Request for Proposal #12PSX0392

Transcription

1 Request for Proposal #12PSX0392 Department of Administrative Services AFAO: : Daniel Melesko Date Issued: December 21, 2012 Due Date: March 8, 2013 RFP template Last Saved 12/21/12 Page 1 of 12

2 TABLE OF CONTENTS OVERVIEW 3 SCOPE OF SERVICES 4 PRODUCT AND/OR SERVICE SPECIFICATIONS 4 INSTRUCTIONS TO PROPOSERS 5 PROPOSAL REQUIREMENTS 7 SELECTION CRITERIA 9 SUBMITTAL REQUIREMENTS 10 INDEX OF ABBREVIATIONS 12 ATTACHMENT 1 - CONTRACT 12 RFP template Last Saved 12/21/12 Page 2 of 12

3 Request for Proposals Overview DAS (DAS) is issuing this Request for Proposals (RFP) on behalf of the Connecticut Department of Motor Vehicles (DMV), for the Secure Driver License and Identification Card Issuance Solution ( DL/ID Solution or Solution ). The resulting master agreement will be for a period of eight (8) years, with options to extend, at the discretion of the State for a period of up to the full original contract term or parts thereof. This RFP will competitively procure the Solution, and related components, for DMV. The Solution shall be a turn-key system and will replace DMV s existing, stand-alone and non-integrated DL/ID issuance and driver testing systems with a state of the art and integrated information system. This Solution is critical for DMV to meet its public mission in providing safety, security, and satisfaction to the citizens of Connecticut. The State seeks qualified proposers that will apply their experience to provide DMV with a complete, statewide system implementation to go live on January 1, Based upon each proposer s experience in the field, its assessment of the State s needs, and the structure and content of its Proposal, the State will evaluate each qualifying proposal, select a proposer and seek to negotiate and execute a contract. Current State Overview DMV is a fully compliant Real ID State and currently issues over the counter. The system uses a self-serve photo image kiosk to satisfy the Real ID photo up front requirement. The card design is based on PVC/PET composite with applied laminate, printed on site using DataCard printers. See Current Workflow Attachment for more details. DMV s current DL/ID credential issuance Contractor interacts with DMV s mainframe system. Future State Overview DMV is in the process of modernizing its information system platform through the Connecticut Integrated Vehicle and License System ( CIVLS ) project to a.net client server based environment. Please refer to CIVLS Technical Description Attachment for a detailed technical description of the CIVLS environment. DMV is unable to state with certainty whether the CIVLS system described above will have been successfully launched by the installation date under this RFP. Each proposer shall assume in their proposal that the Solution will interface with the existing DMV system and/or the CIVLS.Net client server based system. RFP template Last Saved 12/21/12 Page 3 of 12

4 Scope of Services Contract currently in place expires on 12/31/14. It is the intention of the State to make an award to one Proposer. Further details for each requirement can be found in the Solution Requirements document (Attachment 2). Product and/or Service Specifications The Solution shall be in compliance with the provisions of this RFP, contract, federal, and state laws and regulations and be capable of: Producing and delivering DMV driver licenses and identification cards from a central secured location. The proposer shall be responsible for the Solution s production facility, integration with DMV s information systems, and services for the DL/ID card production and the subsequent card delivery process. Ensuring that DMV systems are operational during DMV and American Automobile Association ( AAA ) business hours and continue to process new applications, renewals, modifications, and duplicates for DL/IDs from its statewide network, including any authorized third party agent, e.g., AAA, and any self-service information systems (e.g., kiosk, internet, Interactive Voice Recognition- IVR) as determined by DMV. Interfacing with either the current mainframe environment and/or the DMV s modernized.net environment, (CIVLS) when that system s licensing release is in production. Working with the modernization contractor (currently 3M) and facilitating any conversion to the DMV modernized.net environment (CIVLS). Maintaining DL/ID production consistently throughout any such conversion. Providing timely, reliable service and accurate information to DMV and its customers on a real-time basis. Replacing the DMV s current DL/ID credential with a secured and tamperproof DL/ID credential that meets the requirements of this RFP, the subsequent contract, and any applicable State or federal laws and/or regulations. Providing a user friendly Solution that promotes efficiencies in processing and that enhances DMV s customer service efforts. Implementing all IT systems in accordance with standards set forth by the Bureau of Enterprise Systems and Technology (BEST) or its successor agency, and/or as defined and approved by DMV. RFP template Last Saved 12/21/12 Page 4 of 12

