STATE OF UTAH SOLICITATION NO. JG Oct 8, :00:00 PM MDT

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1 STATE OF UTAH SOLICITATION NO. JG RESPONSES ARE DUE PRIOR TO: Oct 8, :00:00 PM MDT RESPONSES MAY BE SUBMITTED ELECTRONICALLY TO: RESPONSES MAY BE MAILED OR DELIVERED TO: State of Utah Division of Purchasing 3150 State Office Building, Capitol Hill Salt Lake City, Utah Sep 30, :30:20 AM MDT p. 1

2 Bid Number Bid Title JG Bid Start Date Bid End Date Question & Answer End Date Aug 11, :13:53 AM MDT Oct 8, :00:00 PM MDT Sep 10, :30:00 AM MDT Bid Contact Jared Gardner Purchasing Agent Purchasing Contract Duration Contract Renewal Prices Good for 4 years 6 annual renewals 60 days Pre-Bid Conference Aug 26, :00:00 AM MDT Attendance is mandatory Location: A bidder s conference will be held for potential offerors at the place and time specified. The purpose of this conference is to allow prospective offerors an opportunity to ask questions regarding the contents of the RFP. Due to space limitations, representation will be limited to two persons per offeror. Attending the bidder s conference in person is optional, however, all potential offerors are required to participate in the conference, either in person or by conference call (Conference Call # , Pass Code:* *). The bidder s conference will be conducted at 1 State Office Building, 6th Floor, Salt Lake City, Utah, in the Executive Conference Room. Bid Comments The purpose of this procurement is to establish a contract with an offeror for the provision of Portal management and development services for the Utah.gov Portal. All questions must be submitted via RFP Depot. Added on Aug 13, 2008: Addendum #1 The question and bid due date have been extended. A pre-bid conference has been scheduled. Added on Aug 25, 2008: Addendum #2 Addendum #2 document is added and a new version of the RFP document is added with addendum #1 and #2 addendums incorporated for convenience. Added on Aug 28, 2008: Addendum #3 Document "JG Pre-bid Conference Q&A" has been added. This document contains the questions and answers from the pre-bid conference held August 26, Added on Sep 11, 2008: Addendum #3-1 - Revised Specifications and information requested in Q&A have been added to this bid. 6 additional documents have been attached. Added on Sep 30, 2008: Addendum #4 Sep 30, :30:20 AM MDT p. 2

3 The link given for the confidentiality form for protected information has changed. If needed the new link is: Changes made on Aug 13, :48:28 PM MDT New Documents JG9900 Addendum 1.doc Previous End Date Sep 3, :00:00 AM MDT New End Date Oct 8, :00:00 PM MDT Previous Q & A End Date Aug 21, :00:00 PM MDT New Q & A End Date Sep 5, :00:00 PM MDT Conference on Aug 26, :00:00 AM MDT as been added Changes made on Aug 25, :44:16 PM MDT New Documents JG Addendum 2.doc JG RFP Incorporating Addendums 1 and 2.doc Changes made on Aug 28, :41:26 AM MDT Changes made on Sep 10, :22:56 AM MDT Previous Q & A End Date Sep 5, :00:00 PM MDT New Q & A End Date Sep 10, :30:00 AM MDT Changes made on Sep 11, :15:59 AM MDT New Documents JG Amendment 3.1Services-Fees1 1.pdf JG Amendment 3-1 SLA-005 UII 2.pdf JG Amendment 3-1 DPR-0465 UII 3.pdf JG Amendment doc JG Amendment 3-1 DPR-0481 UII 4.pdf JG Amendment 3-1 PD1068 Full Contract1 5.pdf Changes made on Sep 30, :16:19 AM MDT Item Response Form Item Quantity JG n/a 1 each Prices are not requested for this item. Delivery Location State of Utah No Location Specified Qty 1 Description Pricing will be submitted as a separate document as an attachment in RFP Depot. Sep 30, :30:20 AM MDT p. 3

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5 State of Utah Request for Proposal Legal Company Name (include d/b/a if applicable) Federal Tax Identification Number State of Utah Sales Tax ID Number Ordering Address City State Zip Code Remittance Address (if different from ordering address) City State Zip Code Type Corporation Partnership Company Contact Person Government Proprietorship Telephone Number (include area code) Fax Number (include area code) Company=s Internet Web Address Address Discount Terms (for bid purposes, bid discounts less than 30 days will not be considered) Days Required for Delivery After Receipt of Order (see attached for any required minimums) The undersigned certifies that the goods or services offered are produced, mined, grown, manufactured, or performed in Utah. Yes No. If no, enter where produced, etc. Offeror=s Authorized Representative=s Signature Date Type or Print Name Position or Title Sep 30, :30:20 AM MDT p. 5

6 REQUEST FOR PROPOSAL - INSTRUCTIONS AND GENERAL PROVISIONS 1. SUBMITTING THE PROPOSAL: (a) The Utah Division of Purchasing and General Services (DIVISION) prefers that proposals be submitted electronically. Electronic proposals may be submitted through a secure mailbox at RFP Depot, LLC ( until the date and time as indicated in this document. It is the sole responsibility of the supplier to ensure their proposal reaches RFP Depot, LLC before the closing date and time. There is no cost to the supplier to submit Utah s electronic proposals via RFP Depot, LLC. (b) Electronic proposals may require the uploading of electronic attachments. The submission of attachments containing embedded documents is prohibited. All documents should be attached as separate files. (c) If the supplier chooses to submit the proposal directly to the DIVISION in writing: The proposal must be signed in ink, sealed, and delivered to the Division of Purchasing, 3150 State Office Building, Capitol Hill, Salt Lake City, UT by the "Due Date and Time. The "Solicitation Number" and "Due Date" must appear on the outside of the envelope. All prices and notations must be in ink or typewritten. Each item must be priced separately. Unit price shall be shown and a total price shall be entered for each item offered. Errors may be crossed out and corrections printed in ink or typewritten adjacent and must be initialed in ink by person signing offer. Unit price will govern, if there is an error in the extension. Written offers will be considered only if it is submitted on the forms provided by the DIVISION. (d) Proposals, modifications, or corrections received after the closing time on the "Due Date" will be considered late and handled in accordance with the Utah Procurement Rules, section R (e) Facsimile transmission of proposals to DIVISION will not be considered. 2. PROPOSAL PREPARATION: (a) Delivery time of products and services is critical and must be adhered to as specified. (b) Wherever in this document an item is defined by using a trade name of a manufacturer and/or model number, it is intended that the words, "or equivalent" apply. "Or equivalent" means any other brand that is equal in use, quality, economy and performance to the brand listed as determined by the DIVISION. If the supplier lists a trade name and/or catalog number in the offer, the DIVISION will assume the item meets the specifications unless the offer clearly states it is an alternate, and describes specifically how it differs from the item specified. All offers must include complete manufacturer=s descriptive literature if quoting an equivalent product. All products are to be of new, unused condition, unless otherwise requested in this solicitation. (c) Incomplete proposals may be rejected. (d) Where applicable, all proposals must include complete manufacturer=s descriptive literature. (e) By submitting the proposal the offeror certifies that all of the information provided is accurate, that they are willing and able to furnish the item(s) specified, and that prices offered are correct. (f) This proposal may not be withdrawn for a period of 60 days from the due date. 3. FREIGHT COST: (a) Where Freight Cost is listed as a separate line item, suppliers are to provide product line item pricing FOB Origin Less Freight. On the line item for Freight Cost suppliers are to indicate the total freight cost FOB Destination Freight Prepaid, and complete the Freight Information document. The DIVISION will analyze freight charges separately from the item cost and determine how the shipment will be routed (either by the supplier, or by the State s carrier). (b) Where there is not a line item for Freight Cost, suppliers are to provide line item pricing FOB Destination Freight Prepaid. Unless otherwise indicated on the contract/purchase order, shipping terms will be FOB Destination Freight Prepaid. 4. SOLICITATION AMENDMENTS: All changes to this solicitation will be made through written addendum only. Answers to questions submitted through RFP Depot shall be considered addenda to the solicitation documents. Bidders are cautioned not to consider verbal modifications. 5. PROTECTED INFORMATION: Suppliers are required to mark any specific information contained in their offer which they are claiming as protected and not to be disclosed to the public or used for purposes other than the evaluation of the offer. Each request for non-disclosure must be made by completing the Confidentiality Claim Form located at: with a specific justification explaining why the information is to be protected. Pricing and service elements of any proposal will not be considered proprietary. All material becomes the property of the DIVISION and may be returned only at the DIVISION 's option. 6. BEST AND FINAL OFFERS: Discussions may be conducted with offerors who submit proposals determined to be reasonably susceptible of being selected for award for the purpose of assuring full understanding of, and responsiveness to, solicitation requirements. Prior to award, these offerors may be asked Sep 30, :30:20 AM MDT p. 6

7 to submit best and final offers. In conducting discussions, there shall be no disclosure of any information derived from proposals submitted by a competing offeror. 7. SAMPLES: Samples of item(s) specified in this offer, brochures, etc., when required by the DIVISION, must be furnished free of expense to the DIVISION. Any item not destroyed by tests may, upon request made at the time the sample is furnished, be returned at the offeror's expense. 8. AWARD OF CONTRACT: (a) The contract will be awarded with reasonable promptness, by written notice, to the responsible offeror whose proposal is determined to be the most advantageous to the DIVISION, taking into consideration price and evaluation factors set forth in the RFP. No other factors or criteria will be used in the evaluation. The contract file shall contain the basis on which the award is made. Refer to Utah Code Annotated (b) The DIVISION may accept any item or group of items, or overall best offer. The DIVISION can reject any or all proposals, and it can waive any informality, or technicality in any proposal received, if the DIVISION believes it would serve the best interests of the DIVISION. (c) Before, or after, the award of a contract the DIVISION has the right to inspect the offeror's premises and all business records to determine the offeror's ability to meet contract requirements. (d) The DIVISION will open proposals publicly, identifying only the names of the offerors. During the evaluation process, proposals will be seen only by authorized DIVISION staff and those selected by DIVISION to evaluate the proposals. Following the award decision, all proposals become public information except for protected information (see number 5 above). A register of proposals and contract awards are posted at module=pagesetter&func=viewpub&tid=1&pid=13. (e) Estimated quantities are for bidding purposes only, and not to be interpreted as a guarantee to purchase any amount. (f) Utah has a reciprocal preference law which will be applied against offerors offering products or services produced in states which discriminate against Utah products. For details see Section and , Utah Code Annotated. (g) Multiple contracts may be awarded if the DIVISION determines it would be in its best interest. 9. DIVISION APPROVAL: Contracts written with the State of Utah, as a result of this proposal, will not be legally binding without the written approval of the Director of the DIVISION. 10. DEBARMENT: The CONTRACTOR certifies that neither it nor its principals are presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction (contract) by any governmental department or agency. If the CONTRACTOR cannot certify this statement, attach a written explanation for review by the DIVISION. 11. ENERGY CONSERVATION AND RECYCLED PRODUCTS: The contractor is encouraged to offer Energy Star certified products or products that meet FEMP (Federal Energy Management Program) standards for energy consumption. The State of Utah also encourages contractors to offer products that are produced with recycled materials, where appropriate, unless otherwise requested in this solicitation. 12. GOVERNING LAWS AND REGULATIONS: All State purchases are subject to the Utah Procurement Code, Title 63, Chapter 56 Utah Code Annotated 1953, as amended, and the Procurement Rules as adopted by the Utah State Procurement Policy Board (Utah Administrative Code Section R33). These are available on the Internet at SALES TAX ID NUMBER: Utah Code Annotated (UCA) requires anyone filing a bid with the state for the sale of tangible personal property or any other taxable transaction under UCA (1) to include their Utah sales tax license number with their bid. For information regarding a Utah sales tax license see the Utah State Tax Commission s website at The Tax Commission is located at 210 North 1950 West, Salt Lake City, UT 84134, and can be reached by phone at (801) (Revision 13 September RFP Instructions) Sep 30, :30:20 AM MDT p. 7

8 Standard Contract Terms and Conditions State of Utah, State Cooperative Contract 1. AUTHORITY: Provisions of this contract are pursuant to the authority set forth in 63-56, Utah Code Annotated, 1953, as amended, Utah State Procurement Rules (Utah Administrative Code Section R33), and related statutes which permit the STATE to purchase certain specified services, and other approved purchases for the STATE. 2. CONTRACT JURISDICTION, CHOICE OF LAW, AND VENUE: The provisions of this contract shall be governed by the laws of the State of Utah. The parties will submit to the jurisdiction of the courts of the State of Utah for any dispute arising out of this Contract or the breach thereof. Venue shall be in Salt Lake City, in the Third Judicial District Court for Salt Lake Co. 3. LAWS AND REGULATIONS: The Contractor and any and all supplies, services, equipment, and construction proposed and furnished under this contract will comply fully with all applicable Federal and State laws and regulations. 4. RECORDS ADMINISTRATION: The Contractor will maintain, or supervise the maintenance of all records necessary to properly account for the payments made to the Contractor for costs authorized by this contract. These records will be retained by the Contractor for at least four years after the contract terminates, or until all audits initiated within the four years have been completed, whichever is later. The Contractor agrees to allow the State and Federal auditors, and State agency staff, access to all the records to this contract, for audit and inspection, and monitoring of services. Such access will be during normal business hours, or by appointment. 5. CONFLICT OF INTEREST: Contractor certifies that it has not offered or given any gift or compensation prohibited by the laws of the State of Utah to any officer or employee of the STATE or participating political subdivisions to secure favorable treatment with respect to being awarded this contract. 6. INDEPENDENT CONTRACTOR: Contractor will be an independent Contractor, and as such will have no authorization, express or implied to bind the STATE to any agreements, settlements, liability or understanding whatsoever, and agrees not to perform any acts as agent for the STATE, except as expressly set forth herein. Compensation stated herein will be the total amount payable to the Contractor by the STATE. The Contractor will be responsible for the payment of all income tax and social security tax due as a result of payments received from the STATE for these contract services. Persons employed by the STATE and acting under the direction of the STATE will not be deemed to be employees or agents of the Contractor. 7. INDEMNITY CLAUSE: The Contractor will release, protect, indemnify and hold the STATE and the respective political subdivisions and their officers, agencies, employees, harmless from and against any damage, cost or liability, including reasonable attorney's fees for any or all injuries to persons, property or claims for money damages arising from acts or omissions of the Contractor, his employees or subcontractors or volunteers. 8. EMPLOYMENT PRACTICES CLAUSE: The Contractor agrees to abide by the provisions of Title VI and VII of the Civil Rights Act of 1964 (42USC 2000e) which prohibits discrimination against any employee or applicant for employment or any applicant or recipient of services, on the basis of race, religion, color, or national origin; and further agrees to abide by Executive Order No , as amended, which prohibits discrimination on the basis of sex; 45 CFR 90 which prohibits discrimination on the basis of age; and Section 504 of the Rehabilitation Act of 1973, or the Americans with Disabilities Act of 1990 which prohibits discrimination on the basis of disabilities. Also, the Contractor agrees to abide by Utah's Executive Order, dated March 17, 1993, which prohibits sexual harassment in the work place. 9. SEVERABILITY: If any provision of this contract is declared by a court to be illegal or in conflict with any law, the validity of the remaining terms and provisions will not be affected; and the rights and obligations of the parties will be construed and enforced as if the contract did not contain the particular provision held to be invalid. 10. RENEGOTIATION OR MODIFICATIONS: The terms of this contract will not be waived, altered, modified, supplemented or amended in any manner whatsoever without prior written approval of the State Director of Purchasing. Automatic renewals will not apply to this contract. 11. DEBARMENT: The Contractor certifies that neither it nor its principals are presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction (contract), by any governmental department or agency. If the Contractor cannot certify this statement, attach a written explanation for review by the STATE. The Contractor must notify the State Director of Purchasing within 30 days if debarred by any governmental entity during the Contract period. 12. TERMINATION: Unless otherwise stated in the Special Terms and Conditions, this contract may be terminated, with cause by either party, in advance of the specified termination date, upon written notice being given by the other party. The party in violation will be given ten (10) working days after notification to correct and cease the violations, after which the contract may be terminated for cause. This contract may be terminated without cause, in advance of the specified expiration date, by either party, upon sixty (60) days prior written notice being given the other party. On termination of this contract, all Sep 30, :30:20 AM MDT p. 8

9 accounts and payments will be processed according to the financial arrangements set forth herein for approved services rendered to date of termination. 13. NONAPPROPRIATION OF FUNDS: The Contractor acknowledges that the State cannot contract for the payment of funds not yet appropriated by the Utah State Legislature. If funding to the State is reduced due to an order by the Legislature or the Governor, or is required by State law, or if federal funding (when applicable) is not provided, the State may terminate this contract or proportionately reduce the services and purchase obligations from the State upon 30 days written notice. In the case that funds are not appropriated or are reduced, the State will reimburse Contractor for products delivered or services performed through the date of cancellation or reduction, and the State will not be liable for any future commitments, penalties, or liquidated damages. 14. TAXES: Bid/proposal prices will be exclusive of state sales, use and federal excise taxes. The State of Utah s sales and use tax exemption number is E The tangible personal property or services being purchased are being paid from STATE funds and used in the exercise of that entity s essential functions. If the items being purchased are construction materials, they will be converted into real property by employees of this government entity, unless otherwise stated in the contract, or contract orders. The State of Utah s Federal excise exemption number is K. 15. WARRANTY: The Contractor agrees to warrant and assume responsibility for all products (including hardware, firmware, and/or software products) that it licenses, contracts, or sells to the State of Utah under this contract for a period of one year, unless otherwise specified and mutually agreed upon elsewhere in this contract. The Contractor (seller) acknowledges that all warranties granted to the buyer by the Uniform Commercial Code of the State of Utah apply to this contract. Product liability disclaimers and/or warranty disclaimers from the seller are not applicable to this contract unless otherwise specified and mutually agreed upon elsewhere in this contract. In general, the Contractor warrants that: (1) the product will do what the salesperson said it would do, (2) the product will live up to all specific claims that the manufacturer makes in their advertisements, (3) the product will be suitable for the ordinary purposes for which such product is used, (4) the product will be suitable for any special purposes that the STATE has relied on the Contractor s skill or judgment to consider when it advised the STATE about the product, (5) the product has been properly designed and manufactured, and (6) the product is free of significant defects or unusual problems about which the STATE has not been warned. Remedies available to the STATE include the following: The Contractor will repair or replace (at no charge to the STATE) the product whose nonconformance is discovered and made known to the Contractor in writing. If the repaired and/or replaced product proves to be inadequate, or fails of its essential purpose, the Contractor will refund the full amount of any payments that have been made. Nothing in this warranty will be construed to limit any rights or remedies the State of Utah may otherwise have under this contract. 16. PARTICIPANTS: This is a contract to provide the State of Utah government departments, institutions, agencies and political subdivisions (i.e., colleges, school districts, counties, cities, etc.) with the goods and/or services described in the bid/proposal. 17. POLITICAL SUBDIVISION PARTICIPATION: Participation under this contract by political subdivisions (i.e., colleges, school districts, counties, cities, etc.) will be voluntarily determined by the political subdivision. The Contractor agrees to supply the political subdivisions based upon the same terms, conditions and prices. 18. QUANTITY ESTIMATES: The STATE does not guarantee to purchase any amount under the contract to be awarded. Estimated quantities are for proposing purposes only and are not to be construed as a guarantee to purchase any amount. 19. DELIVERY: The prices proposed will be the delivered price to any state agency or political subdivision. Unless otherwise specified by the State, all deliveries will be F.O.B. destination with all transportation and handling charges paid by the Contractor. Responsibility and liability for loss or damage will remain with Contractor until final inspection and acceptance when responsibility will pass to the Buyer except as to latent defects, fraud, and Contractor's warranty obligations. The minimum shipment amount will be found in the special terms and conditions. Any order for less than the specified amount is to be shipped with the freight prepaid and added as a separate item on the invoice. Any portion of an order to be shipped without transportation charges that is back ordered will be shipped without transportation charges. 20. REPORTS: The Contractor will submit quarterly reports to the State Purchasing Agent showing the quantities and dollar volume of purchases by each agency and political subdivision. 21. PROMPT PAYMENT DISCOUNT: Offeror may quote a prompt payment discount based upon early payment; however, discounts offered for less than 30 days will not be considered in making the award. The prompt payment discount will apply to payments made with purchasing cards and checks. The date from which discount time is calculated will be the date a correct invoice is received or receipt of shipment, whichever is later; except that if testing is performed, the date will be the date of acceptance of the merchandise. 22. FIRM PRICES: Unless otherwise stated in the special terms and conditions, for the purpose of award, offers made in accordance with this solicitation must be good and firm for a period of ninety (90) days from the date of bid/proposal opening. 23. PRICE GUARANTEE, ADJUSTMENTS: The contract pricing resulting from this bid/proposal will be guaranteed for the Sep 30, :30:20 AM MDT p. 9

10 period specified. Following the guarantee period, any request for price adjustment must be for an equal guarantee period, and must be made at least 30 days prior to the effective date. Requests for price adjustment must include documentation supporting the request and demonstrating a logical mathematical link between the current price and the proposed price. Any adjustment or amendment to the contract will not be effective unless approved by the State Director of Purchasing. The STATE will be given the immediate benefit of any decrease in the market, or allowable discount. 24. ORDERING AND INVOICING: Orders will be placed by the using agencies directly with the Contractor. All orders will be shipped promptly in accordance with the delivery guarantee. The Contractor will then promptly submit invoices to the ordering agency. The STATE contract number and the agency ordering number will appear on all invoices, freight tickets, and correspondence relating to the contract order. The prices paid by the STATE will be those prices on file with the Division of Purchasing. The STATE has the right to adjust or return any invoice reflecting incorrect pricing. 25. PAYMENT: Payments are normally made within 30 days following the date the order is delivered or the date a correct invoice is received, whichever is later. After 45 days the Contractor may assess overdue account charges up to a maximum rate of one percent per month on the outstanding balance. Payments may be made via a State of Utah (or political subdivision) Purchasing Card (major credit card). All payments to the Contractor will be remitted by mail unless paid by Purchasing Card. 26. MODIFICATION OR WITHDRAWAL OF BIDS/PROPOSALS: Bids/proposals may be modified or withdrawn prior to the time set for the opening of bids/proposals. After the time set for the opening of bids/proposals, no bids/proposals may be modified or withdrawn. 27. BID/PROPOSAL PREPARATION COSTS: The STATE is not liable for any costs incurred by the offeror in bid/proposal preparation. 28. INSPECTIONS: Goods furnished under this contract will be subject to inspection and test by the Buyer at times and places determined by the Buyer. If the Buyer finds goods furnished to be incomplete or not in compliance with bid/proposal specifications, the Buyer may reject the goods and require Contractor to either correct them without charge or deliver them at a reduced price which is equitable under the circumstances. If Contractor is unable or refuses to correct such goods within a time deemed reasonable by the Buyer, the Buyer may cancel the order in whole or in part. Nothing in this paragraph will adversely affect the Buyer's rights including the rights and remedies associated with revocation of acceptance under the Uniform Commercial Code. 29. PATENTS, COPYRIGHTS, ETC.: The Contractor will release, indemnify and hold the Buyer, its officers, agents and employees harmless from liability of any kind or nature, including the Contractor's use of any copyrighted or un-copyrighted composition, secret process, patented or un-patented invention, article or appliance furnished or used in the performance of this contract. 30. ASSIGNMENT/SUBCONTRACT: Contractor will not assign, sell, transfer, subcontract or sublet rights, or delegate responsibilities under this contract, in whole or in part, without the prior written approval of the State Director of Purchasing. 31. DEFAULT AND REMEDIES: Any of the following events will constitute cause for the STATE to declare Contractor in default of the contract: 1. Nonperformance of contractual requirements; 2. A material breach of any term or condition of this contract. The STATE will issue a written notice of default providing a period in which Contractor will have an opportunity to cure. Time allowed for cure will not diminish or eliminate Contractor's liability for liquidated or other damages. If the default remains, after Contractor has been provided the opportunity to cure, the STATE may do one or more of the following: 1. Exercise any remedy provided by law; 2. Terminate this contract and any related contracts or portions thereof; 3. Impose liquidated damages, if liquidated damages are listed in the contract; 4. Suspend Contractor from receiving future bid/proposal solicitations. 32. FORCE MAJEURE: Neither party to this contract will be held responsible for delay or default caused by fire, riot, acts of God and/or war which is beyond that party's reasonable control. The STATE may terminate this contract after determining such delay or default will reasonably prevent successful performance of the contract. 33. HAZARDOUS CHEMICAL INFORMATION: The Contractor will provide one set of the appropriate material safety data sheet(s) and container label(s) upon delivery of a hazardous material to the user agency. All safety data sheets and labels will be in accordance with each participating state's requirements. 34. NON-COLLUSION: By signing the bid/proposal, the offeror certifies that the bid/proposal submitted has been arrived at independently and has been submitted without collusion with, and without any agreement, understanding or planned common course of action with, any other vendor of materials, supplies, equipment or services described in the Solicitation, designed to limit independent proposing or competition. 35. PUBLIC INFORMATION: Except as identified in writing and expressly approved by the State Division of Purchasing, Contractor agrees that the contract and related Sales Orders and Invoices will be public documents, as far as distribution of copies, and Contractor gives the STATE express permission to make copies of the contract, the response to the solicitation, and related Sales Orders and Invoices in accordance with the State of Utah Government Records Access and Management Sep 30, :30:20 AM MDT p. 10

11 Act. The permission to make copies as noted will take precedence over any statements of confidentiality, proprietary information, or copyright information. 36. PROCUREMENT ETHICS: The Contractor understands that a person who is interested in any way in the sale of any supplies, services, construction, or insurance to the State of Utah is violating the law if the person gives or offers to give any compensation, gratuity, contribution, loan or reward, or any promise thereof to any person acting as a procurement officer on behalf of the State, or who in any official capacity participates in the procurement of such supplies, services, construction, or insurance, whether it is given for their own use or for the use or benefit of any other person or organization ( , Utah Code Annotated, 1953, as amended). 37. ENERGY CONSERVATION AND RECYCLED PRODUCTS: The contractor is encouraged to offer Energy Star certified products or products that meet FEMP (Federal Energy Management Program) standards for energy consumption. The State of Utah also encourages contractors to offer products that are produced with recycled materials, where appropriate, unless otherwise requested in this solicitation. 38. CONFLICT OF TERMS: Contractor Terms and Conditions that apply must be in writing and attached to the contract. No other Terms and Conditions will apply to this contract including terms listed or referenced on a Contractor s website, terms listed in a Contractor quotation/sales order, etc. In the event of any conflict in the contract terms and conditions, the order of precedence shall be: 1. Attachment A: State of Utah Standard Contract Terms and Conditions; 2. State of Utah Contract Signature Page(s); 3. Additional State Terms and Conditions; 4. Contractor Terms and Conditions. 39. LOCAL WAREHOUSE AND DISTRIBUTION: The Contractor will maintain a reasonable amount of stock warehoused in the State of Utah for immediate or emergency shipments. Shipments are to be made in the quantities as required by the various ordering agencies. Orders for less than the minimum specified amount will have transportation charges prepaid by the Contractor and added as a separate item on the invoice. Any portion of an order to be shipped without transportation charges that is back ordered will be shipped without charge. 40. ENTIRE AGREEMENT: This Agreement, including all Attachments, and documents incorporated hereunder, and the related State Solicitation constitutes the entire agreement between the parties with respect to the subject matter, and supersedes any and all other prior and contemporaneous agreements and understandings between the parties, whether oral or written. The terms of this Agreement shall supersede any additional or conflicting terms or provisions that may be set forth or printed on the Contractor s work plans, cost estimate forms, receiving tickets, invoices, or any other related standard forms or documents of the Contractor that may subsequently be used to implement, record, or invoice services hereunder from time to time, even if such standard forms or documents have been signed or initialed by a representative of the State. The parties agree that the terms of this Agreement shall prevail in any dispute between the terms of this Agreement and the terms printed on any such standard forms or documents, and such standard forms or documents shall not be considered written amendments of this Agreement. Revision date: 12 Feb 2007 Sep 30, :30:20 AM MDT p. 11

12 ATTACHMENT C TO CONTRACT UTAH DEPARTMENT OF TECHNOLOGY SERVICES (DTS) DEPARTMENT STANDARD TERMS AND CONDITIONS 1. NOTICE: Wherever under this contract one party is required to give formal notice to the other, such notice shall be deemed given upon delivery, if delivered by hand (in which case a signed receipt shall be obtained), or three days after date sent if sent by registered or certified mail, return receipt requested. Formal Notices to the Contractor and to the State shall be addressed as follows: Contractor: Contact Person and Contractor Address as Indicated on Signed FI-84 State of Utah Contract (Cover) Page of this Contract State of Utah: Contracts Manager Department of Technology Services 1 State Office Building, 6 th Floor Salt Lake City, Utah WAIVER: The waiver by either party of any provision, term, covenant or condition of this Contract shall not be deemed to be a waiver of any other provision, term, covenant or condition of this Contract nor any subsequent breach of the same or any other provision, term, covenant or condition of this Contract. 3. REDUCTION OF FUNDS: (N/A to Open-Ended Contracts): The maximum amount authorized by this contract shall be reduced or contract terminated if required by Federal/State law, regulation, or action or there is significant under utilization of funds, provided the Contractor shall be reimbursed for all services performed in accordance with this contract prior to date of reduction or termination. If funds are reduced, there will be a comparable reduction in amount of services to be given by the Contractor. The Department will give the Contractor thirty (30) days notice of reduction. 4. SUSPENSION OF WORK: Should circumstances arise which would cause the State the need to suspend the work, but not terminate the contract, this will be done by written NOTICE, which meets the NOTICE requirements of this contract. The work may be reinstated upon advance written NOTICE from the State, to recommence as mutually agreed between the parties. The State understands any such suspension of the work may affect both the time of performance and price to complete the work when reinstated. 5. WORKERS COMPENSATION: The Contractor shall take out, furnish proof, and maintain during the life of this contract workers compensation insurance for all its employees employed at the site of the project in Utah, and in the event any work is subcontracted, the Contractor agrees to require any of its Subcontractors to similarly provide and furnish proof of workers compensation insurance for all the latter s employees employed on any site of the project in Utah. 6. CONFLICT OF INTEREST WITH STATE EMPLOYEES: In addition to the provisions of State T&C Clause 5, the Contractor certifies, through the execution of the contract, that no person in the State s employment, directly or through subcontract, will receive any private financial interest, direct or indirect, in the contract. The CONTRACTOR will not hire or subcontract with any person having such conflicting interest. 7. THIRD PARTY CLAIMS INDEMNIFICATION: Contractor agrees to indemnify the State against third party claims for infringement for materials created and furnished by Contractor, for claims for death, bodily injury, or tangible property damage. 8. INVOICES: Each invoice must contain a unique invoice number and a customer account number, detail of work completed (e.g. time x rate) on the contract. The State reserves the right to correct invoices not in accordance with this Contract. Sep 30, :30:20 AM MDT p. 12

