Washington State Department of Early Learning Attendance & Billing for Child Care Subsidy AP Project
RFP No. 14-114
Request for Proposals (RFP) STATE OF WASHINGTON DEPARTMENT OF EARLY LEARNING (DEL)
Attendance and Payment (AP) Component of the Attendance and Billing for Child Care Subsidy System (ABCS) RFP No. 14-114 RFP Release date: November 20, 2014 Responses due: January 20, 2015 by 5:00PM Pacific Time (PT) in Olympia, WA RFP Coordinator: Patty Henson Department of Early Learning Phone: 360-407-1978 Email:
[email protected]
This procurement is open to those Proposers that satisfy the minimum mandatory requirements stated herein and that are available and licensed to work in Washington State.
Washington State Department of Early Learning (DEL) Attendance & Billing for Child Care Subsidy (ABCS) AP Project RFP No. 14-114
SOLICITATION SUMMARY Table of Contents 1.
2.
OVERVIEW ......................................................................................................................... 6 1.1
Purpose of this RFP ................................................................................................ 6
1.2
DEL Background..................................................................................................... 6
1.3
Funding................................................................................................................... 7
1.4
Measurable Project Objectives ............................................................................... 7
1.5
ABCS AP Project .................................................................................................... 8
SUBMITTAL INFORMATION............................................................................................ 13 2.1
Response Deadline .............................................................................................. 13
2.3
Proposers’ Conference ......................................................................................... 13
2.4
Letter of Intent....................................................................................................... 14
2.5
Submittal Requirements ........................................................................................ 14
2.6
Period of Performance .......................................................................................... 15
2.7
Americans with Disabilities Act (ADA) ................................................................... 15
2.8
DEL Not Liable for Costs ...................................................................................... 15
2.9
Proprietary Information/Public Disclosure ............................................................. 15
2.10
Complaint and Response Period........................................................................... 16
2.11
Revisions to the RFP ............................................................................................ 16
2.12
Minority and Women-Owned Business Participation ............................................. 16
2.13
Small Business Participation ................................................................................. 17
2.14
Acceptance Period ................................................................................................ 17
2.15
Responsiveness ................................................................................................... 17
2.16
Most Favorable Terms .......................................................................................... 17
2.17
Agreement and General Terms and Conditions .................................................... 17
2.18
No Obligation to Contract ...................................................................................... 18
2.19
Rejection of Proposals .......................................................................................... 18
2.20
Commitment of Funds........................................................................................... 18
2.21
Insurance Coverage ............................................................................................. 18
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Washington State Department of Early Learning (DEL) Attendance & Billing for Child Care Subsidy (ABCS) AP Project RFP No. 14-114
3.
4.
5.
PROPOSAL CONTENT .................................................................................................... 19 3.1 Requirement Types .............................................................................................. 19 3.2
Requirements Categories ..................................................................................... 21
3.3
Letter of Submittal (Mandatory) ............................................................................. 21
3.4
Response Forms .................................................................................................. 21
PROPOSAL EVALUATION .............................................................................................. 24 4.1
Evaluation Process ............................................................................................... 24
4.2
Minimum Mandatory Requirements Evaluation ..................................................... 26
4.3
Proposal Review and Scoring ............................................................................... 26
4.4
Calculating Standard Normalized Scores .............................................................. 28
4.5
Cost Proposal Evaluation ...................................................................................... 29
4.6
Oral Presentations ................................................................................................ 29
4.7
Scripted Demonstrations....................................................................................... 30
4.8
Reference Checks ................................................................................................ 31
4.9
Stage Four ............................................................................................................ 31
4.10
Final Negotiations ................................................................................................. 33
4.11
Written and Oral Communication with Proposers .................................................. 33
4.12
Best and Final Offers (BAFO) ............................................................................... 34
4.13
Requests for Additional Information ...................................................................... 34
4.14
Final Determination ............................................................................................... 35
4.15
Apparently Successful Vendor (ASV).................................................................... 35
4.16
Notification to Proposers ....................................................................................... 35
4.17
Debriefing of Unsuccessful Proposers .................................................................. 35
4.18
Protest Procedure ................................................................................................. 36
4.19
Protest Bond ......................................................................................................... 37
RFP ATTACHMENTS ....................................................................................................... 38
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Washington State Department of Early Learning (DEL) Attendance & Billing for Child Care Subsidy (ABCS) AP Project RFP No. 14-114
RESPONSE TIMETABLE Activity
Due Date
Due Time
All deadlines are Pacific Time (PT), in Olympia, Washington local time. Request for Proposal (RFP) issued
November 21, 2014
Deadline for registration for the Proposer conference
December 3, 2014
5:00PM PT
Deadline for pre-submitting questions or clarifications to be addressed at the Proposer conference
December 4, 2014
5:00PM PT
Washington State Department of Early Learning (DEL) holds Proposer conference
December 8, 2014
TBD
DEL receives Letters Of Intent (LOI) from Proposers
December 9, 2014
5:00PM PT
Proposer questions due
December 18, 2014
5:00PM PT
DEL response to Proposer questions due
December 23, 2014
Proposer complaints due. See Section 2.10 for more details on Proposer complaints.
January 9, 2015
DEL response to complaints issued
January 16, 2015
RFP Proposer responses due
January 20, 2015
Evaluate written Proposals
January 21-30, 2015
Orals, demos, reference checks, possible site visits
February, 2015
Preliminary negotiations
February-March, 2015
Implementation Planning Sessions (IPS) workshops
March, 2015
Announce Apparently Successful Vendor (ASV)
April 1, 2015
Requests for Proposer debriefing
Third business day following the receipt of the notification of unsuccessful bid letter.
Protests due
Five business days following the debriefing conference.
Estimated agreement execution
April 14, 2015
5:00PM PT
5:00PM PT
5:00PM PT
Table 1: Response Timetable
DEL reserves the right to revise the above schedule.
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Washington State Department of Early Learning (DEL) Attendance & Billing for Child Care Subsidy (ABCS) AP Project RFP No. 14-114
DEFINITIONS Definitions for the purposes of this RFP are included in Attachment 1, Glossary and Definitions.
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Washington State Department of Early Learning (DEL) Attendance & Billing for Child Care Subsidy (ABCS) AP Project RFP No. 14-114
1.
OVERVIEW
1.1
Purpose of this RFP
The Washington State Department of Early Learning (DEL) wishes to solicit Proposals from firms interested in providing and implementing a Software-as-a-Service (SaaS)-delivered Attendance and Payment (AP) system supporting its Child Care Subsidy program, including all associated services, software and equipment to acquire, install, configure, test, maintain and provide training for any associated Authentication Devices (e.g., PCs, tablets, card readers, other devices) located at Provider care locations (collectively, the System). The goal of the Project is to develop an improved system for carrying out the child care subsidy model. The AP system is one component of the Attendance and Billing for Child Care Subsidy Project (ABCS). The other component is the Authorization Interface, or AI. Driven by the legislative requirement to implement an electronic attendance record tracking system, the ABCS Project will replace legacy systems and streamline the entire process of applying for a child care subsidy, determining eligibility, authorizing payment, determining appropriate payment based on attendance, and calculating subsidy payments to child care Providers. This RFP permits each Proposer to suggest its approach to meet DEL's requirements for an AP system at a fixed price. 1.2
DEL Background
DEL works to help children in Washington prepare for success in school and life. The following are its vision, mission, motto, strategic goals and business functions: VISION: The state offers world-class, developmentally and culturally appropriate early learning opportunities for all of Washington's youngest learners, so each child enters kindergarten with a solid foundation for success in school and life. MISSION: DEL develops, implements, and coordinates system oversight to early learning policy and programs that create safe, healthy, nurturing learning experiences for all Washington children. MOTTO: Kid’s potential, our purpose! STRATEGIC GOALS: Provide high-quality, safe, and healthy early care and education opportunities for all children. Partner with and inform parents, families and communities about early learning. Support early learning professionals with professional development and technical assistance. Promote excellence and hold the system accountable for results.
