Campaign Finance System

Campaign Finance System David M. Scanlan New Hampshire Secretary of State State House 107 North State Street Concord, NH 03301 ___________________________________________ Request for Proposal – 2023 –1(amended 2/9/23) Campaign Finance System New Hampshire Secretary of State Campaign Finance System RFP 2023-1 Page 2 of 53 Request for Proposal Campaign Finance System SINGLE POINT OF CONTACT (SPOC): Kaley Dion, Elections Administrator State House Room 204 107 North Main Street Concord, New Hampshire 03301-4989 E-mail: kaley.dion@sos.nh.gov Telephone: 603-271-3242 MAIL RESPONSE TO: State of New Hampshire Department of State C/O Paula Penney State House, Room 204 107 North Main Street Concord, New Hampshire 03301-4989 New Hampshire Secretary of State Campaign Finance System RFP 2023-1 Page 3 of 53 ATTENTION RFP RESPONSE SUBMISSION REQUIREMENTS For your submission to be responsive, the following are required: The Signature Page must

be completed and returned, signed in the space provided by a person with legal authority to obligate your company. Your submission must include an “ORIGINAL” mailed to the Secretary of State at the above address and a PDF of the original e-mailed to: kaley.dion@sos.nh.gov. To document that the proposal reflects any addenda to this RFP, attach printouts of all addenda issued by the Secretary of State (if any are issued). Addenda will appear on the Department of Administrative Services, Purchase and Property website. A person with legal authority to obligate your company must initial each page of the addenda. Attach the signed addenda to the “ORIGINAL” proposal submitted. Contact: Kaley Dion, Elections Administrator at the New Hampshire Department of State, 603-271-3242, if you need further clarification of these submission instructions. New Hampshire Secretary of State Campaign Finance System RFP 2023-1 Page 4 of 53 SIGNATURE PAGE Date: February 6, 2023 Response No.: NHSOS 2023-1 Response Date Due: March 13, 2023 Response Time Due: 2:30 P.M. EST PLEASE DIRECT ANY QUESTIONS REGARDING THIS RFP TO: Kaley Dion TEL. NO.: 603-271-3242 E-MAIL: kaley.dion@sos.nh.gov RESPONSE INVITATION FOR: Campaign Finance System OFFER: The undersigned hereby offers to make available to the New Hampshire Secretary of State the services indicated in the following page(s) of this RFP at the price(s) quoted, in accordance with the conditions set forth in this RFP. All responses must be valid for a period of 60 days from the RFP Due Date. Organization/Company Name: _________________________________________________________ Address: _________________________________________________________ Tel.: (local)_____________________________ (Toll Free)______________________________ Fax: __________________________________ Authorized Signature: __________________________________________________________ (SIGNATURE) ___________________________________________________________ (TYPE OR PRINT NAME) This document must be signed by a person with legal authority to obligate your company. The signature also certifies that there have been no alterations or substitutions of any of the RFP documents. New Hampshire Secretary of State Campaign Finance System RFP 2023-1 Page 5 of 53 Table of Contents Contents Request for Proposal – 2023 –1 ........................................................... 1 RFP RESPONSE SUBMISSION REQUIREMENTS ....................................... 3 SIGNATURE PAGE .............................................................................. 4 Table of Contents .............................................................................. 5 RFP Response - Checklist ................................................................... 8 1.0 RFP Purpose and General Instructions ........................................... 9 1.1 Vendor Conference Call ............................................................ 9 1.2 Response Inquiries ................................................................. 10 1.3 Response Submission.............................................................. 11 1.4 Public Disclosure .................................................................... 13 1.5 Oral Presentation ................................................................... 13 1.5.1 Contract Term Date ............................................................ 13 1.5.2 Vendor Responsibility .......................................................... 13 1.6 Project Budget/Limitation on Price ............................................ 14 1.7 Response Preparation Costs ..................................................... 14 1.8 Non-Commitment ................................................................... 14 1.9 RFP Non-Deviation .................................................................. 15 1.10 Schedule of Events ............................................................... 15 2.0 General Information .................................................................. 