVE WRITTEN CONTRACT.

P. Evaluation Factors - Reference Appendix J

1. The evaluation “Must Have” factors involved in this RFP are: Must Have (M) factors identified in the table below:

No. Must Have (M) Factors

Proposals must be submitted by the due date and time.

Must Have factors identified in Appendix J, Tab Titled “Must Haves”.

i. The extent to which the Supplier’s proposal satisfies the requirements identified in Section 5, Appendix J, and Section 9 of this RFP.

ii. Supplier’s viability and past performance (see Section 6), this will include Supplier’s diligence and thoroughness in following and completing the requirements of this solicitation.

iii. Supplier’s status as a DSBSD-certified small business or micro business, including small businesses or micro businesses that are owned by minorities or women, and Supplier’s proposed Supplier Procurement and Subcontracting Plan (see Section 7).

iv. Supplier’s employment of persons with disabilities to perform the specifications of the contract.

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v. Cost, which may include submitted price, negotiated price, discounted price, total cost of ownership, etc.

Q. eVA Procurement Website and Registration The Commonwealth’s procurement portal, eVA, located at http://www.eva.virginia.gov, provides information about Commonwealth solicitations and awards. Suppliers must be registered in eVA in order submit a proposal to this RFP. To register with eVA, select the “Register Now” option from the left-hand menu on the eVA homepage, http://www.eva.virginia.gov. For registration instructions and assistance, select the “New Registration” tab. For instructions and assistance with submitting proposals and accepting new orders, please select the “Get Help – Customer Care” tab.

Suppliers are encouraged to check this site on a regular basis and, in particular, prior to submission of proposals to identify any amendments to the RFP that may have been issued.

R. Timetable Table 1

Activity Target Completion Date

RFP posted to eVA 04/26/2024

Register for pre-proposal virtual conference due to Virginia Works

05/06/2024, 12:00pm (Noon), EST

Supplier pre-proposal virtual conference 05/07/2024, 10:00am, EST

Deadline for all questions 05/28/24, 5:00pm, EST

Proposals due 06/07/2024, 2:00pm, EST

Presentations and site visits (should Virginia Works elect)

TBD

Contract(s) awarded TBD

The timetable above is provided for planning purposes only.

S. Excluded Parties List A Supplier will not be awarded a contract if it, or any of its affiliates or subcontractors, is an excluded entity on the federal government’s System for Award Management (“SAM”) at https://www.sam.gov/SAM/, or the Commonwealth’s Debarment List as provided by Code § 2.2- 4321 at the time of award.

http://www.eva.virginia.gov/ http://www.eva.virginia.gov/ https://www.sam.gov/SAM/

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3. PROPOSAL FORMAT

All Suppliers must adhere to the specific format set forth in Table 2 below in order to aid the evaluation team in its efforts to evaluate all proposals fairly and equitably. Proposals that deviate from the requested format will require additional time for review and evaluation. Virginia Works may reject any proposal that is not in the required format, or does not address all the requirements of this RFP.

Proposals should be written specifically to answer this RFP. General “sales” material should not be used within the body of the proposal and any additional terms or conditions on the “sales” material will be considered invalid. If desired, you may attach its “sales” material in a separate appendix to your response.

It is essential that your proposal be thorough and concise. You should avoid broad, unenforceable, or immeasurable responses and should include all requested information in each section as indicated below.

In order to facilitate Virginia Works review of the submitted proposals, you must provide the requested information in the following format: YOU MUST PLACE YOUR NAME, not ,Virginia Works IN EACH FILE NAME (e.g., 1_ABC Corp_File Title_Solicitation No.

A. Supplier's Proposal Format Table 2

File No.

File Title Contents/Deliverables (Each a separate file)

1. Transmittal

A signed cover letter, identifying the individuals authorized to negotiate on behalf of the Supplier and their contact information. Title Document:

1_Transmittal_Supplier Name_Solicitation No .

2. Executive Summary

Top level summary of the most important aspects of the proposal, containing a concise description of the proposed solution(s). Requested limitation: 2 pages.

Title Document: 2: Executive Summary_Supplier Name_Solicitation No.

3. Detailed Description of Proposed Solution(s)

Supplier’s response by item in the tables set forth in Section 5, clearly identifying and detailing the proposed Solution, and any processes, methodologies, and resources required by the Solution type defined in Section 5. Requested limitation: 100 pages. Title Document 3: Detailed Description of Proposed Solutions_Supplier Name:_Solicitation No.:

4. Supplier Profile Pursuant to Section 6. Title Document 4: Supplier Profile_Supplier Name_Soliciation No.

5. Supplier Procurement and Subcontracting Plan

Pursuant to Section 7 and Appendix C. Title Document:

5_Supplier Procurement and Subcontracting Plan_Supplier Name_Solicitation No._

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File No.