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Washington State Department of Early Learning (DEL) Attendance & Billing for Child Care Subsidy (ABCS) AP Project RFP No. 14-114
BUSINESS FUNCTIONS: 1.3
Licensing and monitoring child care settings. Overseeing the Early Childhood Education and Assistance Program (ECEAP). Setting policy as the lead Agency for child care subsidy programs. Coordinating early intervention services through the Early Support for Infants and Toddlers (ESIT) program. Helping ensure a child’s smooth transition into Kindergarten through Washington Kindergarten Inventory of Developing Skills (WaKIDS). Boosting the quality of early learning programs around the state. Overseeing professional development of child care Providers. Funding
Any Agreement awarded as a result of this procurement is contingent upon the availability of funding. In the event that the Agreement resulting from this bid includes federal funds, the Contractor upon entering into an agreement may be required to have a Data Universal Number System (DUNS) number. Information on how to obtain a DUNS number can be found at http://www.whitehouse.gov/sites/default/files/omb/grants/duns_num_guide.pdf. CERTIFICATION REGARDING DEBARMENT, SUSPENSION AND INELIGIBILITY: If federal funds are the basis for this Agreement, the Contractor certifies that neither it nor its principals are debarred, suspended, proposed for debarment, or voluntarily excluded from participation in transactions by any federal department or agency. The Contractor further certifies that it will ensure that potential Subcontractors or any of their principals are not debarred, suspended, proposed for debarment, or voluntarily excluded from participation in “covered transactions” by any federal department or agency. “Covered transactions” include procurement contracts for goods or services awarded under a non-procurement transaction (e.g. grant or cooperative agreement) that are expected to equal or exceed $25,000, and subawards to Subcontractors for any amount. The Contractor may do so by obtaining a certification statement from the potential Subcontractor or by checking the “List of Parties Excluded from Federal Procurement and Non-Procurement Programs” provided online by the General Services Administration. 1.4
Measurable Project Objectives
Once implemented, the AP system will increase the accuracy of subsidy payments, decrease the number of overpayments, make auditing methods more efficient, and improve lines of communication between Consumers, Providers, and DEL.
The accuracy of a child’s reported attendance is increased by having 100% of children in subsidized child care electronically logged as present at the child care Provider by the parent or guardian. The accuracy of payments to a child care Provider is increased as measured by an 80% reduction in payment recovery efforts by the state.
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Washington State Department of Early Learning (DEL) Attendance & Billing for Child Care Subsidy (ABCS) AP Project RFP No. 14-114
1.5
ABCS AP Project
1.5.1
Background
Washington State’s current system for tracking attendance for children in subsidized child care is manual and non-standardized. Parents manually sign-in and out their subsidized children on a paper attendance record or a Provider’s private electronic attendance tracking system. This system is vulnerable to errors by both parents and child care Providers. These attendance records are the basis for paying the child care provided even though there is no current way to ensure the accuracy of this record. Payment is made after the Department of Social and Health Services (DSHS) sends a Provider an invoice to complete and bill for subsidized child care. The Provider manually calculates the billing amount and submits it to DSHS for payment. 1.5.2
Overview of Scope
AP is one of two components of the Attendance and Billing for Child Care Subsidy Project (ABCS). The second component, the Authorization Interface (AI) will replace the system which authorizes child care subsidy benefits for qualified Consumers in Washington State as well as the child care Providers to serve their children. The proposed solution is an AP system which will support creating and maintaining Provider accounts, capturing and reporting child care attendance, and processing, calculating, tracking and reporting subsidy payments to authorized Providers. The AP system will replace the current manual, paper based system with an automated approach that accurately tracks the time a child in subsidized child care is signed in or out. It would also automatically collate the necessary information and calculate the appropriate payment for billing without DSHS creating an invoice and sending it to a Provider. See Attachment 11, ABCS Future State System Topography. The Legislature has funded DEL to build this system based on stakeholders’ input and on DEL’s research on similar systems in place in other states. An IT Investment Plan for the Project has been approved by the Washington State Office of the Chief Information Officer (OCIO). It has been categorized as a Level 3 project, requiring external Quality Assurance oversight. In scope. The scope of the AP Project includes the following:
Provide an attendance capture SaaS solution, supporting Washington State’s strategic direction to use SaaS when replacing existing legacy systems. This includes, if applicable, leasing and installing Authentication Devices. Integration with AI and the other planned interfaces listed in Section 1.5.5, Planned Interfaces, which are related to tracking attendance and making payments to child care Providers.
Out of scope. Building the AI component is not in scope for the AP Project. DEL has contracted with a vendor to build AI by upgrading the Early Learning Management System (ELMS) at DEL. Discovery was recently completed and software development has begun.
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Washington State Department of Early Learning (DEL) Attendance & Billing for Child Care Subsidy (ABCS) AP Project RFP No. 14-114
1.5.3
Metrics—Provider and Payment Volumes
The total number of children in licensed child care (centers and licensed family homes) and license exempt Providers in Washington State is approximately 136,500 annually. This includes approximately 47,000 Consumers receiving subsidized child care (2014) and private-pay Consumers, estimated at approximately 81,000. Subsidized child care payment volume is approximately $20 million per month. This is disbursed via approximately 8,000 warrants issued. Some 25% of the payments are disbursed via electronic fund transfers. SUBSIDY Approved households: .......................................... 27,000 Approved households cap: ................................... 44,500 Approved household/year: .................................... 47,000 Children: ................................................................. 45,000 Children/year: ....................................................... 128,500 Applications processed/month: .............................. 7,000 NON-SUBSIDY Private-pay child care Consumers/year: .............. 81,000
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Washington State Department of Early Learning (DEL) Attendance & Billing for Child Care Subsidy (ABCS) AP Project RFP No. 14-114
PRINTING AND MAILING METRICS Type
Frequency
Volume
Cost
Warrant
Semi-Monthly
Approximately 7,000 per month
Approximately $19 per warrant
1099
Annually
Approximately 6,500 per year
N/A
W-2
Annually
Approximately 8,300 per year
N/A
Table 1-1:
Printing and Mailing Metrics
NUMBERS AND TYPES OF CHILD CARE PROVIDERS Accepts only subsidized children
Also accepts private-pay children
Centers
1,600
400
2,000
Licensed family homes
2,200
1,800
4,000
Friends, families and neighbors
4,000
0
4,000
Total
7,800
2,200
10,000
Licensed Providers
Total
Exempt Providers
Table 1-2:
Numbers and Types of Child Care Providers
Additional metrics information can be found in Attachment 5, System Volumes. 1.5.4
Collective Bargaining Agreements (CBA)
SEIU Local 925 is recognized as the sole and exclusive representative as defined in RCW 41.56 for all subsidized Family, Friends and Neighbors (FFN) and licensed family child care Providers. FFN Providers are defined as informal care Providers who are paid through the state’s voucher subsidy program but are exempt from state child care licensing regulations and are not required to meet any specific standards beyond a background check. SEIU Local 925 has negotiated a CBA with the state, which is renegotiated every two years, with the current negotiation to become effective July 1, 2016. Historically, each CBA has contained payment requirements such as deductions for union dues and health care premium payments, etc. They also contain a table of child care rates. The current CBA is located in Attachment 10, SEIU 925 Collective Bargaining Agreement (CBA). Article 6 specifies the deductions and reporting requirements from the CBA. Other articles in the CBA may also be relevant.
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Washington State Department of Early Learning (DEL) Attendance & Billing for Child Care Subsidy (ABCS) AP Project RFP No. 14-114
1.5.5
Planned Interfaces
AP is expected to interface with the following systems, as described in the table below: Interface
Data
Method
Authorization Interface
From AI--Consumer eligibility, Provider information and authorization data; To AI-- Provider account information, payment ID
Real-time incoming updates
Insurance eligibility
Outgoing periodic FTP file
Provider payment data
Outgoing periodic FTP file
Business Solutions, Inc. (BSI)
Provider subsidy payment information
Outgoing periodic FTP file
Business Solutions, Inc. (BSI)
Provider health care deduction data
Incoming periodic FTP file
DSHS Research and Development
Provider payment transaction detail
Outgoing periodic FTP file
DEL auditors
Provider payment transaction detail
Outgoing periodic FTP file
Office of Financial Recovery Collections and Accounts Receivable System (CARS)
Overpayment information, overpayment adjustments
Real-time bi-directional updates
SEIU system
Information on union membership
Incoming periodic FTP file, Outgoing periodic FTP file
Health Care Authority
Payment information for union members Agency Financial Reporting System (AFRS) Table 1-3:
Provider payment transaction detail
Outgoing periodic FTP file
Planned Interfaces
Additional information about the planned interfaces is detailed in Attachment 4, System Interfaces. 1.5.6
Technical Environment
The AP system will replace payment and attendance functionality now supported by DSHS’s system known as Social Service Payment System (SSPS). AP will calculate payments to child care Providers and will store child attendance and Provider payment data. AP will be integrated with the Authorization Interface (AI) which will replace the system which authorizes child care subsidy benefits for qualified Consumers in Washington State as well as the child care Providers to serve their children.