16 2.1 General Overview ..................................................................... 16 2.2 Background ............................................................................. 16 New Hampshire Secretary of State Campaign Finance System RFP 2023-1 Page 6 of 53 3 Services, Specifications, Requirements, and Deliverables ................. 17 3.1 Ownership of Work Product ...................................................... 17 3.1.1 License .............................................................................. 19 3.1.2 Noninfringement Warranty ................................................... 20 3.1.3 Source Code Ownership ....................................................... 21 3.1.4 ADA /WCAG Compliance ...................................................... 21 3.1.5 Vendor’s Certification .......................................................... 22 3.2 Administrative Specifications ..................................................... 23 3.2.1 Travel Expense ................................................................... 23 3.2.2 Shipping and Delivery Fee Exemption .................................... 23 3.2.3 Workspace ......................................................................... 23 3.2.4 State–Owned Documents and Copyright Privileges .................. 24 3.2.5 Documentation ................................................................... 24 3.3 Project/Status Meetings and Reporting ........................................ 25 3.3.1 Introductory/ Kickoff ........................................................... 25 3.3.2 Status Meetings .................................................................. 25 3.4 Scope of Services ................................................................... 26 3.4.1 Detailed Requirements ........................................................ 26 3.4.2 Deliverables ....................................................................... 33 4 Key Personnel ............................................................................... 37 4.1 Department of State ................................................................. 37 4.2 Vendor ................................................................................... 37 4.3 Staff Retention/Performance .................................................... 39 5 Response Format/Guidelines ........................................................ 39 New Hampshire Secretary of State Campaign Finance System RFP 2023-1 Page 7 of 53 5.1 General Information ............................................................... 39 5.2 Response Outline ..................................................................... 39 5.3 Proposal Description ............................................................... 40 6 Evaluation Process, Criteria, and Selection ........................................ 44 6.1 Response Receipt and Review .................................................... 45 6.2 Response Evaluation ................................................................. 46 6.3 Response Rejection .................................................................. 47 6.4 Selection, Notification, and Contract ........................................... 47 7 Price, Payment Schedule, and Contract Term .................................. 48 7.1 Deliverables/Schedules/Payments .............................................. 48 7.1.1 Project Deliverables and Pricing ............................................ 48 7.2 Other Pricing ........................................................................... 50 7.2.1 Invoicing ........................................................................... 50 7.3 Contract Term ......................................................................... 51 Exhibit 1 ......................................................................................... 52 New Hampshire Secretary of State Campaign Finance System RFP 2023-1 Page 8 of 53 RFP Response - Checklist Respondents commonly forget to include these activities and requirements in their RFP response. An incomplete response may be grounds for determining that a response is unable to satisfy the needs of the Secretary of State. Use this checklist to help prepare your response. If you plan to submit any item late, indicate in your proposal when the State should expect to receive it. □ Signature Page – must be signed and included with ORIGINAL Response. □ Printout of complete Addenda (if any issued), initialed by a person who is authorized to legally obligate your company, included as part of your ORIGINAL response. □ RFP response packaged and labeled in accordance with RFP Section 1.3: Response Submission. □ Certificate of Good Standing with State of New Hampshire or equivalent, current as of April 1st, 2023. □ Cover Page should include requirements listed in Section 5.3: Proposal Description. □ References