13 9. PAYMENT BY THE STATE / INTEREST ON LATE PAYMENTS: Payments to the Contractor shall generally be made within thirty (30) days of receipt by the State of an accurate invoice and receipt in Finance of the responsible State Project Manager s certification of acceptable completion of work, presuming receipt by the State of a correct, detailed invoice from the Contractor. Utah s Prompt Payment Act, UCA requires payment within 60 days after receipt of the invoice covering the delivered items or services. If the State s payment is more than 60 days late, interest shall accrue and be charged on payments overdue starting on the 61 st day that the State s payment may be overdue, until paid, unless this is a disputed payment. UCA allows late payment interest at 2% above the rate paid by the IRS on refund claims. The State s payment of invoices shall be sent via mail, or may be paid electronically at the discretion of the State. 10. EMPLOYMENT PRACTICES OF CONTRACTOR: In addition to Employment Practices Clause requirements stated in State T&C Clause 8, the following equal opportunity provisions apply to this contract. The Contractor agrees to abide by the provisions of: a. Section 188 of the Workforce Investment Act of 1998 (WIA) (29 USC 2938), which prohibits discrimination against all individuals in the United States on the basis of race, color, religion, sex, national origin, age, disability, political affiliation or belief, and against discrimination to beneficiaries on the basis of either citizenship/status as a lawfully admitted immigrant authorized to work in the United States or participation in any WIA Title I-financially assisted program or activity; and b. Title IX of the Education Amendments of 1972 (20 USC 1681 et seq.), as amended, which prohibits discrimination on the basis of sex in education programs COPYRIGHT: The contractor agrees that any and all Deliverables prepared for the Department, to the extent to which it is eligible under copyright law in any country, shall be deemed a work made for hire, such that all rights, title and interest in the work and Deliverables reside with the Department. The Department reserves a royalty-free, nonexclusive, and irrevocable license to reproduce, publish, or otherwise use and to authorize others to use for Federal or State Government purposes, such software, modifications and documentation. To the extent any work or Deliverable is deemed not to be, for any reason whatsoever, work made for hire, Contractor agrees to assign and hereby assigns all right title and interest, including but not limited to copyright patent, trademark and trade secret, to such work and Deliverables, and all extensions and renewals thereof, to Department. Contractor further agrees to provide all assistance reasonably requested by Department in the establishment, preservation, and enforcement of its rights in such work and Deliverables, without any additional compensation to Contractor. Contractor agrees to and hereby, to the extent permissible, waives all legal and equitable rights relating to the work and Deliverables, including without limitation any and all rights of identification of authorship and any and all rights of approval, restriction or limitation on use or subsequent modifications. 12. LIABILITY INSURANCE: The Contractor agrees to provide and to maintain during the performance of the contract, at its sole expense, a policy of liability insurance. The limits of the policy shall be no less than $500, for each occurrence and $1,000, aggregate. The Contractor further agrees to provide the Contracts Manager for the Department of Technology Services with proof of adequate insurance coverage, in accordance with the NOTICE provisions of this contract. It shall be the responsibility of the Contractor to require any of their Subcontractor(s) to secure the same insurance coverage as prescribed herein for the Contractor. Evidence of the subcontractor s insurance coverage shall also be provided to the Contracts Manager for the Department of Technology Services, also in compliance with the NOTICE provisions of this contract. 13. CITING DEPARTMENT IN ADVERTISING / PUBLICITY: The Contractor agrees to give credit to the Department of Technology Services (DTS) for funding in all written and verbal advertising or discussion of this program such as brochures, flyers, informational materials, talk shows, etc. All formal advertising or public information programs will be coordinated with the DTS Public Information Officer. Any publicity given to the project or services provided herein shall identify the Department of Technology Services as sponsoring agency and shall not be released without prior written approval by the DTS Project Manager. Sep 30, :30:20 AM MDT p. 13

14 14. STATE AGENCY WEB SITE BRANDING: The Contractor agrees to allow the Department of Technology Services to utilize its DTS logo, or a newer version if replaced in the future, on websites produced under terms of this contract. Contractor further agrees to allow state agencies that DTS is ultimately providing consulting services for, such as UDOT, Health, Tax Commission, etc. to also utilize their own Department web site branding and logo, if requested by that state agency. 15. DRUG-FREE WORKPLACE: The Contractor understands that the Department provides a drug-free workplace in accordance with all federal and state laws and regulations. The Contractor agrees to abide by the Department s drug-free workplace policies while on State of Utah premises and the Department of Technology Services will provide the Contractor with a copy of these written drug-free workplace policies. 16. OVERPAYMENT/UNDERPAYMENT AUDIT EXCEPTIONS/DISALLOWANCES: The Contractor agrees that if during or subsequent to the contract performance, a CPA audit, or a State agency audit determines that payments were incorrectly reported or paid, the Department may adjust the payments. In contracts, which include a cost reimbursement budget, Contractor expenditures to be eligible for reimbursement must be adequately documented. The Contractor will, upon written request, immediately refund any overpayments determined by audit and for which payment has been made to the contractor, to the Department. The Contractor further agrees that the Department shall have the right to withhold any or all-subsequent payments under this or other contracts that the Contractor may have with the State until recoupment of overpayment is made. The Department agrees to promptly notify the Contractor in the event any underpayments on this contract are discovered. 17. OWNERSHIP, PROTECTION, AND USE OF STATE OF UTAH, STATE OF UTAH CLIENT, OR STATE OF UTAH EMPLOYEE RECORDS: Except for confidential medical records held by direct care providers, the State shall own exclusive title to all information gathered, reports developed, and conclusions reached in performance of this Contract. The Contractor may not use, except in meeting its obligations under this contract, information gathered, reports developed, or conclusions reached in performance of this Contract without the express written consent of the State. The improper use or disclosure by any party of any information concerning a State of Utah client, or a State of Utah employee for any purpose not directly connected with the administration of the Department, or the Contractor s responsibilities with respect to services purchased under this agreement, is prohibited except on written consent of the state agency employee, state agency client, their attorney, or their responsible parent or guardian. The Contractor will be required to sign a Confidential Information Certification form in situations where they will be given access to confidential computerized records. The Contractor agrees to maintain the confidentiality of records it holds as agent for the State as required by GRAMA, or other applicable federal or state law. The State of Utah shall own and retain unlimited rights to use, disclose, or duplicate all information and data (copyrighted or otherwise) developed, derived, documented, stored, or furnished by the Contractor under the Contract. The Contractor, and any subcontractors under its control, expressly agrees not to use confidential client, or confidential federal, state, or local government data furnished for purposes of contract performance, without prior written permission from the Project Manager for the Department of Technology Services, and appropriate officials of the State Agency. 18. OWNERSHIP, PROTECTION, AND USE OF CONFIDENTIAL FEDERAL, STATE, OR LOCAL GOVERNMENT INTERNAL BUSINESS PROCESSES AND PROCEDURES: The improper use or disclosure by any party of protected internal Federal or State business processes, polices, procedures, or practices is prohibited. Confidential federal or state business processes, policies, procedures, or practices shall not be divulged by the Contractor, Contractor s employees, or their Subcontractors, unless prior written consent has been obtained in advance from the Project Manager for the Department of Technology Services. 19. OWNERSHIP, PROTECTION, AND RETURN OF DOCUMENTS AND DATA UPON CONTRACT TERMINATION OR COMPLETION: All documents and data pertaining to work required by this contract will be the property of the STATE and must be delivered to the STATE within 10 working days after termination or completion of the contract, regardless of the reason for contract termination, and without restriction or limitation to their future use. Any State data that may be returned under provisions of this clause must either be in the format as originally provided, or in a format that is readily usable by the State or that can be formatted in a way that it can be used. Costs to all of these described items will be considered as included in the basic contract compensation of the work described. Sep 30, :30:20 AM MDT p. 14

15 20. CODE OF CONDUCT: The Contractor agrees to follow and enforce the Department of Technology Services Code of Conduct. If Contractor is working at facilities controlled by other State agencies, Contractor agrees to follow and enforce the Code of Conduct of these other State Agencies when Contractor is providing services at these facilities under provisions of this contract. The Contractor will assure that each employee or volunteer under Contractor s supervision receives a copy of such Code of Conduct, and a signed statement to this effect must be in each Contractor or Subcontractor employee s/volunteer s file and is subject to inspection and review by the Department monitors. Department of Technology Services agrees to provide Contractor with a copy of any applicable codes of conduct. If a Contractor or Subcontractor is working at any state agency which has a Code of Conduct applicable to this Contract, the Department of Technology Services Project Manager will provide Contractor with a copy in advance of Contractor s on-site contract services performance. 21. TERMINATION UPON DEFAULT: In the event this contract is terminated as a result of a default by the Contractor, the Department may procure or otherwise obtain, upon such terms and conditions as the Department deems appropriate, services similar to those terminated, and Contractor shall be liable to the Department for any and all damages arising there from, including, but not limited to, attorneys fees and excess costs incurred by the Department in obtaining similar services CONTRACTOR S RESPONSIBILITIES / QUALITY OF WORK: The Department will enter into contractual agreement with the Contractor only. The Contractor shall be responsible for all services as required by the RFP/bid. Contractor warrants that all services shall be performed in a professional and workmanlike manner consistent with best industry practice and in accordance with the Statement of Work. 23. PAYMENT WITHHOLDING: The Contractor agrees that the adequate reporting, record keeping, and compliance requirements specified in this contract are a material element of performance and that if, in the opinion of the Department, the Contractor s record keeping practices, compliance, and/or reporting to the Department are not conducted in a timely and satisfactory manner, the Department may withhold part or all payments under this or any other contract until such deficiencies have been remedied. This includes, but is not limited to, Contractors failure to timely provide to the Department of Technology Services Contracts Manager the Contractor s proof of adequate insurance coverage, or Contractor s failure to provide timely invoicing, and/or other requirements described elsewhere within this contract. In the event of the payment(s) being withheld, the Department agrees to provide ten (10) day advance NOTICE to the Contractor of the deficiencies that must be corrected in order to bring about the release of withheld payment. Contractor shall have ten (10) days thereafter to correct the cited reporting or record keeping practice deficiencies. 24. CONTRACTOR ACCESS TO SECURE STATE FACILITIES / CRIMINAL CONVICTION INFORMATION / FORMER FELONS: The Contractor shall provide (at its own expense) the Department with sufficient personal information about its agents or employees, and the agents and employees of its subcontractors (if any) who will enter upon secure premises controlled, held, leased, or occupied by the State during the course of performing this contract so as to facilitate a criminal record check, at state expense, on such personnel by the Department. Sufficient personal information about its agents or employees, and the agents and employees of its subcontractors (if any) means for the Contractor to provide to the State Project Manager, in advance of any on-site work, a list of the full names of the designated employees, including their social security number, driver license number and state of issuance, and their birth date. Thereafter, on their first site visit, each contractor employee expected to work on-site shall be fingerprinted by the State, and the State is authorized to conduct a federal criminal background check based upon those fingerprints and personal information provided. Contractor, in executing any duty or exercising any right under this contract, shall not cause or permit any of its agents or employees, and the agents and employees of its subcontractors (if any) who have been convicted of a felony and certain misdemeanors to enter upon any premises controlled, held, leased, or occupied by the Department. A felony and misdemeanor are defined by the jurisdiction of the State of Utah, regardless of where the conviction occurred. (DTS T&C Version: May 29, 2008) Sep 30, :30:20 AM MDT p. 15

16 State of Utah Request for Proposal Solicitation #JG Utah.gov E-Government Portal Management Services August 11, 2008 Sep 30, :30:20 AM MDT p. 16

17 Contents 1.0 Introduction Background and History Purpose Transition Plan to Proposed Solution Provider Existing Environment Architectural Premises Definitions Agency Business Requirements Baseline of the Current Utah.gov Portal Environment Organization of RFP Responses Responses Economy of Presentation Term of Contract Evaluation Criteria Intent to Award Pricing Required Business Qualifications General Business Requirements Experience Financial Stability Availability Upgrading Portal and Applications to Avoid Obsolescence Support and Portal Management Plan Application Migration and Installations Responsibilities and Scope of Works References, Experience, Innovation, and Creativity Funding Model and Cost Management Supporting Materials Contact and Submission Information and Timeline Submission Requirements Preferred Method for Submitting a Proposal Questions About the RFP Discussions with Offerors (Oral Presentations) Offeror s Responses to the Proposed Terms and Conditions State s Option to Reject Proposals Offeror s Right to Negotiate Changes to Proposed Terms & Conditions Proprietary Information Background Investigation Anticipated Schedule 43 Exhibit A: Existing Operational Utah.gov Application Services as of May Exhibit B: Planned Utah.gov Services as of May Exhibit C: Utah.gov Portal Hosting Environment 65 Exhibit D: Utah GovPay Payment Service 66 Sep 30, :30:20 AM MDT p. 17

18 Solicitation #JG UTAH.GOV E-GOVERNMENT PORTAL MANAGEMENT SERVICES REQUEST FOR PROPOSAL (RFP) 1.0 INTRODUCTION The Department of Technology Services (DTS) was officially formed by Governor Jon M. Huntsman, Jr. and the State Legislature with the passage of H.B.109 in 2005, calling for a major restructuring of the State's Information Technology (IT) services so that areas such as security could be addressed throughout the Executive Branch. Since that time, under the State's Chief Information Officer (CIO), DTS has embarked on a transition to consolidate all IT resources and services for the State of Utah into one department to reduce costs, increase services to taxpayers, and more closely align IT with the business needs of the State of Utah. The Utah.gov Portal provides government information and services to the public via the Web and the Internet. The Portal uses as its URL to guide users through a functional, easy-to-navigate series of pages from a single starting point to access information and services from various State, city, county, and federal government agencies. The majority of the applications developed and managed by the Portal involve State of Utah Executive Branch agencies. Information is provided in two principle formats: general content, provided through links to the agency managed Web sites; and, information from the agency databases, which are accessed through specific Utah.gov applications developed and hosted by the Utah.gov Portal. This information is copied on a scheduled basis or accessed real-time by the Portal Manager, who then provides Portal Services that allow users to query, and otherwise use this information. Other Portal Services allow users to transact business with the government agencies. Examples of these Portal Services would include registering a business, renewing a license, or filing taxes. Information and Portal Services may be free, incur normal statutory fees and/or convenience fees, or be available via an annual subscription fee. The Portal also provides the option for commercial enterprises to pay a convenience fee to conduct designated business activities electronically. The statutory revenue will accrue to the State while the convenience fee, fee sharing portion, and subscriber fees may be used in part to compensate the Utah.gov Portal Manager for its services. Gross revenues for the Utah.gov Portal, excluding direct revenue pass through and agencies shares of transaction fees, for the calendar year ending December 31, 2007, were $6,812,686. Sep 30, :30:20 AM MDT p. 18

19 1.1 Background and History The State has had an official State Web site since In 1998, the State initiated what became known as the Utah.gov Portal project, with the goal of redesigning the State s home page to have it serve as a Web-based portal, or single access point, to electronically deliver services and information. To achieve this goal, an RFP was issued for responses from electronic business and Internet portal providers. In 1999, the State entered into a contract with the National Information Consortium (NIC). NIC formed a wholly owned subsidiary based in Utah, designated as Utah Interactive, Inc. (UI). The contract called for UI to develop the Internet Portal based on a customer-centric approach with a consistent user interface, and without increasing the tax burden on the residents and businesses of Utah. As part of this contract, initial investment capital for hardware, software, communications, facilities, and other related items were provided at no cost to the State by UI. Over the period of this contract, UI redesigned and hosted the new home page and provided an integrated search engine. In cooperation with the Agency Partners, UI has developed, and is continuing to develop, Web applications to deliver information and services to the public. In addition, UI has promoted the Portal to government agencies and private and public organizations, while providing reporting and user and performance statistics to the State of Utah. The Portal is a self-supporting and cost-effective Internet Portal that provides enhanced access to public information and services. The key components of the Portal system are a State home page that is designed from a customer, or citizen, point of view; applications that support on-line processing of licenses, filings, permits, applications, renewals, and database searches; and, presentation of information to citizens and businesses. It has been developed and operated without increased tax burden on the residents and businesses of Utah. The current contract with NIC/UI will end on May 6, 2009, and the State desires to continue the existence of the Portal in its current or similar operational mode. Over the course of the current contract, multiple applications for Portal Services have been developed by both UI and government agencies and made accessible via the Portal. The Portal applications provide services and information at no cost, or at a statutory or regulated fee, while others may be available for a convenience or subscription fee. Examples of Portal Services offered by the Utah.gov Portal include: Annual Business Filings, New Business Registrations, Electronic Tax Filings, Camping Permits, Hunting and Fishing Licenses, Public Meeting Notices, a Sex Offender Registry, and many more. As of May 2008 the State has indexed over 1,078 online services, of which 784 are services from State agencies, and the balance reference city, county, and selected Federal online services. Access to these services is integrated and searchable at 2 Sep 30, :30:20 AM MDT p. 19

20 The Utah.gov portal has been rated as one of the top five State Web sites for a number of years, and Utah is the only state to have won the Center for Digital Government s Best of the Web award twice; in 2003 and in Numerous additional awards have been received for service excellence and for specific online services from agencies. 1.2 Purpose The purpose of this procurement is to establish a contract with an offeror for the provision of Portal management and development services for the Utah.gov Portal. 1.3 Transition Plan to Proposed Solution Provider Within 30 days of the termination of the current contract, or when the contract expires on May 6, 2009, the incumbent vendor is required to work with the State and the successor provider to develop and propose a plan for a successful turnover of the Utah.gov Portal environment and all operations to ensure there is no service disruption to the user community. Under that plan, the incumbent vendor s required activities will include planning, timely transfer of hardware, files, software, and documentation, as well as training and professional support to the State and the successor vendor. Additionally, at the option of the State, the incumbent vendor will continue to operate the Utah.gov Portal environment under the terms of the current contract and its amendments as the Utah.gov Portal for up to 12 months. The offeror s transition plan must demonstrate their capability to complete all transition activities before the transition period elapses. A preliminary transition plan is required in Section 3.7, and will be evaluated as part of the overall response. 1.4 Existing Environment The existing technology environment of the State is diverse and complex. There are over 1,000 major information systems deployed in agencies. At present there are 748 e-government applications that are accessible from the Utah.gov Portal. Existing Utah.gov service deployments are largely on Linux server platforms in the Salt Lake City and Richfield data centers. The State makes extensive use of Cisco switching environments. Internet services are provided to the State by the Utah Education Network (UEN) with diverse paths in Salt Lake City and Richfield. Most of the existing e-government applications are Java based. 3 Sep 30, :30:20 AM MDT p. 20

21 1.5 Architectural Premises Architectural premises define the context in which Utah.gov e-government services are provided, and are important to offeror s and to the State in determining how well an offeror solution may fit within the State technology environment, and affords an opportunity for the State to align architectural vision with an offeror e-government solutions. Key architectural premises include the following: The State of Utah s future will continue to include heterogeneous applications, information, and services. J2EE, C/C++, and.net and other proprietary message services such as DotSlash environments will all be in use by agencies. The State views future application development and integration services built around Web services specifications. The State environment incorporates diverse database resources including Oracle, Informix, Sybase, ADABAS, MS SQL, and My SQL as representative examples. The State environment includes REST (noun) and RPC (verb) views of services. Services deliver and manage documents, but they may also provide action, via an operation. Business and data mediation challenges are emphasized over technical mediation challenges. The human (user interface) is a type of integration service and they perform actions in many integration scenarios. Utah.gov application implementation must add value and capability to existing infrastructure and may not have a significant architectural impact on existing deployed architectures. The diversity of the State architecture and the multiple demands for different types of services speak loudly in favor of Web integration solutions that have a great deal of flexibility and can be quickly deployed leveraging existing State data and application environments. The ideal Utah.gov application development environment would appear to be one that supports diverse protocols, is based upon open standards, is not unduly tied to specific service components or objects, and must be able to add value without unduly impacting existing deployments in agencies. 1.6 Definitions The terms given in this subsection may be used throughout the RFP and are provided here to ensure uniformity of understanding. The State reserves sole discretion to determine where and whether a particular definition applies, and as appropriate, whether any part of a proposal complies with a definition given herein. 4 Sep 30, :30:20 AM MDT p. 21

22 Agency Partners: Departments and agencies of State government and the cities and counties who utilize Utah.gov services. Contract: Comprised of the Request for Proposals (RFP), any addenda thereto, the successful Proposal, Service Level Agreements, Statements of Work, and any purchase orders. The contract constitutes the entire agreement between the State and the contractor. Contractor: The successful offeror awarded a contract as a result of this RFP. Convenience Fee: A fee added to, or included within, the statutory fee for the convenience of accessing a Portal Service via the Portal. The added fee is used to fund the Portal. Data Custodian: Any branch, agency, or instrumentality of the State that gathers, stores, or generates public information. DTS Agency Representative: A DTS Agency Representative must be involved in any agreement with an agency. E-Government Management Group: DTS personnel that are specifically assigned the management and development of e-government services for the State. Fee Sharing: An agreement between a government agency and the Portal Manager to use part of the statutory fee to fund a Portal Service. Guaranteed Uptime: For the purposes of this RFP, uptime guarantees shall be based on aggregate server and application availability net of scheduled downtime. State infrastructure outages, which are not the responsibility of the Portal Manager, shall not be included in overall uptime calculations. Offeror: Any individual, partnership, firm, corporation, joint venture, or other legal entity submitting, directly or through a duly authorized representative or agent, an offer for the services contemplated by this RFP. Portal: A single point of entry to access a broad array of government information and services via a Web browser. Portal Manager: The contractor will also be known as the Portal Manager. Portal Services: Computer programs and applications that allow the public to access government services online. These applications allow the public to access information and to transact business with the Agency Partners via the Portal s Web pages. 5 Sep 30, :30:20 AM MDT p. 22

23 Public Information: Any information that is stored, gathered, or generated in digitized form by a Data Custodian and is authorized by law to be released. Service Level Agreement (SLA): An agreement, between the contractor and an agency implementing the Portal for that agency, stipulating performance expectations. These agreements may be implemented as SLAs or Contract Service Addendums. Statement of Work (SOW): An agreement between the contractor and a Portal Partner to provide, develop, or rewrite a Portal Service. Subscription Services: Value added or premium services that are available for an additional annual charge and that include, but are not limited to, the enhancement of information that is otherwise available through the State for a statutory fee or at no charge. Utah.gov: The domain name and alias of the official State Web site portal for the State of Utah. If the offeror s proposal uses any of the terms defined in this section in a way other than how defined, the contractor s proposal must clearly articulate its definition of the terms. 6 Sep 30, :30:20 AM MDT p. 23

24 1.7 Agency Business Requirements for Utah.gov Portal Services State agencies, including existing users of Utah.gov Portal services, and agencies that make minimal use of these services were surveyed to assess their requirements for Utah.gov services. The results of these surveys are summarized as follows: Level of Involvement with Current Provider Occasional 40.0% Extensive 40.0% Minimal 20.0% Potential Engagements with Provider Utah GovPay or Equivalent Service Availability 37.5% Application and Web Site Design Assistance 25.0% New Application Development 25.0% Existing Application Enhancements 12.5% What Must be Included in the RFP Utah GovPay or Equivalent Service Availability 37.5% Development, Hosting, and Maintenance of Web Application Services 25.0% WCMS Environment for Agencies 12.5% Ability to Interface with Agency Databases and Applications 12.5% Customer Support and First Line Problem Resolution 12.5% Additional Skills, Abilities, Services Needed or Desired Increase Local Development Staff Levels 10.5% Regression and Usability Testing Processes 10.5% Well Defined Disaster Recovery Processes (e.g., Failover, Backup, and Restore Functionality) 10.5% Integration of Geospatial Web Services in Agency Applications 5.3% High Availability Server Uptime with Offsite Backups and Failover 5.3% Measurable Standards and Metrics for Meeting Delivery Deadlines 5.3% Ability to Manage Multiple Large Projects Simultaneously 5.3% Robust Change Tracking and Testing System 5.3% Robust Testing Environment that Mirrors the Production Environment 5.3% Reducing Fee Schedule & Timelines for Cost Recovery once Initial & Ongoing Costs Recovered 5.3% Agencies Should Have Code Ownership and Code Sharing Rights 5.3% Make Sure Development Side of Contract is Non-exclusive So Other Vendors Can Be Engaged 5.3% Expectations for Development of Non-fee Based Projects Clearly Defined for Agencies 5.3% Transition & Migration Processes & Requirements if the State Changes egov Service Providers 5.3% Service Provider should have Relationships with Multiple Third Party Payment Processors 5.3% Web Site Marketing, Metrics, and Reports 5.3% Other Comments Local Representation and Presence 14.3% Develop a DTS Based Payment Portal to Reduce Fees to agencies 14.3% Dedicated Project Managers 14.3% Multiple Funding Approaches to Meet Differing Agency Requirements 14.3% Defacto Prioritization of Legislative Priorities for Agency development 14.3% Minimize Outsourcing of Agency Application Development 14.3% Maintain Existing Service Levels 14.3% 7 Sep 30, :30:20 AM MDT p. 24

25 1.8 Baseline of the Current Utah.gov Portal Environment The existing Utah.gov deployment environment has a firewall and dedicated switch in front of proxy servers for secure.utah.gov and These proxy servers redirect incoming requests to the appropriate application, Web, or document server. The primary server operating system is Red Hat Enterprise Linux. Apache is installed on the proxy servers, and Glassfish and Resin are the primary application servers. The primary databases used internally by the existing contractor are MySQL and Oracle. Many applications use State agency databases directly. Additional environment detail is provided in Exhibit C. 2.0 ORGANIZATION OF RFP RESPONSES These guidelines must be followed when preparing a response. 2.1 Responses Responses to this RFP should be divided into four main sections: [3.0] Required Business Qualifications; [4.0] Responsibilities and Scope of Work; [5.0] References and Experience; and, [6.0] Funding Model and Cost Management. One of the objectives of this RFP is to make proposal preparation easy and efficient, while giving offerors ample opportunity to highlight their proposals. The evaluation process must also be manageable and effective. When an offeror submits a proposal, it shall be considered a complete plan for accomplishing the tasks described in this RFP and any supplemental tasks the offeror has identified as necessary to successfully complete the obligations outlined in this RFP. The proposal shall describe in detail the offeror s ability and availability of services to meet the goals and objectives of this RFP as stated in Sections 3.0 through 6.0. Proposals shall: Include a transmittal letter to confirm that the offeror shall comply with the requirements, provisions, terms, and conditions specified in this RFP. Include the signed Offer Form with the complete name, address, and of the offeror s firm and the name, mailing address, telephone number, and FAX number of the person the State should contact regarding the offeror s proposal. If subcontractors will be used, a statement from each subcontractor must be appended to the transmittal letter, signed by an individual authorized to legally bind the subcontractor, and state: 8 Sep 30, :30:20 AM MDT p. 25

26 a. the general scope of work to be performed by the subcontractor; and, b. the subcontractor s willingness to perform the work indicated. Confirm that the offeror will comply with all of the provisions in this RFP. a. Provide all of the information requested in this RFP in the order specified; and, b. have a Table of Contents adequately identifying the contents of each section and page numbers of major subsections. The proposal shall be organized into sections, following the exact format using all titles, subtitles, and numbering, with tabs separating each section described below. Each section must be addressed individually and pages must be numbered: (1) Executive Summary (2) Required Business Qualifications (Section 3) (3) Responsibilities and Scope of Work (Section 4) (4) References and Experience (Section 5) (5) Funding Model and Cost Management (Section 6) (6) Exceptions (7) Confidential Information Proposals must be submitted on the most favorable terms available to the State from both a price and technical standpoint. Offerors should not assume that they will be given an opportunity to improve or otherwise revise their proposals. Offerors must also agree to comply with all local, State, and federal statutes, regulations, and executive orders applicable to this procurement and any resulting agreement Offeror Review of RFP Each offeror will be presumed to have fully and carefully read and understood this RFP in all aspects, and to be thoroughly knowledgeable regarding its content. The failure or omission of any offeror to become fully familiar with any part of this RFP shall in no way relieve the offeror from any obligations with respect to its proposal or the agreement. It is also the obligation of each offeror to ensure that its proposal complies both in form and substance with the requirements of this RFP. The State reserves the right, at its sole and exclusive discretion, to reject any proposal that does not conform to those requirements. 2.2 Economy of Presentation Proposals shall not contain promotional or display materials. Proposals shall only address the requirements of this RFP. All questions posed by the RFP shall be 9 Sep 30, :30:20 AM MDT p. 26