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Washington State Department of Early Learning (DEL) Attendance & Billing for Child Care Subsidy (ABCS) AP Project RFP No. 14-114
The as-is computer program currently supporting child care authorization is the Working Connections Automated Program (WCAP) owned and maintained by DSHS. WCAP is part of the Barcode system. It was built on an ad hoc basis over 20 years by a number of different developers using the Panther Tool Suite. The back end of WCAP is Sybase. AI will replace the functionality currently supported by WCAP. AI will be built on a modern platform using C# programming language and service-oriented technology so that modifications and enhancements can be easily added. AI will integrate with DSHS’s Washington Connection as the front-end user experience for Consumers applying online to request subsidized child care benefits. AI will also be designed to integrate with DEL’s Early Learning Management System (ELMS). ELMS is a flexible, integrated solution consistent with DEL IT standards. DEL Information Technology uses the following technology mix: 1.5.7
C# programming language. .NET framework. Server OS 2008 R2. SQL version 2008 R2. SharePoint 2007 L. MS Office 2010/2013. Authentication Device Considerations
This RFP refers to Authentication Devices, which could include, for example, personal computers, software, card readers, tablets, smart phones or other devices, processes or data input methods for the system and services. These Authentication Devices must utilize an Authentication Mechanism (e.g., login, PIN, password) to confirm identification of the user. These are only examples of possible technology supporting DEL's requirements for Consumer identification and attendance transaction processing. Where requirements say “Authentication Device” and “Authentication Mechanism,” DEL expects Proposers to infer whatever mechanism or process their proposed solutions provide for these functions. Proposers must propose solutions that exclude biometric scanning. As the minimum technology employed, solutions must include Interactive Voice Response (IVR) capabilities plus at least one additional Authentication Device. Proposers must assume paper timesheets are for backup only. DEL also understands that the specific Authentication Devices(s) proposed may affect the Proposer's response to the RFP and Agreement terms (e.g., certain RFP requirements or Agreement terms may or may not apply or may need updating to reflect the system proposed). Proposers should identify any such impacts as part of their responses to the Model Agreement or any affected aspect of the RFP in the appropriate Response Forms provided in this RFP.
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Washington State Department of Early Learning (DEL) Attendance & Billing for Child Care Subsidy (ABCS) AP Project RFP No. 14-114
2.
SUBMITTAL INFORMATION
2.1
Response Deadline
Responses to this RFP must be received by the date and time stated in the Response Timetable on page 4. 2.2
RFP Coordinator
The RFP Coordinator is the sole point of contact in DEL for this procurement. All communication between the Proposer and DEL upon receipt of this RFP shall be with the RFP Coordinator, as follows: Name:
Patty Henson
Mailing Address:
P.O. Box 40970
City, State, Zip Code:
Olympia, Washington 98504-0970
Phone Number:
360-407-1978
Email Address:
[email protected]
Table 2-1:
RFP Coordinator Contact Information
Any other communication will be considered unofficial and non-binding on DEL. Proposers are to rely on written statements issued by the RFP Coordinator. Communication directed to parties other than the RFP Coordinator may result in disqualification of the Proposer. When responding to this RFP by email as requested throughout the RFP, the Proposer assumes responsibility for the email being properly transmitted. 2.3
Proposers’ Conference
Prior to submittal of Proposals, DEL will conduct a Proposers’ Conference on the date set out in Response Timetable, to provide an opportunity for prospective Proposers interested in submitting a Proposal for this RFP to better understand and ask questions regarding this RFP and the procurement process. The Proposers must register for the Proposers’ Conference by sending the RFP Coordinator an email at the address listed in Section 2.2 with the following information, no later than the date set out in Response Timetable:
Company name. Name(s), titles, and roles of individuals that will participate in the Proposers’ Conference (including for each individual whether attendance will be in-person or by GoToMeeting. Point-of-contact information (email address and telephone number). Whether Proposer intends or is considering being a prime or Subcontractor.
The RFP Coordinator will provide the meeting location and/or GoToMeeting information, as applicable, to the registered point-of-contact. The Proposer may have at least one, but not more than three, representative(s) participate in the Proposers’ Conference. All other interested firms, including Subcontractors to Proposers, will be permitted to participate by GoToMeeting conference.
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Washington State Department of Early Learning (DEL) Attendance & Billing for Child Care Subsidy (ABCS) AP Project RFP No. 14-114
DEL encourages the individual responsible for developing Proposer's response to Response Form 10, Cost Response Form, to participate in the Proposers’ Conference. DEL will attempt to address all questions raised during the Proposers’ Conference. However, nothing discussed during the Proposers’ Conference will be binding on Proposer or DEL. Written answers to questions will be provided as an addendum to the RFP. 2.4
Letter of Intent
A letter indicating the Proposer's intent to respond to this RFP must be received by the RFP Coordinator no later than the date and time listed in Response Timetable. The Proposer must submit the Letter of Intent by email to the RFP Coordinator at the address listed in Section 2.2 above. Each Proposer must include the following information in the Letter of Intent, formatted as requested below:
2.5
The subject line of the email must contain “RFP 14-114 ABCS AP Letter of Intent – [Proposer’s name].” The body of the email must contain, the following: - Name of the Proposer’s organization. - The Proposer representative to serve as contact for RFP communications. o The Proposer Representative Name. o The Proposer Representative Title. o The Proposer Representative Address. o The Proposer Representative Telephone Number(s). o The Proposer Representative FAX Number. o The Proposer Representative Email Address. - Statement of intent to submit a Proposal and availability to participate in required procurement activities as set out in the Response Timetable. - Certification that the Proposer meets or exceeds the Mandatory Pass/Fail Requirements of this RFP. Submittal Requirements
This Section describes what the Proposer is required to provide as part of its Proposal. Failure to comply with these requirements will result in disqualification of a Proposal as non-responsive. The Proposal is to be sent to the RFP Coordinator as an attachment to an email at the email address listed in Section 2.2 RFP Coordinator by the date and time listed on the Response Timetable (page 4) and meet the following requirements:
The email must be identified in the subject line as: RFP for No. 14-114. Proposals must be submitted electronically as an attachment to an email to the RFP Coordinator at the email address listed in Section 2.2 RFP Coordinator. Attachments to email shall be on Microsoft Word format or PDF. Zipped files cannot be received by the DEL and cannot be used for submission of Proposals. DEL does not assume responsibility for problems with Proposer’s email. If DEL’s email is not working, appropriate allowances will be made. Proposals may not be transmitted using facsimile transmission. Page 14
Washington State Department of Early Learning (DEL) Attendance & Billing for Child Care Subsidy (ABCS) AP Project RFP No. 14-114
2.6
Proposers should allow sufficient time to ensure timely receipt of the bid by the RFP Coordinator. Late Proposals will not be accepted and will be automatically disqualified from further consideration, unless DEL’s email is found to be at fault. All Proposals and any accompanying documentation become the property of DEL and will not be returned. The Proposal must comply with the detailed instructions in Section 2 and Section 3 of this RFP. Period of Performance
The period of performance of any Agreement resulting from this RFP is tentatively scheduled to begin on or about April, 2015 and to end on June 30, 2016, subject to earlier termination as provided in the Agreement or to DEL’s renewing the term as provided in the Agreement. DEL shall have the right to renew the term of the Agreement for up to five one-year periods in DEL's sole discretion. 2.7
Americans with Disabilities Act (ADA)
DEL complies with the ADA. Proposers with a disability may receive accommodation regarding the means of communicating this RFP or participating in the procurement process. 2.8
DEL Not Liable for Costs
DEL will not be liable for any costs incurred by the Proposer in preparation of a bid submitted in response to this RFP, in conduct of a presentation, or any other activities related to responding to this RFP. 2.9
Proprietary Information/Public Disclosure
Materials submitted in response to this procurement shall become the property of DEL. Records related to state procurements are public records subject to disclosure to the extent provided in RCW 39.26.030 and chapter 42.56 RCW. Bid submissions and bid Evaluations are exempt from disclosure until DEL announces the ASV. Any information in the bid that the Proposer desires to claim as proprietary and exempt from disclosure under the provisions of RCW 42.56.270 must be clearly designated. The page must be identified and the particular exemption from disclosure upon which the Proposer is making the claim. Each page claimed to be exempt from disclosure must be clearly identified by the word “Confidential” printed on the lower right hand corner of the page. DEL will consider a Proposer's request for exemption from disclosure. However, DEL will make a decision predicated upon RCW 39.26.030, Chapter 42.56 RCW and Chapter 44-06 of the Washington Administrative Code. Marking the entire bid exempt from disclosure will not be honored. The Proposer must be reasonable in designating information as confidential. The electronic response tool also allows Proposers to mark individual response items as PROPRIETARY. Evaluators can produce reports that exclude or redact information marked in this way. If any information is marked as proprietary in the bid, such information will not be made available until the affected Proposer has been given an opportunity to seek a court injunction against the requested disclosure.