and Letters of Reference with current contact information. □ Deliver the response prior to the Response Submission due date and time defined in Section 1:10: Schedule of Events. New Hampshire Secretary of State Campaign Finance System RFP 2023-1 Page 9 of 53 1.0 RFP Purpose and General Instructions The Secretary of State seeks proposals to provide a Campaign Finance System (CFS). We seek a system built for New Hampshire with the Secretary of State (hereinafter referred to as “NHSOS,” “SOS,” or “the State”) receiving a non- exclusive, non-transferrable, worldwide, irrevocable, royalty free, perpetual license to (i) use such Contractor Intellectual Property that is embodied in the Deliverables and (ii) reproduce, prepare, repair, modify or have derivative works made based upon the Contractor Intellectual Property as SOS may deem desirable or necessary for the SOS to further modify, enhance, or maintain the Deliverables and the Campaign Finance System for use in New Hampshire. The updated CFS must provide the features, user experience, and workflow of the existing system while also providing the additional capabilities and compatibility detailed in this RFP. The proposal must include data conversion from the existing to the new CFS system. 1.1 Vendor Conference Call The Department will hold an optional vendor conference call as scheduled in Section 1.10: Schedule of Events. The purpose of the Vendor Conference Call is to allow interested vendors to: 1. Request clarification of any section of the RFP. 2. Request changes to the RFP Requirements considered so restrictive as to prohibit or discourage responses. 3. Offer suggestions or changes to the RFP that could improve the RFP competition or reduce the proposed costs. New Hampshire Secretary of State Campaign Finance System RFP 2023-1 Page 10 of 53 All written questions received prior to or at the Conference Call will be read aloud and will receive unofficial oral responses during the Conference Call. The Department will distribute official written answers to questions in accordance with Section 1.2: Response Inquiries. Vendors are encouraged to submit written questions at least forty-eight (48) hours prior to the conference call in order to enable the Secretary of State to prepare responses. The Department will not respond to inquiries prior to the Conference Call. The Department requests that vendors RSVP via e-mail by the date identified in Section 1.10: Schedule of Events. 1.2 Response Inquiries Submit all inquiries concerning this RFP in writing, citing the RFP title, RFP number, page, section, and paragraph to: Kaley Dion, Elections Administrator Department of State State House, Room 204 107 North Main St. Concord, New Hampshire 03301-4989 Telephone: 603-271-3242 E-mail: kaley.dion@sos.nh.gov Organizations/vendors are encouraged to submit questions via e-mail. New Hampshire Secretary of State Campaign Finance System RFP 2023-1 Page 11 of 53 Questions on and clarifications for this RFP and the contract will be addressed until the end of the inquiry period. Proposed language that conflicts with the RFP or the State’s contract form may not be accepted. Submit final questions no later than the date specified in Section 1.10: Schedule of Events. Questions received after this date and time will be addressed only if they are deemed by the Secretary of State to be critical to the competitive selection process. The Department will provide an official written answer to all questions meeting these requirements. The written answers will be sent by e-mail to all vendors who register for the vendor conference call or otherwise notify the single point of contact by e-mail that the vendor wants to receive the written answers. 1.3 Response Submission Submit all responses to this RFP by the deadline in Section 1.10: Schedule of Events, to: State of New Hampshire Department of State C/O Paula Penney State House, Room 204 107 North Main St. Concord, New Hampshire 03301-4989 (603) 271-3242 New Hampshire Secretary of State Campaign Finance System RFP 2023-1 Page 12 of 53 Vendors who wish to be considered should submit one (1) original on paper by mail to the above address and one (1) PDF of their response by email to Kaley.Dion@sos.nh.gov. Deliver the original in a sealed container (envelope), and permanently marked: STATE OF NEW HAMPSHIRE Department of State Elections Division RESPONSE TO SOS RFP 2023-1 Campaign Finance System The Vendor’s signature on a response to this RFP guarantees that the Vendor established the prices quoted without collusion with other eligible Vendors and without effort to preclude the State of New Hampshire from obtaining the best possible competitive response. Specifications required by the RFP are detailed in Section 3: Services, Specifications, ASV Requirements and Deliverables. In responding to the RFP, Vendors must address all Requirements and frame their response in the format