27 answered concisely and clearly. Failure to comply with this requirement may result in summary disqualification of the proposal. 2.3 Term of Contract The initial term of the contract will be four years. At its discretion, the State may extend this contract with the successful bidder for six one-year periods. Therefore, there is the potential that this award may result in a ten year contract. 2.4 Evaluation Criteria Requirements Mandatory and Minimum Requirements Sections 3.0 through 6.0 describe the requirements of this RFP. The individual requirements are designated (M) for mandatory or (MR) for minimum requirements. The requirements designated as (M) are considered mandatory by the State, and the awarded contractor shall be obligated to comply with the mandatory requirements. For each requirement designated as (M) offerors must indicate with Will Comply or Will Not Comply. While offerors may provide an explanation of any of its entries of Will Not Comply, the entry of a Will Not Comply response shall result in the rejection of the proposal. However, offerors are free to propose revisions to the mandatory requirements up to the date set for Deadline to Submit Written Questions in Section Unless otherwise revised by an addendum, mandatory requirements, as set forth in the RFP, are firm. The items designated as (MR) are considered by the State to be minimum requirements. Offerors are invited to include no cost enhancements to these minimum requirements in their proposals by providing a description of the enhancement. The description must be accompanied by an explanation of how the enhanced approach will satisfy the minimum requirements and how the enhancements will benefit the State, Agency Partners, and the public. To respond to the (MR) items, the offeror must include an attachment listing the section number of the (MR) requirement, the text of the (MR) requirement as stated in the RFP, the explanation of the offeror's approach to meet the minimum requirements, and the benefits of any proposed enhancements. Any proposed enhancement shall be in addition to the minimum requirements and shall not be deemed to relieve the offeror of the responsibility of providing the minimum requirements. Offerors shall provide a response for each of the requirements in sections 3.0 to 6.0, in the order given, using the same numbering scheme. At the end of each section, offerors are encouraged to describe additional services or resources that would exceed the basic requirement and further enhance the Utah.gov Portal. Exceptions, if any, should be noted in a separate section. 10 Sep 30, :30:20 AM MDT p. 27

28 The winning proposal will be evaluated on technical capability, completeness of solution, past performance, and price. All evaluation factors other than cost or price, when combined, are worth 70% of the total score. Cost or price comprises the remaining 30% of the possible score. Vendors are encouraged to provide an Executive Summary of their responses to Sections 3.0 through 5.0 for ease in evaluating responses Phase One Proposals will first be checked to make sure that they meet the required business qualifications detailed in Section 3.0. Vendors must affirm compliance with all Phase One requirements. Exceptions, if any, should be noted Phase Two The Technical, Management, and Funding Model Proposals will be evaluated separately from the final Cost Proposal. The State will evaluate each response item in Sections 4.0 through 5.0 and assign a numerical value that indicates the degree to which the State believes that the response meets or exceeds the requirement. This numerical value will be multiplied by a predetermined "importance factor" that indicates the relative importance of the particular requirement to the State. The sum of the values derived from this calculation will be used as the total point score to rank the proposals Phase Three Purchasing scores Sections using the following cost formula: The points assigned to each offeror s cost proposal will be based on the lowest proposal price. The offeror with the lowest proposed price will receive 100% of the price points. All other offerors will receive a portion of the total cost points based on what percentage higher their proposed price is than the lowest proposed price. An offeror whose proposed price is more than double (200%) the lowest proposed price will receive no points. The formula to compute the points is: Cost Points x (2 - Proposed Price / Lowest Proposed Price). The State reserves the right to invite any or all vendors that reach the cost evaluation phase to make a formal presentation to the State regarding their specific proposal, including costs. The State reserves the right to not accept any of the proposals. 2.5 Intent to Award It is the intent of the State to make a single award under the terms of this RFP. 11 Sep 30, :30:20 AM MDT p. 28

29 2.6 Pricing Requirements for cost proposals are detailed in Section 6.0. Pricing information should clearly indicate the costs to provide all of the required qualifications from Section 4.0 through 5.0. Offerors may optionally provide a separate pricing schedule to provide features and services for other desirable capabilities. Where required items are dependent on other optional capabilities, these dependencies should be clearly identified. 12 Sep 30, :30:20 AM MDT p. 29

30 Firm Name: Evaluator: Date: Utah.Gov Portal Management RFP Evaluation Score Sheet #JG Score will be assigned as follows: 0 = Failure, no response 1 = Poor, inadequate, fails to meet requirement 2 = Fair, only partially responsive 3 = Average, meets minimum requirement 4 = Above average, exceeds minimum requirement 5 = Superior Possible Points 4.0 Responsibilities and Scope of Work General Responsibilities Scope of Work Requirements Use of Portal Services Technical Capabilities and Requirements for Technology Implementation 5.0 References and Experience Experience References Financials Resumes / Background Checks Innovation / Creativity Funding Model and Cost Management Funding Model Administrative Fees Paid to the State 3 10 Score (0-5) Points Cost Summaries Rate Structure Consulting and Development Services Rates Total Evaluation Points Inserted by Purchasing. See Sep 30, :30:20 AM MDT p. 30

31 3.0 REQUIRED BUSINESS QUALIFICATIONS All offerors must organize their responses so the level of compliance with Section 3.0 is clearly identified. Failure to do so may disqualify an offeror s proposal from later evaluation phases. All of these requirements must be met to proceed to Phase 2 evaluation. Qualifications are acceptable only as clarifications to otherwise compliant statements. 3.1 General Business Requirements (M) Vendors must indicate their acceptance of the State of Utah Standard Terms and Conditions attached to this RFP as Attachments A and C. Any exceptions to these terms and conditions must be noted. Significant exceptions may constitute grounds for rejecting vendor proposals. 3.2 Experience (M) Vendors must be able to provide reference installations from a minimum of three government customers for their portal management and associated Web development services. References must include installations with environments and Web application variety and complexity that is similar in scope to the State of Utah. Any proposals from vendors that cannot meet these requirements will not be considered. The vendor should provide specific contact information describing their reference installations, which may be verified. 3.3 Financial Stability (M) The vendor must provide audited financial statements to the State and should meet a minimum Dun and Bradstreet (D&B) credit rating of 4A2 or better. Please provide the offeror s D&B Number and the composite credit rating. The State reserves the right to verify this information. If a branch or wholly owned subsidiary is bidding on this RFP, please provide the D&B Number and score for the parent company that will be financially responsible for performance of the agreement. 3.4 Availability (M) The vendor must propose a portal management and development solution that will deliver availability of 99.99% or greater, including scheduled downtime required for maintenance and upgrades. Measurement shall be reported on a monthly basis with a cumulative year to date. 14 Sep 30, :30:20 AM MDT p. 31

32 3.5 Upgrading Portal and Applications to Avoid Obsolescence (M) The vendor must set forth a plan within Section 4.0 of their response, wherein existing application inventories developed and maintained by the Portal Manager are periodically refreshed and updated, consistent with the technical and business requirements of the State. 3.6 Support and Portal Management Plan (MR) An ongoing support and portal management plan is required and must be submitted in accordance with Section through of the offeror s proposal. Vendors must define supported services available to the State as part of the overall Portal management plan. 3.7 Application Migration and Installations (M) The offeror must propose a preliminary transition and migration plan for a successful turnover of the Utah.gov Portal environment, and all operations, to ensure there is no service disruption to the user community. Describe how such a transition will take place in Section (M) The offeror must provide, at no cost to the State, the installation and configuration of all software and hardware to provide a complete working environment to meet the initial performance requirements of the Portal and related applications. Explain how this need will be met in Section (M) The vendor must provide post deployment support and maintenance requirements. Describe how this need will be met in Sections 4.0 through RESPONSIBILITIES AND SCOPE OF WORK General Responsibilities (M) The offeror must provide the personnel, equipment, tools, test equipment, and expertise to meet the requirements in this RFP (M) The offeror must propose to install, test, provide all products or services, and warranty the services as specified in this RFP. Portal operation is overseen by the Department of Technology Services (DTS) with advice and guidance from the Utah Product Management Council (M) The Provider must abide by State of Utah IT polices, standards, procedures and best practices as detailed at: and 15 Sep 30, :30:20 AM MDT p. 32

33 (M) Computer applications and Web sites must be accessible to people with disabilities, and must comply with State accessibility policy and the Americans with Disability Act. Applications acquired or developed must be compliant with the Accessibility and Usability Guidelines referenced in Section 4 of the State of Utah Web Standards and Guidelines. See AD.pdf Applications and content delivered through Web browsers must comply with the State of Utah Web Standards and Guidelines. See AD.pdf Scope of Work Requirements Unless otherwise stated in this Section 4.0.2, at no direct cost to the State or Agency Partners, the provider shall supply the following services: (M) The provider shall continue operations of the existing Internet Portal for the Agency Partners. This includes day-to-day operations and maintenance and administration of all Internet Portal services. The Portal operates 24 hours per day every day of the year. Operations include customer service, facilities, hardware, networking, security, performance monitoring, and problem resolution. Maintenance includes keeping all off-the-shelf software on current releases and keeping the development environment on mainstream industry and State accepted standards. Administration includes all financial, record keeping, reporting, and management aspects of the Portal (M) The offeror shall continue to work on Portal Services that are in the development or conceptual stage. The contractor shall also work to expand the Portal Services by developing new, and enhancing existing, Portal Services. Work includes project management, design, programming, testing, deployment, documenting, and marketing. All work on Portal Services shall be done with the approval and input of the Agency Partners, DTS Agency Representatives, and oversight of the DTS E-Government Management Group. Exhibits A and B contain a list of Portal Services that are operational, in development, or conceptual (M) The contractor may adjust project schedules if the priority for a Portal Service changes. Changes in priority shall be done with the approval and input of the DTS E-Government Management Group. 16 Sep 30, :30:20 AM MDT p. 33

34 (M) The offeror shall provide a description of how it intends to work with the Agency Partners to develop strategies to increase public, business, and government use of the Portal. Provide Public Access and Presentation of Utah.gov Portal Content (M) The contractor shall make the Portal Services accessible via popular browsers such as Microsoft s Internet Explorer, Mozilla Firefox, and Safari. Users shall not be required to download or add thick client software to use the Portal Services. Applications such as PDF, Flash, and audio and video readers are acceptable (M) The contractor shall accommodate links to the Web sites of State and local government agencies and some federal and quasi governmental agencies as approved by the DTS E-Government Management Group (MR) The contractor shall provide enhanced search capabilities and organization to navigate and search the Portal that allows Portal visitors to easily find Portal Services and content (MR) Consistent with the State of Utah Web Standards and Guidelines, the contractor shall provide a Portal with a consistent user interface and a customer centric approach to presenting information. In addition, the contractor shall provide improvements to the user interface based on technology and industry changes, or feedback from customers or Agency Partners. Since the individual Agency Partners Web sites are linked to the Portal and the Agency Partners still have control over the design and content of their own Web sites, the contractor must use their best efforts to blend with, or provide guidance to, the Agency Partners to provide consistent presentation and methods for visitors to simply navigate and search the Portal. Provide High Quality Customer Service (MR) The contractor shall provide a support framework for the Agency Partners in the event of problems or questions with the Portal. The support framework shall allow for Agency Partners to submit work requests and problems reports in person, via phone, or electronically. The support framework shall provide bidirectional communications between the contractor and the Agency Partners, allowing Agency Partners to see the status of their requests or to find the status of the Portal or specific Portal Services. The contractor shall also provide bulletins and alerts for any planned maintenance or problems on the Portal. Response time for work requests and problems shall be executed according to the provisions defined in Service Level Addendums to the Portal contract. The contractor shall participate in and utilize the DTS change management process, and comply with the ongoing operational requirements for change control. 17 Sep 30, :30:20 AM MDT p. 34

35 (MR) The contractor shall provide a Help Desk service for customers. The Help Desk service shall provide both online and telephone support. Online help shall include FAQs, context sensitive help, searchable help, live chat, and help via . At a minimum, telephone and live chat support shall be provided on a 24 X 7 basis. Requests for help via shall be answered within one working day. Provisions defined in Service Level Addendums may supersede service conditions defined in this subsection. Help Desk personnel must speak English and be familiar with Utah government and related services (MR) The contractor shall offer customer satisfaction surveys to determine the level of acceptance and ease of use of services. These surveys shall be distributed to the public users of these services, and to the State agencies that provide these services. The offeror shall provide survey samples with this proposal, if available (MR) The contractor shall provide adoption rate services for use in cooperation with Agency Partners to assess and measure the level of adoption of Portal services (MR) The contractor shall provide documentation, training, and reference materials for Agency Partners staff. Provide Consultation Services for Portal Process Improvements (MR) In cooperation with DTS, the contractor shall help Agency Partners understand how their processes and services could be improved and streamlined by deploying them as Portal Services. This should also include suggestions for incorporating technology, including, but not limited to, blogs, wikis, and multichannel and collaborative approaches for future Portal Services (MR) In cooperation with DTS, the contractor shall foster partnering and cooperation among government agencies for processes, services, or information that crosses jurisdictions and could be used in Portal Services that eliminate the need for customers to visit multiple agencies or provide the same information multiple times. The contractor shall: a) locate and restructure duplicate or redundant information and Portal Services that are being delivered to overlapping customer bases; b) combine information into a single system to improve customer service and raise program efficiency; c) foster a high degree of partnering by developing Portal Services between businesses and local and federal government agencies; 18 Sep 30, :30:20 AM MDT p. 35

36 d) support cooperative development and maintenance of cross agency portals and services including existing cross agency portals such as: seniors.utah.gov, business.utah.gov, careers.utah.gov, kids.utah.gov, and Utah GovCast; e) conduct executive and management education programs to disseminate information on innovative ways to use information technology to deliver government services; f) identify sources of consulting and technical assistance inside and outside government; g) In cooperation with DTS, provide recommendations for marketing efforts to increase citizen use of the Portal applications, including support for tactical implementation of an annual Utah.gov marketing plan; and, h) assist and/or lead in the preparation of award applications that highlight effective Utah.gov online applications and services. Responsibility for Development Facilities, Hardware, Software, and Networking (M) The contractor shall work with DTS if devices or software needs to be added to the State s infrastructure to service the needs of the Portal. The cost of these devices and software shall be borne by the contractor. Offerors are encouraged to ask about specific interfaces and devices during the question and answer process of this bid solicitation to minimize any uncertainty when submitting their final proposal (MR) The contractor shall provide facilities, hardware, software, and network connectivity, and other related items to run the Portal at no cost to the Agency Partners (M) The State will provide the datacenter hosting environment, including connectivity, for any servers required by the proposed vendor solution at the State s primary and alternate data centers, located in Salt Lake City and Richfield, Utah, respectively. All vendor proposals should presume this type of a hosting pattern. Hosting and network services will be provided at State approved and published rates. Application Service Provider (ASP) hosting solutions at private data centers are not requested, nor are they desired (MR) The contractor shall provide sufficient storage and storage management of Portal data, including provisions to backup and restore unique information in the event of a hardware failure. The contractor shall also provide for growth in storage, backup, and processing power with anticipated growth of 19 Sep 30, :30:20 AM MDT p. 36

37 the Portal. All hardware and software utilized in this Portal must be physically located as per section (MR) The contractor shall provide all hardware, software, and personnel required to manage its platform. The contractor shall also provide for the design and upgrade of its platform and software. The software stack, including additions and changes, shall be subject to approval by DTS (MR) The contractor shall provide a technology platform that has separate development, prototyping/testing/staging, and production environments, and provides for versioning control. The contractor shall also provide a technology platform that helps automate unit testing by the contractor and eases the burden of testing on the Agency Partners (MR) The contractor shall provide an optional content management solution, defined by the State, that allows Agency Partners to easily update Portal content. The contractor shall provide assistance and/or training on the usage of the content management solution for Agency Partners. The provider is not expected to provide routine content updates for agency Web sites (MR) The contractor shall provide business continuity planning for system failures or facility problems or damage. The contractor shall also provide redundant systems and facilities to cover problems ranging from minor hardware failure to catastrophic facilities damage. Planning and redundancy shall include network connectivity to the Agency Partners and the Internet. Develop Applications Facilitating Integration with State Systems (M) The contractor is not responsible to host or operate any existing back-end applications that service the State s internal needs (M) The contractor shall not have direct, live access to the Portal Partner s existing back-end systems without approval of the Agency Partners and the DTS E-Government Management Group (M) The contractor shall adhere to all standards, policies, guidelines, and bulletins issued by DTS (MR) The contractor shall develop, maintain, and troubleshoot interfaces to transfer information bi-directionally between the Agency Partners systems and the Portal. Unless separately negotiated between the Portal Manager and an Agency Partner, any computer and/or communications hardware, software, or service required to implement these interfaces shall be at the contractor s expense, inclusive of all one-time and recurring costs. Installation of all hardware, software, and/or services for this interface shall be coordinated with, and directed by, State DTS systems support and/or telecommunications staff. 20 Sep 30, :30:20 AM MDT p. 37

38 (MR) The contractor shall provide any data conversion to port data from the Agency Partner s existing back-end systems or other data sources to the Portal. All such data conversion shall be done at the contractor s expense. Implement and Maintain Security Measures (MR) The contractor shall provide security measures to protect information belonging to the Portal and the Agency Partners from unauthorized access, modification, or deletion by: a) maintaining documentation to describe the contractor s approach to security as encompassed in this section; b) providing the ability to execute secure, authenticated, two-way transactions; c) implementing date-time stamping and an audit trail for identifying all network security breaches and attempted breaches (this requirement can be met in cooperation with existing State logging and audit services); d) prohibiting users from accessing data or computer facilities, unless such access was expressly approved by the participating Agency Partner, DTS, and the contractor; e) maintaining and ensuring data integrity and users confidentiality and privacy; f) securing and protecting confidential information, both business and personal; g) addressing issues such as misuse or fraud, including resolution options; h) accommodating scheduled and unscheduled inspections by State and county personnel or designees, including law enforcement personnel, for risk assessment of network security; i) ensuring implementation and maintenance of standard security guidelines, protocols, and procedures; j) reporting any compromises of network security, such as intrusions, denial of service, spoofing, etc.; k) maintaining logs of security items, including, but not limited to users and dates involving criminal and/or non-criminal activities; 21 Sep 30, :30:20 AM MDT p. 38

39 l) ensuring transaction validation and security (The contractor shall provide and document methodology, which will include items such as personnel, hardware, software, and procedures.); m) ensuring compliance with the requirements above, the contractor shall sponsor a mandatory annual security audit by an external organization to be approved by the DTS (The audit fees shall be paid by the contractor.); n) protecting against identity theft and abide by all State and federal laws regarding identify theft; o) complying with the Payment Card Industry (PCI) Compliance, at Level 1; p) complying with the Payment Card Industry (PCI) Data Security Standard (DSS) requirements; and, q) providing a branded security presence for Utah.gov users that will reassure users that they are secure in conducting transactions using Utah.gov Web sites. Maintain Adequate Staffing (M) The contractor shall be responsible for all required costs attributable to its officers and employees, including, but not limited to, worker s compensation premiums and deductibles, unemployment compensation tax withholding contributions, tax withholding contributions, and similar items (M) The contractor shall have the sole responsibility for the hiring, recruitment, management, training, and firing of the contractor s employees. The contractor shall disclose the names and positions of its officers and employees to DTS. The contractor shall provide information on employees and officers as requested of any audit activity or report. The contractor shall assure that all employees who require access to State data centers are able to pass a required background check (M) The contractor shall ensure that all employees, consultants, and external staff that work on the Portal have signed general and specific confidentiality and privacy statements to protect confidential data (MR) Offerors shall describe their procedure for conducting employee background checks, including, but not limited to, financial or criminal history. As warranted by any specific services to be developed under this contract, the contractor shall agree to undergo employee background checks, as determined by the State, with DTS as the managing partner. 22 Sep 30, :30:20 AM MDT p. 39

40 (MR) The contractor shall recruit, hire, retain, and train qualified and sufficient personnel to design, develop, deploy, document, operate, maintain, host, support, and market the Portal and its services. The contractor s personnel shall also provide all necessary customer support to customers and Agency Partners. DTS reserves the right, as the managing partner, to recommend staffing additions to Portal staff to reduce development wait times and improve Portal development responsiveness to agencies. All such requests will be made in writing. The contractor must provide a list of proposed or existing staff by category (e.g. Development, Marketing, Project Management, etc.) showing the number of Full Time Equivalents (FTEs) in each category to meet the proposed service levels. Implement Technology Best Practices (MR) The contractor shall follow professional practices, including the development of project plans, requirements documentation, design documentation, test data, and test procedures. Development projects shall have separate development, test, and production environments. The contractor shall describe in their proposals what methodologies and best practices that they adhere to. Interact Effectively with State (M) The contractor shall work with the DTS E-Government Management Group to prioritize new Portal Services. The contractor shall notify DTS of Portal Services that are in conceptual development and those for which a scope of work is in progress. For the benefit of the Agency Partners, DTS shall have the option to re-prioritize the work by the contractor for Portal Services and to negotiate target completion dates (MR) The offeror shall provide a template SLA in their proposal, addressing, at minimum, the following points: a) the contractor s methodology for interacting with government agencies in the creation, operation, maintenance, and troubleshooting of Portal Services; b) the services or transactions to be implemented online; c) the statutory or other regulated fees to be collected by the contractor on behalf of the Agency Partner; d) any reimbursement from an Agency Partner by the contractor for costs incurred in providing data needed to offer online services; 23 Sep 30, :30:20 AM MDT p. 40

41 e) the level of services the contractor is providing, including, but not limited to: the availability of services and expected outages; whether the online service is to be physically hosted by the contractor or by the Agency Partner; response time to service interruptions; response time to critical and non-critical problems; escalation process; system monitoring and program resolution; and, reporting of the aforementioned items; f) how the contractor will deliver on those promises; g) who will measure delivery, and how; h) what happens if the contractor fails to deliver as promised; and, i) how the SLA will change over time (MR) The contractor shall negotiate individual SLAs or Contract Service Addendums (CSAs) with each Agency Partner that wants a Portal Service or Services. Existing SLAs should be reviewed and retained wherever possible and practical. The individual SLAs or Addendums shall include service requirements beyond the scope of the Master SLA (i.e., response time of service transactions; enhancements to the service levels defined in the Master SLA, etc). It shall be the obligation of the participating Portal partner and the contractor to address, in an individual SLA, all issues particular to the Portal partner, including, but not limited to, any privacy or confidentiality issues, and any statutory or regulatory issues, affecting the Agency Partner s use of the Portal. Offerors should provide an example template of their SLA and procedure for modification. Contractors agree to conform with DTS process requirements as they are approved and communicated to State agencies (MR) The contractor shall initiate a Statement of Work for each Portal Service for submission and approval by DTS. In addition to the Statement of Work, the contractor shall abide by the terms and conditions defined in SLAs issued on behalf of either the State or Agency Partners. As each Statement of Work is completed, the new Portal Service will be added to the SLAs and any specific conditions noted, including the priority in the business continuity plan, as applicable (MR) The contractor shall negotiate a Master Service Level Agreement with DTS, which shall be deemed to incorporate, and be subject to, the contract, the RFP, and any addenda, and the successful proposal. All Service Level Agreements are subject to the prior approval of the Contract Administrator and 24 Sep 30, :30:20 AM MDT p. 41

42 no work shall be done under any Service Level Agreement without such prior approval. To the extent required by law, the implementation of the Portal by any Agency Partner and of any Service Level Agreement (SLA) shall be subject to the review and prior approval of the Contract Administrator and DTS. Ensure Compliance with all Statutory and Legal Requirements (M) The contractor shall comply with all relevant county, State, and federal statutes, rules, and regulations applicable to assuring privacy and confidentiality. Any special rules must be included in the SLA by the Agency Partners (M) The contractor shall not have to publicly disclose company financial records relating to operating costs and profits. Certain financial records such as monthly income statements and balance sheets are required to be disclosed to DTS. Records provided to DTS are government records subject to public disclosure pursuant to the State Government Records and Management Act (GRAMA), 63-2 et seq, Utah Code (M) The contractor shall disclose all SLAs, Statements of Work, and Compensation Agreements to DTS (M) The contractor shall allow the license and the software to be used by the Agency Partners and government agencies that are covered by SLAs with the contractor (M) The contractor shall deposit, on a quarterly basis, the most recent version of all Portal applicable source code and documentation in escrow or in a secure safe deposit lock box with a Utah-based neutral third party (the Escrow Agent ) to be mutually agreed upon by the contractor and DTS. Over the term of the contract, the contractor will have the authority to remove superseded source code and documentation. The source code and documentation shall be delivered to DTS by the Escrow Agent in the event: a) the contractor is declared insolvent through bankruptcy proceedings; b) the contractor is unable to perform its obligations to the Agency Partners under the contract; c) the contractor and DTS agree to discontinue the contract; or, d) as otherwise provided in its agreement with the Escrow Agent (M) The contractor shall provide DTS with an executed copy of the software escrow agreement between the contractor and the Escrow Agent. The contractor will notify DTS in writing of any amendments to such agreements, any change in Escrow Agent, or of any replacement or successor escrow arrangements. The Escrow Agent will provide written notification to DTS, at least semiannually, detailing all account activity during the previous period. 25 Sep 30, :30:20 AM MDT p. 42

43 (M) The contractor shall not copyright or obtain ownership of Portal trademarks, trade names, logos, and other identifiers, Internet uniform resource locators, Internet addresses, or addresses obtained or developed pursuant to this contract. All Portal trademarks, trade names, logos, and other identifiers, Internet uniform resource locators, Internet addresses, or addresses shall be the property of the State and transferable to the Agency Partners at the end of the contract (M) The contractor shall not have sole right to develop Web services for government agencies. Nothing in this RFP shall be deemed to require any government agency to enter into an SLA or Statement of Work with the contractor, and nothing in this RFP shall be deemed to limit access to public information via the Portal. Information contained in this RFP, including, but not limited to, this section regarding possible services that could be developed and offered through the Portal, are by way of example only and shall not be deemed as a representation by the State that any particular application or service will be offered through the Portal. Ensure Compliance with DTS Standards and Policies (M) All services shall be performed in accordance with DTS standards and policies. These standards and policies can be found at: The contractor shall work with DTS on developing any additional standards that the contractor believes are appropriate to successfully run the Portal. The contractor shall document all systems analysis and programming activities. Copies of all such work shall be available for inspection by DTS before such programs are implemented. Expedite Portal Related Services (MR) Where an Agency Partner needs a Portal Service worked on immediately, or completed in a time-frame that the contractor s staff cannot meet due to workload, the contractor may subcontract work to other third party providers. All such costs are the responsibility of the contractor (MR) The contract allows for work to be done on a time and material basis and for labor charges at an hourly rate. The contractor may enter into development services agreements with Agency Partners at rates that are explicitly detailed in the cost proposal in Section 6.0. Implement a Timely Start-Up Strategy (MR) The contractor shall maintain or establish an office in Salt Lake City, Utah, with at least one full time project manager, no later than four weeks 26 Sep 30, :30:20 AM MDT p. 43

44 after award of contract. A clear statement of the offeror s willingness to comply with this requirement is also required in its proposal (MR) The offeror shall provide in its proposal a project plan to migrate to the contract showing all phases for the migration to the contract. This plan cannot exceed the one year transition period from the old to the new contract. This project plan shall identify tasks, responsible parties, milestones, and activity durations. It shall also indicate the approximate length of time required, after the contract award date, before Portal Services could be supplied via the Portal. The contractor shall maintain this plan during the transition to the contract and provide copies to DTS at scheduled meetings. As part of this project plan, proposals must describe an acceptance-testing plan and procedure to be used for the cutover of Portal Services, prior to the release of the production systems (MR) The offeror shall provide in the proposals specific plans to adjust for unexpected work or resource loads in the start-up, including, but not limited to, the provision of an adequate number and proficiency of staff. Provide Management and Administration Services (MR) In cooperation with DTS, the contractor shall provide management and administration services to ensure that the Portal operates 24 hours per day every day of the year. Administrative services include the planning, design, marketing, and business management activities that would be carried out by the contractor to successfully operate and grow the Portal. It also involves managing and maintaining a successful self-supporting Portal. Proposals must describe how management and administrative services will be provided. Provide Financial Records, Auditing, and Reporting Information (M) The contractor shall recover, deliver, and disburse statutory fees collected on behalf of the Agency Partners as agreed by the contractor and the Agency Partners and approved by DTS. Subscribers will be required to execute a contract for services and can be charged an annual fee for the convenience of monthly billing. The contractor will have an initial opportunity to collect State statutory fees from users before paying it to the State. The contractor guarantees the collection of such statutory fees to the State. All fees will be remitted and documented per direction provided by the Utah Department of Administrative Services, Division of Finance (M) The contractor shall establish one or more accounts in Utah financial institutions, which are federally insured for deposit of revenue from Portal operations and shall furnish DTS and the Division of Finance with the names of the institutions, the account numbers, and the names of those persons having signatory authority. 27 Sep 30, :30:20 AM MDT p. 44

45 (M) The offeror shall provide, via the proposal, a 5-year pro-forma income and cash flow statement based on experience with similar projects of the same scope and magnitude. This pro-forma should include sources and amounts of capital infusion, revenues, and expenses that support the offeror s commitment to the Portal (M) The contractor shall submit a budget plan for the operation of the Portal within 30 days of the commencement of this contract (M) The contractor shall provide free services at no cost to Portal users. Free services will be funded from the contractor s portion of the fee-based services. The development, operation, and maintenance of free services shall be handled with the same professionalism and level of support as fee-based services. Prioritization of tasks associated with free services will be subject to the approval of the DTS E-Government Management Group. Business/Management/Cost Model (MR) The offeror shall document any suggested cost items in the proposals for consideration to become the State s responsibility (MR) The contractor shall recover statutory fees on behalf of the Agency Partners and pass these through to the respective Agency Partner. The Agency Partners, DTS, and the Division of Finance shall approve all funds handling procedures. Unless stated otherwise in a SLA, all moneys collected on behalf of a Portal partner shall be delivered by the contractor to the Agency Partner within one week. If Electronic Fund Transfer (EFT) is used, the contractor shall deposit all moneys collected on behalf of a Portal partner into a designated bank account within 24 hours following the effective receipt of those moneys by the contractor. Deposits made via EFT must use the automated clearinghouse (ACH) credit method. The ACH file format must be approved and tested by the Agency Partner before it is implemented. The contractor must send the specific Agency Partner a detailed transaction report along with a detailed revenue report for financial reconciliation. The contractor will keep, maintain, and be a custodian of all Portal financial and operational records. Proposals must describe the offeror s procedures for billing, collections, online credit card acceptance, electronic check acceptance, and the issuance of payments and refunds. The offeror also must describe in their proposals other fiscal activities necessary to operate a financially sound Portal (MR) The contractor shall raise and expend capital to continue the operation of the existing Portal Services and to add new Portal Services. This includes obtaining facilities, hardware, and software and all other infrastructure. There will be a one year transition from the current to new contractor. The compensation agreements with government agencies are pre-existing, but may 28 Sep 30, :30:20 AM MDT p. 45

