Presentation on theme: "1 TLSR Bidders’ Conference RFP # K1148 Washington State Department of Revenue September 9, 2014 2:00 – 5:00 PM Transforming Revenue’s Future through collaborative."— Presentation transcript:
1 TLSR Bidders’ Conference RFP # K1148 Washington State Department of Revenue September 9, :00 – 5:00 PM Transforming Revenue’s Future through collaborative efforts, improved processes, and proven technology solutions.
2 Agenda Introductions Protocols for Bidders’ Conference Background, Purpose, and Scope of the Tax and Licensing Systems Replacement (TLSR) Recap of Proposal Contents Key Dates Vendor Questions Related to the RFP
3 Introductions Kit Bail, Project Director Gil Dean, Project Manager Mark Lyon, Assistant Attorney General David Sorrell, CIO Chris Waite, RFP Coordinator Dennis Gallitano, Special Assistant Attorney General
4 Housekeeping Items Housekeeping Announcements o Emergency exits o Restrooms o Breaks will be provided, as needed Other Notes: o Please place your mobile devices on silent or vibrate mode; take or place calls outside
5 Protocols for Bidders’ Conference Transforming Revenue’s Future through collaborative efforts, improved processes, and proven technology solutions.
6 Protocols for Today’s Conference Vendors must sign the Vendor Registration Form WebEx participants will be muted until the vendor comments and questions period at the end of each section When speaking, please identify yourself and the company you represent o WebEx participants, mute your phones unless asking a question
7 Protocols for Today’s Conference The materials presented in the Bidders’ Conference provide summaries of key provisions of the RFP and the Bidders’ Conference materials do not alter or change the RFP requirements. Bidders must review the applicable section of the RFP for the complete statement on the requirements for this RFP Nothing said or discussed during this conference will modify, add to, alter or in any other way qualify or amend the published procurement documents
8 Protocols for Today’s Conference AS A REMINDER o All communications concerning the TLSR RFP must be directed only to Chris Waite, the RFP Coordinator. o Any communication directed to DOR staff, or its consultants, other than the RFP Coordinator may result in disqualification. o Any oral communications by DOR will be considered unofficial and non- binding. o Official responses to written questions will be posted as RFP addenda. Bidders should rely only on written statements issued by the RFP Coordinator.
9 Background, Purpose, and Scope of TLSR Transforming Revenue’s Future through collaborative efforts, improved processes, and proven technology solutions.
10 Business Case DOR plays a pivotal role in the state’s economic vitality and business climate. Systems used to collect taxes and license businesses are severely outdated. Systems are incapable of supporting today’s expectations by businesses and government partners that count on DOR’s services. This project presents DOR with the opportunity to both modernize the technology and to improve the taxpayer and employee user experience. Looking to consolidate systems, make it easier for businesses to register and comply with their business licensing and tax obligations.
11 Procurement Purpose Replace the legacy systems used to administer the state’s excise tax collection, accounting, distribution, and business licensing programs. Acquire and implement configurable commercial-off-the-shelf system(s) developed in modern technologies and architecture to replace the legacy systems. o Includes the acquisition of implementation services Form a partnership with the Apparent Successful Bidder (ASB) to work collaboratively to complete the TLSR Project and support and maintain the TLSR Solution on a going-forward basis.
12 Project Scope…Attachment 2 of RFP Due to the size and complexity of the TLSR Project, the scope is defined in terms of: o TLSR Solution Procurement and Implementation o Tax Types o Systems Being Replaced, including the necessary interfaces to other systems o Work Efforts, to prepare the people and systems to use the new systems, including business process re-engineering
13 Recap of Proposal Content Transforming Revenue’s Future through collaborative efforts, improved processes, and proven technology solutions.
14 RFP Redesign Notable Changes o Clarified our mission, goals, and objectives for the project o Requires system integrator to be the Prime Bidder, which can be a solution provider o Both the Tax and Business Licensing solution must be market-proven COTS solutions o Bidders propose their preferred implementation approach o SOW, Project Plan, and Joint Resource Plan will be developed in the Implementation Planning Study (IPS) workshops o Removed Functional Requirements
15 Minimum Qualifications The Bidder, the Third Party Solution Provider(s), and other Subcontractors are licensed to do business in the state of Washington or provide a commitment to become licensed in Washington State within thirty (30) calendar days of being selected as the Apparent Successful Bidder (ASB). The proposed Business Licensing Solution is a commercially-available licensed software solution currently in use at a state agency, county, or city. The proposed Tax Solution is a commercially-available licensed software solution currently in use at a government tax agency.