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Washington State Department of Early Learning (DEL) Attendance & Billing for Child Care Subsidy (ABCS) AP Project RFP No. 14-114
A charge will be made for copying and shipping, as outlined in RCW 42.56.120. No fee shall be charged for inspection of contract files, but 24 hours' notice to the RFP Coordinator is required. All requests for information should be directed to the RFP Coordinator. 2.10
Complaint and Response Period
DEL provides prospective Proposers a period of time to voice complaints about this procurement in order to promote a transparent, fair, and competitive process. Prospective Proposers must provide the RFP Coordinator complaints via email no later than five business days prior to when the Proposals are due. Complaint topics could include: Unnecessary competition restriction; Unfair or flawed Evaluation/scoring process; or Inadequate or insufficient requirements so a Proposal is difficult to prepare. Complaints raised in communication with the RFP Coordinator will be documented and responded to by email. The response may include how a review was conducted and the basis upon which a response was made. A copy of the complaint and response will be sent via email to each prospective Proposer who has registered to view the electronic RFP or made the RFP Coordinator aware of his or her interest in this procurement. Proposer complaints must be in writing; must be sent to the RFP Coordinator in a timely manner as described in the Response Timetable; should clearly articulate the basis for the complaint; and should propose a remedy. Complaints may not be raised again during the protest period. 2.11
Revisions to the RFP
In the event it becomes necessary to revise any part of this RFP, addenda will be provided and posted on WEBS in the same manner as the original RFP. For this purpose, the published questions and answers and any other pertinent information shall be provided as an addendum to the RFP. Any changes or corrections to the RFP will be made as an amendment and notification will also be in the same manner as the original RFP and posted on WEBS. DEL also reserves the right to cancel or to reissue the RFP in whole or in part, prior to execution of a contract with the ASV. 2.12
Minority and Women-Owned Business Participation
In accordance with the legislative findings and policies set forth in chapter 39.19 RCW, the state of Washington encourages participation in all of its contracts by firms certified by the Office of Minority and Women’s Business Enterprises (OMWBE). Participation may be either on a direct basis in response to this solicitation or on a Subcontractor basis. However, no preference will be included in the Evaluation of Proposals, no minimum level of MWBE participation shall be required as a condition for receiving an award and Proposals will not be rejected or considered non-responsive on that basis. Any affirmative action requirements set forth in federal regulations or statutes included or referenced in the contract documents will apply. Proposers may contact OMWBE at (360) 753-9693 to obtain information on certified firms.
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Washington State Department of Early Learning (DEL) Attendance & Billing for Child Care Subsidy (ABCS) AP Project RFP No. 14-114
2.13
Small Business Participation
In accordance with the legislative findings and policies set forth in Chapter 39.26 RCW, the state of Washington encourages participation in all of its contracts by Proposers defined as a small business. Participation may be either on a direct basis in response to this solicitation or on a Subcontractor basis. However, no preference will be included in the Evaluation of bids. 2.14
Acceptance Period
Proposals must provide 180 calendar days for acceptance by DEL from the due date for receipt of Proposals. 2.15
Responsiveness
All Proposals will be reviewed by the RFP Coordinator to determine compliance with administrative requirements and instructions specified in this RFP. The Proposer is specifically notified that failure to comply with any part of the RFP may result in rejection of the Proposal as non-responsive. DEL also reserves the right, however, at its sole discretion to waive or correct minor irregularities. 2.16
Most Favorable Terms
DEL reserves the right to make an award without further discussion of the Proposal submitted. Therefore, the Proposal should be submitted initially on the most favorable terms which the Proposer can propose. DEL does reserve the right to contact a Proposer for clarification of its Proposal. DEL reserves the right to require one or more Best and Final Offers (BAFO) from one or more Proposers, requesting a final adjustment, confirmation, or resubmission of pricing and other terms, in DEL's sole judgment. The Proposer must accept this RFP for incorporation into an Agreement resulting from this RFP. DEL shall also incorporate the Proposer’s Proposal into the Agreement, except to the extent DEL determines it is inaccurate or needs to be revised based on negotiations and a BAFO. It is understood that the Proposal will become a part of the official procurement file and the Agreement with the Contractor on this matter without obligation to DEL. 2.17
Agreement and General Terms and Conditions
A proposed Agreement is attached as Attachment 3, Model Agreement. The selected Proposer will be expected to enter into an Agreement that is substantially the same as Attachment 3, Model Agreement. In no event is a Proposer to submit its own standard contract terms and conditions as a response to this RFP as the submission will not be considered as part of the Proposal. Many clauses in the Attachment 3, Model Agreement are required by Washington State law and cannot be negotiated.
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Proposer exceptions shall be set forth in detail in Response Form 11, Exceptions to Model Agreement in the Proposal, which shall include the section of the Agreement affected by the exceptions, the business rationale and exact proposed alternative language which is marked in track changes to show the exact changes to the model Agreement. Proposed Agreement language changes not submitted in Response Form 11, Exceptions to Model Agreement, or “redlines” of the Model Agreement will not be considered. The Proposer is instructed to base its Cost Proposal on the Model Agreement, not terms as proposed by the Proposer, and changes, if any, to the Agreement which are accepted by DEL during Agreement negotiations shall result in a reduction in costs charged to DEL under the Agreement. All other terms will be considered accepted by the Proposer and DEL will enter into future negotiations at its sole discretion. 2.18
No Obligation to Contract
The RFP does not obligate the state of Washington or DEL to contract for services or products specified herein. 2.19
Rejection of Proposals
DEL reserves the right at its sole discretion to reject any and all Proposals received without penalty and not to issue an Agreement as a result of this RFP. 2.20
Commitment of Funds
The Director of DEL, or her delegate, is the only individual who may legally commit DEL to the expenditures of funds for an Agreement resulting from this RFP. No cost chargeable to the proposed Agreement may be incurred before receipt of a fully executed Agreement. 2.21
Insurance Coverage
The Contractor is to furnish DEL with a certificate(s) of insurance executed by a duly authorized representative of each insurer, showing compliance with the insurance requirements set forth in the Agreement included as part of this RFP. The insurance requirements set forth in the Agreement are standard minimum insurance requirements and may vary depending on the specific terms and the needs of the final negotiated Agreement. DEL and the Contractor may negotiate insurance requirements at the time of Agreement negotiations depending on Agreement terms and Contractor’s risk Evaluation.
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3.
PROPOSAL CONTENT
3.1
Requirement Types
The RFP includes itemized specifications on Proposer Response Forms described in Section 3.4, Response Forms that provide a structured format for Proposers to respond to specific DEL needs. The Proposer must provide clear, concise, direct, detailed and specific responses to each item. Do not submit marketing materials, white papers, brochures, customer testimonials, product or cut sheets, or other pre-printed materials in response to these questions. Any such references will be disregarded by DEL. For questions that state: “Describe…,” “Describe how…,” “Explain…,” or similar open-ended references, Proposer must respond with information as to how Proposer’s solution specifically meets the unique requirements or needs or solves the described problem, e.g., its approach. Figures and tables must be numbered and referenced in the text of the Proposal by that number. The Proposer should include information in its response that is critical to service delivery and provide substantive description. DEL does not desire highly conceptual responses. Preference will be given to responses that are brief, clear and directly address the specific requirement. 3.1.1
Minimum Mandatory Requirements
This Section provides information about mandatory requirements or specifications for Proposers and any proposed solution(s). 3.1.1.1 Mandatory Pass/Fail Requirements Mandatory specifications regarding the Proposer’s experience, qualifications and references and the Proposer’s proposed approach, methods and implementation services. DEL will not review any Proposer's response not meeting these requirements. Proposer should not submit a response to this RFP if it does not meet these requirements. The Proposer must provide a narrative response for all Mandatory Pass/Fail Requirements. DEL will evaluate all Mandatory Pass/Fail Requirements as part of the initial administrative screening (Stage 1). If DEL determines, in its sole discretion, that a Proposer’s Proposal does not meet one or more of the Mandatory Pass/Fail Requirements, DEL will disqualify the Proposer from the procurement. Exceptions may be found in Section 2.15, Responsiveness. DEL reserves the right to eliminate any requirement where all of the Proposers are unable to meet it.