5 Providing continuous and efficient program management and maintenance and support of the Solution to ensure peak operations throughout the duration of the contract and any contract extensions. Providing all necessary Solution-related training in compliance with the provisions of this RFP and the subsequent contract. Providing any optional items at the quoted price in the event DMV elects to purchase any of those items. All mandatory RFP components, and any optional components chosen by the State, must be integrated, in a real-time manner, into the proposer s Solution and DMV s information system. The proposer s Solution, and associated cost information, must include all hardware, software, maintenance and consumable supplies necessary for proper operation. Further details for requirements can be found in the Solution Requirements (Attachment II). Instructions to Proposers I. Proposal Schedule RELEASE OF RFP: Date: December 21, 2012 RECEIPT OF QUESTIONS: Date: January 11, 2013 ANSWERS TO QUESTIONS POSTED AS ADDENDUM: Date: January 25, 2013 PROPOSALS DUE: Date: March 8, 2013 During the period from your organization s receipt of this Request for Proposals, and until a contract is awarded, your organization shall not contact any employee of the State of Connecticut, outside any normal course of business, for additional information, except in writing, directed to the Department of Administrative Services, Attn.: Daniel Melesko, Procurement Services, 165 Capitol Avenue, 5th Floor South, Hartford, CT Please note that RFPs are not a publicly opened and are not available for viewing until after the Contract has been awarded. II. Questions Questions for the purpose of clarifying the RFP must be submitted in writing and must be received in Procurement Services no later than noon on January 11, 2013, in the State of Connecticut. Questions must be delivered to: Department of Administrative Services Attn.: Daniel Melesko (RFP 12PSX0392) RFP template Last Saved 12/21/12 Page 5 of 12

6 165 Capitol Avenue, 5 th Floor South Hartford, CT or ed to address: Daniel.melesko@ct.gov III. Solicitation Submission Solicitations shall be submitted online by the Proposal due date and time only. Proposers must upload their solicitation submission to their BizNet Account. Any material that is not submitted online with your company s solicitation submission shall not be accepted under any circumstances. No documentation shall be submitted by hard copy, fax or . The State reserves the right to cancel this solicitation at any time prior to execution of the Contract by all parties and without any liability against the State. IV. Optional Site Visits The State may schedule site visits to one or more of vendor-deployed Solution locations which are representative of the Solution requested under this RFP, in order to assess the validity of claims, observe actual installed and integrated systems, or for any other matter that will support the State in its effort to determine the most qualified vendor. The State will pay for any travel expenses that state employees may incur. V. System Demonstration and Interviews Based on the evaluation of the proposals, the State reserves the right to request Proposers to provide a demonstration of their Solution and be interviewed. Proposer interviews and System demonstrations will be held at the Connecticut Department of Motor Vehicle Headquarters. If selected for an interview, Proposers will be notified with the date, time, and location of the interviews at least ten (10) days prior. The State will also provide a consistent set of questions to respond to during the interviews and a list of software functionality to be demonstrated. Each selected Proposer will be allocated the same amount of time to demonstrate their proposed system solution. Upon receipt of interview information, Proposers should contact Aimee Cunningham at aimee.cunningham@ct.gov to indicate attendance and size of team attending the interview. RFP template Last Saved 12/21/12 Page 6 of 12

7 Proposal Requirements I. Proposer Minimum Qualifications The proposer shall have had experience in the production and delivery of secure cards in at least two programs for the same/similar services as required in this RFP. These cards may be driver s licenses, state ID cards, federal ID cards, financial cards or similar secure cards. The proposer shall have demonstrated three (3) years experience in the production of an annual volume at a minimum of 1.0 million cards per year, per program. The proposer shall describe its capability to offer the long-term commitment and the financial resources necessary to undertake the services required by this RFP. The proposer shall describe previous or current engagements (of a similar size, nature, and complexity as defined by the RFP requirements) that it has performed within the last three (3) years that demonstrate its capability to perform the service required in this RFP. The proposer shall include the following: Contract duration, including dates. Geographic area served and size of system installation. Type of cards produced and if DL/IDs, whether there are any known counterfeits. Brief written description of the solution provided and the methodology employed. References from each previous/current engagement that can be contacted for verification of all data submitted (include name, title, company name, address, and telephone number). Volume of enrollment and secure card production services operations on a yearly basis. Name, address, and number of sub-contractors used, if any. Where it is stated that a proposer shall meet certain requirements, it is understood that the requirement applies to the proposer, its sub-contractors and any other third-party which the proposer or its sub-contractors intend to use in the performance of task. The proposer shall provide proof of current certifications from external, internationally recognized standards organizations pertaining to secure centralize card production. II. III. Contract Period The State intends that this contract shall be in effect for a period of eight years with extension options, at the sole discretion of the State, for up to the full original contract term or parts thereof. Any change in price beyond the eight years would be subject to negotiation. Pre-Meeting Requirements No pre-proposal meeting will be held. Proposer questions may be proposed in writing as identified in this RFP Document. RFP template Last Saved 12/21/12 Page 7 of 12