16 Minimum Qualifications If the Bidder engages Subcontractors, the Bidder must take full responsibility and accountability for the performance of all Subcontractors. The Bidder must have a minimum of five (5) years experience as a system integrator – implementing software similar in size and scope to the system requirements as described throughout this RFP. The integration of the TLSR Solution must provide the external user (taxpayer/business) with a consolidated view of the users account status and information.
17 Minimum Qualifications The Tax Solution must provide configurable features, business rules management, workflow, and document management. The Business Licensing Solution must provide configurable features, business rules management, workflow, and document management.
18 Minimum Qualifications All Vendor staff assigned work on the project will sign the DOR Secrecy Clause Affidavit in front of a notary. See Attachment 9, Security Clause Affidavit. All Vendor staff assigned work on the project are subject to a background check conducted by the Washington State Patrol, which requires assigned staff to provide their Social Security Number. Failure to meet one or more Minimum Qualifications will result in disqualification.
19 Certification and Proposal Response Forms Response Form 1, Proposal Checklist, intended to assist Bidders develop and submit a quality Proposal No Modifications to Certification or Response Forms o Any changes will result in disqualification Bidders may not reserve any rights to change the underlying certifications or assurances
20 Certification and Proposal Response Forms Not asking for the same information on multiple forms Response Form 9, Other Subcontractor Experience and History Bidder Form o Not needed for Third Party Solution Providers (See Response Form 8: Third Party Solution Provider Bidder Experience and History Bidder Response Form) Response Form 11, Bidder Profile Bidder Form Bidders must include answers to the questions for all Third Party Solution Providers and other Subcontractors
21 Cost Proposal Bidders to provide a fixed fee price for the TLSR Project Bidders should not submit a fixed fee based on a fixed time period, as DOR will only accept pricing Proposals based on a fixed fee for fixed scope basis Fixed fee for fixed time Proposals and/or any other time-qualified Proposals will be considered non-responsive Cost Proposals must be submitted using the spreadsheets provided in Response Form 15, Appendix B to Cost Proposal o Bidders need to return the spreadsheets in a non-copy protected format, and not as a PDF file or any other type of document
22 Issues List Bidders must complete and include Response Form 16, Issues List o If Bidder does not identify specific concerns with a particular term or condition in such Issues List, the term or condition will be deemed accepted by Bidder and DOR will not negotiate further changes to such accepted or non-commented-on terms or conditions DOR reserves the right to discuss the Issues List submission with the Bidders starting in Stage 2 and any time thereafter, and to have the Bidders clarify, revise, and resubmit a revised Issues List
23 Issues List Bidders must identify issues, concerns, exceptions, or objections to any of the terms or conditions An Issues List must be provided for the System Integrator Agreement, TLSR Project Agreement and Exhibits, TLSR License and Support Agreement, and TLSR Ordering Document and Exhibits Bidder should work with the applicable Third Party Solution Provider(s) to complete the Issues List for the TLSR License and Support Agreement (one set per Third Party Solution Provider), and TLSR Ordering Document and Exhibits Bidders will need to submit the Issues List on behalf of their Third Party Solution Providers and other Subcontractors
24 Staged Evaluation Approach Transforming Revenue’s Future through collaborative efforts, improved processes, and proven technology solutions.