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3.1.2
Mandatory Scored Requirements
The Proposer must provide a narrative response for all Mandatory Scored Requirements. DEL will evaluate all Mandatory Scored Requirements and assign a score using a scale of 0 to 10 using the criteria identified in the table below. Score
Description
0
No value
1-3
Poor
4-6
Average
7-9
Good
10
Excellent
Table 3-1:
3.1.3
Discussion The Proposer has omitted any discussion of the requirement, the information provided is of no value, or the Proposer has simply restated the requirement. The Proposer has not fully established the capability to perform the requirement, and/or has marginally described its approach. The Proposer has an acceptable capability or solution to meet this requirement, and/or has described its approach in sufficient detail to be considered "as meeting minimum requirements.” The Proposer has an above-average capability or solution, and/or has described their approach in sufficient detail to be considered “as exceeding minimum requirements.” The Proposer has a superior, innovative, detailed, efficient capability or solution, and/or has described their approach in sufficient detail to be considered “as far exceeding minimum requirements.”
Mandatory Scored Requirements Scoring Criteria
Scored Requirements
The Proposer must provide a narrative response and select a codex response for all Scored Requirements. The Proposer must select the codex response it believes best represents the solution offered and provide a narrative response detailing how its solution meets the requirement. DEL will evaluate all Scored Requirements and assign a score based on the codex response provided by the Proposer. The Scored Requirements Codex is below. Proposer Response
Codex
Out of the Box
A
Configuration
B
Small Customization
C
Large Customization
D
Third Party Product
E
Table 3-2:
Description Solution completely meets the Requirement without customization or configuration. Solution must be configured to meet the Requirement but changes to software code are not required. Solution must be modified to meet the Requirement. A small customization is defined as a work effort of less than 240 hours for design, development, and system testing. Solution must be modified to meet the Requirement. A large customization is defined as a work effort greater than 240 hours for design, development, and system testing. When selecting this option, Proposers must provide a total work effort for design, development and system testing in the Proposer’s Response Detail. The Requirement will be met by implementing a proposed third party product. When selecting this option, Proposers must use the Proposer’s Response Detail area to identify the third party product, its owner/publisher, version, functionality, support, and how the product is integrated into the solution. Proposers must also describe their experience in installing and integrating this tool with the proposed solution.
Scored Requirements Codex Categories
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3.2
Requirements Categories
Below is a list of Requirement Categories for this RFP: 3.3
Management Requirements. Technical Requirements. Reporting Requirements. Functional Requirements. Training Requirements. Cost Response. Letter of Submittal (Mandatory)
As part of their Proposals, Proposers must email a Letter of Submittal. The Letter of Submittal must be signed and dated by a person authorized to legally bind the Proposer to a contractual relationship. Along with introductory remarks, the Letter of Submittal is to include the following information about the Proposer and any proposed Subcontractors: 1. Name, address, principal place of business, telephone number, and fax number/email address of legal entity or individual with whom contract would be negotiated. 2. Name, address, and telephone number of each principal officer (President, Vice President, Treasurer, Chairperson of the Board of Directors, etc.). 3. Legal status of the Proposer (sole proprietorship, partnership, corporation, etc.), the state or commonwealth where it was organized, and the year the entity was organized to do business as the entity now substantially exists. 4. Federal Employer Tax Identification number and the Washington Uniform Business Identification (UBI) number issued by the Washington State Department of Revenue. 5. Location of the facility from which the Proposer would operate. 6. Identity any current or former state employees employed by the Proposer, hired as Proposer Contractors or on the Proposer or Proposer Contractors’ governing board as of the date of the Proposal. Include their position and responsibilities within the Proposer’s organization. If following a review of this information, it is determined by DEL that a conflict of interest exists, the Proposer may be disqualified from further consideration for the award of a contract. 3.4
Response Forms
Below are instructions for how to complete all Response Forms (RF) that the Proposer is required to submit as their Proposal. 3.4.1
Proposal Checklist
Proposer must include a completed Response Form 01: Proposal Checklist.
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3.4.2
Certifications and Assurances
The Proposer must include a completed Response Form 02: Certifications and Assurances, signed and dated by a person authorized to legally bind the Proposer to a contractual relationship. 3.4.3
Mandatory Requirements Certification
The Proposer must complete and include Response Form 03: Mandatory Requirement Certification, signed and dated by a person authorized to legally bind the Proposer to a contractual relationship. 3.4.4
Mandatory Pass/Fail Requirements
The Proposer must complete and include Response Form 04, Mandatory Pass/Fail Requirements, and provide specific responses to each requirement in accordance with Section 3.1, Requirement Types. If DEL determines, in its sole discretion, that a Proposer’s Proposal does not meet one or more of the Mandatory Pass/Fail Requirements, DEL will disqualify the Proposer from the procurement. 3.4.5
Management Requirements
The Proposer must complete and include Response Form 05, Management Requirements, and provide specific responses to each requirement in accordance with Section 3.1, Requirement Types. 3.4.6
Technical Requirements
The Proposer must complete and include Response Form 06, Technical Requirements, and provide specific responses to each requirement in accordance with Section 3.1, Requirement Types. 3.4.7
Reporting Requirements
The Proposer must complete and include Response Form 07, Reporting Requirements, and provide specific responses to each requirement in accordance with Section 3.1, Requirement Types. 3.4.8
Functional Requirements
The Proposer must complete and include Response Form 08, Functional Requirements, and provide specific responses to each requirement in accordance with Section 3.1, Requirement Types. 3.4.9
Training Requirements
The Proposer must complete and include Response Form 09, Training Requirements, in accordance with Section 3.1, Requirement Types, of this RFP.
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3.4.10 Cost Response The Proposer must complete and include Response Form 10, Cost Response Form, and provide specific responses to each cost element as described below. 3.4.10.1
Cost Response Instructions
The Cost Response contained in Response Form 10, Cost Response Form, requires Proposers to provide a fixed fee price for the ABCS AP system. Proposers should not submit a fixed fee based on a fixed time period, as DEL will only accept pricing Proposals based on a fixed fee for fixed scope basis. Fixed fee for fixed time Proposals and/or any other time-qualified Proposals will be considered non-responsive. All fees associated with the ABCS AP Project, including the costs must be incorporated into the Response Form 10, Cost Response Form, which requires Proposers to distribute one-time and ongoing costs over an initial seven-year period. On Response Form 10, Cost Response Form, the Proposer must include all administrative processing, overhead, and any other direct or indirect costs incurred by Proposer in the performance of the services. The provision of services and license of software will be subject to taxes under Washington State law. Costs to be provided in the Response Form 10, Cost Response Form are to be expressed exclusive of taxes. DEL will pay the appropriate taxes due on services and/or the license of software, but not for any other taxes, such as the business occupation taxes, compensatory taxes or other taxes. Expenses related to day-to-day performance under the ABCS AP Project, including, but not limited to, travel, lodging, meals, materials, and incidentals, will not be reimbursed to the Proposer. 3.4.11 Exceptions to Model Agreement Proposer must include a completed Response Form 11, Exceptions to Model Agreement, in accordance with the instructions in Section 2.17, Agreement and General Terms and Conditions. 3.4.12 Assumptions Proposer must include a completed Response Form 12, Assumptions. Response Form 12, Assumptions, must include all scope, schedule and cost assumptions related to the Proposer’s Proposal. 3.4.13 Confidentiality and Non-Disclosure Agreement Proposer must include a completed Response Form 13, Confidentiality and Non-Disclosure Agreement. This response form must be signed and dated by a person authorized to legally bind the Proposer to a contractual relationship.
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4.
PROPOSAL EVALUATION
4.1
Evaluation Process
This RFP and the evaluation of Proposals will be made in conformance with applicable DEL policies and Washington State law. Responsive Proposals will be evaluated strictly in accordance with the requirements stated in this RFP, including any addenda issued to it. The evaluation of Proposals shall be accomplished by an evaluation team, to be designated by DEL. The team will determine the ranking of the Proposals. Proposers prepare and submit Proposals according to the instructions in this RFP. As part of this process, Proposers must provide a response to all requirement items as described above in Section 3.4, Response Forms. DEL reserves the right to award the Agreement to the Proposer whose Proposal is deemed to be in the best interest of and provides the best value to DEL and the state of Washington. The best interest of and best value to DEL will be determined by considering the total value, including, but not limited to: The quality of service, breadth and depth of offering. Total cost, including the projected internal cost to DEL for the implementation and ongoing operations, maintenance and support of the ABCS AP Solution. The strength and form of contractual commitments made by the Proposer to DEL. The Proposer evaluation process includes the steps identified in the following Sections. The Evaluation process is intended to identify the Proposal that is in DEL’s best interest and offers DEL the best value, which may not necessarily be the Proposal with the highest score or the lowest cost. DEL will evaluate the Proposer’s Proposal in a structured, five stage process. Each Section of the Proposer’s Proposal will be evaluated in stages. The evaluation and scoring for each stage will determine participation in future stages. For each stage, the assigned DEL Evaluation Team will select which Proposer(s) may proceed to the next stage based on the evaluation approach. Stage
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Stage
Description
Stage 1: Initial Screening Administrative Review and Evaluation of Pass/Fail Requirements
Step 1: Proposals will be reviewed by the RFP Coordinator to determine, on a pass/fail basis, compliance with administrative requirements as specified in Sections 2 and 3. The DEL Evaluation Team will only evaluate Proposals meeting administrative requirements. Step 2: The DEL Evaluation Team will consider the completeness of, and potential gaps in, the Mandatory Pass/Fail Requirements as specified in Response Form 4, Mandatory Pass/Fail Requirements. This evaluation will determine, on a pass/fail basis, which Proposers advance to Stage 2 of the evaluation process. Step 3: The DEL Evaluation Team will evaluate and score Response Form 5, Management Requirements; Response Form 6, Technical Requirements; Response Form 7, Reporting Requirements; Response Form 8, Functional Requirements; Response Form 9, Training Requirements; and Response Form 10, Cost Response Form.