outlined in Section 5: Response Format/Guidelines. Printouts of complete Addenda (if any issued), in numerical sequence, filled out and initialed by a person who is authorized to legally obligate the Vendor, must be included as part of your Original Response. All RFP responses must remain valid for a period of sixty (60) days from the Response Due Date. New Hampshire Secretary of State Campaign Finance System RFP 2023-1 Page 13 of 53 1.4 Public Disclosure All material received in response to this RFP shall become the property of the State. The State will not return submitted materials to the Vendor. Regardless of the Vendor selected, the State reserves the right to use any information presented in a response. The content of each Vendor’s RFP response shall become public information once a contract resulting from the RFP is executed. 1.5 Oral Presentation Prior to the selection of a Vendor, a Vendor may be required to make an oral presentation to clarify any portion of their response or to describe how the vendor will accomplish the Requirements detailed in the RFP. The State may ask Vendor finalists make a presentation during the period designated in Section 1.10: Schedule of Events. 1.5.1 Contract Term Date The Secretary of State seeks to finalize a contract with the successful vendor by April 21, 2023, and services may be required through April 21, 2025. 1.5.2 Vendor Responsibility The selected Vendor is solely responsible for meeting all Requirements in the RFP, their response, and any resulting contract. A selected Vendor may New Hampshire Secretary of State Campaign Finance System RFP 2023-1 Page 14 of 53 not subcontract any part of the goods or services it agreed to provide without prior written approval from the State. 1.6 Project Budget/Limitation on Price The State has funds available for this project, subject to Section 4, “Conditional Nature of Agreement” of the State of New Hampshire Agreement, General Provisions, Form P-37 (version 12/11/2019). The standard agreement, used by state agencies for contracts, will be a component of any contract resulting from this RFP. The P-37 is available on-line here: https://www.nh.gov/nhdoc/business/documents/contract- p37.pdf. 1.7 Response Preparation Costs The State is not liable for any costs incurred by a Vendor in the preparation of their RFP response or for work performed/expenses in connection with signing a contract with the Secretary of State. 1.8 Non-Commitment The solicitation of the Request for Proposals shall not commit the New Hampshire Secretary of State to select a Vendor or sign a contract. The State reserves the right to reject any and all proposals. https://www.nh.gov/nhdoc/business/documents/contract-p37.pdf https://www.nh.gov/nhdoc/business/documents/contract-p37.pdf New Hampshire Secretary of State Campaign Finance System RFP 2023-1 Page 15 of 53 1.9 RFP Non-Deviation The state may provide some Vendors with an electronic version of this RFP. Any alteration to the text or any file associated with this RFP in any way that could be construed to change the intent of the original document is forbidden. Any changes made to the original document may result in a response being considered non-responsive. The original RFP document is on file with the State of New Hampshire, Secretary of State. This original RFP document will serve as the official document and will be incorporated into any contract resulting from the RFP. 1.10 Schedule of Events Event Date Time RFP Published 2/6/2023 RFP Inquiry Period begins 2/6/2023 9:00 AM Optional Pre-Response Vendor Conference Call 2/16/2023 10:00 AM Vendor Inquiry Period Ends 2/17/2023 2:30 PM States written responses to inquiries, as soon as possible, but no later than 3/10/2023 2:30 PM Deadline for RFP Response Submission 3/13/2023 2:30 PM Invitations for vendor presentations, if necessary, issued no later than 3/21/2023 2:30 PM New Hampshire Secretary of State Campaign Finance System RFP 2023-1 Page 16 of 53 Event Date Time Vendor presentations 3/27/2023 through 3/29/2023 Contract Finalization With Selected Vendor (target date) 4/21/2023 2.0 General Information 2.1 General Overview The Secretary of State will maintain a Campaign Finance System (CFS). Candidates, Candidate Committees, Political Committees, and Political Advocacy Organizations connect to the CFS through the internet. Prior authorization, a multifactor authentication process, use of a passphrase and security questions, and other cybersecurity safeguards are used. The proposed CFS must include these and any evolving cybersecurity best practices. 