46 be renegotiated, by DTS. A portion of the fees to be charged by the State or its agents for electronic access or filings will go to the contractor, as agreed in the Scope of Work or Compensation Agreement and approved by the DTS E- Government management group or its designee. Proposals shall describe how the offeror will fund, develop, and maintain a financial self-sustaining Portal. Records (M) The contractor shall make all contractor documents and records pertaining to operation of the Portal available for inspection, auditing, and copying by DTS, or other authorized representatives designated by DTS, at any reasonable time. The contractor s corporate records, as they relate to the cost of running the Portal, remain the property of the corporation and are not subject to public inspections. This does not include fee compensation agreements with the Agency Partners, as this shall be public information. Monthly income statements and balance sheets for the Portal will be provided to the DTS E-Government Management Group by the contractor. To the extent an audit report disclosed any discrepancies in the contractor s charges, billings, or financial records, and following a period for review and verification of the amount by the contractor, the contractor will adjust the payment as soon as reasonably possible, but not to exceed 90 days. The contractor shall cooperate to assure that verification is completed in a timely manner. The contractor also agrees to make other changes requested by the State, which is agreed to by the contractor and DTS or its designee, to comply with recommendations resulting from any audit. Any such audit will be performed by a competent and reputable Certified Public Accountant licensed in Utah (M) The contractor shall have an accounting system to include a numbered chart of accounts, books of original entry of all transactions, appropriate subsidiary ledgers, a general ledger, which includes to-date postings, and an audit trail through financial statements. Such books may either be maintained on paper or on computer systems with appropriate backup. Auditing (M) The contractor must comply with all applicable State audit requirements. The contractor shall select an independent auditor to audit, at the contractor s expense, the contractor s books and records on an annual basis. The contractor s selection of an auditor shall be subject to the prior approval of DTS. Such approval will not be unreasonably withheld. The contractor shall make such books and records available at the site of its local presence in Utah (M) Audits may be conducted during regular workdays for State agencies and between the hours of 7:00 a.m. and 5:00 p.m. (Monday-Friday) during the contract period or any renewal term of the contract and for a period of two years after expiration of the contract or any renewal period. 29 Sep 30, :30:20 AM MDT p. 46

47 Reporting (M) The contractor shall report activities to DTS as follows: a) Within 90 days after the close of the contractor s fiscal year, the contractor shall submit to the State an annual financial report and audit. These reports must be certified by an independent certified public accountant (selected by the contractor) who may be the accountant or a member of the firm of accountants who regularly audit the books and accounts of the contractor. The submitted audit information must include, but is not limited to, the audited financial statements, auditor opinions, reports on internal control, findings and recommendations, and management letters. In addition, the contractor is subject to any further audit and review determined necessary by the State after furnishing reasonable notice to the contractor. b) Develop and regularly update, in cooperation with the Agency Partners and the E-Government Management Group, a draft Portal strategic plan for presentation to DTS senior management and the State Product Management Council (PMC), on at least an annual basis. c) Report to the E-Government Management Group on a weekly basis concerning potential new Portal Services and related issues. The contractor will strive to improve access to, and the utility of, the public information and Portal Services available through the Portal by exploring and recommending ways to: i) expand the amount and kind of Portal Services and information available; ii) increase the utility of the public information presented, the Portal Services available, and the form in which both are provided; iii) expand the base of users who access the Portal Services and public information; iv) improve public and business access to Portal Services and public information by implementing improvements in the technology of the contractor and Agency Partners; v) increase the effectiveness and resources of the Portal; and, vi) redesign and maintain the Utah.gov State Web site and the agreed upon Portal pages. d) The contractor shall measure customer satisfaction, including Web surveys, and report the results to the E-Government Management Group on a schedule to be agreed to by DTS and the contractor, but no less than on a semi-annual basis. 30 Sep 30, :30:20 AM MDT p. 47

48 e) The contractor will measure and report to DTS on growth trends and usage of the Portal and individual online services, as well as hits, unique visitors, access, transactions, and other performance measures or metrics as mutually agreed upon by DTS and the contractor. Working in cooperation with DTS, the contractor will submit the details of these performance measurements for inclusion as part of a master SLA for the Portal or for inclusion as part of the SLAs for specific Portal Services. f) The contractor shall provide on-going application project status reports that address project completion against established timelines, resource utilization and any variance from planned functionality, delivery, and cost targets (M) The contractor shall provide the reports of activities on a quarterly basis, or as otherwise required by SLAs. These reports shall include, but not be limited to: application inventory; future application project plans; financials; transaction count and Web page statistics; customer satisfaction reports; application adoption reports; incident reports; and, marketing reports. On a quarterly basis, the contractor shall also provide copies of agency SLAs, statements of work, and fee based service agreements (M) The contractor shall provide to DTS management reports as DTS may reasonably request. These reports shall include, but not be limited to, activity and performance reports, including types of transactions, transaction volumes, response time, availability and uptime reports, labor hours by project, etc (M) The contractor shall provide an annual security audit report as identified in subsection (M) DTS and the contractor will jointly develop reporting requirements, reporting format, and a transmittal schedule of reports. These reports shall include, but not be limited to, financial reports, progress reports, and reports detailing ongoing analyses of operations. Reports describing the Portal s future needs, fiscal projections, and other relevant forward-looking reports must be submitted at least monthly to the E-Government Management Group (M) A detailed accounting of revenues and expenses shall be submitted quarterly to DTS and shall include, but not be limited to, the cost of obtaining data from the custodial agency as well as the cost of operations. The contractor shall maintain all such records for no less than five years after termination of any contract related to the Portal. 31 Sep 30, :30:20 AM MDT p. 48

49 Perform System Monitoring and Problem Resolution (MR) The contractor shall provide performance monitoring and problem resolution. Plans for regularly performing normal and preventive maintenance must be addressed. Maintenance shall be performed at times that will not adversely affect daily operations. Substantive changes to the production environment must be brought before the regular weekly DTS Change Management meeting (MR) The offeror shall provide in the proposal a description of how it will respond to system malfunctions, security breaches, and diagnose and solve problems with the network, hardware, or software. Proposals must describe the plan to be provided to the State, which would include identifying the team responsible to resolve problems, a description of their actions, and the approach to that resolution. The proposals must also describe the procedures for interfacing and consulting with hardware and software vendors to identify and correct problems (MR) The offeror shall provide within the proposal a description of the failover system that will take over in the event the hardware or software fails. Describe the architecture that will be employed to ensure High Availability (HA) and uptime requirements (MR) The offeror shall provide within the proposal a description of the offeror s disaster recovery strategy. The strategy must be viable and tested and include a description of details such as secondary sites, offsite backup, a tested recovery plan, etc Use of Portal Services (M) Access to public information or Portal Services via the Portal shall not be mandatory on the part of any business or person and nothing in this RFP shall be construed to represent that use of the Portal is mandatory, unless it is a statutory requirement. However, for mandatory electronic filings imposed by the State, DTS shall determine if the use of Portal Services are required (M) While utilization of the Portal by government agencies will be voluntary and based on SLAs between the contractor and individual agencies, DTS will work to promote and strongly encourage the participation and cooperation by all agencies. 32 Sep 30, :30:20 AM MDT p. 49

50 4.0.4 Technical Capabilities and Requirements for Technology Implementation General Requirements (M) The proposed Portal infrastructure must provide functionality with as little impact as possible upon the current applications being utilized for support of participating agency business processes (MR) The proposed Portal technologies should utilize and support Web services, the SOA architecture model, and be open and reusable. Technologies need to be cost effective, minimize the impact on partners, enhance the management of growth in the number of interfaces, and support SOA technologies, including, but not necessarily limited to, SOAP, WSDL, and UDDI (M) The proposed technology must provide for secure access to services over the public Internet for those agencies where this type of methodology is deemed appropriate (M) The proposal must include the ability to receive payments similar to the existing Utah GovPay payment portal (See details in Exhibit D). Architecture Interoperability and Technology Requirements (MR) The proposed architecture must flexibly adapt to, integrate, and utilize evolving policies, best practices, and operating procedures from integration participants (MR) The proposed architecture must achieve integration via Web-based technologies that, at a minimum, include the following architectural components: Web Services Data Service Access and Control Security Confidentiality Management and Control Networking (MR) The respondent s proposed Portal environment must be based on open architecture standards and support a distributed computing environment (MR) The proposed Portal environment must provide for secure data exchange and access between participants via the Internet. This may be via VPN or any other common methodology. The solution for achieving this business need should be proposed by the respondent. The State, at its discretion, will deem particular methodologies acceptable or unacceptable only after proposals are submitted. 33 Sep 30, :30:20 AM MDT p. 50

51 (MR) The proposed Portal environment must include request/reply, publish/subscribe, and synchronous/asynchronous functionality to facilitate information sharing between agency participating applications and the Utah.gov Portal (MR) The proposed Portal environment must utilize Web services via standard software components used to perform distributed computing employing technologies such as SOAP, WSDL, and UDDI (MR) The Security Assertions Markup Language (SAML), an XMLbased framework for Web services that enables the exchange of authentication and authorization, must be supported by the Portal as needed by the State. Applications within the Portal environment should be able to assert authentication and authorization into an XML document and be able to accept XML documents that have been authenticated/authorized by a trusted source. Management, Access, and Control (MR) The proposed Portal environment must be widely compatible with existing applications and operating environments, including major application server implementations supported by the State (MR) The proposed Portal environment must support access and control for information exchange (MR) The proposed Portal environment must ensure that user identification and authentication can take place at the network, device, application, and/or device/software level. At a minimum, a user shall be restricted from establishing a secure data exchange without first being identified and authenticated by not less than a user ID and password. Integration with existing State LDAP-based authentication directories, such as the Utah Master Directory, is highly desirable (MR) The security included in the proposed Portal environment must be scalable and capable of being configured to accommodate different levels of security on a per user role, per application, or per endpoint basis (MR) The proposed Portal environment must utilize and support credentials and authentication as needed by the State (MR) Implementation of a particular Web services security standard, such as ACEGI, JAAS, PGP, WS-Security, etc., is appropriate, but the respondent must clearly identify a preferred standard, and which components of the standard are supported. 34 Sep 30, :30:20 AM MDT p. 51

52 Network Requirements (MR) The proposed Portal environment must be capable of utilizing the State s existing infrastructure to establish a framework for information sharing, making use of the Utah Wide Area Network, and associated network data circuits where feasible, and the public Internet where appropriate (MR) The proposed Portal environment must be capable of utilizing network facilities that implement and support a variety of protocols, including, but not limited to, SMTP and HTTP (MR) The proposed Portal environment must be capable of transferring large data sets. Development Environment (MR) The development environment supported by the contractor at minimum must allow for development in either Java or.net environments (MR) Web application development must be compliant with State of Utah Web Standards and Guidelines which can be accessed at (MR) The contractor must have documented systems for bug tracking and version control. 5.0 REFERENCES, EXPERIENCE, INNOVATION, AND CREATIVITY Experience (MR) The offeror shall have experience in managing, staffing, and hosting similar Portals. These Portals shall be of approximately the same scope and size, contracting with government entities similar to the State. Describe your company s experience providing similar services as required in this RFP (MR) The offeror shall have a minimum of three years experience providing Internet contractor services for state government entities References (MR) The offeror shall provide at least three references where similar services in scope to the requirements of this RFP have been provided. References must be for clients with current relationships with the contractor for portal services. Additional references may be submitted, if available. For each reference, the offeror shall provide the names of individuals who can be 35 Sep 30, :30:20 AM MDT p. 52

53 contacted, the position of these individuals, addresses, and current telephone numbers. The offeror is responsible to assure reference information is current and accurate. At minimum, the State will evaluate the following: Financials a. Customer Agency and Public Satisfaction b. Management Capabilities (including problem resolution) c. Development Capabilities d. Personnel Retention e. Marketing and Communication of Portal Services f. Innovation and Creativity g. Project Completion within Budgets and Timelines (MR) The offeror shall provide evidence of financial stability and capability to fund all costs associated with the Portal throughout the term of the contract. This information will be used in the RFP evaluation process, to ensure completeness and accuracy. (Note: This information is for evaluation purposes only. It will be held in confidence to the extent that the law allows.) Information required is the latest two years of audited annual financial statements including: a. Total Revenue b. Net Income c. Total Assets d. Cash Flow e. Financial Ratio Analysis f. Notes to Financial Statements Offerors that are subsidiaries of other companies need to be certain that the financial relationship between the subsidiary and the parent company is adequately explained in the audited statements that are provided. This may be accomplished by providing an audited financial statement for the parent company as well as the subsidiary Resumes / Background Checks (MR) The offeror shall provide resumes for each staff member responsible for design, implementation, project management, or other positions relative to the requirements of the RFP. Resumes will include education, experience, license, and/or certifications of each individual. In the event of a change of a staff member during the contract term, the submission of a new resume is required. Any such change is subject to the prior approval of the State; such approval will not be unreasonably withheld Innovation / Creativity (MR) The responder must demonstrate the ability to creatively apply new and emerging technologies to the portal in a way that enhances the experience of portal visitors and 36 Sep 30, :30:20 AM MDT p. 53

54 Utah citizens. The responder should provide at least five ideas for improving the current State portal at FUNDING MODEL AND COST MANAGEMENT (M) An overall cost proposal that incorporates the required five year Pro-forma, (Section ), and other pertinent financial information is required in this section. Use the cost proposal to summarize the costs of the services from the offeror to the State. The offerors proposal should include a detailed discussion of the funding strategy or strategies that makes the portal self-supporting on a sustainable basis. Offerors may propose one or multiple funding models in accordance with the descriptions in through Funding Model Multiple funding mechanisms are available to offerors, but it is the intent of the State that all such models will incorporate fee based services and an appropriate mix of free services developed by Utah.gov Portal staff (MR) Self Supporting Services. The Utah.gov Portal environment was developed and operates in a manner which is self-supporting and cost-effective, to provide electronic transactions and expanded access to public information in electronic form by State agencies (data custodians) for individuals, businesses, and other entities by, and in part through, customized information access. Much of the information access is provided free to network users. Compensation to the Utah.gov Portal operator comes from the net proceeds of premium services. Premium services are services that are available only to subscribers and include, but are no limited to, the enhancement of information that is otherwise available through Utah.gov for the statutory fee or at no charge. Free services will be funded from the proceeds of the premium services. State agencies work with the Utah.gov Portal manager, requesting agencies, and DTS e-government management to determine the nature and price to users of the information that will be offered through this portal. Utah.gov policies and fees are regulated by DTS and the agencies that own the data, with guidance from the Utah Legislature. DTS Portal management, in cooperation with the agencies, will initially determine if investment is necessary to capture public data and make information available to the public. It is expected that the Utah.gov Portal operator will provide at least two free services for each premium service available Alternative Self-funding Mechanisms. Offerors are invited to propose alternative self-funding mechanisms. The desire is to encourage an entrepreneurial approach to service delivery which enhances and augments the existing Utah.gov self-funding model. The proposals solicited from the offeror 37 Sep 30, :30:20 AM MDT p. 54

55 should be specific and include detail about the proposed premium services, the funding stream, and the fee/free service mix Administrative Fees Paid to the State (M) The contractor shall be assessed a monthly fee to cover administrative and operational overhead costs for the State to manage and oversee the Portal. These fees shall fund a portion of the E-Government Management Group and associated support. It shall also allow for studies of portal direction and services as the portal technology life cycle changes, develops, or matures (M) The contractor shall not be assessed these administrative fees until a notice is given by DTS. This notice shall be provided not less than 60 days prior to the assessment of these fees (M) It is anticipated that these fees shall be approximately $15,000 per month. It is also anticipated that annual increases of no more than 5% will be assessed. The State shall determine the monthly amount and percent increase per year, based on the specific nature of services required Cost Summaries (M) Pricing information should clearly indicate the costs to provide all of the required qualifications from Section 3.0 through 5.0. Offerors may optionally provide a separate pricing schedule to provide features and services for other desirable capabilities. Where required items are dependent on other optional capabilities, these dependencies should be clearly identified. Pricing should be provided to support guaranteed uptime of 99.99%, based on a 24/7/365 schedule. The vendor should specify any hardware, operating practices, or configuration requirement to meet the required service level. (M) Pricing must be provided for a five year period, consistent with the pro-forma requested in Section Additional detailed information on pricing variations based on volumes, or options the vendor wishes to offer to the State, can also be included as options in this section. Specify consulting and/or training fees and indicate the basis on which such fees are charged (e.g., hourly, per incident, etc.). Vendors must provide price lists that specify a standard discount off of list for products offered to the State. Prices quoted must include cost schedules for software and licensing, training, installation and/or consulting services, and required maintenance services as applicable. 38 Sep 30, :30:20 AM MDT p. 55

56 (M) It is the intent of the State that the offeror, to whom a contract is awarded, shall receive a reasonable compensation for providing e-government services to the State. Please detail in the pro-forma financial statement for the Utah e-government Portal, referenced in , the projected earnings before tax that will be retained by the contractor. Operational expense forecasts must include only directly allocable expenses if the responding organization is a subsidiary of a larger corporation. General expenses for corporate overhead and other non-allocable indirect costs may not be included. Express the anticipated annual earnings before tax amount as a target amount, and as a percent of gross revenues, excluding pass through to agencies. The State requires that earnings before tax in excess of this target be reinvested in Portal operational infrastructure, including personnel, and in additional non-fee based services Rate Structure (MR) The contractor may not charge more than the applicable statutory or regulatory fees for providing a service in its usual form (MR) In addition to the fee set by the Agency Partners, the contractor may charge a convenience fee for government services provided via the Portal. An explanation of the process of arriving at a convenience fee and the elements that comprise the convenience fee shall be submitted with the proposal. Possible considerations for the determination of a convenience fee would include, but not be limited to, an estimation of the development and maintenance cost to be recovered, the time frame for such recovery, and any provisions that might be developed to re-evaluate the level of the convenience fee after initial development costs have been recovered. As a matter of public policy, convenience fees are generally incorporated within Agency Partner rates and are not implemented as an added direct cost to Utah citizens Consulting and Development Services Rates (MR) Agency Partners may desire to use the contractor for other related electronicgovernment application development work. Responses to this RFP must include hourly rates by job specialty for use by Agency Partners for Internet application development services and consulting throughout the contract period. The hourly rates should be a fully burdened rate that includes labor, per diem, travel, overhead, and any other costs related to the service. The specific rate (within a range) charged the Agency Partner for each proposed contracted service would be the lowest rate shown unless justified in writing and approved by the Agency Partners. 39 Sep 30, :30:20 AM MDT p. 56

57 7.0 Supporting Materials The vendor is encouraged to provide supporting materials, including more detailed descriptions of their solution, which would clarify or enhance the succinct answers provided in response to Sections 3.0 through 6.0. References to supporting materials in the responses are encouraged; however, supporting materials should be neatly organized and indexed to allow easy location of the specific references. The entire response to the RFP may not exceed what can be included in one 2 three-ring binder or electronic equivalent. 8.0 CONTACT AND SUBMISSION INFORMATION AND TIMELINE 8.1 Submission Requirements Proposals must be received by the posted due date and time. Proposals received after the deadline will be late and ineligible for consideration. 8.2 Preferred Method for Submitting a Proposal The preferred method of submitting a proposal is electronically through RFP Depot. RFP Depot can be found at: However, if you choose to submit your proposal in hard copy format, vendors must submit one original and five identical copies. Your proposal must be received no later than (NLT) 3:00 p.m. Wednesday, September 3, 2008, at the State of Utah Division of Purchasing, 3150 State Office Building, Capitol Hill, Salt Lake City, Utah 84114, prior to the closing date and time specified. Also, if a proposal is submitted in paper form, also provide one CD containing an electronic copy, in PDF or Microsoft Word file format, of the proposal that can be used to build the contract. Proposals received after the September 3, 2008 deadline, either via RFP Depot or in paper form, will be late and ineligible for consideration. 8.3 Questions about the RFP All questions must be submitted through RFP Depot. Answers will be provided via the RFP Depot site. Questions received after August 21, 2008, may not be answered 8.4 Discussions with Offerors (Oral Presentation) An oral presentation by the offeror to clarify a proposal may be required at the sole discretion of the State. However, the State may award a contract based on the initial proposals received without discussion with the offeror. If oral presentations are required, they will be scheduled after the submission of proposals. Oral presentations will be made at the offeror s expense. 40 Sep 30, :30:20 AM MDT p. 57

58 8.5 Offeror s Response to the Proposed Terms and Conditions Offeror proposals must either: (1) indicate vendor acceptance of the State and DTS Terms and Conditions exactly as presented in this RFP; or, (2) if the vendor is proposing different terms and conditions, the vendor proposal submitted in response to this RFP must specifically list word for word the vendor s proposed wording for the specific Terms and Conditions change requested as the vendor would like them to read. 8.6 State s Option to Reject Proposals with Material Terms and Conditions Deviations If the offeror s proposed terms and conditions materially deviate from the proposed State and DTS contract terms and conditions, the State of Utah reserves the right to reject the vendor s proposal for this reason, and make the contract award to the next highest scoring vendor s proposal. 8.7 Offeror s Right to Negotiate Changes to Proposed Terms and Conditions Minor deviations in contract terms and conditions proposed by the vendor may be negotiated following issuance of the State s proposed contract award letter. 8.8 Proprietary Information The Government Records Access and Management Act (GRAMA), Utah Code, Subsection , provides in part that: the following records are protected if properly classified by a government entity: (1) trade secrets as defined in Section if the person submitting the trade secret has provided the governmental entity with the information specified in Section (Business Confidentiality Claims); (2) commercial information or non-individual financial information obtained from a person if: (a) disclosure of the information could reasonably be expected to result in unfair competitive injury to the person submitting the information or would impair the ability of the governmental entity to obtain necessary information in the future; (b) the person submitting the information has a greater interest in prohibiting access than the public in obtaining access; and 41 Sep 30, :30:20 AM MDT p. 58

59 (c) the person submitting the information has provided the governmental entity with the information specified in Section ; (6) records the disclosure of which would impair governmental procurement proceedings or give an unfair advantage to any person proposing to enter into a contract or agreement with a governmental entity, except that this Subsection (6) does not restrict the right of a person to see bids submitted to or by a governmental entity after bidding has closed;... To protect information under a Claim of Business Confidentiality, the offeror must: provide a written Claim of Business Confidentiality at the time the information (proposal) is provided to the State, and include a concise statement of reasons supporting the claim of business confidentiality (Subsection (1)); and, submit an electronic redacted (excluding protected information) copy of your proposal response. The copy must clearly be marked Redacted Version. A Claim of Business Confidentiality may be appropriate for information such as client lists and non-public financial statements. Pricing and service elements may not be protected. An entire proposal may not be protected under a Claim of Business Confidentiality. The claim of business confidentiality must be submitted with your proposal on the form which may be accessed at: To ensure that the information is protected, the Division of Purchasing asks the offeror to clearly identify in the Executive Summary, and in the body of the proposal, any specific information for which an offeror claims business confidentiality protection, as "PROTECTED." All materials submitted become the property of the State of Utah. Materials may be evaluated by anyone designated by the State as part of the proposal evaluation committee. Materials submitted may be returned only at the State's option. In non-legal terms, this means that the Utah State Procurement Board s recent decision to make all proposals (not just the winning offeror s proposal) public information is applicable to the offeror s proposal submitted in response to this RFP. 42 Sep 30, :30:20 AM MDT p. 59

60 8.9 Background Investigation The respondent must, at the discretion of the State, facilitate the State s performance of criminal history, background investigation, and fingerprint checks of any individual utilized by the respondent, for on site services, including managerial and supervisory personnel retained by the respondent for the performance of the contract, to be conducted by the Utah Department of Public Safety. Failure to satisfactorily pass these investigations may subject any and all employees, sub-respondents, agents, partners, or other relationships of the successful respondent to removal from the project or any other appropriate action up to and including contract termination, at the discretion of the State Anticipated Schedule The anticipated schedule for RFP review, evaluation, and implementation: RFP Released to Vendors August 11, 2008 Questions on RFP will be due on August 21, 2008 Vendor Proposals Due September 3, 3:00 PM MDT Proposals Scored By September 26, 2008 State Purchasing Issues Notice of Intent to Award October 22, Sep 30, :30:20 AM MDT p. 60

61 Exhibit A Existing Operational Utah.gov Application Services as of May 2008 Agriculture Agriculture and Food License Renewal System Commercial Pesticide Applicator License Renewal Controlled Atmosphere Storage Facility License Renewal Salvage Wax License Renewal Weighing and Measuring Device Operator License Renewal Meat Packing/Processing Plant License Renewal Livestock Auction Market License Renewal Hatchery Operator License Renewal Livestock Dealer License Renewal Produce Dealer License Renewal Nursery Agent License Renewal Nurseryman License Renewal Feed Garbage to Swine License Renewal Wholesale Dairy Products Distributor License Renewal 44 Sep 30, :30:20 AM MDT p. 61

62 Milk Processing Plant License Renewal Pasteurizer License Renewal Cheese Maker License Renewal Haul Farm Bulk Milk License Renewal Butter Maker License Renewal Milk Manufacturing Plant License Renewal Milk Tester License Renewal Quilted Clothing Manufacturer License Renewal Farm Custom Slaughterer License Renewal Beekeeper License Renewal Bedding and Furniture Supply Dealer License Renewal Bedding and Furniture Wholesale Dealer License Renewal Bedding Manufacturer License Renewal Commerce Electrologist License Renewal 45 Sep 30, :30:20 AM MDT p. 62

63 Cosmetologist and Barber License Renewal Controlled Substance Prescriber Controlled Substance Precursor Distributor Pharmacist License Renewal Sports and Athletic Courts and Playgrounds Installation Contractor License Renewal Wood Flooring Contractor License Renewal Piers and Foundation Contractor License Renewal Petroleum System Contractor License Renewal Wrecking and Demolition Contractor License Renewal Mechanical Insulation Contractor License Renewal Sign Installation Contractor Metal Firebox and Fuel Burning Stove Installer License Renewal General Fencing and Guardrail Contractor License Renewal Pipeline and Conduit Contractor License Renewal Asphalt Paving Contractor License Renewal 46 Sep 30, :30:20 AM MDT p. 63

64 Sewer and Water Pipeline Contractor License Renewal Swimming Pool and Spa Contractor License Renewal Fire Suppression Systems Contractor License Renewal Refrigeration Contractor License Renewal HVAC Contractor License Renewal Sheet Metal Contractor License Renewal Landscaping Contractor License Renewal Steel Erection Contractor License Renewal Excavation and Grading Contractor Licensing Renewal General Painting Contractor License Renewal General Masonry Contractor License Renewal General Roofing Contractor License Renewal General Drywall, Stucco, and Plaster Contractor Licensing Renewal General Concrete Contractor License Renewal Veterinary Controlled Substance License Renewal 47 Sep 30, :30:20 AM MDT p. 64

65 Veterinarian License Renewal Licensed Substance Abuse Counselor License Renewal Clinical Social Worker License Renewal Certified Social Worker Social Service Worker Contract Security Company Unarmed Private Security Officer License Renewal Armed Private Security Officer License Renewal Respiratory Care Practitioner License Renewal Recreational Therapy Specialist License Renewal Radiology Technologist License Renewal Radiology Practical Technician License Renewal Psychology Resident License Renewal Psychologist License Renewal Professional Employer Organization License Renewal 48 Sep 30, :30:20 AM MDT p. 65

66 Professional Counselor License Renewal Private Probation Provider License Renewal Podiatric Physician License Renewal Physician Assistant Controlled Substance License Renewal Physician Assistant License Renewal Physician and Surgeon Controlled Substance License Renewal Physician and Surgeon License Renewal Physical Therapist License Renewal Dispensing Controlled Substance License Renewal Pharmacy Class E License Renewal Pharmacy Class D License Renewal Pharmacy Class C License Renewal Pharmacy Class B License Renewal Pharmacy Class A License Renewal Osteopathic Physician Controlled Substance License Renewal 49 Sep 30, :30:20 AM MDT p. 66

67 Osteopathic Physician and Surgeon License Renewal Optometrist License Renewal Occupational Therapy Assistant License Renewal Occupational Therapist License Renewal Temporary Registered Nurse License Renewal Registered Nurse Under Interstate Compact License Renewal Registered Nurse (RN) License Renewal Medication Aide Certified License Renewal LPN Under Interstate Compact License Renewal Temporary LPN License Renewal Licensed Practical Nurse (LPN) License Renewal CRNA Controlled Substance License Renewal Certified Registered Nurse Anesthetist License Renewal APRN Intern w/o Prescriptive Practice License Renewal APRN Intern License Renewal 50 Sep 30, :30:20 AM MDT p. 67

68 APRN Controlled Substance License Renewal Advanced Practice Registered Nurse (APRN) License Renewal Naturopathic Controlled Substance License Renewal Naturopathic Physician Naturopath Including Surgery License Renewal Naturopath Massage Apprentice License Renewal Massage Therapist License Renewal Marriage and Family Therapist License Renewal Landscape Architect License Renewal Hearing Instrument Specialist License Renewal Health Facility Administrator License Renewal Professional Geologist License Renewal Genetic Counselor License Renewal Pre-Need Sales Agent License Renewal 51 Sep 30, :30:20 AM MDT p. 68

69 Pre-Need Provider License Renewal Funeral Service Establishment License Renewal Funeral Service Director License Renewal Funeral Service Apprentice License Renewal Environmental Health Scientist License Renewal Professional Land Surveyor License Renewal Professional Structural Engineer License Renewal Residential Master Electrician License Renewal Residential Journeyman Electrician License Renewal Master Electrician License Renewal Journeyman Electrician License Renewal Apprentice Electrician License Renewal Direct Entry Midwife License Renewal Certified Dietician License Renewal Dental Hygienist License Renewal 52 Sep 30, :30:20 AM MDT p. 69

70 Dentist License Renewal Deception Detection Examiner License Renewal Certified Court Reporter License Renewal Nail Technology School License Renewal Nail Technology Instructor License Renewal Nail Technologist License Renewal Master Esthetician License Renewal Esthetics School License Renewal Esthetician Instructor License Renewal Esthetician License Renewal Electrologist School License Renewal Electrologist Instructor License Renewal Insulation Contractor License Renewal Glass and Glazing Contractor License Renewal Metal and Vinyl Siding Contractor License Renewal 53 Sep 30, :30:20 AM MDT p. 70