Stage 2: Management, Functional, Reporting, Training, Technical Requirements and Cost Response
Step 4: The DEL Evaluation Team will review Response Form 11, Exceptions to Model Agreement. DEL reserves the right to discuss Response Form 11, Exceptions to Model Agreement, with the Proposers starting in Stage 2 and any time thereafter, and to have the Proposers clarify, revise and resubmit a revised Response Form 11, Exceptions to Model Agreement. The DEL Evaluation Team will take into consideration the overall Evaluation and Response Form 11, Exceptions to Model Agreement when selecting the participants for Stage 3. The most qualified Proposers will be invited to participate in Stage 3. There is no set number of Proposer(s) who will advance to Stage 3. The RFP Coordinator will notify Proposers with the results as to whether or not their Proposal is moving forward to the next stage. Stage 3: Oral Presentation, Product Demonstrations, and Reference Checks
Step 5: The DEL Evaluation Team will conduct oral interviews with Proposers that have advanced to this step. Step 6: Proposer(s) will present product demonstrations at a location specified by DEL. DEL will perform reference checks and may perform site visits. DEL will identify Proposer(s) to participate in Stage 4.
Stage 4: Initial Agreement Negotiations, Implementation Planning Session (IPS) Workshops and Determination of the Prime Proposer Stage 5: Agreement Negotiations & Selection of the Apparently Successful Vendor (ASV) Table 4-1:
Step 7: Proposer(s) will be required to participate in initial Agreement negotiations. Step 8: Proposers will be required to participate in the IPS Workshops. Step 9: DEL will identify the Prime Proposer. Step 10: Agreement negotiations with the Prime Proposer, signature of Agreement and other Project documents by Prime Proposer. Step 11: Announcement of the ASV. Protest period will be permitted prior to DEL signing the Agreement.
Evaluation Steps
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Evaluation Weights To determine the Proposer’s score in Stage 2, the DEL Evaluation Team scores will be weighted by category, as follows: Scoring Weights by Category Requirements Category
Assigned Weight
Management Requirements Training Requirements Technical Requirements Functional Requirements Reporting Requirements Cost Response
20 10 20 20 10 20
Total
100%
Table 4-2:
4.2
Scoring Weights by Category
Minimum Mandatory Requirements Evaluation
This step involves identifying Proposers who comply with the list of requirements that all Proposers must meet. Proposers indicate ability to meet these items on Response Form 4, Mandatory Pass/Fail Requirements. DEL does not review a Proposer's response if it does not meet these requirements. Proposers should not submit a response to this RFP if they do not meet these requirements. 4.3
Proposal Review and Scoring
The DEL Evaluation team will use the weighted criteria in Table 4-2 above to score the Proposer Response Forms 5 through 10 to determine which Proposals are in the best interest of DEL. This will be accomplished by identifying the Proposals which most closely match the management, functional, technical, reporting and training requirements and which cost Proposals provide the best value to DEL. Standard evaluation and scoring will be used for Response Form 5, Management Requirements; Response Form 6, Technical Requirements; Response Form 7, Reporting Requirements; Response Form 8, Functional Requirements; and Response Form 9, Training Requirements. Each evaluator will evaluate each Mandatory Scored requirement separately by assigning a raw score to each requirement on a scale of 0 to 10 using the criteria identified in Table 4-3 below. DEL will evaluate all Scored Requirements and assign a score based on the codex response provided by the Proposer using the criteria identified in Table 4-4. For each element, the evaluator’s scores will be multiplied by their pre-assigned weight to determine the Evaluator Weighted Score for each element.
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Standard Scoring Matrix for Mandatory Scored Requirements Score
Description
Discussion
0
No value
The Proposer has failed to demonstrate that the scenario element can be met.
1-3
Poor
The scenario does not fully establish the capability to accomplish the scenario element, and/or has only marginally demonstrated this capability.
4-6
Average
The scenario element is acceptable, and/or the Proposer has described their approach in sufficient detail to be considered “as meeting minimum requirements.”
7-9
Good
The Proposer has demonstrated an above-average, effective capability to meet the scenario element in a manner that “exceeds minimum requirements.”
10
Excellent
The Proposer has demonstrated an innovative, superior capability to meet the scenario element in a manner that “far exceeds minimum requirements.”
Table 4-3:
Standard Scoring Matrix for Mandatory Scored Requirements
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Codex Scoring Matrix for Scored Requirements Proposer Response
Codex
Description
Codex Points
Out of the Box
A
Solution completely meets the Requirement without customization or configuration.
10
B
Solution must be configured to meet the Requirement but changes to software code are not required.
8
Configuration
6
C
Solution must be modified to meet the Requirement. A small customization is defined as a work effort of less than 240 hours for design, development, and system testing.
4
D
Solution must be modified to meet the Requirement. A large customization is defined as a work effort greater than 240 hours for design, development, and system testing. When selecting this option, Proposers must provide a total estimated work effort for design, development and system testing in the Proposer’s Response Detail.
2
E
The Requirement will be met by implementing a proposed third party product. When selecting this option, Proposers must use the Proposer’s Response Detail area to identify the third party product, its owner/publisher, version, functionality, support, and how the product is integrated into the solution. Proposers must also describe their experience in installing and integrating this tool with the proposed solution.
Small Customization
Large Customization
Third Party Product
Table 4-4:
4.4
Codex Scoring Matrix for Scored Requirements
Calculating Standard Normalized Scores
For use in all Evaluations of Proposers’ Proposals, the Evaluator Weighted Scores for each item within a Category will be added together to arrive at each Evaluator’s Total Weighted Score for that Category for each Proposer. All Evaluator’s Total Weighted Scores will be added together and averaged by the number of evaluators to arrive at the Averaged Weighted Category Score for each Proposer. The Averaged Weighted Category Score will be divided by the maximum Category Score points available and multiplied by the categories’ assigned weight to arrive at the Normalized Category Score for each Proposer.
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4.5
Cost Proposal Evaluation
DEL will use Proposer's Response Form 10, Cost Response Form, to evaluate the overall Project cost. The score for Cost Response Form is computed by dividing the lowest amount bid by the amount bid in the Proposer’s Cost Response Form and multiplying that percentage against the total points available for this Section, rounded to the nearest tenth of a point. Example: If total possible points for cost were 20: Vendor A’s cost is $20,000. Vendor B’s cost is $25,000. Vendor A would receive 20 points. Vendor B would receive 16 points ($20,000/$25,000) = 80% x 20 points = 16). Lowest Responsive Offer Total Cost This Vendor’s Total Cost 4.6
X
Number of Available Points
=
Award Points
Oral Presentations
Proposers selected to move to Stage 3 will be invited to give an oral presentation of, and answer questions regarding, key aspects of their Proposal. The RFP Coordinator will notify participants of the date, time, and location of the presentation. The dates, in Response Timetable, are an estimate and are subject to change at the discretion of DEL. DEL reserves the right to require additional presentations and interviews. The key personnel proposed to be involved in the performance of the ABCS AP Project, may include executive sponsor, project director, the project manager(s), and any other key personnel, must participate in the presentation. The Oral Presentation will be evaluated and scored based upon how well the Proposer addresses the elements in each presentation topic. Required presentation topics are listed below. Management Approach. Configuration and Customization Approach. Implementation Approach. Data Migration Approach. Integration and Interfaces. System Releases and Change Management.
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Each evaluator will evaluate and score each presentation topic separately. Each evaluator will assign a raw score to each scored element on a scale of 0 to 10 using the criteria identified in the table below. Score Proposer Oral Presentations Scoring Matrix Score
Description
Discussion
0
No value
The Proposer failed to discuss this area or the information provided is of no value.