2.2 Background The proposed CFS must fulfill all the requirements of RSA 664. New Hampshire Secretary of State Campaign Finance System RFP 2023-1 Page 17 of 53 3 Services, Specifications, Requirements, and Deliverables 3.1 Ownership of Work Product Ownership of Work Product Definitions “Confidential Information” means any and all information comprised by or relating to the Software or Documentation that is not generally known to the public, including all Vendor trade secrets disclosed to State and related to the subject of this Agreement. Confidential Information does not include information that State can demonstrate by documentary evidence: (a) was or is independently developed by a State after the Effective Date without reference to or use of any of the Confidential Information; (b) was or becomes generally known by the public other than by breach of this Agreement by, or other wrongful act of the State or any of its Representatives; or (c) was received by State after the Effective Date from a third party who was not, at the time, under any obligation to State or any other Person to maintain the confidentiality of such information. “Data Model” means a listing of all data elements and their relationship to any other data element. “Derivative Works” has the meaning defined under the United States Copyright Act of 1976, 17 U.S.C. Section 101. New Hampshire Secretary of State Campaign Finance System RFP 2023-1 Page 18 of 53 “Documentation” means all information that describes the installation, operation, and use of the Software, either in printed or electronic format, including but not limited to data dictionary, data model, stored procedures, architectural mapping, source code, configuration code, functional and technical specifications. “Executable Code” means executable code derived by preprocessing, and compilation, and linking from Source Code and Object Code, together with any necessary dynamically loadable libraries, configuration files, or installation procedures or code necessary for execution. “Law” means any statute, law, ordinance, regulation, rule, code, order, constitution, treaty, common law, judgment, decree, or other requirement or rule of any federal, state, local, or foreign government or political subdivision thereof, or any arbitrator, court, or tribunal of competent jurisdiction. “Object Code” means code in machine-readable form generated by preprocessing and/or compilation of Source Code and suitable for linking into Executable Code as defined herein. “Permitted Use” means use of the Software and Documentation by State, its departments and/or agencies for the State’s own noncommercial purposes including, without limitation, and any other related use from which the Secretary of State’s Office would benefit. Permitted Use also means use of the Software and Documentation to operate, maintain or service any and all prior or subsequent versions of the Software and derivatives thereof. New Hampshire Secretary of State Campaign Finance System RFP 2023-1 Page 19 of 53 “Person” means an individual, corporation, partnership, joint venture, limited liability company, governmental authority, unincorporated organization, trust, association, or other entity. “Software” means the software to be delivered to the Secretary of State under the contract resulting from this RFP in Source Code, Object Code and Executable Code form, and more specifically defined in the Documentation. “Source Code” means the human readable source code of the Software to which it relates, in the programming language in which the Software was written, together with all related flow charts and technical documentation, including a description of the procedure for generating object code, all of a level sufficient to enable a programmer reasonably fluent in such programming language to understand, build, operate, support, maintain, and develop modifications, upgrades, updates, adaptations, enhancements, new versions, and other derivative works and improvements of, and to develop computer programs compatible with, the Software. 3.1.1 License Under the contract resulting from this RFP the vendor shall grant to the Secretary of State and the Secretary of State will accept a nonexclusive, worldwide, perpetual, irrevocable, royalty-free license to use the Software and Documentation required by the contract resulting from this RFP and to create Derivative Works thereof, for use by the Secretary of State, including but not limited to modifying, updating, adapting, enhancing, and improving the Campaign Finance System. The license will allow the Secretary of State to use staff or a vendor chosen by the Department to New Hampshire Secretary of State Campaign Finance System RFP 2023-1 Page 20 of 53 maintain, modify, update, adapt, enhance, or improve the Software. Any Derivative Works based upon the Software or Documentation made by or on behalf of the Secretary of State shall be owned by the Secretary of State. Notwithstanding anything to the contrary contained herein, and for the avoidance of doubt, the Secretary of State agrees that its license and use of the Software and Documentation is limited and restricted in the following respects: (a) The Software and Documentation may only be used by the State, its agencies, and departments for the Permitted Use and may not be marketed, sold, distributed, licensed, assigned, published or provided for use without charge for any other Person. For the avoidance of doubt, this restriction does not prohibit access by the public or any third parties to the public facing portion of the software or any related platform or service supported by the Software. 