25 5-stage approach Evaluation and scoring for each stage determines participation in future stages
26 Stage 1 StageStepDescription Administrative Screening 1 Determine, on a pass/fail basis, compliance with administrative requirements as specified in Section 3, Instructions to Bidders 2 Completeness of, and potential gaps in, the Minimum Qualifications as specified in Response Form 6, Minimum Qualifications Determine, on a pass/fail basis, which Bidders advance to Stage 2
27 Stage 2 StageStepDescription Evaluation of Written Proposal 3 Evaluate and score Management Proposal (Section 3.8.3) Business Proposal (Section 3.8.4) Technical Proposal (Section 3.8.5) Cost Proposal (Section 3.8.6) 4 Review Issues List Determine which Bidders advance to Stage 3
28 Stage 3 StageStepDescription Oral Presentations, Product Demonstrations, and Reference Checks 5 Conduct oral presentations 6 Evaluate and score product demonstrations Perform reference checks and/or site visits Determine which Bidder(s) advance to Stage 4 Key personnel must participate Demonstrations need to follow “Demonstration Materials” (Attachment 8, Demonstration Materials) DOR will electronically capture the demonstration sessions and attach them to the contract
29 Non-Generally Available (GA) Supported Requirements and Demonstration Plan and Schedule Must be submitted three (3) Business Days prior to demonstration If demonstrated by the GA solution, then no entry in the Demonstration Materials is required DOR will meet with the Bidder’s demonstration team one (1) Business Day before the demonstration to review
30 Reference Checks Bidder customer on-site reference checks at DOR’s discretion, prior to the product demonstrations o Timeframe December 1 – December 18, 2014 o Bidder must facilitate an introduction of DOR’s reference check facilitator to the references o Bidder must facilitate the scheduling of and site visit and/or obtaining a guest log-in DOR will check Bidder’s key personnel references
31 Stage 4 StageStepDescription IPS Workshops and Determination of the Lowest Responsive and Responsible Bidder 7 Implementation Planning Study Workshops 8 The DOR Evaluation Team will determine the Lowest Responsive and Responsible Bidder
32 Implementation Planning Study Workshops Develop and finalize key project documents: o TLSR Statement of Work; o TLSR Project Plan; o TLSR Joint Resource Plan; and o Other supporting schedules and attachments
33 Stage 5 StageStepDescription Contract Negotiations & Selection of Apparent Successful Bidder 9 Contract negotiations with the Lowest Responsive and Responsible Bidder 10 Announcement of the Apparent Successful Bidder
34 Contract Negotiations Negotiate contract and project document terms and conditions with Lowest Responsive and Responsible Bidder Right to request improvements to price or any components of the Bidder’s Proposal Negotiations cannot make substantial changes to scope of work or material requirements set out in the RFP
35 Contract Award DOR will require that Bidder sign contract as a final written offer DOR reserves the right to award the contract to the Bidder whose proposal is deemed to be in the best interest of DOR and the State, hence, DOR may choose to not award to the highest-scoring or lowest-cost proposal DOR will execute a contract with one Bidder once approved by authorities in the State
36 Key Dates Transforming Revenue’s Future through collaborative efforts, improved processes, and proven technology solutions.
37 Procurement Schedule ActivityDue DateDue Time (PST) Letter of IntentSeptember 12, 20145:00 PM Written Questions Due from BiddersSeptember 29, 20145:00 PM Bidder Complaints DueOctober 10, 20145:00 PM Bidder Proposals DueOctober 17, 20145:00 PM Announce Stage 3 ParticipantsNovember 4, 20145:00 PM Delivery of Non-Generally Available (GA) Supported Requirements and Demonstration Plan and Schedule to DOR November 12, 2014 (Participant 1) December 3, 2014 (Participant 2) 5:00 PM See RFP Section 2, Procurement Schedule for the full list of activities and dates
38 Procurement Schedule ActivityDue DateDue Time Oral Presentations & Demonstrations November 14 – November 21, 2014 (Participant 1) December 5 – December 12, 2014 (Participant 2) N/A Possible Site VisitsDecember 1 – December 18, 2014N/A Implementation Planning Study (IPS) Workshops Begin January 5, 2015N/A Contract Negotiations BeginApril 1, 2015N/A See RFP Section 2, Procurement Schedule for the full list of activities and dates
39 15 Minute Break Transforming Revenue’s Future through collaborative efforts, improved processes, and proven technology solutions.
40 Questions and Answers Transforming Revenue’s Future through collaborative efforts, improved processes, and proven technology solutions.
41 Vendor Q&A Verbal responses to questions are unofficial Official responses to written questions to be posted on WEBS as RFP addenda When asking a question, please identify your name & company WebEx participants, mute your phones unless asking a question For questions that we do not get to today, submit via to the RFP Coordinator at: By Monday, September 29, 2014; 5:00 PM