8 IV. Performance Bond A performance bond of $1,800,000 will be required at the time of contract award. Proposers shall demonstrate their ability to obtain such performance bond in their proposals. V. Stability of Proposed Prices Any price offerings from Proposers must be valid for a period of 365 days from the due date of the proposals. VI. VII. VIII. IX. Amendment or Cancellation of the RFP DAS reserves the right to cancel, amend, modify or otherwise change this RFP at any time if it deems it to be in the best interest of the State to do so. Proposal Modifications No additions or changes to any proposal will be allowed after the proposal due date, unless such modification is specifically requested by DAS. DAS, at its option, may seek proposer retraction and/or clarification of any discrepancy or contradiction found during its review of proposals. Proposer Presentation of Supporting Evidence Proposers must be prepared to provide any evidence of experience, performance, ability, and/or financial surety that DAS deems to be necessary or appropriate to fully establish the performance capabilities represented in their proposals. Proposer Demonstration of Proposed Services and or Products At the discretion of DAS, proposers must be able to confirm their ability to provide all proposed services. Any required confirmation must be provided at a site approved by DAS and without cost to the State. X. Erroneous Awards DAS reserves the right to correct inaccurate awards. This may include, in extreme circumstances, revoking the awarding of a contract already made to a proposer and subsequently awarding the contract to another proposer. Such action on the part of DAS shall not constitute a breach of contract on the part of DAS since the contract with the initial proposer is deemed to be void and of no effect as if no contract ever existed between DAS and such proposer. XI. XII. XIII. XIV. Proposal Expenses Proposers are responsible for all costs and expenses incurred in the preparation of proposals and for any subsequent work on the proposal that is required by DAS. Ownership of Proposals All proposals shall become the sole property of the State and will not be returned. Ownership of Subsequent Products Any product, whether acceptable or unacceptable, developed under a contract awarded as a result of this RFP shall be the sole property of the State unless otherwise stated in the contract. Oral Agreement or Arrangements Any alleged oral agreements or arrangements made by proposers with any State agency or employee will be disregarded in any State proposal evaluation or associated award. RFP template Last Saved 12/21/12 Page 8 of 12

9 XV. XVI. Subcontractors DAS must approve any and all subcontractors utilized by the successful proposer prior to any such subcontractor commencing any work. Proposers acknowledge by the act of submitting a proposal that any work provided under the contract is work conducted on behalf of the State and that the Commissioner of DAS or his/her designee may communicate directly with any subcontractor as the State deems to be necessary or appropriate. It is also understood that the successful proposer shall be responsible for all payment of fees charged by the subcontractor(s). A performance evaluation of any subcontractor shall be provided promptly by the successful proposer to DAS upon request. The successful proposer must provide the majority of services described in the specifications. The proposer shall be the sole point of contact and shall be responsible for the performance of all services under the Contract. The proposer shall not subcontract any work under the Contract to any other firm except as may be identified in its Proposal and permitted under the Contract. The proposer shall be entirely responsible for all actions and work performed by its Subcontractors. All terms, conditions, and requirements of the Contract will apply without qualification to any services and work performed by any Subcontractor of the proposer. Personnel Authorized to Work The proposer shall certify that any personnel working in the United States are legally present. The proposer will ensure all personnel assigned to work on this project are in compliance with the Real ID Act, its regulations, and all federal and state laws and guidelines. The proposer shall ensure that access to PII is limited to personnel so authorized. Selection Criteria A selection committee will review and score all proposals. The following information, in addition to the terms and conditions identified throughout this RFP Document and response to Exhibit 1, Solutions Requirements will be considered as part of the Selection process and are listed in order of relative importance. Functional requirements: The proposer s narrative response to the Solution s Requirements (Attachment) Approach and Project Plan, as described in proposer s RFP response Proposer experience, qualifications and references Proposer Financial Resources as it relates to ability to fulfill RFP requirements for the term of the contract/cost Proposal Proposers shall submit Cost Proposals (Attachment 3) separate from their Solution Requirements (Attachment 2). No pricing information should be included as part of the Business and Technical Proposal. Proposers shall utilize the editable price proposal template provided to them. Proposers shall provide complete cost information for all RFP template Last Saved 12/21/12 Page 9 of 12