71 Carpentry Contractor License Renewal General Plumbing Contractor License Renewal General Electrical Contractor License Renewal Mechanical Trades Instructor License Renewal Plumbing Trades Instructor License Renewal Electrical Trades Instructor License Renewal General Building Trades Instructor General Engineering Trades Instructor License Renewal Residential and Small Commercial Contractor General Building Contractor License Renewal General Engineering Contractor License Renewal Chiropractic Physician License Renewal CNM Intern License Renewal CNM w/o Prescriptive Practice CNM Controlled Substance License Renewal 54 Sep 30, :30:20 AM MDT p. 71

72 Certified Nurse Midwife License Renewal Burglar Alarm Qualifier License Renewal Burglar Alarm Agent License Renewal Burglar Alarm Company License Renewal Factory Built Housing Inspector License Renewal Building Limited Inspector Building Combination Inspector Speech Pathologist License Renewal Audiologist License Renewal Athletic Trainer License Renewal Athlete Agent License Renewal Architect License Renewal ADR Negotiator License Renewal ADR Mediator License Renewal Alternative Dispute Resolution Arbitrator License Renewal 55 Sep 30, :30:20 AM MDT p. 72

73 Acupuncturist License Renewal CPA License Renewal DOPL Update Your License Record?page=updateLicenseRecordNoLog in State Construction Registry Business Name Availability Annual Business Renewal Professional Licensee List Registered Principal Search Uniform Commercial Code (UCC) Search Uniform Commercial Code (UCC) Certified Search Uniform Commercial Code (UCC) Images Professional Engineer License Renewal UCC Filings, Continuations, and Terminations Real Estate License Management System Real Estate License Verification Search One Stop Business Registration Business Entity Search Image 56 Sep 30, :30:20 AM MDT p. 73

74 Business Registration Information Change Business Entity List Business Entity Search Certificate of Existence Business Entity Search Principal Search Business Entity Search Professional Licensee Lookup DOPL Renewal Davis County County Property Tax Payment system for Davis County Enterprise Online Services Database Adoption Rate Wizard Consolidated Feedback Multimedia Submission What's New Submission Utah GovPay 57 Sep 30, :30:20 AM MDT p. 74

75 Environmental Quality Generator Site Access Program New Storm Water Permitting Storm Water Permitting Governor's Office Utah Lobbyist Online Insurance Insurance License Renewal Insurance Company and Agency Search Natural Resources Commercial Boating Database Hunting and Fishing Licenses Online Agent Hunting and Fishing Point of Sale Application Purchase a Fishing License Cougar Pursuit License Online Small Game Licenses Online Purchase a State Parks Annual Pass 58 Sep 30, :30:20 AM MDT p. 75

76 State Park Annual Passes Office of Education Educator Background Check Utah Educator Licensing Student Teacher Licensing Teacher License Renewal Provo City Provo Business License Renewal Public Safety Brady Gun Check Online Background Check Statewide Warrants Drivers License Search Driver Address Record ValIDate Utah ID Verification Vehicle Safety Inspection Certification Citation Monitoring 59 Sep 30, :30:20 AM MDT p. 76

77 Driver License Renewal Driver Record Search Utah Highway Patrol Safety Inspection System Sandy City Sandy City Employment Tax Commission Renew Boat Registration TaxExpress Income Tax Filing Aircraft Registration System Pay Withholding Tax Online Pay Waste Tire Tax Online Pay Use Tax Online Pay Transient Room Tax Online Pay Tobacco Products Tax Online Pay Special Fuel Supplier Tax Online Pay Short Term Leasing / Restaurant Tax Online 60 Sep 30, :30:20 AM MDT p. 77

78 Pay Sexually Oriented Business Tax Online Pay Self Insurers Tax Online Pay Royal Withholding Tax Online Pay Personal Property - Railroad Tax Online Pay Partnership / LLC Tax Online Pay Municipal Telecom Tax Online Pay Municipal Energy Sales and Use Tax Online Pay Multi-Channel Cable and Satellite Tax Online Pay Motor Fuel Tax Online Pay Mandatory EFT Online Pay Lubricating Oil Tax Online Pay Insurance Premium Tax Online Pay Fiduciary Tax Online Pay Environmental Assurance Tax Online Pay Emergency Services Telephone Tax Online 61 Sep 30, :30:20 AM MDT p. 78

79 Pay Corporate Income Tax Online Pay Cigarette License Tax Online Pay Brine Shrimp Tax Online Pay Beer Tax Online Pay Aviation Fuel Tax Online Personalized Plate Search Special Event Sales Tax Licensing Penalty and Interest Calculator Income Tax Penalty and Interest Calculator Sales and Use Tax Return/TC 62 Watch Your Car Motor Vehicle Title Search (TLR) IFTA and IRP Tax Payment System Impounded Vehicle Service Renewal Express Vehicle Registration Renewal 62 Sep 30, :30:20 AM MDT p. 79

80 Payment Express Pay 29 Different Taxes Online 24/7 Live Utah.gov Online Help Register for Utah's Statewide GPS Network Tooele County County Property Tax Payment System for Tooele County Transportation Express Lanes Motor Carrier Permits Region Online Permits (Access, Encroachment, Special Events, etc.) Search Unclaimed Property Utah Express Lanes Utah County County Property Tax Payment System for Utah County Wildlife Resources Agent Hunting and Fishing Point of Sale Application Hunting and Fishing Licenses Online Public Meeting Web Site 63 Sep 30, :30:20 AM MDT p. 80

81 Exhibit B Planned Utah.gov Services as of May 2008 Accessibility Accident Reporting Ag and Food Web Site Alcohol Sales Permit Renewals CHIP GovPay Integration CIO Web Site Citizen Marketing Concealed Weapons Permits Criminal Background Checks DLD Point of Sale DLR Rewrite Document Portal DOPL and Real Estate List Automation DOPL Image Search DOPL LLV DPS PIO Application DPS Web Site Redesign E11 Directory Educator License Upgrades Electronic Lien Release (TAX) Enhanced News Content Events Registration Firefighters Web Site / Applications Fluid Screen Design Forms.utah.gov GMIS Forums GMIS Web Site Design GOED Web Site Governor s Web Site Improved Maps Portal Insurance Web Site and CMS Kids.utah.gov Labor Commission GovPay Local Government Outreach Maintain State CSE (Ehanced SE) Multimedia Portal 2.0 MVR Rewrite My.utah.gov OHV and PWC Course Registration Online Brady Check On-the-Spot for Marinas OSBR Cedar Hills OSBR Murray City OSBR Ogden City Integration OSBR Phase III OSBR West Jordan City Integration Payment Express (GENTAX) PMN Bonding PMN Phase 2 PSC Web Site Public Meeting Notice Public Meeting Notice Phase II Salt Lake Courts (Citation Payments) SCR List Download Automation SITLA Land Bids SMS / Common Shortcodes State History Web Site Statewide Calendar Subscription Portal Tax Penalty and Interest Calculator TC 62 (GENTAX) TLR Rewrite Trademark Registration Translations Travel Web Site TurnGPS Version 2 UCC Amendments UHP Inspector Console UHP Trucks and Buses ULCT Jobs Bank University Educator Recommendations Upgrade Business.utah.gov USTAR Applications USTAR Web Site Utah Events Timeline Utah History Timeline Utah Public Finance Web Site Utah Shopping Portal Utah Virtual Tour Utah Works Utah.gov Photo Gallery Utah.gov Portal Enhancements Validate Web Service Warrant Check X-Ray Registration and Renewal 64 Sep 30, :30:20 AM MDT p. 81

82 Exhibit C Utah.gov Portal Hosting Environment 65 Sep 30, :30:20 AM MDT p. 82

83 Exhibit D Utah GovPay Payment Service WPS Web Service Overview The Utah GovPay WPS Web service provides a secure method to pass customer transaction information between the agency s Web application and Utah GovPay. The WPS is the backend link into the Utah GovPay system and was designed to prevent Web users from fraudulently altering their own transaction data. WPS has two main functions: registering transactions and querying transactions. In the registration process, the agency s Web application sends the transaction data to WPS and WPS returns a registration ID. The agency s Web application then forwards the user to Utah GovPay with the registration ID. After a completed payment transaction, the agency s Web application can use the registration ID to query WPS to find out if the transaction was approved. The Register Transaction process follows these steps: 1. When the user is ready to make a payment, the agency s Web application sends details of the payment in XML using the Soap format to the Utah GovPay Web Service or WPS. 66 Sep 30, :30:20 AM MDT p. 83

84 2. The Utah GovPay WPS creates a Registration ID, stores the transaction information and registration ID in a database, and returns a registration ID back to the agency s Web application. 3. The agency s Web application redirects the user to the Utah GovPay URL and includes the registration ID in the query string. This Utah GovPay URL will be created during the Utah GovPay setup. 4. The Utah GovPay Web site uses the registration ID to retrieve the transaction data and then takes the user through the payment process. The Query Transaction process: 1. The agency s Web application sends a Soap message with the registration ID. 2. The Utah GovPay Web service returns the results of the transaction. Terminology Registration ID The unique identifier used; generated by WPS. The calling application should pass this to WPS when the user is handed off. Calling Application This is the outside application built by the agency. Web Service A piece of software that can be accessed over the Internet by another application using XML to send or retrieve information. Web Application A Web application uses a Web site as a front end to interact with users across the Internet. 67 Sep 30, :30:20 AM MDT p. 84

85 Features Current features of the WPS Web service are: Register Transaction Details Retrieve Payment Processing Result in XML for a Single Transaction Retrieve Payment Processing Result in Text for a Single Transaction Additional detail on the Utah GovPay Web service is available in Utah GovPay: The Official Payment Solution for Utah Government, which is available upon request. 68 Sep 30, :30:20 AM MDT p. 85

86 Solicitation #JG9900 Amendment 1: August 13, 2008 Section 8.10 Anticipated Schedule Bidder s Conference August 26, 2008, 10:00AM MDT A bidder s conference will be held for potential offerors at the place and time specified. The purpose of this conference is to allow prospective offerors an opportunity to ask questions regarding the contents of the RFP. Due to space limitations, representation will be limited to two persons per offeror. Attending the bidder s conference in person is optional, however, all potential offerors are required to participate in the conference, either in person or by conference call (Conference Call # , Pass Code:* *). The bidder s conference will be conducted at 1 State Office Building, 6 th Floor, Salt Lake City, Utah, in the Executive Conference Room. Offerors are requested to submit their questions in writing four days prior to the date of the conference. Questions must be submitted through RFP Depot at The State will attempt to make responses to questions received by the deadline available to attendees at the bidder s conference. Verbal and written questions will be permitted at the conference. Written responses to questions will be sent to all offerors who attend. The written responses will be sent no later than five working days after the bidder s conference. Offerors should clearly understand that the only official answers or positions of the State will be those stated in writing. Additional vendor questions may be submitted through September 5, 2008 using RFP Depot at Final RFP Questions Due September 5, 2008 Vendor Proposals Due October 8, 2008 Anticipated Oral Presentations October 22, 2008, (If needed) 10:00AM MDT Proposals Scored Days Purchasing Issues Notice of Intent to Award December 10, 2008 Sep 30, :30:20 AM MDT p. 86

87 Solicitation #JG9900 Addendum 2: August 25, 2008 Deletions are indicated by a double strike through and additions are underlined. The first page number is the RFP page number and the second page number is the bid packet page number. A copy of the RFP with all of the addendum changes is attached for the convenience of the Offeror s. Section 1.0 Introduction p. 1/16 Paragraph 3 Other Portal Services allow users to transact business with the government agencies. Examples of these Portal Services would include registering a business, renewing a license, or filing taxes. Information and Portal Services may be free, incur normal statutory fees and/or convenience fees, or be available via an annual subscription fee. The Portal also provides the option for commercial enterprises to pay a convenience fee to conduct designated business activities electronically. The statutory revenue will accrue to the State while the convenience fee, fee sharing portion, and subscriber fees may be used in part to compensate the Utah.gov Portal Manager for its services. Gross revenues for the Utah.gov Portal, excluding direct revenue pass through and agencies shares of transaction fees, for the calendar year ending December 31, 2007, were $6,812,686. Section 1.6 Definitions p. 5/20 Convenience Fee: A fee added to, or included within, the statutory fee for the convenience of accessing a Portal Service via the Portal. The added fee is may be used to fund the Portal. E-Government Management Group: DTS personnel that are specifically assigned the management and development of e-government services for the State, in cooperation with Agencies. Fee Sharing: An agreement between a government agency and the Portal Manager to use an agency, and Legislatively approved portion part of the statutory fee to fund a Portal Service. Premium Services: Services offered via the utah.gov portal for which the Portal Manager receives compensation. 1 Sep 30, :30:20 AM MDT p. 87

88 p. 6/21 Service Level Agreement (SLA): An agreement, between the contractor and an agency implementing the Portal for that agency, stipulating performance and Agency authorized compensation expectations. These agreements may be implemented as SLAs or Contract Service Addendums. Subscription Services: Subscription services are premium services that are available only to subscribers and include, but are not limited to, the enhancement of information that is otherwise available through Utah.gov for the statutory fee or at no charge. Section p. 11/26 Phase Two The Technical, Management, and Funding Model Proposals will be evaluated separately from the final Cost Proposal. The State will evaluate each response item in Sections 4.0 through 5.0 and assign a numerical value score that indicates the degree to which the State believes that the response meets or exceeds the requirement. This numerical value will be multiplied by a predetermined "importance factor" that indicates the relative importance of the particular requirement to the State. The sum of the values derived from this calculation will be used as to determine the total point score to rank the proposals Scope of Work Requirements p. 16/31 Unless otherwise stated in this Section 4.0.2, at no additional direct cost to the State or Agency Partners, the provider shall supply the following services: (M) The contractor may adjust project schedules if the priority for a Portal Service changes. Changes in priority shall be done with the approval and input of the DTS E-Government Management Group and in cooperation with Agency Partners requesting the Portal service. Interact Effectively with State p. 23/ (M) The contractor shall work with the DTS E-Government Management Group, and in cooperation with Agency Partners requesting services, to prioritize new Portal Services, and to negotiate target completion dates. The contractor shall notify DTS of Portal Services that are in conceptual development and those for which a scope of work is in progress. For the benefit of the Agency Partners, DTS shall have the 2 Sep 30, :30:20 AM MDT p. 88

89 option to re-prioritize the work by the contractor for Portal Services and to negotiate target completion dates p. 24/25-39/40 b) the services or transactions to be implemented online, including premium and free services; c) Fees to be charged for premium services, including fund handling procedures, and any the statutory or other regulated fees to be collected by the contractor on behalf of the Agency Partner; d) any reimbursement to from an Agency Partner by the contractor for costs incurred in providing data needed to offer online services; (MR) The contractor shall negotiate a Master Service Level Agreement with DTS, which shall be deemed to incorporate, and be subject to, the contract, the RFP, and any addenda, and the successful proposal. All Service Level Agreements are subject to the prior approval of the Contract Administrator DTS and no work shall be done under any Service Level Agreement without such prior approval. To the extent required by law, the implementation of the Portal by any Agency Partner and of any Service Level Agreement (SLA) shall be subject to the review and prior approval of the Contract Administrator and DTS. Provide Financial Records, Auditing, and Reporting Information p. 27/ (M) For premium services, the contractor shall administer recover, deliver, and disburse statutory fees collected on behalf of the Agency Partners as agreed by the contractor and the Agency Partners and approved by DTS. Subscribers will be required to execute a contract for services and can be charged an annual fee for the convenience of monthly billing. The contractor will have an initial opportunity to collect State statutory fees from users before paying it to the State. The contractor guarantees the collection of such statutory fees to the State. Subscribers to subscription based services will be required to execute a contract for services and can be charged an annual fee for the convenience of monthly billing. The contractor may have an initial opportunity to collect State statutory fees from users before paying it to the State. The contractor guarantees the collection of such statutory fees to the State. 3 Sep 30, :30:20 AM MDT p. 89

90 p. 28/43 All fees will be administered according to statute, and policies established remitted and documented per direction provided by the Utah Department of Administrative Services, Division of Finance. Use of existing payment mechanisms approved by the State, such as Paymentech, is mandatory (M) The contractor shall provide free services at no cost to Portal users. Free services will be funded from the fees paid for premium services and other subscription services as allowed by statute. the contractor s portion of the fee-based services. The development, operation, and maintenance of free services shall be handled with the same professionalism and level of support as fee-based services. Prioritization of tasks associated with free services will be subject to the approval of the DTS E-Government Management Group in cooperation with Agency Partners. Business/Management/Cost Model (MR) The contractor shall recover subscription based statutory fees on behalf of the Agency Partners and pass these through to the respective Agency Partner. The Agency Partners, DTS, and the Division of Finance shall approve all funds handling procedures. Other funds for premium services, (e.g. tax payments, etc.) deposit directly to the State and are not remitted nor handled by the Contractor. Unless stated otherwise in a SLA, all moneys collected on behalf of a Portal partner shall be delivered by the contractor to the Agency Partner within one week. If Electronic Fund Transfer (EFT) is used, the contractor shall deposit all moneys collected on behalf of a Portal partner into a designated bank account within 24 hours following the effective receipt of those moneys by the contractor. Deposits made via EFT must use the automated clearinghouse (ACH) credit method. The ACH file format must be approved and tested by the Agency Partner before it is implemented. The contractor must send the specific Agency Partner a detailed transaction report along with a detailed revenue report for financial reconciliation. The contractor will keep, maintain, and be a custodian of all Portal financial and operational records. Proposals must describe the offeror s procedures for billing, collections, online credit card acceptance, electronic check acceptance, and the issuance of payments and refunds. The offeror also must describe in their proposals other fiscal activities necessary to operate a financially sound Portal (MR) The contractor shall raise and expend capital to continue the operation of the existing Portal Services and to add new Portal Services. This includes obtaining facilities, hardware, and software and all 4 Sep 30, :30:20 AM MDT p. 90

91 Records p. 29/44 other infrastructure. There will be a one year transition from the current to new contractor. The compensation agreements with government agencies are pre-existing, but may be renegotiated, by DTS in cooperation with Agency Partners. A portion of the fees to be charged by the State or its agents for electronic access or filings may will go to the contractor, as agreed in the Scope of Work or Compensation Agreement and approved by the DTS E-Government management group or its designee. Proposals shall describe how the offeror will fund, develop, and maintain a financial self-sustaining Portal (M) The contractor shall make all contractor documents and records pertaining to operation of the Portal available for inspection, auditing, and copying by DTS, or other authorized representatives designated by DTS, at any reasonable time. The contractor s corporate records, as they relate to the cost of running the Portal, remain the property of the corporation and are not subject to public inspections. This does not include fee compensation agreements with the Agency Partners, as this shall be public information. Monthly income statements and balance sheets for the Portal will be provided to the DTS E-Government Management Group by the contractor. To the extent an audit report disclosed any discrepancies in the contractor s charges, billings, or financial records, and following a period for review and verification of the amount by the contractor, any adjustment in compensation will be made the contractor will adjust the payment as soon as reasonably possible, but not to exceed 90 days. The contractor shall cooperate to assure that verification is completed in a timely manner. The contractor also agrees to make other changes requested by the State, which is agreed to by the contractor and DTS or its designee, to comply with recommendations resulting from any audit. Any such audit will be performed by a competent and reputable Certified Public Accountant. licensed in Utah. Auditing (M) Audits may be conducted during regular workdays for State agencies and between the hours of 7:00 a.m. and 6:00 5:00 p.m. currently (Monday-FridayThursday) during the contract period or any renewal term of the contract and for a period of two years after expiration of the contract or any renewal period. 5 Sep 30, :30:20 AM MDT p. 91

92 4.0.3 Use of Portal Services p. 32/ (M) Access to public information or Portal Services via the Portal shall not be mandatory on the part of any business or person and nothing in this RFP shall be construed to represent that use of the Portal is mandatory, unless it is a statutory requirement. However, for mandatory electronic filings imposed by the State, DTS, in cooperation with Agencies, shall determine if the use of Portal Services are required Funding Model p. 37/ (MR) Self Supporting Services. The Utah.gov Portal environment was developed and operates in a manner which is self-supporting and cost-effective, to provide electronic transactions and expanded access to public information in electronic form by State agencies (data custodians) for individuals, businesses, and other entities by, and in part through, customized information access. Much of the information access is provided free to network users. Compensation to the Utah.gov Portal operator comes primarily from the fees paid for net proceeds of premium services. Premium services are services that are available only to subscribers and include, but are no limited to, the enhancement of information that is otherwise available through Utah.gov for the statutory fee or at no charge. Fees may be paid by those using the service or by Agency Partners. Free services will be funded from the proceeds of the premium services. State agencies work with the Utah.gov Portal manager, requesting agencies, and DTS e-government management to determine the nature and price for information and services to users of the information that will be offered through this portal. Utah.gov policies and fees are determined regulated by DTS and the agencies that own the data and services, with guidance from the Utah Legislature subject to statutory constraints. DTS Portal management, in cooperation with the agencies, will initially determine if investment is necessary to capture public data and make information available to the public. It is expected that the Utah.gov Portal operator will provide at least two free services for each premium service available Existing Self-funding Mechanisms State agencies currently use several payment mechanisms to self-fund online services. The State wishes to maintain these options for agencies in the development of a new self-funded portal contract. Options include, but are not limited to: 6 Sep 30, :30:20 AM MDT p. 92

93 a. Subscription services as described in this document. b. Premium services where fees are processed directly to the State c. Premium services where fees are processed by the Utah.gov portal manager and paid to the agency on a monthly or periodic basis. Any of these payment options may include a fee sharing agreement that is included in the SLA or contract addendum Alternative Self-funding Mechanisms. Offerors are invited to propose alternative self-funding mechanisms. The desire is to encourage an entrepreneurial approach to service delivery which enhances and augments the existing Utah.gov self-funding model. The proposals solicited from the offeror should be specific and include detail about the proposed premium services, the funding stream, and the fee/free service mix. Such alternative funding mechanisms are subject to established fee structures and budgetary requirements of the State Administrative Fees Paid to the State p. 38/ (M) It is anticipated that these fees shall be approximately $15,000 per month. It is also anticipated that annual increases of no more than 5% will be assessed. The State shall determine the monthly amount and percent increase per year, based on the specific nature of services required. Administrative fees may not be used as a basis to increase current fees, and cannot be passed on to the State in the form of added contractor costs Rate Structure p. 39/ (MR) The contractor may not charge more than the applicable statutory or regulatory fees for providing a service in its usual form. All fees are subject to Agency and Legislative approval (MR) In addition to the fee set by the Agency Partners, the contractor may charge a convenience fee for government services provided via the Portal, subject to Agency approval. An explanation of the process of arriving at a convenience fee and the elements that comprise the convenience fee shall be submitted with the proposal. Possible considerations for the determination of a convenience fee would include, but not be limited to, an estimation of the development and maintenance cost to be recovered, the time frame for such recovery, and any provisions that might be developed to re-evaluate the level of the convenience fee 7 Sep 30, :30:20 AM MDT p. 93

94 after initial development costs have been recovered. As a matter of public policy, convenience fees are generally incorporated within Agency Partner rates, are subject to statutory restrictions, and are not implemented as an added direct cost to Utah citizens. 8 Sep 30, :30:20 AM MDT p. 94

95 State of Utah Request for Proposal Solicitation #JG9900 Utah.gov E-Government Portal Management Services Including Addendums 1 and 2 August 25, 2008 Sep 30, :30:20 AM MDT p. 95

96 Contents 1.0 Introduction Background and History Purpose Transition Plan to Proposed Solution Provider Existing Environment Architectural Premises Definitions Agency Business Requirements Baseline of the Current Utah.gov Portal Environment Organization of RFP Responses Responses Economy of Presentation Term of Contract Evaluation Criteria Intent to Award Pricing Required Business Qualifications General Business Requirements Experience Financial Stability Availability Upgrading Portal and Applications to Avoid Obsolescence Support and Portal Management Plan Application Migration and Installations Responsibilities and Scope of Works References, Experience, Innovation, and Creativity Funding Model and Cost Management Supporting Materials Contact and Submission Information and Timeline Submission Requirements Preferred Method for Submitting a Proposal Questions About the RFP Discussions with Offerors (Oral Presentations) Offeror s Responses to the Proposed Terms and Conditions State s Option to Reject Proposals Offeror s Right to Negotiate Changes to Proposed Terms & Conditions Proprietary Information Background Investigation Anticipated Schedule 43 Exhibit A: Existing Operational Utah.gov Application Services as of May Exhibit B: Planned Utah.gov Services as of May Exhibit C: Utah.gov Portal Hosting Environment 65 Exhibit D: Utah GovPay Payment Service 66 Sep 30, :30:20 AM MDT p. 96

97 Solicitation #JG8902 UTAH.GOV E-GOVERNMENT PORTAL MANAGEMENT SERVICES REQUEST FOR PROPOSAL (RFP) 1.0 INTRODUCTION The Department of Technology Services (DTS) was officially formed by Governor Jon M. Huntsman, Jr. and the State Legislature with the passage of H.B.109 in 2005, calling for a major restructuring of the State's Information Technology (IT) services so that areas such as security could be addressed throughout the Executive Branch. Since that time, under the State's Chief Information Officer (CIO), DTS has embarked on a transition to consolidate all IT resources and services for the State of Utah into one department to reduce costs, increase services to taxpayers, and more closely align IT with the business needs of the State of Utah. The Utah.gov Portal provides government information and services to the public via the Web and the Internet. The Portal uses as its URL to guide users through a functional, easy-to-navigate series of pages from a single starting point to access information and services from various State, city, county, and federal government agencies. The majority of the applications developed and managed by the Portal involve State of Utah Executive Branch agencies. Information is provided in two principle formats: general content, provided through links to the agency managed Web sites; and, information from the agency databases, which are accessed through specific Utah.gov applications developed and hosted by the Utah.gov Portal. This information is copied on a scheduled basis or accessed real-time by the Portal Manager, who then provides Portal Services that allow users to query, and otherwise use this information. Other Portal Services allow users to transact business with the government agencies. Examples of these Portal Services would include registering a business, renewing a license, or filing taxes. Information and Portal Services may be free, incur normal statutory fees and/or convenience fees, or be available via an annual subscription fee. The Portal also provides the option for commercial enterprises to pay a convenience fee to conduct designated business activities electronically. Gross revenues for the Utah.gov Portal, excluding direct revenue pass through and agencies shares of transaction fees, for the calendar year ending December 31, 2007, were $6,812,686. Sep 30, :30:20 AM MDT p. 97

98 1.1 Background and History The State has had an official State Web site since In 1998, the State initiated what became known as the Utah.gov Portal project, with the goal of redesigning the State s home page to have it serve as a Web-based portal, or single access point, to electronically deliver services and information. To achieve this goal, an RFP was issued for responses from electronic business and Internet portal providers. In 1999, the State entered into a contract with the National Information Consortium (NIC). NIC formed a wholly owned subsidiary based in Utah, designated as Utah Interactive, Inc. (UI). The contract called for UI to develop the Internet Portal based on a customer-centric approach with a consistent user interface, and without increasing the tax burden on the residents and businesses of Utah. As part of this contract, initial investment capital for hardware, software, communications, facilities, and other related items were provided at no cost to the State by UI. Over the period of this contract, UI redesigned and hosted the new home page and provided an integrated search engine. In cooperation with the Agency Partners, UI has developed, and is continuing to develop, Web applications to deliver information and services to the public. In addition, UI has promoted the Portal to government agencies and private and public organizations, while providing reporting and user and performance statistics to the State of Utah. The Portal is a self-supporting and cost-effective Internet Portal that provides enhanced access to public information and services. The key components of the Portal system are a State home page that is designed from a customer, or citizen, point of view; applications that support on-line processing of licenses, filings, permits, applications, renewals, and database searches; and, presentation of information to citizens and businesses. It has been developed and operated without increased tax burden on the residents and businesses of Utah. The current contract with NIC/UI will end on May 6, 2009, and the State desires to continue the existence of the Portal in its current or similar operational mode. Over the course of the current contract, multiple applications for Portal Services have been developed by both UI and government agencies and made accessible via the Portal. The Portal applications provide services and information at no cost, or at a statutory or regulated fee, while others may be available for a convenience or subscription fee. Examples of Portal Services offered by the Utah.gov Portal include: Annual Business Filings, New Business Registrations, Electronic Tax Filings, Camping Permits, Hunting and Fishing Licenses, Public Meeting Notices, a Sex Offender Registry, and many more. As of May 2008 the State has indexed over 1,078 online services, of which 784 are services from State agencies, and the balance reference city, county, and selected Federal online services. Access to these services is integrated and searchable at 2 Sep 30, :30:20 AM MDT p. 98

99 The Utah.gov portal has been rated as one of the top five State Web sites for a number of years, and Utah is the only state to have won the Center for Digital Government s Best of the Web award twice; in 2003 and in Numerous additional awards have been received for service excellence and for specific online services from agencies. 1.2 Purpose The purpose of this procurement is to establish a contract with an offeror for the provision of Portal management and development services for the Utah.gov Portal. 1.3 Transition Plan to Proposed Solution Provider Within 30 days of the termination of the current contract, or when the contract expires on May 6, 2009, the incumbent vendor is required to work with the State and the successor provider to develop and propose a plan for a successful turnover of the Utah.gov Portal environment and all operations to ensure there is no service disruption to the user community. Under that plan, the incumbent vendor s required activities will include planning, timely transfer of hardware, files, software, and documentation, as well as training and professional support to the State and the successor vendor. Additionally, at the option of the State, the incumbent vendor will continue to operate the Utah.gov Portal environment under the terms of the current contract and its amendments as the Utah.gov Portal for up to 12 months. The offeror s transition plan must demonstrate their capability to complete all transition activities before the transition period elapses. A preliminary transition plan is required in Section 3.7, and will be evaluated as part of the overall response. 1.4 Existing Environment The existing technology environment of the State is diverse and complex. There are over 1,000 major information systems deployed in agencies. At present there are 748 e-government applications that are accessible from the Utah.gov Portal. Existing Utah.gov service deployments are largely on Linux server platforms in the Salt Lake City and Richfield data centers. The State makes extensive use of Cisco switching environments. Internet services are provided to the State by the Utah Education Network (UEN) with diverse paths in Salt Lake City and Richfield. Most of the existing e-government applications are Java based. 3 Sep 30, :30:20 AM MDT p. 99