1-3
Poor
The Proposer marginally discussed this area.
4-6
Average
The Proposer discussed this area and provided the basic information expected.
7-9
Good
The Proposer discussed this area and provided a comprehensive level of information.
10
Excellent
The Proposer discussed this area and provided comprehensive, detailed and highly applicable information.
Table 4-5:
4.7
Proposer Oral Presentations Scoring Matrix
Scripted Demonstrations
This step begins by DEL selecting the finalists with the highest scores from Stage 2. It is anticipated that two Proposers will be asked to participate in demonstrations. However, the exact number of Proposers requested to participate in demonstrations will not be determined until the completion of Stage 2. In this step, DEL evaluates each finalist as it performs solution demonstrations. These demonstrations will be guided by the “Demonstration Materials” script to be provided as an addendum to this RFP. The key personnel proposed to be involved in the performance of the ABCS AP Project, including at a minimum, project director, the project manager(s), and lead functional and technical staff, must participate in the demonstration. DEL may interview the Proposer during the demonstration. This may include a variety of topics, e.g., additional product demonstration, response clarification, and follow-up questions. 4.7.1
Scoring the Scripted Demonstrations
DEL scores each demonstration as follows. The DEL evaluator team will award points based on Proposer’s ability to demonstrate that the proposed ABCS AP System meets the predefined functional and technical scenarios included in the Demonstration Materials. Scenarios cover major categories of features or other areas of particular interest to DEL. Each evaluator will evaluate and score each Proposer demonstration scenario separately. Each evaluator will assign a raw score to each scenario on a scale of 0 to 10 using the criteria identified in Table 46. Each Proposer demonstration scenario will be pre-assigned points that establish a weight relative to other Proposer demonstration scenarios. The points will be identified in the Demonstration Materials provided to the Proposers.
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An Evaluator scenario raw score will be multiplied by the scenario’s relative weight to determine the Evaluator Weighted Score for each scenario. Scoring Criteria of Scripted Demonstrations Score
Description
Discussion
0
No value
The Proposer has failed to demonstrate that the scenario element can be met.
1-3
Poor
The scenario does not fully establish the capability to accomplish the scenario element, and/or has only marginally demonstrated this capability.
4-6
Average
The scenario element is acceptable, and/or the Proposer has described their approach in sufficient detail to be considered “as meeting minimum requirements.”
7-9
Good
The Proposer has demonstrated an above-average, effective capability to meet the scenario element in a manner that “exceeds minimum requirements.”
10
Excellent
The Proposer has demonstrated an innovative, superior capability to meet the scenario element in a manner that “far exceeds minimum requirements.”
Table 4-6: Scoring Criterial of Scripted Demonstrations
4.8
Reference Checks
In this step, DEL contacts references for the highest ranked Proposer(s) and their key personnel selected from the oral presentations and demonstrations. The Proposer either passes or fails its reference checks. DEL may consider other finalists, in rank order, if the first finalist fails its reference checks. In addition to Proposer’s company references, DEL will check the references of key personnel proposed to be involved in the performance of the ABCS AP Project. This may include executive sponsor, project director, the project manager(s) and any other key personnel. Whether included as a key personnel reference or not, DEL reserves the right to use its own or other organization’s experience using key personnel on other projects as a factor in evaluating the probability of success for key personnel proposed by the Proposer. DEL reserves the right to be its own reference where Proposers have conducted business with DEL in the past. 4.9
Stage Four
Following the completion of the demonstrations and other activities in Stage 3, DEL will identify one or more Proposers to participate in Stage 4. Stage 4 consists of initial Agreement negotiations, IPS Workshops and identification of the Prime Proposer.
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4.9.1
Initial Negotiations
The Proposer(s) must deploy a senior negotiation team to support the Agreement negotiations. The negotiation team must be empowered to make decisions on all parts of the Agreement, Project Management Plan and other project documents, including pricing and other key business and legal terms such as performance standards, liquidated damages, indemnities, liabilities, damages, etc. A Proposer(s) sending authorized representatives to a meeting that are not empowered to negotiate the contract terms and conditions will not meet the requirements of this Section, and DEL reserves the right, at any time, to suspend negotiations until such Proposer(s) replaces such individual(s) and demonstrates to DEL's reasonable satisfaction that such replacement individual(s) has the requisite amount of corporate authority to negotiate on behalf of Proposer(s). The negotiation team must contain a senior lawyer representing the Proposer(s). The senior lawyer must have reviewed the RFP and Attachments plus the Proposer’s responses, and have been directly involved in the development of Response Form 11, Exceptions to Model Agreement. Preliminary agreement negotiations will take place at a location specified by DEL. The goal is to negotiate the terms of the agreement based on DEL’s responses to the Proposer’s proposed changes (documented as exceptions on Response Form 11, Exceptions to Model Agreement) to the Model Agreement published in this RFP. After this first series of negotiation sessions, DEL will send to the Proposer(s) DEL’s responses to the Proposer’s exceptions to the Model Agreement language. Depending on the nature and outcome of the preliminary negotiations, DEL may require the Proposer’s responses to DEL’s responses to the Proposer’s proposed language changes. At this time, DEL may request additional negotiation sessions with the Proposer(s), may defer further negotiations until after IPS workshops, or may decide whether to pursue or reject further negotiations, including IPS workshops. 4.9.2
Implementation Planning Session (IPS) Workshops
DEL will lead the IPS workshops as the next steps in negotiations. DEL will only enter into an Agreement when the Agency has predictable Project costs and assurance that the Proposer clearly understands and is prepared to enter into commitments to complete the ABCS AP Project. To achieve this objective, sufficient Project planning will need to be undertaken and appropriate Project documents developed prior to signing the Agreement. This planning will be conducted in IPS Workshops. One goal of the workshops is to finalize key project documents, including the Project Management Plan, Joint Resource Plan, Project Charter and other important project-related documents, supporting schedules and attachments. DEL reserves the right to electronically record the IPS sessions which may be incorporated as part of the Agreement. The second goal of the workshops is to develop, negotiate, and finalize the performance standards that will apply to the AP solution SaaS, Equipment Maintenance, and other Support and Maintenance Services.
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In this step, DEL may request the remaining highest ranking finalists to arrange and schedule an optional visit to a Proposer’s reference site. This may be facilitated with a guest log-in for DEL’s reference check facilitator or it may be conducted as a demonstration conducted remotely via telephone and web conference by one of the Proposer’s customers. The customer conducting such a demonstration will include user representatives currently using the proposed system, to provide a 'real-time, real-world' view of system functions, usability and support for DEL's requirements. DEL will facilitate IPS Workshops as part of Stage 4 activities. Based upon the activities in Stage 4, DEL will make a determination of Prime Proposer who will advance to Stage 5. There will be one Prime Proposer. 4.10
Final Negotiations
In Stage 5, DEL will undertake negotiations with the Prime Proposer to determine final Agreement terms, and to determine if the Proposal may be improved in terms of best value to DEL. Agreement negotiations will be held at a site designated by DEL. If a satisfactory Agreement cannot be negotiated within a reasonable time as determined by DEL, DEL may at its sole discretion, suspend or terminate negotiations with the Prime Proposer and initiate negotiations with the next highest scoring Proposer, or at DEL’s option, the Proposer that in DEL’s judgment offers the next best value as determined by the Evaluations in all Stages. Alternatively DEL may request BAFOs from all Proposers, take such action as it deems necessary in the best interests of the state, or cancel the procurement. Upon successful completion of Agreement negotiations or DEL’s receipt of a BAFO and acceptable final Agreement offer and signature from a Prime Proposer, DEL will proceed to final determination. 4.11
Written and Oral Communication with Proposers
Proposers shall be accorded fair and equal treatment with respect to any opportunity for discussion or communications about their Proposal. As required by RCW 39.26, the RFP is being conducted as a competitive solicitation requiring a documented formal process providing an equal and open opportunity to Proposers and culminating in a selection based on predetermined criteria. Accordingly, DEL will not be scheduling meetings with any potential Proposer except as set forth in the RFP and the procurement schedule. Once Proposals are submitted, DEL will communicate with Proposers only for the limited purpose of clarifying such factors as may be necessary for DEL to determine the Prime Proposer. Discussions may be conducted with Proposers for the purpose of clarification to assure full understanding of, and Proposer responsiveness to, the RFP requirements. DEL may request meetings with Proposer for this purpose. In conducting discussions, there shall be no disclosure of any information derived from Proposals submitted by competing Proposers. Some opportunities for dialogue between DEL and Proposers have been structured into the RFP schedule, including Oral Interviews, Demonstrations, IPS Workshops, and Exceptions to Sample Agreement review. DEL may, at its discretion, conduct additional communications with Proposers to clarify Proposals, or to respond to information relating to relevant past performance. All these communications, whether oral or written, will be referred to as “discussions.” Page 33
Washington State Department of Early Learning (DEL) Attendance & Billing for Child Care Subsidy (ABCS) AP Project RFP No. 14-114
Unless a formal notice to submit BAFOs has been issued by DEL, discussions may not be used to change the terms or specifications of a Proposal or to solicit such changes. Such discussions shall not be used to cure Proposal deficiencies or omission, alter the technical or cost elements of the Proposal or otherwise revise the Proposal. Discussions may be used to eliminate minor irregularities, informalities or apparent clerical mistakes in the Proposal. 4.12
Best and Final Offers (BAFO)
Once a Proposal has been submitted, Proposers will not be allowed to make changes to those Proposals unless they receive a request for a BAFO from DEL. The two limited circumstances under which a BAFO may be requested are described in this Section. At any time after the completion of Stage 3, DEL may notify all remaining Proposers that DEL will require them to submit BAFOs. The notice will be in writing and will set a specific time and date certain by which the BAFO must be submitted to DEL. The BAFO notice may set additional conditions and requirements for the submission of the BAFO. The notice will advise Proposers that the BAFO shall be in writing and that upon the closing date for submission, DEL intends to select a Prime Proposer. The BAFO Notice will be posted on WEBS. Prior to the closing date for the submission of BAFOs DEL may, at DEL’s discretion, engage in discussion with all remaining Proposers regarding how Proposers can make their Proposals more responsive to the selection criteria in the RFP. All Proposers shall be accorded fair and equal treatment with respect to any opportunity for discussion and revision of Proposals, and such revisions may be permitted after submissions and prior to award for the purpose of obtaining BAFOs. In conducting discussions, there shall be no disclosure of any information derived from Proposals submitted by competing Proposers. Evaluation of BAFOs and selection of a successful Prime Proposer will be based upon the Evaluation criteria set out in the RFP. Terms proposed as part of a BAFO must be in accordance with the terms requested in this RFP and may not alter the requirements of the RFP. The finally-negotiated BAFO shall be incorporated by reference into the Proposal and as part of the Agreement. 4.13
Requests for Additional Information
The DEL Evaluation Team reserves the right to request additional information to determine if Proposer can successfully meet the requirements of the RFP. To assist the DEL Evaluation Team in gathering the information needed to complete their Evaluations and make their award recommendation, DEL may do one or more of the following:
Request additional information from Proposer. Make site visits to Proposer location where development is performed. Use information gathered from Proposer's presentations.