3.1.2 Noninfringement Warranty Vendor represents, warrants, and covenants the originality of any work performed and any Work Product provided to the State under this Agreement. The Vendor represents, warrants, and covenants that no portion of the Work Product completed on behalf of the State under the Agreement violates any third party patent, copyright, trade secret, or other intellectual property rights or other rights of Developer or any third party. New Hampshire Secretary of State Campaign Finance System RFP 2023-1 Page 21 of 53 3.1.3 Source Code Ownership Under the contract resulting from this RFP the vendor shall grant to the Secretary of State and the Secretary of State accepts a nonexclusive, worldwide, perpetual, irrevocable, royalty-free license to use the Software and Documentation required by the contract resulting from this RFP and to create Derivative Works thereof, for use by the Secretary of State, including but not limited to modifying, updating, adapting, enhancing, and improving the Software. The license will allow the Secretary of State to use staff or a vendor chosen by the State to maintain, modify, update, adapt, enhance, or improve the Software. Any Derivative Works based upon the Software or Documentation made by or on behalf of the Secretary of State shall be owned by the Secretary of State. The vendor shall provide to the Secretary of State a current copy of the Source Code, Object Code, and executable code together with any necessary dynamically loadable libraries, configuration files, or installation procedures or code necessary for execution, along with current Documentation after each release and must include the artifacts, scripts and information needed to build and deploy the application. 3.1.4 ADA /WCAG Compliance The public, state and local officials and others will use the Software through the internet. Therefore, the proposed Software must comply with all the accessibility requirements established by the Americans with Disabilities Act, Section 508 of the Rehabilitation Act of 1973, and the implementing regulations of both (collectively referred to herein as the “ADA”), all applicable requirements of the Web Content Accessibility Guidelines New Hampshire Secretary of State Campaign Finance System RFP 2023-1 Page 22 of 53 (“WCAG”) 2.1 at the minimum level “AA,” and the “Web and Mobile Application Accessibility Policy” (“WMAAP”) maintained by the State of New Hampshire Department of Information Technology. 3.1.5 Vendor’s Certification By signature on the proposal, vendors certify that they comply with the following: (a) the laws of the State of New Hampshire; (b) the applicable portion of the Federal Civil Rights Act of 1964; (c) the Equal Employment Opportunity Act and the regulations issued thereunder by the federal government; (d) the Americans with Disabilities Act of 1990 and the regulations issued thereunder by the federal government; (e) all terms and conditions set out in this RFP; (f) a condition that the proposal submitted was independently arrived at, without collusion, under penalty of perjury; (g) that the offers will remain open and valid for at least 60 days; and (h) that programs, services, and activities provided under the resulting contract conform with the Americans with Disabilities Act of 1990, Section 508 of the Rehabilitation Act of 1973, and the regulations issued under either acts by the federal government, and that all web based Software capabilities comply with the Web Content Accessibility Guidelines (“WCAG”) 2.1 at the minimum level “AA.” New Hampshire Secretary of State Campaign Finance System RFP 2023-1 Page 23 of 53 If any vendor fails to comply with [a] through [h] of this paragraph, the State reserves the right to disregard the proposal, terminate the contract, or consider the Vendor in default. The State may use federal funds for this project. The contract resulting from this RFP may include federal requirements including record keeping, record retention, and cooperation with auditing. 3.2 Administrative Specifications 3.2.1 Travel Expense Include in the project cost proposal all travel expenses. The vendor may conduct most, but not all, required meetings with the State via Zoom, Teams, WebEx, or other on-line meeting technology. The proposal must address whether required meetings/service will be provided in-person and on-site versus on-line. 3.2.2 Shipping and Delivery Fee Exemption The State will not pay separately for any shipping or delivery fees necessitated by the contract resulting from this RFP. 3.2.3 Workspace The Vendor must provide its own workspace. To the extent that on-site and in-person work is required, the proposal must specify the character and New Hampshire Secretary of State Campaign Finance System RFP 2023-1 Page 24 of 53 duration of any workspace requirements. Include specifications for any equipment or network/internet access that the vendor proposes the state will provide. 