100 1.5 Architectural Premises Architectural premises define the context in which Utah.gov e-government services are provided, and are important to offeror s and to the State in determining how well an offeror solution may fit within the State technology environment, and affords an opportunity for the State to align architectural vision with an offeror e-government solutions. Key architectural premises include the following: The State of Utah s future will continue to include heterogeneous applications, information, and services. J2EE, C/C++, and.net and other proprietary message services such as DotSlash environments will all be in use by agencies. The State views future application development and integration services built around Web services specifications. The State environment incorporates diverse database resources including Oracle, Informix, Sybase, ADABAS, MS SQL, and My SQL as representative examples. The State environment includes REST (noun) and RPC (verb) views of services. Services deliver and manage documents, but they may also provide action, via an operation. Business and data mediation challenges are emphasized over technical mediation challenges. The human (user interface) is a type of integration service and they perform actions in many integration scenarios. Utah.gov application implementation must add value and capability to existing infrastructure and may not have a significant architectural impact on existing deployed architectures. The diversity of the State architecture and the multiple demands for different types of services speak loudly in favor of Web integration solutions that have a great deal of flexibility and can be quickly deployed leveraging existing State data and application environments. The ideal Utah.gov application development environment would appear to be one that supports diverse protocols, is based upon open standards, is not unduly tied to specific service components or objects, and must be able to add value without unduly impacting existing deployments in agencies. 1.6 Definitions The terms given in this subsection may be used throughout the RFP and are provided here to ensure uniformity of understanding. The State reserves sole discretion to determine where and whether a particular definition applies, and as appropriate, whether any part of a proposal complies with a definition given herein. 4 Sep 30, :30:20 AM MDT p. 100

101 Agency Partners: Departments and agencies of State government and the cities and counties who utilize Utah.gov services. Contract: Comprised of the Request for Proposals (RFP), any addenda thereto, the successful Proposal, Service Level Agreements, Statements of Work, and any purchase orders. The contract constitutes the entire agreement between the State and the contractor. Contractor: The successful offeror awarded a contract as a result of this RFP. Convenience Fee: A fee added to, or included within, the statutory fee for the convenience of accessing a Portal Service via the Portal. The added fee may be used to fund the Portal. Data Custodian: Any branch, agency, or instrumentality of the State that gathers, stores, or generates public information. DTS Agency Representative: A DTS Agency Representative must be involved in any agreement with an agency. E-Government Management Group: DTS personnel that are specifically assigned the management and development of e-government services for the State, in cooperation with the agencies. Fee Sharing: An agreement between a government agency and the Portal Manager to use an agency, and Legislatively approved portion of the statutory fee to fund a Portal Service. Guaranteed Uptime: For the purposes of this RFP, uptime guarantees shall be based on aggregate server and application availability net of scheduled downtime. State infrastructure outages, which are not the responsibility of the Portal Manager, shall not be included in overall uptime calculations. Offeror: Any individual, partnership, firm, corporation, joint venture, or other legal entity submitting, directly or through a duly authorized representative or agent, an offer for the services contemplated by this RFP. Portal: A single point of entry to access a broad array of government information and services via a Web browser. Portal Manager: The contractor will also be known as the Portal Manager. Portal Services: Computer programs and applications that allow the public to access government services online. These applications allow the public to access information and to transact business with the Agency Partners via the Portal s Web pages. 5 Sep 30, :30:20 AM MDT p. 101

102 Public Information: Any information that is stored, gathered, or generated in digitized form by a Data Custodian and is authorized by law to be released. Premium Services: Services offered via the utah.gov portal for which the Portal Manager receives compensation. Service Level Agreement (SLA): An agreement, between the contractor and an agency implementing the Portal for that agency, stipulating performance and Agency authorized compensation expectations. These agreements may be implemented as SLAs or Contract Service Addendums. Statement of Work (SOW): An agreement between the contractor and a Portal Partner to provide, develop, or rewrite a Portal Service. Subscription Services: Subscription services are premium services that are available only to subscribers and include, but are not limited to, the enhancement of information that is otherwise available through Utah.gov for the statutory fee or at no charge. Utah.gov: The domain name and alias of the official State Web site portal for the State of Utah. If the offeror s proposal uses any of the terms defined in this section in a way other than how defined, the contractor s proposal must clearly articulate its definition of the terms. 6 Sep 30, :30:20 AM MDT p. 102

103 1.7 Agency Business Requirements for Utah.gov Portal Services State agencies, including existing users of Utah.gov Portal services, and agencies that make minimal use of these services were surveyed to assess their requirements for Utah.gov services. The results of these surveys are summarized as follows: Level of Involvement with Current Provider Occasional 40.0% Extensive 40.0% Minimal 20.0% Potential Engagements with Provider Utah GovPay or Equivalent Service Availability 37.5% Application and Web Site Design Assistance 25.0% New Application Development 25.0% Existing Application Enhancements 12.5% What Must be Included in the RFP Utah GovPay or Equivalent Service Availability 37.5% Development, Hosting, and Maintenance of Web Application Services 25.0% WCMS Environment for Agencies 12.5% Ability to Interface with Agency Databases and Applications 12.5% Customer Support and First Line Problem Resolution 12.5% Additional Skills, Abilities, Services Needed or Desired Increase Local Development Staff Levels 10.5% Regression and Usability Testing Processes 10.5% Well Defined Disaster Recovery Processes (e.g., Failover, Backup, and Restore Functionality) 10.5% Integration of Geospatial Web Services in Agency Applications 5.3% High Availability Server Uptime with Offsite Backups and Failover 5.3% Measurable Standards and Metrics for Meeting Delivery Deadlines 5.3% Ability to Manage Multiple Large Projects Simultaneously 5.3% Robust Change Tracking and Testing System 5.3% Robust Testing Environment that Mirrors the Production Environment 5.3% Reducing Fee Schedule & Timelines for Cost Recovery once Initial & Ongoing Costs Recovered 5.3% Agencies Should Have Code Ownership and Code Sharing Rights 5.3% Make Sure Development Side of Contract is Non-exclusive So Other Vendors Can Be Engaged 5.3% Expectations for Development of Non-fee Based Projects Clearly Defined for Agencies 5.3% Transition & Migration Processes & Requirements if the State Changes egov Service Providers 5.3% Service Provider should have Relationships with Multiple Third Party Payment Processors 5.3% Web Site Marketing, Metrics, and Reports 5.3% Other Comments Local Representation and Presence 14.3% Develop a DTS Based Payment Portal to Reduce Fees to agencies 14.3% Dedicated Project Managers 14.3% Multiple Funding Approaches to Meet Differing Agency Requirements 14.3% Defacto Prioritization of Legislative Priorities for Agency development 14.3% Minimize Outsourcing of Agency Application Development 14.3% Maintain Existing Service Levels 14.3% 7 Sep 30, :30:20 AM MDT p. 103

104 1.8 Baseline of the Current Utah.gov Portal Environment The existing Utah.gov deployment environment has a firewall and dedicated switch in front of proxy servers for secure.utah.gov and These proxy servers redirect incoming requests to the appropriate application, Web, or document server. The primary server operating system is Red Hat Enterprise Linux. Apache is installed on the proxy servers, and Glassfish and Resin are the primary application servers. The primary databases used internally by the existing contractor are MySQL and Oracle. Many applications use State agency databases directly. Additional environment detail is provided in Exhibit C. 2.0 ORGANIZATION OF RFP RESPONSES These guidelines must be followed when preparing a response. 2.1 Responses Responses to this RFP should be divided into four main sections: [3.0] Required Business Qualifications; [4.0] Responsibilities and Scope of Work; [5.0] References and Experience; and, [6.0] Funding Model and Cost Management. One of the objectives of this RFP is to make proposal preparation easy and efficient, while giving offerors ample opportunity to highlight their proposals. The evaluation process must also be manageable and effective. When an offeror submits a proposal, it shall be considered a complete plan for accomplishing the tasks described in this RFP and any supplemental tasks the offeror has identified as necessary to successfully complete the obligations outlined in this RFP. The proposal shall describe in detail the offeror s ability and availability of services to meet the goals and objectives of this RFP as stated in Sections 3.0 through 6.0. Proposals shall: Include a transmittal letter to confirm that the offeror shall comply with the requirements, provisions, terms, and conditions specified in this RFP. Include the signed Offer Form with the complete name, address, and of the offeror s firm and the name, mailing address, telephone number, and FAX number of the person the State should contact regarding the offeror s proposal. If subcontractors will be used, a statement from each subcontractor must be appended to the transmittal letter, signed by an individual authorized to legally bind the subcontractor, and state: 8 Sep 30, :30:20 AM MDT p. 104

105 a. the general scope of work to be performed by the subcontractor; and, b. the subcontractor s willingness to perform the work indicated. Confirm that the offeror will comply with all of the provisions in this RFP. a. Provide all of the information requested in this RFP in the order specified; and, b. have a Table of Contents adequately identifying the contents of each section and page numbers of major subsections. The proposal shall be organized into sections, following the exact format using all titles, subtitles, and numbering, with tabs separating each section described below. Each section must be addressed individually and pages must be numbered: (1) Executive Summary (2) Required Business Qualifications (Section 3) (3) Responsibilities and Scope of Work (Section 4) (4) References and Experience (Section 5) (5) Funding Model and Cost Management (Section 6) (6) Exceptions (7) Confidential Information Proposals must be submitted on the most favorable terms available to the State from both a price and technical standpoint. Offerors should not assume that they will be given an opportunity to improve or otherwise revise their proposals. Offerors must also agree to comply with all local, State, and federal statutes, regulations, and executive orders applicable to this procurement and any resulting agreement Offeror Review of RFP Each offeror will be presumed to have fully and carefully read and understood this RFP in all aspects, and to be thoroughly knowledgeable regarding its content. The failure or omission of any offeror to become fully familiar with any part of this RFP shall in no way relieve the offeror from any obligations with respect to its proposal or the agreement. It is also the obligation of each offeror to ensure that its proposal complies both in form and substance with the requirements of this RFP. The State reserves the right, at its sole and exclusive discretion, to reject any proposal that does not conform to those requirements. 2.2 Economy of Presentation Proposals shall not contain promotional or display materials. Proposals shall only address the requirements of this RFP. All questions posed by the RFP shall be 9 Sep 30, :30:20 AM MDT p. 105

106 answered concisely and clearly. Failure to comply with this requirement may result in summary disqualification of the proposal. 2.3 Term of Contract The initial term of the contract will be four years. At its discretion, the State may extend this contract with the successful bidder for six one-year periods. Therefore, there is the potential that this award may result in a ten year contract. 2.4 Evaluation Criteria Requirements Mandatory and Minimum Requirements Sections 3.0 through 6.0 describe the requirements of this RFP. The individual requirements are designated (M) for mandatory or (MR) for minimum requirements. The requirements designated as (M) are considered mandatory by the State, and the awarded contractor shall be obligated to comply with the mandatory requirements. For each requirement designated as (M) offerors must indicate with Will Comply or Will Not Comply. While offerors may provide an explanation of any of its entries of Will Not Comply, the entry of a Will Not Comply response shall result in the rejection of the proposal. However, offerors are free to propose revisions to the mandatory requirements up to the date set for Deadline to Submit Written Questions in Section Unless otherwise revised by an addendum, mandatory requirements, as set forth in the RFP, are firm. The items designated as (MR) are considered by the State to be minimum requirements. Offerors are invited to include no cost enhancements to these minimum requirements in their proposals by providing a description of the enhancement. The description must be accompanied by an explanation of how the enhanced approach will satisfy the minimum requirements and how the enhancements will benefit the State, Agency Partners, and the public. To respond to the (MR) items, the offeror must include an attachment listing the section number of the (MR) requirement, the text of the (MR) requirement as stated in the RFP, the explanation of the offeror's approach to meet the minimum requirements, and the benefits of any proposed enhancements. Any proposed enhancement shall be in addition to the minimum requirements and shall not be deemed to relieve the offeror of the responsibility of providing the minimum requirements. Offerors shall provide a response for each of the requirements in sections 3.0 to 6.0, in the order given, using the same numbering scheme. At the end of each section, offerors are encouraged to describe additional services or resources that would exceed the basic requirement and further enhance the Utah.gov Portal. Exceptions, if any, should be noted in a separate section. 10 Sep 30, :30:20 AM MDT p. 106

107 The winning proposal will be evaluated on technical capability, completeness of solution, past performance, and price. All evaluation factors other than cost or price, when combined, are worth 70% of the total score. Cost or price comprises the remaining 30% of the possible score. Vendors are encouraged to provide an Executive Summary of their responses to Sections 3.0 through 5.0 for ease in evaluating responses Phase One Proposals will first be checked to make sure that they meet the required business qualifications detailed in Section 3.0. Vendors must affirm compliance with all Phase One requirements. Exceptions, if any, should be noted Phase Two The Technical, Management, and Funding Model Proposals will be evaluated separately from the final Cost Proposal. The State will evaluate each response item in Sections 4.0 through 5.0 and assign a numerical value that indicates the degree to which the State believes that the response meets or exceeds the requirement. The sum of the values derived from this calculation will be used to determine the total point score to rank the proposals Phase Three Purchasing scores Sections using the following cost formula: The points assigned to each offeror s cost proposal will be based on the lowest proposal price. The offeror with the lowest proposed price will receive 100% of the price points. All other offerors will receive a portion of the total cost points based on what percentage higher their proposed price is than the lowest proposed price. An offeror whose proposed price is more than double (200%) the lowest proposed price will receive no points. The formula to compute the points is: Cost Points x (2 - Proposed Price / Lowest Proposed Price). The State reserves the right to invite any or all vendors that reach the cost evaluation phase to make a formal presentation to the State regarding their specific proposal, including costs. The State reserves the right to not accept any of the proposals. 2.5 Intent to Award It is the intent of the State to make a single award under the terms of this RFP. 11 Sep 30, :30:20 AM MDT p. 107

108 2.6 Pricing Requirements for cost proposals are detailed in Section 6.0. Pricing information should clearly indicate the costs to provide all of the required qualifications from Section 4.0 through 5.0. Offerors may optionally provide a separate pricing schedule to provide features and services for other desirable capabilities. Where required items are dependent on other optional capabilities, these dependencies should be clearly identified. 12 Sep 30, :30:20 AM MDT p. 108

109 Firm Name: Evaluator: Date: Utah.Gov Portal Management RFP Evaluation Score Sheet #JG9900 Score will be assigned as follows: 0 = Failure, no response 1 = Poor, inadequate, fails to meet requirement 2 = Fair, only partially responsive 3 = Average, meets minimum requirement 4 = Above average, exceeds minimum requirement 5 = Superior Possible Points 4.0 Responsibilities and Scope of Work General Responsibilities Scope of Work Requirements Use of Portal Services Technical Capabilities and Requirements for Technology Implementation 5.0 References and Experience Experience References Financials Resumes / Background Checks Innovation / Creativity Funding Model and Cost Management Funding Model Administrative Fees Paid to the State 3 10 Score (0-5) Points Cost Summaries Rate Structure Consulting and Development Services Rates Total Evaluation Points Inserted by Purchasing. See Sep 30, :30:20 AM MDT p. 109

110 3.0 REQUIRED BUSINESS QUALIFICATIONS All offerors must organize their responses so the level of compliance with Section 3.0 is clearly identified. Failure to do so may disqualify an offeror s proposal from later evaluation phases. All of these requirements must be met to proceed to Phase 2 evaluation. Qualifications are acceptable only as clarifications to otherwise compliant statements. 3.1 General Business Requirements (M) Vendors must indicate their acceptance of the State of Utah Standard Terms and Conditions attached to this RFP as Attachments A and C. Any exceptions to these terms and conditions must be noted. Significant exceptions may constitute grounds for rejecting vendor proposals. 3.2 Experience (M) Vendors must be able to provide reference installations from a minimum of three government customers for their portal management and associated Web development services. References must include installations with environments and Web application variety and complexity that is similar in scope to the State of Utah. Any proposals from vendors that cannot meet these requirements will not be considered. The vendor should provide specific contact information describing their reference installations, which may be verified. 3.3 Financial Stability (M) The vendor must provide audited financial statements to the State and should meet a minimum Dun and Bradstreet (D&B) credit rating of 4A2 or better. Please provide the offeror s D&B Number and the composite credit rating. The State reserves the right to verify this information. If a branch or wholly owned subsidiary is bidding on this RFP, please provide the D&B Number and score for the parent company that will be financially responsible for performance of the agreement. 3.4 Availability (M) The vendor must propose a portal management and development solution that will deliver availability of 99.99% or greater, including scheduled downtime required for maintenance and upgrades. Measurement shall be reported on a monthly basis with a cumulative year to date. 14 Sep 30, :30:20 AM MDT p. 110

111 3.5 Upgrading Portal and Applications to Avoid Obsolescence (M) The vendor must set forth a plan within Section 4.0 of their response, wherein existing application inventories developed and maintained by the Portal Manager are periodically refreshed and updated, consistent with the technical and business requirements of the State. 3.6 Support and Portal Management Plan (MR) An ongoing support and portal management plan is required and must be submitted in accordance with Section through of the offeror s proposal. Vendors must define supported services available to the State as part of the overall Portal management plan. 3.7 Application Migration and Installations (M) The offeror must propose a preliminary transition and migration plan for a successful turnover of the Utah.gov Portal environment, and all operations, to ensure there is no service disruption to the user community. Describe how such a transition will take place in Section (M) The offeror must provide, at no cost to the State, the installation and configuration of all software and hardware to provide a complete working environment to meet the initial performance requirements of the Portal and related applications. Explain how this need will be met in Section (M) The vendor must provide post deployment support and maintenance requirements. Describe how this need will be met in Sections 4.0 through RESPONSIBILITIES AND SCOPE OF WORK General Responsibilities (M) The offeror must provide the personnel, equipment, tools, test equipment, and expertise to meet the requirements in this RFP (M) The offeror must propose to install, test, provide all products or services, and warranty the services as specified in this RFP. Portal operation is overseen by the Department of Technology Services (DTS) with advice and guidance from the Utah Product Management Council (M) The Provider must abide by State of Utah IT polices, standards, procedures and best practices as detailed at: and 15 Sep 30, :30:20 AM MDT p. 111

112 (M) Computer applications and Web sites must be accessible to people with disabilities, and must comply with State accessibility policy and the Americans with Disability Act. Applications acquired or developed must be compliant with the Accessibility and Usability Guidelines referenced in Section 4 of the State of Utah Web Standards and Guidelines. See AD.pdf Applications and content delivered through Web browsers must comply with the State of Utah Web Standards and Guidelines. See AD.pdf Scope of Work Requirements Unless otherwise stated in this Section 4.0.2, at no additional direct cost to the State or Agency Partners, the provider shall supply the following services: (M) The provider shall continue operations of the existing Internet Portal for the Agency Partners. This includes day-to-day operations and maintenance and administration of all Internet Portal services. The Portal operates 24 hours per day every day of the year. Operations include customer service, facilities, hardware, networking, security, performance monitoring, and problem resolution. Maintenance includes keeping all off-the-shelf software on current releases and keeping the development environment on mainstream industry and State accepted standards. Administration includes all financial, record keeping, reporting, and management aspects of the Portal (M) The offeror shall continue to work on Portal Services that are in the development or conceptual stage. The contractor shall also work to expand the Portal Services by developing new, and enhancing existing, Portal Services. Work includes project management, design, programming, testing, deployment, documenting, and marketing. All work on Portal Services shall be done with the approval and input of the Agency Partners, DTS Agency Representatives, and oversight of the DTS E-Government Management Group. Exhibits A and B contain a list of Portal Services that are operational, in development, or conceptual (M) The contractor may adjust project schedules if the priority for a Portal Service changes. Changes in priority shall be done with the approval and input of the DTS E-Government Management Group and in cooperation with agency partners requesting the Portal service. 16 Sep 30, :30:20 AM MDT p. 112

113 (M) The offeror shall provide a description of how it intends to work with the Agency Partners to develop strategies to increase public, business, and government use of the Portal. Provide Public Access and Presentation of Utah.gov Portal Content (M) The contractor shall make the Portal Services accessible via popular browsers such as Microsoft s Internet Explorer, Mozilla Firefox, and Safari. Users shall not be required to download or add thick client software to use the Portal Services. Applications such as PDF, Flash, and audio and video readers are acceptable (M) The contractor shall accommodate links to the Web sites of State and local government agencies and some federal and quasi governmental agencies as approved by the DTS E-Government Management Group (MR) The contractor shall provide enhanced search capabilities and organization to navigate and search the Portal that allows Portal visitors to easily find Portal Services and content (MR) Consistent with the State of Utah Web Standards and Guidelines, the contractor shall provide a Portal with a consistent user interface and a customer centric approach to presenting information. In addition, the contractor shall provide improvements to the user interface based on technology and industry changes, or feedback from customers or Agency Partners. Since the individual Agency Partners Web sites are linked to the Portal and the Agency Partners still have control over the design and content of their own Web sites, the contractor must use their best efforts to blend with, or provide guidance to, the Agency Partners to provide consistent presentation and methods for visitors to simply navigate and search the Portal. Provide High Quality Customer Service (MR) The contractor shall provide a support framework for the Agency Partners in the event of problems or questions with the Portal. The support framework shall allow for Agency Partners to submit work requests and problems reports in person, via phone, or electronically. The support framework shall provide bidirectional communications between the contractor and the Agency Partners, allowing Agency Partners to see the status of their requests or to find the status of the Portal or specific Portal Services. The contractor shall also provide bulletins and alerts for any planned maintenance or problems on the Portal. Response time for work requests and problems shall be executed according to the provisions defined in Service Level Addendums to the Portal contract. The contractor shall participate in and utilize the DTS change management process, and comply with the ongoing operational requirements for change control. 17 Sep 30, :30:20 AM MDT p. 113

114 (MR) The contractor shall provide a Help Desk service for customers. The Help Desk service shall provide both online and telephone support. Online help shall include FAQs, context sensitive help, searchable help, live chat, and help via . At a minimum, telephone and live chat support shall be provided on a 24 X 7 basis. Requests for help via shall be answered within one working day. Provisions defined in Service Level Addendums may supersede service conditions defined in this subsection. Help Desk personnel must speak English and be familiar with Utah government and related services (MR) The contractor shall offer customer satisfaction surveys to determine the level of acceptance and ease of use of services. These surveys shall be distributed to the public users of these services, and to the State agencies that provide these services. The offeror shall provide survey samples with this proposal, if available (MR) The contractor shall provide adoption rate services for use in cooperation with Agency Partners to assess and measure the level of adoption of Portal services (MR) The contractor shall provide documentation, training, and reference materials for Agency Partners staff. Provide Consultation Services for Portal Process Improvements (MR) In cooperation with DTS, the contractor shall help Agency Partners understand how their processes and services could be improved and streamlined by deploying them as Portal Services. This should also include suggestions for incorporating technology, including, but not limited to, blogs, wikis, and multichannel and collaborative approaches for future Portal Services (MR) In cooperation with DTS, the contractor shall foster partnering and cooperation among government agencies for processes, services, or information that crosses jurisdictions and could be used in Portal Services that eliminate the need for customers to visit multiple agencies or provide the same information multiple times. The contractor shall: a) locate and restructure duplicate or redundant information and Portal Services that are being delivered to overlapping customer bases; b) combine information into a single system to improve customer service and raise program efficiency; c) foster a high degree of partnering by developing Portal Services between businesses and local and federal government agencies; 18 Sep 30, :30:20 AM MDT p. 114

115 d) support cooperative development and maintenance of cross agency portals and services including existing cross agency portals such as: seniors.utah.gov, business.utah.gov, careers.utah.gov, kids.utah.gov, and Utah GovCast; e) conduct executive and management education programs to disseminate information on innovative ways to use information technology to deliver government services; f) identify sources of consulting and technical assistance inside and outside government; g) In cooperation with DTS, provide recommendations for marketing efforts to increase citizen use of the Portal applications, including support for tactical implementation of an annual Utah.gov marketing plan; and, h) assist and/or lead in the preparation of award applications that highlight effective Utah.gov online applications and services. Responsibility for Development Facilities, Hardware, Software, and Networking (M) The contractor shall work with DTS if devices or software needs to be added to the State s infrastructure to service the needs of the Portal. The cost of these devices and software shall be borne by the contractor. Offerors are encouraged to ask about specific interfaces and devices during the question and answer process of this bid solicitation to minimize any uncertainty when submitting their final proposal (MR) The contractor shall provide facilities, hardware, software, and network connectivity, and other related items to run the Portal at no cost to the Agency Partners (M) The State will provide the datacenter hosting environment, including connectivity, for any servers required by the proposed vendor solution at the State s primary and alternate data centers, located in Salt Lake City and Richfield, Utah, respectively. All vendor proposals should presume this type of a hosting pattern. Hosting and network services will be provided at State approved and published rates. Application Service Provider (ASP) hosting solutions at private data centers are not requested, nor are they desired (MR) The contractor shall provide sufficient storage and storage management of Portal data, including provisions to backup and restore unique information in the event of a hardware failure. The contractor shall also provide for growth in storage, backup, and processing power with anticipated growth of 19 Sep 30, :30:20 AM MDT p. 115

116 the Portal. All hardware and software utilized in this Portal must be physically located as per section (MR) The contractor shall provide all hardware, software, and personnel required to manage its platform. The contractor shall also provide for the design and upgrade of its platform and software. The software stack, including additions and changes, shall be subject to approval by DTS (MR) The contractor shall provide a technology platform that has separate development, prototyping/testing/staging, and production environments, and provides for versioning control. The contractor shall also provide a technology platform that helps automate unit testing by the contractor and eases the burden of testing on the Agency Partners (MR) The contractor shall provide an optional content management solution, defined by the State, that allows Agency Partners to easily update Portal content. The contractor shall provide assistance and/or training on the usage of the content management solution for Agency Partners. The provider is not expected to provide routine content updates for agency Web sites (MR) The contractor shall provide business continuity planning for system failures or facility problems or damage. The contractor shall also provide redundant systems and facilities to cover problems ranging from minor hardware failure to catastrophic facilities damage. Planning and redundancy shall include network connectivity to the Agency Partners and the Internet. Develop Applications Facilitating Integration with State Systems (M) The contractor is not responsible to host or operate any existing back-end applications that service the State s internal needs (M) The contractor shall not have direct, live access to the Portal Partner s existing back-end systems without approval of the Agency Partners and the DTS E-Government Management Group (M) The contractor shall adhere to all standards, policies, guidelines, and bulletins issued by DTS (MR) The contractor shall develop, maintain, and troubleshoot interfaces to transfer information bi-directionally between the Agency Partners systems and the Portal. Unless separately negotiated between the Portal Manager and an Agency Partner, any computer and/or communications hardware, software, or service required to implement these interfaces shall be at the contractor s expense, inclusive of all one-time and recurring costs. Installation of all hardware, software, and/or services for this interface shall be coordinated with, and directed by, State DTS systems support and/or telecommunications staff. 20 Sep 30, :30:20 AM MDT p. 116

117 (MR) The contractor shall provide any data conversion to port data from the Agency Partner s existing back-end systems or other data sources to the Portal. All such data conversion shall be done at the contractor s expense. Implement and Maintain Security Measures (MR) The contractor shall provide security measures to protect information belonging to the Portal and the Agency Partners from unauthorized access, modification, or deletion by: a) maintaining documentation to describe the contractor s approach to security as encompassed in this section; b) providing the ability to execute secure, authenticated, two-way transactions; c) implementing date-time stamping and an audit trail for identifying all network security breaches and attempted breaches (this requirement can be met in cooperation with existing State logging and audit services); d) prohibiting users from accessing data or computer facilities, unless such access was expressly approved by the participating Agency Partner, DTS, and the contractor; e) maintaining and ensuring data integrity and users confidentiality and privacy; f) securing and protecting confidential information, both business and personal; g) addressing issues such as misuse or fraud, including resolution options; h) accommodating scheduled and unscheduled inspections by State and county personnel or designees, including law enforcement personnel, for risk assessment of network security; i) ensuring implementation and maintenance of standard security guidelines, protocols, and procedures; j) reporting any compromises of network security, such as intrusions, denial of service, spoofing, etc.; k) maintaining logs of security items, including, but not limited to users and dates involving criminal and/or non-criminal activities; 21 Sep 30, :30:20 AM MDT p. 117

118 l) ensuring transaction validation and security (The contractor shall provide and document methodology, which will include items such as personnel, hardware, software, and procedures.); m) ensuring compliance with the requirements above, the contractor shall sponsor a mandatory annual security audit by an external organization to be approved by the DTS (The audit fees shall be paid by the contractor.); n) protecting against identity theft and abide by all State and federal laws regarding identify theft; o) complying with the Payment Card Industry (PCI) Compliance, at Level 1; p) complying with the Payment Card Industry (PCI) Data Security Standard (DSS) requirements; and, q) providing a branded security presence for Utah.gov users that will reassure users that they are secure in conducting transactions using Utah.gov Web sites. Maintain Adequate Staffing (M) The contractor shall be responsible for all required costs attributable to its officers and employees, including, but not limited to, worker s compensation premiums and deductibles, unemployment compensation tax withholding contributions, tax withholding contributions, and similar items (M) The contractor shall have the sole responsibility for the hiring, recruitment, management, training, and firing of the contractor s employees. The contractor shall disclose the names and positions of its officers and employees to DTS. The contractor shall provide information on employees and officers as requested of any audit activity or report. The contractor shall assure that all employees who require access to State data centers are able to pass a required background check (M) The contractor shall ensure that all employees, consultants, and external staff that work on the Portal have signed general and specific confidentiality and privacy statements to protect confidential data (MR) Offerors shall describe their procedure for conducting employee background checks, including, but not limited to, financial or criminal history. As warranted by any specific services to be developed under this contract, the contractor shall agree to undergo employee background checks, as determined by the State, with DTS as the managing partner. 22 Sep 30, :30:20 AM MDT p. 118