File Title Contents/Deliverables (Each a separate file)

6. Contract, Functional- Technical Requirements (Appendix J), SLA (Appendix A) Supplier Exceptions (Appendix F) and the IT Solution and Cloud Terms Appendix N and Contract (Appendix O)

Any comments or edits regarding Virginia Works’ proposed contractual terms and conditions pursuant to Section 9, provided and submitted in redline format in the contract document along with the completed table from Appendix F setting forth your reasons for the requested changes to each clause individually. Should include all agreements to Virginia Works “License Agreement Addendum” signed by each proposed software manufacturer (see Section 9). Should include Appendix A

– Service Level Agreement(s) (“SLA”). Title Document:

6_Contract_Functional_Technical_Requirements_Supplier Name_Solicitation No.

7. Appendices Should include any required appendices including Appendix E, the completed State Corporation Commission form. Provide the implementation plan as requested in Section 5. Any optional information Supplier may wish to submit, not including pricing data.

Title Document: 7_Appendices_Supplier Name__Solicitation No.

8. Pricing Detailed pricing as specified in Section 8 and Appendix D. Do not include any pricing data in any other section of your proposal. Title Document: 8 Appendix D_Supplier Name_Solicitation No.

9. Redaction Fully redacted proposal. Title Document: 9 Redaction_Supplier Name_Soliciation No.

By submitting a proposal, you certify that all information provided in response to this RFP is true and accurate.

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4. PRESENT SITUATION

This section presents background information on the potential users of Solution. It is not intended to set forth requirements.

A. Background Introduction:

On July 1st, 2023, the Virginia Department of Workforce Development and Advancement (VDWDA), known as Virginia Works, was established under the Secretary of Labor as a result of the bipartisan passing of legislation during the 2023 Session of the Virginia General Assembly. The goal of the new agency, led by Director Carrie Roth, is to effectively align the Commonwealth’s workforce programs and policy to strategically-drive current and future business needs for skills, capabilities, and resources. Given that Virginia’s workforce development ecosystem is comprised of nearly 70 programs and spans across more than 12 agencies, seven secretariats, and 14 workforce development boards, the agency’s establishment is the first step to consolidate workforce development efforts across the Commonwealth.

This will enable centralized, informed-decision making and create a nation-leading workforce ecosystem hub that proactively connects job seekers, employers, educational institutions, and government services.

The agency is currently in its functional transition phase, in which several workforce developments programs (people, processes, technology) that currently operate under various agencies (VEC, Department of Labor and Industry, (DOLI) and Virginia Community College System (VCCS) are being “lifted and shifted” to the new agency. These programs and technologies are:

• Economic Information and Analytics

• Registered Apprenticeship

• EO Monitor Program

• Workforce Services (WIOA Title III)

WOTC, Agriculture & Foreign Labor (Migrant & Seasonal Farmworker Outreach Program, Foreign Labor Certification Program)

Rapid Response

Trade Adjustment Assistance (TAA)

Jobs for Veterans State Grants (JVSG)

Reemployment Services and Eligibility Assessment Grants (RESEA)

Virginia Workforce Career Information System

Premier Virtual

Work Opportunity Tax Credit Online System (WOTC)

HR Strong

• WIOA Title I

• Virginia Workforce Data Trust

• Virginia Workforce Connection (VAWC)

The Economic Information and Analytics and Registered Apprenticeship programs transitioned in Q4, 2023, and the remaining programs transitioned in January 2024.

Virginia Works currently leverages systems and processes developed and managed by multiple agencies which were previously independent or will continue to be independent agencies of the Commonwealth. As such, we are seeking a solution that will consolidate the user experience, case management, and data to reduce or eliminate the necessity for users to use multiple applications for Virginia Works services.

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These are the primary applications/systems which support Virginia Works Services:

1. Virginia Workforce Connection (VaWC) -The primary software application used for assisting clients and tracking Workforce Development Services within the Commonwealth of Virginia

2. Virginia Unemployment Insurance System (VUIS) – A customized software solution used by the VEC and Virginia Works

The Virginia Workforce Connection (VaWC) is the primary software application used for assisting clients and tracking Workforce Development Services within the Commonwealth of Virginia and is shared by the Workforce Innovation and Opportunity Act (WIOA) Title I and Wagner Peyser & Trade Adjustment Act programs. The system provides integrated services via the Internet for individuals, employers, training providers, workforce staff, and one-stop partners.

The current solution provides functionality which includes but is not limited to:

• Individual services: Career guidance, Education, Labor Market Information (LMI), Profile management, Online learning, Job seeker services, Skill Assessments, Program eligibility assessment

• Employer services: Education, LMI, Profile management, Recruitment

• Case management functionality for individual and employer clients

• Compliance management

• PIRL reporting

The system is configured to work within the design and limitations of several DOL programs for the tracking of client services, case management and federal reporting. The Virginia Workforce Connection is the system of record in Virginia for the Workforce Innovation and Opportunity Act Title I programs, Wagner Peyser (Title III), and Trade Adjustment Act programs. The system is also used to publish Virginia’s WIOA Eligible Training Provider (ETP) information as well as other Labor Market Information.