DEL also reserves the right to obtain independent reports from other industry sources (e.g., Dun & Bradstreet, Gartner, etc.) for further indications of the Proposer’s ability to perform.
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Washington State Department of Early Learning (DEL) Attendance & Billing for Child Care Subsidy (ABCS) AP Project RFP No. 14-114
4.14
Final Determination
In this step, DEL program staff and/or management may conduct a final review of the Evaluation and scoring of finalist(s). In this final review, DEL may consider past or current quality of performance of any previous DEL contracts by a finalist(s), any experience of the program or DEL in working with a finalist(s) under any past or current contract with DEL, and any previous contracts or services with the state of Washington. DEL management shall make the final determination that the Prime Proposer shall be officially selected and notified as the ASV. In doing so, DEL management shall be guided, but not bound, by the scores awarded by the DEL Evaluation team. Program staff and DEL management shall determine which Proposals reviewed during this final selection process will provide the best value to the state. 4.15
Apparently Successful Vendor (ASV)
In this step, DEL will announce its intent to award the Agreement to the ASV. 4.16
Notification to Proposers
Proposers whose Proposals have not been selected for further negotiation or award will be notified via email. 4.17
Debriefing of Unsuccessful Proposers
Upon request, a debriefing conference will be scheduled with an unsuccessful Proposer. The request for a debriefing conference must be received by the RFP Coordinator within three business days after the notification of unsuccessful bid letter is emailed to the Proposer. Debriefing requests must be received by the RFP Coordinator no later than 5:00 PM local time in Olympia, Washington on the third business day following the receipt of the notification of unsuccessful bid letter. A debriefing will be scheduled within three calendar days of the request unless DEL notifies the requesting party of a delay, which shall be in DEL’s sole discretion. Discussion will be limited to a critique of the requesting Proposer’s Proposal. Comparisons between Proposals or Evaluations of the other Proposals will not be allowed. Debriefing conferences may be conducted in person or on the telephone and will be scheduled for a maximum of one hour.
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4.18
Protest Procedure
This procedure is available to Proposers who submitted a response to this RFP and who have participated in a debriefing conference. Upon completing the debriefing conference, the Proposer is allowed five business days to file a protest of the acquisition with the RFP Coordinator. Protests must be received by the RFP Coordinator no later than 5:00 PM local time in Olympia, Washington on the fifth business day following the debriefing. Protests may be submitted by email, but should be followed by the original document using certified mail within 24 hours of sending the email notice. Proposers protesting this procurement shall follow the procedures described below. Protests that do not follow these procedures shall not be considered. This protest procedure constitutes the sole administrative remedy available to Proposers under this procurement. All protests must be in writing and signed by the protesting party or an authorized agent. The protest must state the grounds for the protest with specific facts and complete statements of the action(s) being protested. A description of the relief or corrective action being requested should also be included. All protests shall be addressed to the RFP Coordinator, who will forward copies as appropriate to DEL Purchasing representatives. Only protests stipulating an issue of fact concerning the following subjects shall be considered: A matter of bias, discrimination or conflict of interest on the part of the evaluator; Errors in computing the score; or Non-compliance with procedures described in the procurement document or DEL policy. Protests not based on the above-described grounds and procedures will not be considered. Protests will be rejected as without merit if they address issues such as: An evaluator’s professional judgment on the quality of a Proposal, or DEL’S assessment of its own and/or other agencies needs or requirements. Upon receipt of a protest, a protest review will be held by DEL. The DEL director or an employee delegated by the Director who was not involved in the procurement will consider the record and all available facts and issue a decision within five business days of receipt of the protest or other such time as determined necessary by DEL. If additional time is deemed necessary by DEL, the protesting party will be notified of such time. The final determination of the protest shall: - Find the protest lacking in merit and uphold DEL’s action; or - Find only technical or harmless errors in DEL’s acquisition process and determine DEL to be in substantial compliance and reject the protest; or - Find merit in the protest and provide DEL options which may include one or more of the following: o Correct the errors and re-evaluate all Proposals, o Reissue the RFP and begin a new process, o Make other findings and determine other courses of action as appropriate, or o Not require DEL to award the contract to the protesting part or any other Proposer, regardless of the outcome. If DEL determines that the protest is without merit, DEL will enter into an Agreement with the ASV. If the protest is determined to have merit, one of the alternatives noted in the preceding paragraph will be taken.
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4.19
Protest Bond
The Proposer submitting a protest must post a bond or cashier's check for $1,000,000 (one million dollars) simultaneously with the protest. The bond or cashier's check will be used by DEL to cover the costs associated with a protest (e.g., cost of processing the protest and any cost associated with the delay to the Project that would result from the protest). Any remaining funds will be returned to the protestor. If the protest is successful, the entire $1,000,000 will be returned. Proposers are not entitled to any interest accrued on any protest bond or cashier’s check they submit. The protest shall be dismissed with prejudice if the Proposer fails to timely post such bond or cashier’s check.
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5.
RFP ATTACHMENTS
Below is a comprehensive list of the Attachments to this RFP.
Attachment 01: Glossary and Definitions Attachment 02 (Att 02): To-be System Process Flows Attachment 03 (Att 03): Model Agreement Attachment 04: System Interfaces Attachment 05: System Volumes Attachment 06 (Att 06): DEL AP WCCC ChildCareSubsidyFunding Attachment 07: WAC Attendance Record Content Attachment 08: WA State Records Retention Requirement Attachment 09 (Att 09): Federal Electronic Income Withholding Orders Attachment 10 (Att 10): SIEU 925 CBA Attachment 11 (Att 11): ABCS Future State System Topography Attachment 12 : DEL ABCS External Reports Attachment 13 (Att 13): OCIO Policy 142 Windows XP End-of-Life Attachment 14 (Att 14): OCIO Policy 151.10 Disaster Recovery Attachment 15 (Att 15): OCIO Policy 171.11 InternetMarkup Standards Attachment 16 (Att 16): OCIO Policy 141.10 Securing IT Assets Attachment 17(Att 17): OCIO Policy 1000-G1 Accessibility Attachment 18: Usability Criteria Attachment 19 (Att 19): Sample Statement of Work
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