119 (MR) The contractor shall recruit, hire, retain, and train qualified and sufficient personnel to design, develop, deploy, document, operate, maintain, host, support, and market the Portal and its services. The contractor s personnel shall also provide all necessary customer support to customers and Agency Partners. DTS reserves the right, as the managing partner, to recommend staffing additions to Portal staff to reduce development wait times and improve Portal development responsiveness to agencies. All such requests will be made in writing. The contractor must provide a list of proposed or existing staff by category (e.g. Development, Marketing, Project Management, etc.) showing the number of Full Time Equivalents (FTEs) in each category to meet the proposed service levels. Implement Technology Best Practices (MR) The contractor shall follow professional practices, including the development of project plans, requirements documentation, design documentation, test data, and test procedures. Development projects shall have separate development, test, and production environments. The contractor shall describe in their proposals what methodologies and best practices that they adhere to. Interact Effectively with State (M) The contractor shall work with the DTS E-Government Management Group, and in cooperation with Agency Partners, to prioritize new Portal Services, and to negotiate target completion dates. The contractor shall notify DTS of Portal Services that are in conceptual development and those for which a scope of work is in progress (MR) The offeror shall provide a template SLA in their proposal, addressing, at minimum, the following points: a) the contractor s methodology for interacting with government agencies in the creation, operation, maintenance, and troubleshooting of Portal Services; b) the services or transactions to be implemented online, including premium and free services; c) fees to be charged for premium services, including fund handling procedures and any other regulated fees to be collected by the contractor on behalf of the agency partner; d) any reimbursement to an Agency Partner by the contractor for costs incurred in providing data needed to offer online services; 23 Sep 30, :30:20 AM MDT p. 119

120 e) the level of services the contractor is providing, including, but not limited to: the availability of services and expected outages; whether the online service is to be physically hosted by the contractor or by the Agency Partner; response time to service interruptions; response time to critical and non-critical problems; escalation process; system monitoring and program resolution; and, reporting of the aforementioned items; f) how the contractor will deliver on those promises; g) who will measure delivery, and how; h) what happens if the contractor fails to deliver as promised; and, i) how the SLA will change over time (MR) The contractor shall negotiate individual SLAs or Contract Service Addendums (CSAs) with each Agency Partner that wants a Portal Service or Services. Existing SLAs should be reviewed and retained wherever possible and practical. The individual SLAs or Addendums shall include service requirements beyond the scope of the Master SLA (i.e., response time of service transactions; enhancements to the service levels defined in the Master SLA, etc). It shall be the obligation of the participating Portal partner and the contractor to address, in an individual SLA, all issues particular to the Portal partner, including, but not limited to, any privacy or confidentiality issues, and any statutory or regulatory issues, affecting the Agency Partner s use of the Portal. Offerors should provide an example template of their SLA and procedure for modification. Contractors agree to conform with DTS process requirements as they are approved and communicated to State agencies (MR) The contractor shall initiate a Statement of Work for each Portal Service for submission and approval by DTS. In addition to the Statement of Work, the contractor shall abide by the terms and conditions defined in SLAs issued on behalf of either the State or Agency Partners. As each Statement of Work is completed, the new Portal Service will be added to the SLAs and any specific conditions noted, including the priority in the business continuity plan, as applicable (MR) The contractor shall negotiate a Master Service Level Agreement with DTS, which shall be deemed to incorporate, and be subject to, the contract, the RFP, and any addenda, and the successful proposal. All Service Level Agreements are subject to the prior approval of DTS and no work shall be done 24 Sep 30, :30:20 AM MDT p. 120

121 under any Service Level Agreement without such prior approval. To the extent required by law, the implementation of the Portal by any Agency Partner and of any Service Level Agreement (SLA) shall be subject to the review and prior approval of DTS. Ensure Compliance with all Statutory and Legal Requirements (M) The contractor shall comply with all relevant county, State, and federal statutes, rules, and regulations applicable to assuring privacy and confidentiality. Any special rules must be included in the SLA by the Agency Partners (M) The contractor shall not have to publicly disclose company financial records relating to operating costs and profits. Certain financial records such as monthly income statements and balance sheets are required to be disclosed to DTS. Records provided to DTS are government records subject to public disclosure pursuant to the State Government Records and Management Act (GRAMA), 63-2 et seq, Utah Code (M) The contractor shall disclose all SLAs, Statements of Work, and Compensation Agreements to DTS (M) The contractor shall allow the license and the software to be used by the Agency Partners and government agencies that are covered by SLAs with the contractor (M) The contractor shall deposit, on a quarterly basis, the most recent version of all Portal applicable source code and documentation in escrow or in a secure safe deposit lock box with a Utah-based neutral third party (the Escrow Agent ) to be mutually agreed upon by the contractor and DTS. Over the term of the contract, the contractor will have the authority to remove superseded source code and documentation. The source code and documentation shall be delivered to DTS by the Escrow Agent in the event: a) the contractor is declared insolvent through bankruptcy proceedings; b) the contractor is unable to perform its obligations to the Agency Partners under the contract; c) the contractor and DTS agree to discontinue the contract; or, d) as otherwise provided in its agreement with the Escrow Agent (M) The contractor shall provide DTS with an executed copy of the software escrow agreement between the contractor and the Escrow Agent. The contractor will notify DTS in writing of any amendments to such agreements, any change in Escrow Agent, or of any replacement or successor escrow arrangements. The Escrow Agent will provide written notification to DTS, at least semiannually, detailing all account activity during the previous period. 25 Sep 30, :30:20 AM MDT p. 121

122 (M) The contractor shall not copyright or obtain ownership of Portal trademarks, trade names, logos, and other identifiers, Internet uniform resource locators, Internet addresses, or addresses obtained or developed pursuant to this contract. All Portal trademarks, trade names, logos, and other identifiers, Internet uniform resource locators, Internet addresses, or addresses shall be the property of the State and transferable to the Agency Partners at the end of the contract (M) The contractor shall not have sole right to develop Web services for government agencies. Nothing in this RFP shall be deemed to require any government agency to enter into an SLA or Statement of Work with the contractor, and nothing in this RFP shall be deemed to limit access to public information via the Portal. Information contained in this RFP, including, but not limited to, this section regarding possible services that could be developed and offered through the Portal, are by way of example only and shall not be deemed as a representation by the State that any particular application or service will be offered through the Portal. Ensure Compliance with DTS Standards and Policies (M) All services shall be performed in accordance with DTS standards and policies. These standards and policies can be found at: The contractor shall work with DTS on developing any additional standards that the contractor believes are appropriate to successfully run the Portal. The contractor shall document all systems analysis and programming activities. Copies of all such work shall be available for inspection by DTS before such programs are implemented. Expedite Portal Related Services (MR) Where an Agency Partner needs a Portal Service worked on immediately, or completed in a time-frame that the contractor s staff cannot meet due to workload, the contractor may subcontract work to other third party providers. All such costs are the responsibility of the contractor (MR) The contract allows for work to be done on a time and material basis and for labor charges at an hourly rate. The contractor may enter into development services agreements with Agency Partners at rates that are explicitly detailed in the cost proposal in Section 6.0. Implement a Timely Start-Up Strategy (MR) The contractor shall maintain or establish an office in Salt Lake City, Utah, with at least one full time project manager, no later than four weeks 26 Sep 30, :30:20 AM MDT p. 122

123 after award of contract. A clear statement of the offeror s willingness to comply with this requirement is also required in its proposal (MR) The offeror shall provide in its proposal a project plan to migrate to the contract showing all phases for the migration to the contract. This plan cannot exceed the one year transition period from the old to the new contract. This project plan shall identify tasks, responsible parties, milestones, and activity durations. It shall also indicate the approximate length of time required, after the contract award date, before Portal Services could be supplied via the Portal. The contractor shall maintain this plan during the transition to the contract and provide copies to DTS at scheduled meetings. As part of this project plan, proposals must describe an acceptance-testing plan and procedure to be used for the cutover of Portal Services, prior to the release of the production systems (MR) The offeror shall provide in the proposals specific plans to adjust for unexpected work or resource loads in the start-up, including, but not limited to, the provision of an adequate number and proficiency of staff. Provide Management and Administration Services (MR) In cooperation with DTS, the contractor shall provide management and administration services to ensure that the Portal operates 24 hours per day every day of the year. Administrative services include the planning, design, marketing, and business management activities that would be carried out by the contractor to successfully operate and grow the Portal. It also involves managing and maintaining a successful self-supporting Portal. Proposals must describe how management and administrative services will be provided. Provide Financial Records, Auditing, and Reporting Information (M) For premium services, the contractor shall administer fees collected on behalf of the Agency Partners as agreed by the contractor and the Agency Partners as approved by DTS. Subscribers to subscription based services will be required to execute a contract for services and can be charged an annual fee for the convenience of monthly billing. The contractor may have an initial opportunity to collect State statutory fees from users before paying it to the State. The contractor guarantees the collection of such statutory fees to the State. All fees will be administered according to statute, and policies established by the Utah Department of Administrative Services, Division of Finance. Use of existing payment mechanisms approved by the State, such as Paymentech, is mandatory (M) The contractor shall establish one or more accounts in Utah 27 Sep 30, :30:20 AM MDT p. 123

124 financial institutions, which are federally insured for deposit of revenue from Portal operations and shall furnish DTS and the Division of Finance with the names of the institutions, the account numbers, and the names of those persons having signatory authority (M) The offeror shall provide, via the proposal, a 5-year pro-forma income and cash flow statement based on experience with similar projects of the same scope and magnitude. This pro-forma should include sources and amounts of capital infusion, revenues, and expenses that support the offeror s commitment to the Portal (M) The contractor shall submit a budget plan for the operation of the Portal within 30 days of the commencement of this contract (M) The contractor shall provide free services at no cost to Portal users. Free services will be funded from the fees paid for premium services and other subscription services as allowed by statute. The development, operation, and maintenance of free services shall be handled with the same professionalism and level of support as fee-based services. Prioritization of tasks associated with free services will be subject to the approval of the DTS E-Government Management Group in cooperation with Agency Partners. Business/Management/Cost Model (MR) The offeror shall document any suggested cost items in the proposals for consideration to become the State s responsibility (MR) The contractor shall recover subscription based fees on behalf of the Agency Partners and pass these through to the respective Agency Partner. The Agency Partners, DTS, and the Division of Finance shall approve all funds handling procedures. Other funds for premium services, (e.g. tax payments, etc.) deposit directly to the State and are not remitted nor handled by the Contractor. The contractor must send the specific Agency Partner a detailed transaction report along with a detailed revenue report for financial reconciliation. The contractor will keep, maintain, and be a custodian of all Portal financial and operational records. Proposals must describe the offeror s procedures for billing, collections, online credit card acceptance, electronic check acceptance, and the issuance of payments and refunds. The offeror also must describe in their proposals other fiscal activities necessary to operate a financially sound Portal (MR) The contractor shall raise and expend capital to continue the operation of the existing Portal Services and to add new Portal Services. This includes obtaining facilities, hardware, and software and all other infrastructure. There will be a one year transition from the current to new contractor. The compensation agreements with government agencies are pre-existing, but may 28 Sep 30, :30:20 AM MDT p. 124

125 be renegotiated, by DTS in cooperation with Agency Partners. Proposals shall describe how the offeror will fund, develop, and maintain a financial selfsustaining Portal. Records (M) The contractor shall make all contractor documents and records pertaining to operation of the Portal available for inspection, auditing, and copying by DTS, or other authorized representatives designated by DTS, at any reasonable time. The contractor s corporate records, as they relate to the cost of running the Portal, remain the property of the corporation and are not subject to public inspections. This does not include fee compensation agreements with the Agency Partners, as this shall be public information. Monthly income statements and balance sheets for the Portal will be provided to the DTS E-Government Management Group by the contractor. To the extent an audit report disclosed any discrepancies in the contractor s charges, billings, or financial records, and following a period for review and verification of the amount by the contractor, any adjustment in compensation will be made as soon as possible, but not to exceed 90 days. The contractor shall cooperate to assure that verification is completed in a timely manner. The contractor also agrees to make other changes requested by the State, which is agreed to by the contractor and DTS or its designee, to comply with recommendations resulting from any audit. Any such audit will be performed by a competent and reputable Certified Public Accountant (M) The contractor shall have an accounting system to include a numbered chart of accounts, books of original entry of all transactions, appropriate subsidiary ledgers, a general ledger, which includes to-date postings, and an audit trail through financial statements. Such books may either be maintained on paper or on computer systems with appropriate backup. Auditing (M) The contractor must comply with all applicable State audit requirements. The contractor shall select an independent auditor to audit, at the contractor s expense, the contractor s books and records on an annual basis. The contractor s selection of an auditor shall be subject to the prior approval of DTS. Such approval will not be unreasonably withheld. The contractor shall make such books and records available at the site of its local presence in Utah (M) Audits may be conducted during regular workdays for State agencies and between the hours of 7:00 a.m. and 6:00 p.m. (currently Monday- Thursday) during the contract period or any renewal term of the contract and for a period of two years after expiration of the contract or any renewal period. Reporting 29 Sep 30, :30:20 AM MDT p. 125

126 (M) The contractor shall report activities to DTS as follows: a) Within 90 days after the close of the contractor s fiscal year, the contractor shall submit to the State an annual financial report and audit. These reports must be certified by an independent certified public accountant (selected by the contractor) who may be the accountant or a member of the firm of accountants who regularly audit the books and accounts of the contractor. The submitted audit information must include, but is not limited to, the audited financial statements, auditor opinions, reports on internal control, findings and recommendations, and management letters. In addition, the contractor is subject to any further audit and review determined necessary by the State after furnishing reasonable notice to the contractor. b) Develop and regularly update, in cooperation with the Agency Partners and the E-Government Management Group, a draft Portal strategic plan for presentation to DTS senior management and the State Product Management Council (PMC), on at least an annual basis. c) Report to the E-Government Management Group on a weekly basis concerning potential new Portal Services and related issues. The contractor will strive to improve access to, and the utility of, the public information and Portal Services available through the Portal by exploring and recommending ways to: i) expand the amount and kind of Portal Services and information available; ii) increase the utility of the public information presented, the Portal Services available, and the form in which both are provided; iii) expand the base of users who access the Portal Services and public information; iv) improve public and business access to Portal Services and public information by implementing improvements in the technology of the contractor and Agency Partners; v) increase the effectiveness and resources of the Portal; and, vi) redesign and maintain the Utah.gov State Web site and the agreed upon Portal pages. d) The contractor shall measure customer satisfaction, including Web surveys, and report the results to the E-Government Management Group on a schedule to be agreed to by DTS and the contractor, but no less than on a semi-annual basis. e) The contractor will measure and report to DTS on growth trends and usage of the Portal and individual online services, as well as hits, unique visitors, access, transactions, and other performance measures or metrics 30 Sep 30, :30:20 AM MDT p. 126

127 as mutually agreed upon by DTS and the contractor. Working in cooperation with DTS, the contractor will submit the details of these performance measurements for inclusion as part of a master SLA for the Portal or for inclusion as part of the SLAs for specific Portal Services. f) The contractor shall provide on-going application project status reports that address project completion against established timelines, resource utilization and any variance from planned functionality, delivery, and cost targets (M) The contractor shall provide the reports of activities on a quarterly basis, or as otherwise required by SLAs. These reports shall include, but not be limited to: application inventory; future application project plans; financials; transaction count and Web page statistics; customer satisfaction reports; application adoption reports; incident reports; and, marketing reports. On a quarterly basis, the contractor shall also provide copies of agency SLAs, statements of work, and fee based service agreements (M) The contractor shall provide to DTS management reports as DTS may reasonably request. These reports shall include, but not be limited to, activity and performance reports, including types of transactions, transaction volumes, response time, availability and uptime reports, labor hours by project, etc (M) The contractor shall provide an annual security audit report as identified in subsection (M) DTS and the contractor will jointly develop reporting requirements, reporting format, and a transmittal schedule of reports. These reports shall include, but not be limited to, financial reports, progress reports, and reports detailing ongoing analyses of operations. Reports describing the Portal s future needs, fiscal projections, and other relevant forward-looking reports must be submitted at least monthly to the E-Government Management Group (M) A detailed accounting of revenues and expenses shall be submitted quarterly to DTS and shall include, but not be limited to, the cost of obtaining data from the custodial agency as well as the cost of operations. The contractor shall maintain all such records for no less than five years after termination of any contract related to the Portal. 31 Sep 30, :30:20 AM MDT p. 127

128 Perform System Monitoring and Problem Resolution (MR) The contractor shall provide performance monitoring and problem resolution. Plans for regularly performing normal and preventive maintenance must be addressed. Maintenance shall be performed at times that will not adversely affect daily operations. Substantive changes to the production environment must be brought before the regular weekly DTS Change Management meeting (MR) The offeror shall provide in the proposal a description of how it will respond to system malfunctions, security breaches, and diagnose and solve problems with the network, hardware, or software. Proposals must describe the plan to be provided to the State, which would include identifying the team responsible to resolve problems, a description of their actions, and the approach to that resolution. The proposals must also describe the procedures for interfacing and consulting with hardware and software vendors to identify and correct problems (MR) The offeror shall provide within the proposal a description of the failover system that will take over in the event the hardware or software fails. Describe the architecture that will be employed to ensure High Availability (HA) and uptime requirements (MR) The offeror shall provide within the proposal a description of the offeror s disaster recovery strategy. The strategy must be viable and tested and include a description of details such as secondary sites, offsite backup, a tested recovery plan, etc Use of Portal Services (M) Access to public information or Portal Services via the Portal shall not be mandatory on the part of any business or person and nothing in this RFP shall be construed to represent that use of the Portal is mandatory, unless it is a statutory requirement. However, for mandatory electronic filings imposed by the State or DTS, in cooperation with agencies, shall determine if the use of Portal Services are required (M) While utilization of the Portal by government agencies will be voluntary and based on SLAs between the contractor and individual agencies, DTS will work to promote and strongly encourage the participation and cooperation by all agencies. 32 Sep 30, :30:20 AM MDT p. 128

129 4.0.4 Technical Capabilities and Requirements for Technology Implementation General Requirements (M) The proposed Portal infrastructure must provide functionality with as little impact as possible upon the current applications being utilized for support of participating agency business processes (MR) The proposed Portal technologies should utilize and support Web services, the SOA architecture model, and be open and reusable. Technologies need to be cost effective, minimize the impact on partners, enhance the management of growth in the number of interfaces, and support SOA technologies, including, but not necessarily limited to, SOAP, WSDL, and UDDI (M) The proposed technology must provide for secure access to services over the public Internet for those agencies where this type of methodology is deemed appropriate (M) The proposal must include the ability to receive payments similar to the existing Utah GovPay payment portal (See details in Exhibit D). Architecture Interoperability and Technology Requirements (MR) The proposed architecture must flexibly adapt to, integrate, and utilize evolving policies, best practices, and operating procedures from integration participants (MR) The proposed architecture must achieve integration via Web-based technologies that, at a minimum, include the following architectural components: Web Services Data Service Access and Control Security Confidentiality Management and Control Networking (MR) The respondent s proposed Portal environment must be based on open architecture standards and support a distributed computing environment (MR) The proposed Portal environment must provide for secure data exchange and access between participants via the Internet. This may be via VPN or any other common methodology. The solution for achieving this business need should be proposed by the respondent. The State, at its discretion, will deem particular methodologies acceptable or unacceptable only after proposals are submitted. 33 Sep 30, :30:20 AM MDT p. 129

130 (MR) The proposed Portal environment must include request/reply, publish/subscribe, and synchronous/asynchronous functionality to facilitate information sharing between agency participating applications and the Utah.gov Portal (MR) The proposed Portal environment must utilize Web services via standard software components used to perform distributed computing employing technologies such as SOAP, WSDL, and UDDI (MR) The Security Assertions Markup Language (SAML), an XMLbased framework for Web services that enables the exchange of authentication and authorization, must be supported by the Portal as needed by the State. Applications within the Portal environment should be able to assert authentication and authorization into an XML document and be able to accept XML documents that have been authenticated/authorized by a trusted source. Management, Access, and Control (MR) The proposed Portal environment must be widely compatible with existing applications and operating environments, including major application server implementations supported by the State (MR) The proposed Portal environment must support access and control for information exchange (MR) The proposed Portal environment must ensure that user identification and authentication can take place at the network, device, application, and/or device/software level. At a minimum, a user shall be restricted from establishing a secure data exchange without first being identified and authenticated by not less than a user ID and password. Integration with existing State LDAP-based authentication directories, such as the Utah Master Directory, is highly desirable (MR) The security included in the proposed Portal environment must be scalable and capable of being configured to accommodate different levels of security on a per user role, per application, or per endpoint basis (MR) The proposed Portal environment must utilize and support credentials and authentication as needed by the State (MR) Implementation of a particular Web services security standard, such as ACEGI, JAAS, PGP, WS-Security, etc., is appropriate, but the respondent must clearly identify a preferred standard, and which components of the standard are supported. 34 Sep 30, :30:20 AM MDT p. 130

131 Network Requirements (MR) The proposed Portal environment must be capable of utilizing the State s existing infrastructure to establish a framework for information sharing, making use of the Utah Wide Area Network, and associated network data circuits where feasible, and the public Internet where appropriate (MR) The proposed Portal environment must be capable of utilizing network facilities that implement and support a variety of protocols, including, but not limited to, SMTP and HTTP (MR) The proposed Portal environment must be capable of transferring large data sets. Development Environment (MR) The development environment supported by the contractor at minimum must allow for development in either Java or.net environments (MR) Web application development must be compliant with State of Utah Web Standards and Guidelines which can be accessed at (MR) The contractor must have documented systems for bug tracking and version control. 5.0 REFERENCES, EXPERIENCE, INNOVATION, AND CREATIVITY Experience (MR) The offeror shall have experience in managing, staffing, and hosting similar Portals. These Portals shall be of approximately the same scope and size, contracting with government entities similar to the State. Describe your company s experience providing similar services as required in this RFP (MR) The offeror shall have a minimum of three years experience providing Internet contractor services for state government entities References (MR) The offeror shall provide at least three references where similar services in scope to the requirements of this RFP have been provided. References must be for clients with current relationships with the contractor for portal services. Additional references may be submitted, if available. For each reference, the offeror shall provide the names of individuals who can be 35 Sep 30, :30:20 AM MDT p. 131

132 contacted, the position of these individuals, addresses, and current telephone numbers. The offeror is responsible to assure reference information is current and accurate. At minimum, the State will evaluate the following: Financials a. Customer Agency and Public Satisfaction b. Management Capabilities (including problem resolution) c. Development Capabilities d. Personnel Retention e. Marketing and Communication of Portal Services f. Innovation and Creativity g. Project Completion within Budgets and Timelines (MR) The offeror shall provide evidence of financial stability and capability to fund all costs associated with the Portal throughout the term of the contract. This information will be used in the RFP evaluation process, to ensure completeness and accuracy. (Note: This information is for evaluation purposes only. It will be held in confidence to the extent that the law allows.) Information required is the latest two years of audited annual financial statements including: a. Total Revenue b. Net Income c. Total Assets d. Cash Flow e. Financial Ratio Analysis f. Notes to Financial Statements Offerors that are subsidiaries of other companies need to be certain that the financial relationship between the subsidiary and the parent company is adequately explained in the audited statements that are provided. This may be accomplished by providing an audited financial statement for the parent company as well as the subsidiary Resumes / Background Checks (MR) The offeror shall provide resumes for each staff member responsible for design, implementation, project management, or other positions relative to the requirements of the RFP. Resumes will include education, experience, license, and/or certifications of each individual. In the event of a change of a staff member during the contract term, the submission of a new resume is required. Any such change is subject to the prior approval of the State; such approval will not be unreasonably withheld Innovation / Creativity (MR) The responder must demonstrate the ability to creatively apply new and emerging technologies to the portal in a way that enhances the experience of portal visitors and 36 Sep 30, :30:20 AM MDT p. 132

133 Utah citizens. The responder should provide at least five ideas for improving the current State portal at FUNDING MODEL AND COST MANAGEMENT (M) An overall cost proposal that incorporates the required five year Pro-forma, (Section ), and other pertinent financial information is required in this section. Use the cost proposal to summarize the costs of the services from the offeror to the State. The offerors proposal should include a detailed discussion of the funding strategy or strategies that makes the portal self-supporting on a sustainable basis. Offerors may propose one or multiple funding models in accordance with the descriptions in through Funding Model Multiple funding mechanisms are available to offerors, but it is the intent of the State that all such models will incorporate fee based services and an appropriate mix of free services developed by Utah.gov Portal staff (MR) Self Supporting Services. The Utah.gov Portal environment was developed and operates in a manner which is self-supporting and cost-effective, to provide electronic transactions and expanded access to public information in electronic form by State agencies (data custodians) for individuals, businesses, and other entities by, and in part through, customized information access. Compensation to the Utah.gov Portal operator comes primarily from fees paid for premium services. Fees may be paid by those using the service or by Agency Partners. Free services will be funded from the proceeds of the premium services. State agencies work with the Utah.gov Portal manager, requesting agencies, and DTS e-government management to determine the nature and price for information and services that will be offered through this portal. Utah.gov policies and fees are determined by DTS and the agencies that own the data and services, subject to statutory constraints. DTS Portal management, in cooperation with the agencies, will initially determine if investment is necessary to capture public data and make information available to the public. It is expected that the Utah.gov Portal operator will provide at least two free services for each premium service available Existing Self-funding Mechanisms State agencies currently use several payment mechanisms to self-fund online services. The State wishes to maintain these options for agencies in the development of a new self-funded portal contract. Options include, but are not limited to: 37 Sep 30, :30:20 AM MDT p. 133

134 a. Subscription services as described in this document. b. Premium services where fees are processed directly to the State c. Premium services where fees are processed by the Utah.gov portal manager and paid to the agency on a monthly or periodic basis. Any of these payment options may include a fee sharing agreement that is included in the SLA or contract addendum Alternative Self-funding Mechanisms. Offerors are invited to propose alternative self-funding mechanisms. The desire is to encourage an entrepreneurial approach to service delivery which enhances and augments the existing Utah.gov self-funding model. The proposals solicited from the offeror should be specific and include detail about the proposed premium services, the funding stream, and the fee/free service mix. Such alternative funding mechanisms are subject to established fee structures and budgetary requirements of the State Administrative Fees Paid to the State (M) The contractor shall be assessed a monthly fee to cover administrative and operational overhead costs for the State to manage and oversee the Portal. These fees shall fund a portion of the E-Government Management Group and associated support. It shall also allow for studies of portal direction and services as the portal technology life cycle changes, develops, or matures (M) The contractor shall not be assessed these administrative fees until a notice is given by DTS. This notice shall be provided not less than 60 days prior to the assessment of these fees (M) It is anticipated that these fees shall be approximately $15,000 per month. It is also anticipated that annual increases of no more than 5% will be assessed. The State shall determine the monthly amount and percent increase per year, based on the specific nature of services required. Administrative fees may not be used as a basis to increase current fees, and cannot be passed on to the State in the form of added contractor costs Cost Summaries (M) Pricing information should clearly indicate the costs to provide all of the required qualifications from Section 3.0 through 5.0. Offerors may optionally provide a separate pricing schedule to provide features and services for other desirable capabilities. Where required items are dependent on other optional capabilities, these dependencies should be clearly identified. 38 Sep 30, :30:20 AM MDT p. 134

135 Pricing should be provided to support guaranteed uptime of 99.99%, based on a 24/7/365 schedule. The vendor should specify any hardware, operating practices, or configuration requirement to meet the required service level. (M) Pricing must be provided for a five year period, consistent with the pro-forma requested in Section Additional detailed information on pricing variations based on volumes, or options the vendor wishes to offer to the State, can also be included as options in this section. Specify consulting and/or training fees and indicate the basis on which such fees are charged (e.g., hourly, per incident, etc.). Vendors must provide price lists that specify a standard discount off of list for products offered to the State. Prices quoted must include cost schedules for software and licensing, training, installation and/or consulting services, and required maintenance services as applicable (M) It is the intent of the State that the offeror, to whom a contract is awarded, shall receive a reasonable compensation for providing e-government services to the State. Please detail in the pro-forma financial statement for the Utah e-government Portal, referenced in , the projected earnings before tax that will be retained by the contractor. Operational expense forecasts must include only directly allocable expenses if the responding organization is a subsidiary of a larger corporation. General expenses for corporate overhead and other non-allocable indirect costs may not be included. Express the anticipated annual earnings before tax amount as a target amount, and as a percent of gross revenues, excluding pass through to agencies. The State requires that earnings before tax in excess of this target be reinvested in Portal operational infrastructure, including personnel, and in additional non-fee based services Rate Structure (MR) The contractor may not charge more than the applicable statutory or regulatory fees for providing a service in its usual form. All fees are subject to agency and legislative approval (MR) In addition to the fee set by the Agency Partners, the contractor may charge a convenience fee for government services provided via the Portal, subject to agency approval. An explanation of the process of arriving at a convenience fee and the elements that comprise the convenience fee shall be submitted with the proposal. Possible considerations for the determination of a convenience fee would include, but not be limited to, an estimation of the 39 Sep 30, :30:20 AM MDT p. 135

136 development and maintenance cost to be recovered, the time frame for such recovery, and any provisions that might be developed to re-evaluate the level of the convenience fee after initial development costs have been recovered. As a matter of public policy, fees are generally incorporated within Agency Partner rates, are subject to statutory restrictions, and are not implemented as an added direct cost to Utah citizens Consulting and Development Services Rates (MR) Agency Partners may desire to use the contractor for other related electronicgovernment application development work. Responses to this RFP must include hourly rates by job specialty for use by Agency Partners for Internet application development services and consulting throughout the contract period. The hourly rates should be a fully burdened rate that includes labor, per diem, travel, overhead, and any other costs related to the service. The specific rate (within a range) charged the Agency Partner for each proposed contracted service would be the lowest rate shown unless justified in writing and approved by the Agency Partners. 7.0 Supporting Materials The vendor is encouraged to provide supporting materials, including more detailed descriptions of their solution, which would clarify or enhance the succinct answers provided in response to Sections 3.0 through 6.0. References to supporting materials in the responses are encouraged; however, supporting materials should be neatly organized and indexed to allow easy location of the specific references. The entire response to the RFP may not exceed what can be included in one 2 three-ring binder or electronic equivalent. 8.0 CONTACT AND SUBMISSION INFORMATION AND TIMELINE 8.1 Submission Requirements Proposals must be received by the posted due date and time. Proposals received after the deadline will be late and ineligible for consideration. 40 Sep 30, :30:20 AM MDT p. 136