10 requested items.. Proposers shall add detailed notes describing all price assumptions for materials, labor, and specialized equipment rentals. Incomplete or unclear price information will be reflected in the evaluation of the proposal. Additional pricing information, such as pricing for unsolicited value-added options and information on unit economies of scale, can be included as an appendix to the price proposal submission. Submittal Requirements When constructing the Proposal, please be sure to take into consideration all requirements stated within this RFP, including all attachments. All Proposal text must be specifically referenced to the RFP section and/or Attachment to which a given part of the Proposal applies and presented in the same order provided within the RFP. Please structure the Proposal in two parts as follows. Part 1 of the Proposal is the business and technical proposal. Part 2 of the Proposal is cost information. Each part is detailed in the following paragraphs. Part 1: Business and Technical Proposal A) Executive Summary Provide an Executive Summary of the most salient aspects of the Proposal in terms of satisfying the requirements of this RFP. The Executive Summary must provide a high-level overview of the Proposal in such a way as to demonstrate a broad understanding of not only the State s needs and objectives, but of all the RFP requirements. Proposers must summarize their understanding of the goals stated in the RFP, the intended results of the Project, the scope of work and, any issues related to this Project which proposers believe need to be addressed. Additionally, proposers must discuss in detail, any assumptions they have made which in any way require or include the leveraging of any State resources. The Executive Summary shall not mention the dollar amount proposed for the Project. B) Approach and Plan The Contractor shall provide in its proposal a high level description of its approach to implementing the Solution for DMV. The proposer shall include in its proposal, at a minimum, the following project management-related plans and Solution activities: A Project Plan describing all activities needed for the successful implementation of the Solution, including all deliverables, tasks, milestones and dates. A breakdown of proposer staff and State staff needed throughout the Project by milestone and by position type. A summary of the System Test Plan adequate to ensure errors are identified and corrected prior to user acceptance testing, including quality assurance, RFP template Last Saved 12/21/12 Page 10 of 12

11 iterative testing and other methods to ensure a seamless transition from the existing DMV DL/ID issuance system. The proposer shall electronically maintain the Project documentation at all times, updating it as necessary and making it accessible by all authorized State project staff. C) Background and Experience Organizational Structure: Provide an organization chart including chain of authority from the Chief Executive to the Project Manager directly responsible for this Project. Describe in detail, the roles and responsibilities of the proposer, proposer parties, and each of the partners or subcontractors in any of the current or planned business or other contractual obligations. Financial Capability: Provide audited financial statements, annual reports, and 10-K reports, for the three (3) most recent years. Provide most recent and comprehensive business/credit report available from Dun and Bradstreet and two (2) other credit reporting agencies. Specify total annual revenue for the prior three (3) years, number of employees, products and services, affiliated companies, and other descriptive information. Describe the proposer s and the applicable proposer parties internal audit standards and compliance record with applicable governmental regulations. Include a brief description of any deficiencies noted in the three (3) most recent audits, the steps taken to remedy these deficiencies, and the name of the outside firm conducting these audits. Experience and Ability: Provide a detailed statement describing the proposer s past experience in the delivery, implementation, maintenance and support of a Solution as described in this RFP. Describe in detail, any partners or Subcontractors, all qualifications and capabilities to provide the services necessary to meet the requirements as set forth in this RFP Explain how the proposer will ensure that personnel performing the work for the State are legally authorized to work in compliance with the RFP, subject to background checks pursuant to Real ID, and are qualified, trained, and proficient. Legal Issues History: Provide information covering the last five (5) years immediately preceding the submission of the Proposal, of any litigation or governmental or regulatory action pending or threatened against the proposer or any of its proposer Parties, partners or Subcontractors that might have a bearing on the ability of the proposer, proposer Parties, partners or Subcontractors to provide services to any State (e.g., litigation with any state; or litigation between the RFP template Last Saved 12/21/12 Page 11 of 12

12 aforementioned organizations and any third party provider of required services to the State). Provide information concerning whether the proposer, any partner or Subcontractor been principally involved in any legal or administrative actions directly with any State or other proposer customer? If so, please explain. References: The references attached to the Notice of Intent to Propose shall also be attached to the Proposal. D) Response to the Solution s Requirements (Attachment II) Proposer s approach to meeting the DMV needs as outlined in Solution Requirements Attachment II. Part 2: Cost Proposal (Attachment III) Provide a Cost Proposal for the contract term and the cost for maintenance and support. The cost Proposal shall be uploaded separately and marked Cost Proposal. There shall be no reference to or discussion of costs in any part of the Proposal other than in the Cost Proposal. Index of Abbreviations Abbreviations: DAS DMV RFP Department of Administrative Services Department of Motor Vehicles Request for Proposal Glossary: See Attachment 12 ATTACHMENT 1 - CONTRACT This RFP is not a contract and, alone, shall not be interpreted as such. Rather, this RFP only serves as the instrument through which proposals are solicited. The state will pursue negotiations with the highest scoring proposal. If, for some reason, DAS and the initial vendor fail to reach consensus on the issues relative to a contract, then DAS may commence contract negotiations with other vendors. DAS may decide at any time to start the RFP process again. Thereafter, vendors will be required to sign a formal contract as identified in Contract. The contract may include a liquidated damages clause at the discretion of the State. RFP template Last Saved 12/21/12 Page 12 of 12