Users and access:

• Individuals may register through the system’s self-service interface to gaining access to information and services without reporting in person to a One-Stop Center/Workforce Service Office. Individuals may also become registered through the assistance of One-Stop Center staff.

This may occur in situations where the individual was unable complete their own registration or where the client may have already completed a paper application for more intensive program services (WIOA or Trade). Referrals from the Virginia Employment Commission UI program are either matched to currently registered users or automatically registered as a “shell” account.

• Businesses may register for access to job seekers and/or job posting functionality, however all businesses must be verified and approved by Virginia Works central office staff prior to the granting of user access.

• Virginia Works staff access is managed by the VaWC system administrator.

The Virginia Unemployment Insurance System (VUIS) is a custom software solution managing Virginia’s UI program for the VEC.

The VEC manages the Unemployment Insurance (UI) program for the Commonwealth of Virginia. After an individual applies for UI benefits, the VEC creates and transmits a file containing data on new UI applicants and a calculated score indicating whether or not the UI applicant is required to participate in the Reemployment Services and Eligibility Assessment (RESEA) program, which is administered by Virginia Works. Currently, Virginia Works staff is able to access the UI applicant record on the Virginia Unemployment Insurance System (VUIS). VUIS is also leveraged to provide case management functions related to scheduling RESEA clients for consultation meetings and providing updates on the required activity of RESEA clients, while VaWC is also used for overall case management of the same clients.

Reporting for RESEA is currently generated by the VEC.

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System/Data Ownership User registration is the front door of the system and this initial process places the individual within the Wagner Peyser program. This is done for the purpose of tracking the supportive services the client may access without assistance or involvement of workforce staff. The client may later advance to more staff assisted services within the system. At the point the individual applies for and is determined eligible for WIOA Title I services; that data would fall under the responsibility of the WIOA Title I program. Data ownership for services outside the Virginia Works agency scope falls to the agency that is responsible for the program through which the individual is participating and actively receiving service.

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5. FUNCTIONAL AND TECHNICAL REQUIREMENTS

Each Supplier must indicate its capability of fulfilling each specific requirement in Appendix J. Each Supplier’s responses will be reviewed and compared across Suppliers within each service type in order to determine the best solution for the Virginia Works. Supplier should ensure that before submitting its proposal it has provided sufficient and complete responses to reduce the need for additional information.

If this RFP includes requirements for cloud services (e.g. Software as a Service, Platform as a Service, or Infrastructure as a Service), in order to be awarded a contract, an assessment must be conducted by AGENCY based on Supplier’s responses to Attachment A of the RFP, “Security Assessment and Governance Map for Non-Premise Based Services” (“Security Assessment”). The Security Assessment should be completed at the same time as your proposal but should not be submitted along with your proposal. Instead, if a Supplier is selected to go forward in negotiations, the SPOC will request that such Supplier submit its completed Security Assessment and the Suppliers are encouraged to immediately do so upon request.

Detailed requirements are presented in questionnaire format to facilitate direct responses and establish accountability regarding delivery of Solution by Suppliers. You must respond to each requirement by entering, in the space provided in Column A, a code that best corresponds to its intended response for the requirement listed.

The acceptable codes for Column A are as follows:

Y - "Yes" - Supplier can fully meet the requirement as documented with its current application or proposed solution. Supplier should provide in Column B an explanation of how it will fulfill the requirement. This may include use of alliances with other suppliers. Supplier may also use Column B to cross-reference a detailed explanation included in an attachment of its proposal.

F - "Yes, Future" - Supplier will be able to fully meet this requirement in the near future (not longer than six months from the date of the proposal). Supplier should provide a proposed start date and cross-reference any attached documentation in Column B.

N - "No" - Supplier cannot meet the requirement and has no firm plans to be in the position to meet this need within six months from the date of the proposal.

Virginia Works has posed some open-ended questions. In those instances, Supplier must provide adequate information to Virginia Works to properly evaluate its proposal.

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6. SUPPLIER PROFILE

A. Supplier Proposal Compliance

Before submitting your proposal, you should verify that: (i) your proposal is accurate and complete; (ii) your proposal is prepared in accordance with the solicitation requirements, including providing all information, content, responses and appendices requested and, (iii) all required communication, format and submission instructions are followed.

B. Supplier Corporate Overview

1. Business State your firm’s core business, background, and experience in the relevant market, (not to exceed 3 pages).

2. Corporate Identity Please provide the identity of any parent entity, including address, phone and fax numbers, FEIN or tax ID No., company web site and contact email. Provide the identity of any of your subsidiaries, as applicable (not to exceed 3 pages).