137 8.2 Preferred Method for Submitting a Proposal The preferred method of submitting a proposal is electronically through RFP Depot. RFP Depot can be found at: However, if you choose to submit your proposal in hard copy format, vendors must submit one original and five identical copies. Your proposal must be received no later than (NLT) 3:00 p.m. Wednesday, September 4, 2008, at the State of Utah Division of Purchasing, 3150 State Office Building, Capitol Hill, Salt Lake City, Utah 84114, prior to the closing date and time specified. Also, if a proposal is submitted in paper form, also provide one CD containing an electronic copy, in PDF or Microsoft Word file format, of the proposal that can be used to build the contract. Proposals received after the September 3, 2008 deadline, either via RFP Depot or in paper form, will be late and ineligible for consideration. 8.3 Questions about the RFP All questions must be submitted through RFP Depot. Answers will be provided via the RFP Depot site. Questions received after August 21, 2008, may not be answered 8.4 Discussions with Offerors (Oral Presentation) An oral presentation by the offeror to clarify a proposal may be required at the sole discretion of the State. However, the State may award a contract based on the initial proposals received without discussion with the offeror. If oral presentations are required, they will be scheduled after the submission of proposals. Oral presentations will be made at the offeror s expense. 8.5 Offeror s Response to the Proposed Terms and Conditions Offeror proposals must either: (1) indicate vendor acceptance of the State and DTS Terms and Conditions exactly as presented in this RFP; or, (2) if the vendor is proposing different terms and conditions, the vendor proposal submitted in response to this RFP must specifically list word for word the vendor s proposed wording for the specific Terms and Conditions change requested as the vendor would like them to read. 8.6 State s Option to Reject Proposals with Material Terms and Conditions Deviations If the offeror s proposed terms and conditions materially deviate from the proposed State and DTS contract terms and conditions, the State of Utah reserves the right to reject the vendor s proposal for this reason, and make the contract award to the next highest scoring vendor s proposal. 41 Sep 30, :30:20 AM MDT p. 137

138 8.7 Offeror s Right to Negotiate Changes to Proposed Terms and Conditions Minor deviations in contract terms and conditions proposed by the vendor may be negotiated following issuance of the State s proposed contract award letter. 8.8 Proprietary Information The Government Records Access and Management Act (GRAMA), Utah Code, Subsection , provides in part that: the following records are protected if properly classified by a government entity: (1) trade secrets as defined in Section if the person submitting the trade secret has provided the governmental entity with the information specified in Section (Business Confidentiality Claims); (2) commercial information or non-individual financial information obtained from a person if: (a) disclosure of the information could reasonably be expected to result in unfair competitive injury to the person submitting the information or would impair the ability of the governmental entity to obtain necessary information in the future; (b) the person submitting the information has a greater interest in prohibiting access than the public in obtaining access; and (c) the person submitting the information has provided the governmental entity with the information specified in Section ; (6) records the disclosure of which would impair governmental procurement proceedings or give an unfair advantage to any person proposing to enter into a contract or agreement with a governmental entity, except that this Subsection (6) does not restrict the right of a person to see bids submitted to or by a governmental entity after bidding has closed;... To protect information under a Claim of Business Confidentiality, the offeror must: provide a written Claim of Business Confidentiality at the time the information (proposal) is provided to the State, and include a concise statement of reasons supporting the claim of business confidentiality (Subsection (1)); and, submit an electronic redacted (excluding protected information) copy of your proposal response. The copy must clearly be marked Redacted Version. 42 Sep 30, :30:20 AM MDT p. 138

139 A Claim of Business Confidentiality may be appropriate for information such as client lists and non-public financial statements. Pricing and service elements may not be protected. An entire proposal may not be protected under a Claim of Business Confidentiality. The claim of business confidentiality must be submitted with your proposal on the form which may be accessed at: To ensure that the information is protected, the Division of Purchasing asks the offeror to clearly identify in the Executive Summary, and in the body of the proposal, any specific information for which an offeror claims business confidentiality protection, as "PROTECTED." All materials submitted become the property of the State of Utah. Materials may be evaluated by anyone designated by the State as part of the proposal evaluation committee. Materials submitted may be returned only at the State's option. In non-legal terms, this means that the Utah State Procurement Board s recent decision to make all proposals (not just the winning offeror s proposal) public information is applicable to the offeror s proposal submitted in response to this RFP. 8.9 Background Investigation The respondent must, at the discretion of the State, facilitate the State s performance of criminal history, background investigation, and fingerprint checks of any individual utilized by the respondent, for on site services, including managerial and supervisory personnel retained by the respondent for the performance of the contract, to be conducted by the Utah Department of Public Safety. Failure to satisfactorily pass these investigations may subject any and all employees, sub-respondents, agents, partners, or other relationships of the successful respondent to removal from the project or any other appropriate action up to and including contract termination, at the discretion of the State Anticipated Schedule The anticipated schedule for RFP review, evaluation, and implementation: RFP Released to Vendors: August 11, 2008 Questions on RFP will be due: August 21, 2008 Vendor Proposals Due: September 3, 2008 Proposals Scored By: September 26, 2008 State Purchasing Issues Notice of Intent to Award: October 22, Sep 30, :30:20 AM MDT p. 139

140 Bidder s Conference August 26, 2008, 10:00 a.m. MDT A bidder s conference will be held for potential offerors at the place and time specified. The purpose of this conference is to allow prospective offerors an opportunity to ask questions regarding the contents of the RFP. Due to space limitations, representation will be limited to two persons per offeror. Attending the bidder s conference in person is optional, however, all potential offerors are required to participate in the conference, either in person or by conference call (Conference Call # , Pass Code:* *). The bidder s conference will be conducted at 1 State Office Building, 6 th Floor, Salt Lake City, Utah, in the Executive Conference Room. Offerors are requested to submit their questions in writing four days prior to the date of the conference. Questions must be submitted through RFP Depot at The State will attempt to make responses to questions received by the deadline available to attendees at the bidder s conference. Verbal and written questions will be permitted at the conference. Written responses to questions will be sent to all offerors who attend. The written responses will be sent no later than five working days after the bidder s conference. Offerors should clearly understand that the only official answers or positions of the State will be those stated in writing. Additional vendor questions may be submitted through September 5, 2008 using RFP Depot at Final RFP Questions Due: September 5, 2008 Vendor Proposals Due: October 8, 2008 Anticipated Oral Presentations: October 22, 2008, 10:00 a.m. MDT (If needed) Proposals Scored: Days Purchasing Issues Notice of Intent to Award: December 10, Sep 30, :30:20 AM MDT p. 140

141 Exhibit A Existing Operational Utah.gov Application Services as of May 2008 Agriculture Agriculture and Food License Renewal System Commercial Pesticide Applicator License Renewal Controlled Atmosphere Storage Facility License Renewal Salvage Wax License Renewal Weighing and Measuring Device Operator License Renewal Meat Packing/Processing Plant License Renewal Livestock Auction Market License Renewal 45 Sep 30, :30:20 AM MDT p. 141

142 Hatchery Operator License Renewal Livestock Dealer License Renewal Produce Dealer License Renewal Nursery Agent License Renewal Nurseryman License Renewal Feed Garbage to Swine License Renewal Wholesale Dairy Products Distributor License Renewal Milk Processing Plant License Renewal Pasteurizer License Renewal Cheese Maker License Renewal Haul Farm Bulk Milk License Renewal Butter Maker License Renewal Milk Manufacturing Plant License Renewal Milk Tester License Renewal Quilted Clothing Manufacturer License Renewal Farm Custom Slaughterer License Renewal 46 Sep 30, :30:20 AM MDT p. 142

143 Beekeeper License Renewal Bedding and Furniture Supply Dealer License Renewal Bedding and Furniture Wholesale Dealer License Renewal Bedding Manufacturer License Renewal Commerce Electrologist License Renewal Cosmetologist and Barber License Renewal Controlled Substance Prescriber Controlled Substance Precursor Distributor Pharmacist License Renewal Sports and Athletic Courts and Playgrounds Installation Contractor License Renewal Wood Flooring Contractor License Renewal Piers and Foundation Contractor License Renewal Petroleum System Contractor License Renewal Wrecking and Demolition Contractor License Renewal 47 Sep 30, :30:20 AM MDT p. 143

144 Mechanical Insulation Contractor License Renewal Sign Installation Contractor Metal Firebox and Fuel Burning Stove Installer License Renewal General Fencing and Guardrail Contractor License Renewal Pipeline and Conduit Contractor License Renewal Asphalt Paving Contractor License Renewal Sewer and Water Pipeline Contractor License Renewal Swimming Pool and Spa Contractor License Renewal Fire Suppression Systems Contractor License Renewal Refrigeration Contractor License Renewal HVAC Contractor License Renewal Sheet Metal Contractor License Renewal Landscaping Contractor License Renewal Steel Erection Contractor License Renewal Excavation and Grading Contractor Licensing Renewal 48 Sep 30, :30:20 AM MDT p. 144

145 General Painting Contractor License Renewal General Masonry Contractor License Renewal General Roofing Contractor License Renewal General Drywall, Stucco, and Plaster Contractor Licensing Renewal General Concrete Contractor License Renewal Veterinary Controlled Substance License Renewal Veterinarian License Renewal Licensed Substance Abuse Counselor License Renewal Clinical Social Worker License Renewal Certified Social Worker Social Service Worker Contract Security Company Unarmed Private Security Officer License Renewal Armed Private Security Officer License Renewal Respiratory Care Practitioner License Renewal 49 Sep 30, :30:20 AM MDT p. 145

146 Recreational Therapy Specialist License Renewal Radiology Technologist License Renewal Radiology Practical Technician License Renewal Psychology Resident License Renewal Psychologist License Renewal Professional Employer Organization License Renewal Professional Counselor License Renewal Private Probation Provider License Renewal Podiatric Physician License Renewal Physician Assistant Controlled Substance License Renewal Physician Assistant License Renewal Physician and Surgeon Controlled Substance License Renewal Physician and Surgeon License Renewal Physical Therapist License Renewal Dispensing Controlled Substance License Renewal 50 Sep 30, :30:20 AM MDT p. 146

147 Pharmacy Class E License Renewal Pharmacy Class D License Renewal Pharmacy Class C License Renewal Pharmacy Class B License Renewal Pharmacy Class A License Renewal Osteopathic Physician Controlled Substance License Renewal Osteopathic Physician and Surgeon License Renewal Optometrist License Renewal Occupational Therapy Assistant License Renewal Occupational Therapist License Renewal Temporary Registered Nurse License Renewal Registered Nurse Under Interstate Compact License Renewal Registered Nurse (RN) License Renewal Medication Aide Certified License Renewal LPN Under Interstate Compact License Renewal 51 Sep 30, :30:20 AM MDT p. 147

148 Temporary LPN License Renewal Licensed Practical Nurse (LPN) License Renewal CRNA Controlled Substance License Renewal Certified Registered Nurse Anesthetist License Renewal APRN Intern w/o Prescriptive Practice License Renewal APRN Intern License Renewal APRN Controlled Substance License Renewal Advanced Practice Registered Nurse (APRN) License Renewal Naturopathic Controlled Substance License Renewal Naturopathic Physician Naturopath Including Surgery License Renewal Naturopath Massage Apprentice License Renewal Massage Therapist License Renewal Marriage and Family Therapist License Renewal 52 Sep 30, :30:20 AM MDT p. 148

149 Landscape Architect License Renewal Hearing Instrument Specialist License Renewal Health Facility Administrator License Renewal Professional Geologist License Renewal Genetic Counselor License Renewal Pre-Need Sales Agent License Renewal Pre-Need Provider License Renewal Funeral Service Establishment License Renewal Funeral Service Director License Renewal Funeral Service Apprentice License Renewal Environmental Health Scientist License Renewal Professional Land Surveyor License Renewal Professional Structural Engineer License Renewal Residential Master Electrician License Renewal Residential Journeyman Electrician License Renewal 53 Sep 30, :30:20 AM MDT p. 149

150 Master Electrician License Renewal Journeyman Electrician License Renewal Apprentice Electrician License Renewal Direct Entry Midwife License Renewal Certified Dietician License Renewal Dental Hygienist License Renewal Dentist License Renewal Deception Detection Examiner License Renewal Certified Court Reporter License Renewal Nail Technology School License Renewal Nail Technology Instructor License Renewal Nail Technologist License Renewal Master Esthetician License Renewal Esthetics School License Renewal Esthetician Instructor License Renewal 54 Sep 30, :30:20 AM MDT p. 150

151 Esthetician License Renewal Electrologist School License Renewal Electrologist Instructor License Renewal Insulation Contractor License Renewal Glass and Glazing Contractor License Renewal Metal and Vinyl Siding Contractor License Renewal Carpentry Contractor License Renewal General Plumbing Contractor License Renewal General Electrical Contractor License Renewal Mechanical Trades Instructor License Renewal Plumbing Trades Instructor License Renewal Electrical Trades Instructor License Renewal General Building Trades Instructor General Engineering Trades Instructor License Renewal Residential and Small Commercial Contractor 55 Sep 30, :30:20 AM MDT p. 151

152 General Building Contractor License Renewal General Engineering Contractor License Renewal Chiropractic Physician License Renewal CNM Intern License Renewal CNM w/o Prescriptive Practice CNM Controlled Substance License Renewal Certified Nurse Midwife License Renewal Burglar Alarm Qualifier License Renewal Burglar Alarm Agent License Renewal Burglar Alarm Company License Renewal Factory Built Housing Inspector License Renewal Building Limited Inspector Building Combination Inspector Speech Pathologist License Renewal Audiologist License Renewal 56 Sep 30, :30:20 AM MDT p. 152

153 Athletic Trainer License Renewal Athlete Agent License Renewal Architect License Renewal ADR Negotiator License Renewal ADR Mediator License Renewal Alternative Dispute Resolution Arbitrator License Renewal Acupuncturist License Renewal CPA License Renewal DOPL Update Your License Record?page=updateLicenseRecordNoLog in State Construction Registry Business Name Availability Annual Business Renewal Professional Licensee List Registered Principal Search Uniform Commercial Code (UCC) Search Uniform Commercial Code (UCC) Certified Search 57 Sep 30, :30:20 AM MDT p. 153

154 Uniform Commercial Code (UCC) Images Professional Engineer License Renewal UCC Filings, Continuations, and Terminations Real Estate License Management System Real Estate License Verification Search One Stop Business Registration Business Entity Search Image Business Registration Information Change Business Entity List Business Entity Search Certificate of Existence Business Entity Search Principal Search Business Entity Search Professional Licensee Lookup DOPL Renewal Davis County County Property Tax Payment system for Davis County Enterprise 58 Sep 30, :30:20 AM MDT p. 154

155 Online Services Database Adoption Rate Wizard Consolidated Feedback Multimedia Submission What's New Submission Utah GovPay Environmental Quality Generator Site Access Program New Storm Water Permitting Storm Water Permitting Governor's Office Utah Lobbyist Online Insurance Insurance License Renewal Insurance Company and Agency Search Natural Resources Commercial Boating Database 59 Sep 30, :30:20 AM MDT p. 155

156 Hunting and Fishing Licenses Online Agent Hunting and Fishing Point of Sale Application Purchase a Fishing License Cougar Pursuit License Online Small Game Licenses Online Purchase a State Parks Annual Pass State Park Annual Passes Office of Education Educator Background Check Utah Educator Licensing Student Teacher Licensing Teacher License Renewal Provo City Provo Business License Renewal Public Safety Brady Gun Check Online Background Check 60 Sep 30, :30:20 AM MDT p. 156

157 Statewide Warrants Drivers License Search Driver Address Record ValIDate Utah ID Verification Vehicle Safety Inspection Certification Citation Monitoring Driver License Renewal Driver Record Search Utah Highway Patrol Safety Inspection System Sandy City Sandy City Employment Tax Commission Renew Boat Registration TaxExpress Income Tax Filing Aircraft Registration System Pay Withholding Tax Online 61 Sep 30, :30:20 AM MDT p. 157

158 Pay Waste Tire Tax Online Pay Use Tax Online Pay Transient Room Tax Online Pay Tobacco Products Tax Online Pay Special Fuel Supplier Tax Online Pay Short Term Leasing / Restaurant Tax Online Pay Sexually Oriented Business Tax Online Pay Self Insurers Tax Online Pay Royal Withholding Tax Online Pay Personal Property - Railroad Tax Online Pay Partnership / LLC Tax Online Pay Municipal Telecom Tax Online Pay Municipal Energy Sales and Use Tax Online Pay Multi-Channel Cable and Satellite Tax Online Pay Motor Fuel Tax Online 62 Sep 30, :30:20 AM MDT p. 158

159 Pay Mandatory EFT Online Pay Lubricating Oil Tax Online Pay Insurance Premium Tax Online Pay Fiduciary Tax Online Pay Environmental Assurance Tax Online Pay Emergency Services Telephone Tax Online Pay Corporate Income Tax Online Pay Cigarette License Tax Online Pay Brine Shrimp Tax Online Pay Beer Tax Online Pay Aviation Fuel Tax Online Personalized Plate Search Special Event Sales Tax Licensing Penalty and Interest Calculator Income Tax Penalty and Interest Calculator 63 Sep 30, :30:20 AM MDT p. 159

160 Sales and Use Tax Return/TC 62 Watch Your Car Motor Vehicle Title Search (TLR) IFTA and IRP Tax Payment System Impounded Vehicle Service Renewal Express Vehicle Registration Renewal Payment Express Pay 29 Different Taxes Online 24/7 Live Utah.gov Online Help Register for Utah's Statewide GPS Network Tooele County County Property Tax Payment System for Tooele County Transportation Express Lanes Motor Carrier Permits Region Online Permits (Access, Encroachment, Special Events, etc.) Search Unclaimed Property 64 Sep 30, :30:20 AM MDT p. 160

161 Utah Express Lanes Utah County County Property Tax Payment System for Utah County Wildlife Resources Agent Hunting and Fishing Point of Sale Application Hunting and Fishing Licenses Online Public Meeting Web Site Exhibit B Planned Utah.gov Services as of May 2008 Accessibility Accident Reporting Ag and Food Web Site Alcohol Sales Permit Renewals CHIP GovPay Integration CIO Web Site Citizen Marketing Concealed Weapons Permits Criminal Background Checks DLD Point of Sale DLR Rewrite Document Portal DOPL and Real Estate List Automation DOPL Image Search DOPL LLV DPS PIO Application DPS Web Site Redesign E11 Directory Educator License Upgrades Electronic Lien Release (TAX) Enhanced News Content Events Registration Firefighters Web Site / Applications Fluid Screen Design Forms.utah.gov GMIS Forums GMIS Web Site Design GOED Web Site Governor s Web Site Improved Maps Portal Insurance Web Site and CMS Kids.utah.gov Labor Commission GovPay Local Government Outreach Maintain State CSE (Ehanced SE) Multimedia Portal 2.0 MVR Rewrite My.utah.gov OHV and PWC Course Registration Online Brady Check On-the-Spot for Marinas OSBR Cedar Hills OSBR Murray City OSBR Ogden City Integration OSBR Phase III OSBR West Jordan City Integration 65 Sep 30, :30:20 AM MDT p. 161

162 Payment Express (GENTAX) PMN Bonding PMN Phase 2 PSC Web Site Public Meeting Notice Public Meeting Notice Phase II Salt Lake Courts (Citation Payments) SCR List Download Automation SITLA Land Bids SMS / Common Shortcodes State History Web Site Statewide Calendar Subscription Portal Tax Penalty and Interest Calculator TC 62 (GENTAX) TLR Rewrite Trademark Registration Translations Travel Web Site TurnGPS Version 2 UCC Amendments UHP Inspector Console UHP Trucks and Buses ULCT Jobs Bank University Educator Recommendations Upgrade Business.utah.gov USTAR Applications USTAR Web Site Utah Events Timeline Utah History Timeline Utah Public Finance Web Site Utah Shopping Portal Utah Virtual Tour Utah Works Utah.gov Photo Gallery Utah.gov Portal Enhancements Validate Web Service Warrant Check X-Ray Registration and Renewal 66 Sep 30, :30:20 AM MDT p. 162

163 Exhibit C Utah.gov Portal Hosting Environment 67 Sep 30, :30:20 AM MDT p. 163

164 Exhibit D Utah GovPay Payment Service WPS Web Service Overview The Utah GovPay WPS Web service provides a secure method to pass customer transaction information between the agency s Web application and Utah GovPay. The WPS is the backend link into the Utah GovPay system and was designed to prevent Web users from fraudulently altering their own transaction data. WPS has two main functions: registering transactions and querying transactions. In the registration process, the agency s Web application sends the transaction data to WPS and WPS returns a registration ID. The agency s Web application then forwards the user to Utah GovPay with the registration ID. After a completed payment transaction, the agency s Web application can use the registration ID to query WPS to find out if the transaction was approved. The Register Transaction process follows these steps: 1. When the user is ready to make a payment, the agency s Web application sends details of the payment in XML using the Soap format to the Utah GovPay Web Service or WPS. 68 Sep 30, :30:20 AM MDT p. 164

165 2. The Utah GovPay WPS creates a Registration ID, stores the transaction information and registration ID in a database, and returns a registration ID back to the agency s Web application. 3. The agency s Web application redirects the user to the Utah GovPay URL and includes the registration ID in the query string. This Utah GovPay URL will be created during the Utah GovPay setup. 4. The Utah GovPay Web site uses the registration ID to retrieve the transaction data and then takes the user through the payment process. The Query Transaction process: 1. The agency s Web application sends a Soap message with the registration ID. 2. The Utah GovPay Web service returns the results of the transaction. Terminology Registration ID The unique identifier used; generated by WPS. The calling application should pass this to WPS when the user is handed off. Calling Application This is the outside application built by the agency. Web Service A piece of software that can be accessed over the Internet by another application using XML to send or retrieve information. Web Application A Web application uses a Web site as a front end to interact with users across the Internet. 69 Sep 30, :30:20 AM MDT p. 165

166 Features Current features of the WPS Web service are: Register Transaction Details Retrieve Payment Processing Result in XML for a Single Transaction Retrieve Payment Processing Result in Text for a Single Transaction Additional detail on the Utah GovPay Web service is available in Utah GovPay: The Official Payment Solution for Utah Government, which is available upon request. 70 Sep 30, :30:20 AM MDT p. 166

167 Solicitation #JG9900 Amendment 3-1: September 11, 2008 Deletions are indicated by a double strike through and additions are underlined. The first page number is the revised RFP page number. Additional documents referenced in the Question and Answer responses released on September 10, 2008 are attached to this Amendment. Section 3.4 Availability Page 14 (M) The vendor must propose a portal management and development solution that will deliver availability of % or greater, including scheduled downtime required for maintenance and upgrades as defined in the Guaranteed Uptime definition in Section 1.6. Measurement shall be reported on a monthly basis with a cumulative year to date. 4.0 RESPONSIBILITIES AND SCOPE OF WORK Page (MR) The contractor shall take commercially reasonable steps to provide security measures to protect information belonging to the Portal and the Agency Partners from unauthorized access, modification, or deletion by: The contractor shall provide security measures to protect information belonging to the Portal and the Agency Partners from unauthorized access, modification, or deletion by: a) taking commercially reasonable steps to maintain documentation to describe the contractor's approach to security as encompassed in this section; maintaining documentation to describe the contractor s approach to security as encompassed in this section; b) taking commercially reasonable steps to provide providing the ability to execute secure, authenticated, two-way transactions; c) taking commercially reasonable steps to implement implementing date-time stamping and an audit trail for identifying all network security breaches and attempted breaches (this requirement can be met in cooperation with existing State logging and audit services); d) taking commercially reasonable steps to prohibit prohibiting users from accessing data or computer facilities, unless such access was expressly approved by the participating Agency Partner, DTS, and the contractor; 1 Sep 30, :30:20 AM MDT p. 167

168 e) taking commercially reasonable steps to maintain maintaining and ensure ensuring data integrity and users confidentiality and privacy; f) taking commercially reasonable steps to secure securing and protect protecting confidential information, both business and personal; g) taking commercially reasonable steps to address addressing issues such as misuse or fraud, including resolution options; h) taking commercially reasonable steps to accommodate accommodating scheduled and unscheduled inspections by State and county personnel or designees, including law enforcement personnel, for risk assessment of network security; i) taking commercially reasonable steps to ensure ensuring implementation and maintenance of standard security guidelines, protocols, and procedures; j) taking commercially reasonable steps to report reporting any compromises of network security, such as intrusions, denial of service, spoofing, etc.; k) taking commercially reasonable steps to maintain maintaining logs of security items, including, but not limited to users and dates involving criminal and/or non-criminal activities; l) taking commercially reasonable steps to ensure ensuring transaction validation and security (The contractor shall provide and document methodology, which will include items such as personnel, hardware, software, and procedures.); m) taking commercially reasonable steps to ensure ensuring compliance with the requirements above, the contractor shall sponsor a mandatory annual security audit by an external organization to be approved by the DTS (The audit fees shall be paid by the contractor.); n) taking commercially reasonable steps to protect protecting against identity theft and abide by all State and federal laws regarding identify theft; o) comply with Payment Card Industry (PCI) Compliance, at the appropriate Level, as defined by either the PCI or the PCI Security 2 Sep 30, :30:20 AM MDT p. 168

169 Standards Council (based on the transaction volume processed by the portal over a 12-month period) complying with the Payment Card Industry (PCI) Compliance, at Level 1; p) comply complying with the Payment Card Industry (PCI) Data Security Standard (DSS) requirements; and, q) take commercially reasonable steps to provide providing a branded security presence for Utah.gov users that will reassure users that they are secure in conducting transactions using Utah.gov Web sites. Page 25 Page (M) The contractor shall deposit, on a quarterly basis, the most recent version of all Portal applicable source code and documentation in escrow or in a secure safe deposit lock box with a Utah-based neutral third party (the Escrow Agent ) to be mutually agreed upon by the contractor and DTS. Over the term of the contract, the contractor will have the authority to remove superseded source code and documentation. The source code and documentation shall be delivered to DTS by the Escrow Agent in the event: a) the contractor is declared insolvent through bankruptcy proceedings; b) the contract is terminated as a result of a material breach by contractor that is not cured, according to the contract terms the contractor is unable to perform its obligations to the Agency Partners under the contract; c) the contractor and DTS agree to discontinue the contract; or, d) as otherwise provided in its agreement with the Escrow Agent (M) The contractor shall report activities to DTS as follows: a) Within 90 days after the close of the contractor s fiscal year, the contractor shall submit to the State an annual financial report and audit. These reports must be certified by an independent certified public accountant (selected by the contractor) who may be the accountant or a member of the firm of accountants who regularly audit the books and accounts of the contractor. The submitted audit information must include, but is not limited to, the audited financial statements, auditor opinions, reports on internal control, findings and recommendations, and management letters. In addition, the contractor is subject to any further audit and review determined 3 Sep 30, :30:20 AM MDT p. 169

170 necessary by the State after furnishing reasonable notice to the contractor. The contractor, in cooperation with DTS and Agency Partners, may negotiate the frequency of any other audits or reviews that the State determines necessary. 4 Sep 30, :30:20 AM MDT p. 170

171 Service Transactions Report produced for Utah Interactive, LLC on 09/08/ :18:07 PM Service Gross Agency Utah Interactive ABR renewals by Subscriber Variable Variable $1.50 Annual Business Online Renewal $1.50 $1.50 Annual Parks Pass $1.50 $1.50 Batch Billing $9.00 $6.00 $3.00 Business Entity Image $2.00 $2.00 Business Entity List - Full Download.01 per record.01 per record Business Entity Lists per record per record Business Entity Search - Principals $1.00 $1.00 Business Entity Search COE $12.00 $10.50 $1.50 Business Reg Info Change Sub $12.00 $10.50 $1.50 Business Reg. Info. Change $1.50 $1.50 DOPL Renewal CC $1.50 $1.50 Driver License Verification $1.50 $0.75 $0.75 Express Lane Transactions $1.00 $1.00 MVED Purchasing Application $0.50 $0.50 MVR Citation Monitoring $0.12 $0.06 $0.06 MVR Citation Sent $9.00 $6.00 $3.00 MVR Interactive $9.00 $6.00 $3.00 MVR Point to Point $9.00 $6.00 $3.00 Notice of Commencement - Online $7.50 $7.50 Notice of Completion - Online $7.50 $7.50 Notice of Completion Submission $15.00 $15.00 On The Spot Banner Large $70.00 $70.00 On The Spot Banner Small $35.00 $35.00 Payment Express Transaction $0.75 $0.75 Personalize Plate Bad Plate File $50.00 $50.00 Preliminary Notice Online $1.00 $1.00 Professional License Verification $5.00 $5.00 Professional Licensee List Per record Per record Public Search Online $1.00 $1.00 Real Estate Lic Mgmt Sys $1.50 $1.50 Real Estate List Per record Per record Real Estate Renewal $1.50 $1.50 Receipt Retrieval On > 2 yrs $1.00 $1.00 Registerd Principal Search $3.00 $3.00 Renewal Express $1.00 $1.00 Requested Notification Online $1.00 $1.00 State Const Registry Amendments $7.50 $7.50 Tax Express $0.75 $0.75 Titles and Liens $2.00 $1.00 $1.00 UCC Certified Search $12.00 $4.00 $8.00 UCC Certified Search Credit Card $8.00 $8.00 UCC Continuation Credit Card $2.00 $2.00 UCC Continuation Filing $12.00 $10.00 $2.00 UCC Filing $12.00 $10.00 $2.00 UCC Filing Credit Card $2.00 $2.00 UCC Full Download $1, $1, UCC Images $2.00 $2.00 UDAF Lic Renewals $2.50 $2.50 Sep 30, :30:20 AM MDT p. 171

172 UHP Safety Inspection Program $2.00 $1.86 $0.14 UHP Safty Insp. Heavy Trucks $0.14 $0.14 Vital Records Payment System $0.50 $0.50 Sep 30, :30:20 AM MDT p. 172

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