Presentation on theme: "TLSR Bidders’ Conference"— Presentation transcript:
1 TLSR Bidders’ Conference RFP # K1148Washington State Department of RevenueSeptember 9, 20142:00 – 5:00 PMTransforming 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 ContentsKey DatesVendor Questions Related to the RFP
3 Introductions Kit Bail, Project Director David Sorrell, CIO Gil Dean, Project ManagerMark Lyon, Assistant Attorney GeneralDavid Sorrell, CIOChris Waite, RFP CoordinatorDennis Gallitano, Special Assistant Attorney General
4 Housekeeping Items Housekeeping Announcements Emergency exits RestroomsBreaks will be provided, as neededOther Notes: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 FormWebEx participants will be muted until the vendor comments and questions period at the end of each sectionWhen speaking, please identify yourself and the company you representWebEx 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 RFPNothing 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 REMINDERAll communications concerning the TLSR RFP must be directed only to Chris Waite, the RFP Coordinator.Any communication directed to DOR staff, or its consultants, other than the RFP Coordinator may result in disqualification.Any oral communications by DOR will be considered unofficial and non- binding.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 CaseDOR 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 PurposeReplace 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.Includes the acquisition of implementation servicesForm 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:TLSR Solution Procurement and ImplementationTax TypesSystems Being Replaced, including the necessary interfaces to other systemsWork 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 Clarified our mission, goals, and objectives for the projectRequires system integrator to be the Prime Bidder, which can be a solution providerBoth the Tax and Business Licensing solution must be market-proven COTS solutionsBidders propose their preferred implementation approachSOW, Project Plan, and Joint Resource Plan will be developed in the Implementation Planning Study (IPS) workshopsRemoved 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 ProposalNo Modifications to Certification or Response FormsAny changes will result in disqualificationBidders 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 formsResponse Form 9, Other Subcontractor Experience and History Bidder FormNot 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 FormBidders must include answers to the questions for all Third Party Solution Providers and other Subcontractors
21 Cost ProposalBidders to provide a fixed fee price for the TLSR ProjectBidders 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 basisFixed fee for fixed time Proposals and/or any other time-qualified Proposals will be considered non-responsiveCost Proposals must be submitted using the spreadsheets provided in Response Form 15, Appendix B to Cost ProposalBidders 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 ListBidders must complete and include Response Form 16, Issues ListIf 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 conditionsDOR 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 ListBidders must identify issues, concerns, exceptions, or objections to any of the terms or conditionsAn 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 ExhibitsBidder 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 ExhibitsBidders 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 approachEvaluation and scoring for each stage determines participation in future stages
26 Administrative Screening Stage 1StageStepDescriptionAdministrative Screening1Determine, on a pass/fail basis, compliance with administrative requirements as specified in Section 3, Instructions to Bidders2Completeness of, and potential gaps in, the Minimum Qualifications as specified in Response Form 6, Minimum QualificationsDetermine, on a pass/fail basis, which Bidders advance to Stage 2
27 Evaluation of Written Proposal Stage 2StageStepDescriptionEvaluation of Written Proposal3Evaluate and scoreManagement Proposal (Section 3.8.3)Business Proposal (Section 3.8.4)Technical Proposal (Section 3.8.5)Cost Proposal (Section 3.8.6)4Review Issues ListDetermine which Bidders advance to Stage 3
28 Oral Presentations, Product Demonstrations, and Reference Checks Stage 3StageStepDescriptionOral Presentations, Product Demonstrations, and Reference Checks5Conduct oral presentations6Evaluate and score product demonstrationsPerform reference checks and/or site visitsDetermine which Bidder(s) advance to Stage 4Key personnel must participateDemonstrations 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 demonstrationIf demonstrated by the GA solution, then no entry in the Demonstration Materials is requiredDOR will meet with the Bidder’s demonstration team one (1) Business Day before the demonstration to review
30 Reference ChecksBidder customer on-site reference checks at DOR’s discretion, prior to the product demonstrationsTimeframe December 1 – December 18, 2014Bidder must facilitate an introduction of DOR’s reference check facilitator to the referencesBidder must facilitate the scheduling of and site visit and/or obtaining a guest log-inDOR will check Bidder’s key personnel references
31 Stage 4 Stage Step Description IPS Workshops and Determination of the Lowest Responsive and Responsible Bidder7Implementation Planning Study Workshops8The DOR Evaluation Team will determine the Lowest Responsive and Responsible Bidder
32 Implementation Planning Study Workshops Develop and finalize key project documents:TLSR Statement of Work;TLSR Project Plan;TLSR Joint Resource Plan; andOther supporting schedules and attachments
33 Contract Negotiations & Selection of Apparent Successful Bidder Stage 5StageStepDescriptionContract Negotiations & Selection of Apparent Successful Bidder9Contract negotiations with the Lowest Responsive and Responsible Bidder10Announcement of the Apparent Successful Bidder
34 Contract Negotiations Negotiate contract and project document terms and conditions with Lowest Responsive and Responsible BidderRight to request improvements to price or any components of the Bidder’s ProposalNegotiations cannot make substantial changes to scope of work or material requirements set out in the RFP
35 Contract AwardDOR will require that Bidder sign contract as a final written offerDOR 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 proposalDOR will execute a contract with one Bidder once approved by authorities in the State
36 Key DatesTransforming Revenue’s Future through collaborative efforts, improved processes, and proven technology solutions.
37 Procurement Schedule Activity Due Date Due Time (PST) Letter of Intent September 12, 20145:00 PMWritten Questions Due from BiddersSeptember 29, 2014Bidder Complaints DueOctober 10, 2014Bidder Proposals DueOctober 17, 2014Announce Stage 3 ParticipantsNovember 4, 2014Delivery of Non-Generally Available (GA) Supported Requirements and Demonstration Plan and Schedule to DORNovember 12, 2014 (Participant 1)December 3, 2014 (Participant 2)See RFP Section 2, Procurement Schedule for the full list of activities and dates
38 Procurement Schedule Activity Due Date Due Time Oral Presentations & DemonstrationsNovember 14 – November 21, 2014 (Participant 1)December 5 – December 12, 2014 (Participant 2)N/APossible Site VisitsDecember 1 – December 18, 2014Implementation Planning Study (IPS) Workshops BeginJanuary 5, 2015Contract Negotiations BeginApril 1, 2015See RFP Section 2, Procurement Schedule for the full list of activities and dates
39 15 Minute BreakTransforming Revenue’s Future through collaborative efforts, improved processes, and proven technology solutions.
40 Questions and AnswersTransforming Revenue’s Future through collaborative efforts, improved processes, and proven technology solutions.
41 By Monday, September 29, 2014; 5:00 PM Vendor Q&AVerbal responses to questions are unofficialOfficial responses to written questions to be posted on WEBS as RFP addendaWhen asking a question, please identify your name & companyWebEx participants, mute your phones unless asking a questionFor questions that we do not get to today, submit via to the RFP Coordinator at:By Monday, September 29, 2014; 5:00 PM