3. Organization and Structure Please provide an overview of your firm’s organizational operating structure and describe the operational and functional relationships of the business units within your organization, as they relate to your proposal and Virginia Works stated needs and requirements. Organizational charts are helpful supplements to the descriptions.

Indicate whether your firm expects to provide the Solution with existing resources or plans to secure additional resources by partnering or subcontracting. If applicable, identify the additional resources required to provide the Solution included in the proposal and the timetable for obtaining such resources. If your firm expects to utilize a partnership or subcontracting relationship, any such partner or subcontractor shall comply with the requirements of Section 2.F above.

4. Locations Please describe the geographical locations of your firm at the national, regional, and local levels, as applicable. Identify all locations that will be used to support any contract resulting from this RFP and the operations handled from these locations. Clearly identify any overseas locations that may be used to support the resultant contract or any related data transactions.

5. Strategic Relationships Please identify any and all strategic relationships with other related Suppliers you have or anticipate having. State all subcontractors expected to be employed and outsourced Solution to be used in implementing the proposed solution. Virginia Works reserves the right to request that Supplier provide all the information described in this section for any and all subcontractors proposed by Supplier.

6. ISO Certification Please indicate if your firm is ISO certified. Yes or no is sufficient. If “yes”, identify the area(s) certified (e.g., services, manufacturing).

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C. Financial Information

1. Total Annual Revenue Please state your total annual revenue and indicate the revenues associated with the provision of Solution relevant to your proposal.

2. Dun and Bradstreet Credit Report Include your firm’s current full D&B Business Report, if D&B issues reports on Supplier.

3. Annual Reports Please provide certified, audited financial statements (i.e., income statements, balance sheets, cash flow statements) for the most recent three years. (Any Supplier that has been in business for a shorter period of time is requested to submit any available certified, audited annual financial statements.) Virginia Works may request copies of or access to current and historic annual reports. Virginia Works reserves the right to access a Supplier’s publicly available financial information and to consider such information in its evaluation of such Supplier’s proposal.

4. Research and Development Summarize research and development efforts related to the proposed Solution. State the percentage of your firm’s total revenue invested in Research and Development, as appropriate.

5. Future, Long-Term Vision and Strategic Plans Provide information on your firm’s future, long-term vision, and strategic plans as they relate to the direction of the proposed solution and describe a clear vision of how your firm plans to support emerging technologies and industry standards.

D. Supplier Experience Level and Customer References You should have a demonstrable, proven record of providing Solution similar to those described in the RFP to customers of similar scope and complexity. Please provide three customer references, with contact names, email addresses, phone numbers, Solution descriptions, and dates implemented that Virginia Works may use as a reference check in evaluating your proposal. Virginia Works will make such reasonable investigations as deemed proper and necessary to determine the ability of a Supplier to perform a resultant contract. These may include, but may not be limited to, reference checks and interviews. The references should be from organizations where Supplier is providing a (or has provided) Solution that is of similar in type and scope to that required by Virginia Works as described in this RFP.

Supplier Reference #1: Reference’s Organization Name _________________ Reference’s Current Point of Contact

Name Point of Contact

E-mail Point of Contact Phone Number

Reference’s Contract No.

Reference’s Project Manager Name

Project Manager E-mail

Project Manager

Project Description

Reference’s Contract Manager

Contract Manager E-mail

Contract Manager

Date Implemented

SOLICITATION NUMBER 2015-04 PAGE 19 OF 28

Supplier Reference #2: Reference’s Organization Name _______________________ Reference’s Current Point of Contact

Name Point of Contact

E-mail Point of Contact

Project Manager E-mail

Project Manager

Contract Manager E-mail

Contract Manager

Supplier Reference #3: Reference’s Organization Name __________________________ Reference’s Current Point of Contact

Name Point of Contact

E-mail Point of Contact

Project Manager E-mail

Project Manager

Contract Manager E-mail

Contract Manager

In addition, please provide a synopsis or case study of results attributable to your commitment to high quality and increased operating efficiency. This is requested to demonstrate the added value your firm can offer and indicate the typical on-going cost reductions and Solution efficiencies AGENCY could expect to realize.

E. Performance Standards Methodology Please describe the methodology used to develop your firm’s internal performance standards, the processes and tools used to monitor and measure performance against those standards, and the management reporting systems that capture these data.

Indicate your firm’s present customer satisfaction rating, summarize customer satisfaction criteria, and describe the methodology used to measure customer satisfaction. Please include any relevant publication ratings or articles.

F. Governance and Compliance Management Please describe your firm’s management processes that ensure governance and compliance with all laws and regulations that apply to the Offeror as related to the…