3.2.4 State–Owned Documents and Copyright Privileges During the period of the contract, the Vendor shall provide the Secretary of State access to all State-owned documents, materials, reports and other work in progress relating to the contract resulting from this RFP. Upon completion, expiration, or termination of the contract, the Vendor will turn over all State-owned documents, material, reports, and work in progress relating to the contract resulting from this RFP to the Secretary of State. 3.2.5 Documentation The Vendor must provide the Secretary of State with written documentation of: • Operations manual and User Manuals, including instructions & procedures for these roles: • Admin • User of the system (candidates) • Data Dictionary including a Data Model • Hardware Architectural map • Functional specifications • Technical specifications • Source and Object Code with instructions to build the solution Documentation shall include one (1) hard copy and one (1) electronic version of every document. New Hampshire Secretary of State Campaign Finance System RFP 2023-1 Page 25 of 53 3.3 Project/Status Meetings and Reporting This section defines the requirements regarding meetings and reporting. It is expected that most, if not all, meetings will be by Zoom, Teams, WebEx, phone, or other on-line communication. 3.3.1 Introductory/ Kickoff The Vendor shall participate in an introductory/kickoff meeting with Secretary of State’s staff. Key Vendor personnel and key state staff will review the project intent and, to the extent developed, the work plan and milestones. 3.3.2 Status Meetings The Vendor and Secretary of State’s staff will conduct a weekly status meeting. Either the Vendor or the Secretary of State may schedule additional meetings as needed. Project/status meetings will cover the schedule, and resource aspects of the project as well as the details of the percent complete status of required activities. The vendor will place emphasis on the accomplishments for the concluded reporting period, the planned activity for the future reporting period, and identification and resolution of all issues and problems. The Vendor will provide an agenda, report(s), and minutes for each meeting. New Hampshire Secretary of State Campaign Finance System RFP 2023-1 Page 26 of 53 3.4 Scope of Services 3.4.1 Detailed Requirements The Vendor should indicate the capability of fulfilling each of the functional and technical requirements. The Vendor’s response to Functional and Technical requirements will be reviewed and scored, in order to determine the best solution for the New Hampshire Secretary of State. 3.4.1.1 Response to Detailed Requirements The Vendor should indicate the capability of fulfilling each of the functional and technical requirements. The Vendor’s response to Functional and Technical Requirements will be reviewed and scored, in order to determine the best solution for the New Hampshire Secretary of State. 3.4.1.2 Response to Functional Requirements The detailed functional requirements for the RFP are listed in Appendix A to this RFP – Functional Requirements. The requirements are presented in questionnaire format to facilitate direct responses and establish accountability regarding delivery of the solution by the Vendors. Each Vendor shall respond to each requirement by entering a response, in the space provided in Column F through Column H of Appendix A – Functional Requirements. The Vendor is instructed to indicate its capability of fulfilling each of the technical requirements. In addition to Appendix A – Functional Requirements, each Vendor must respond to the following sections of New Hampshire Secretary of State Campaign Finance System RFP 2023-1 Page 27 of 53 technical requirements, in order to determine the best solution for New Hampshire Secretary of State. The following requirements and standards must be met. The Vendor shall acknowledge their understanding in their response and provide additional explanation as needed. Solution Overview The Vendor shall provide an overview of the proposed solution and services offered to NHSOS. The overview must address the Vendor’s proposed approach to implementation and how the proposed solution will be provided to the NHSOS and election officials. The Solution architecture should be a modern, robust, browser-based user interface, with a service-oriented back-end and an indirect API-based integration tier. The Vendor shall present a concise high-level overview of the proposed solution, including: 1. System Architecture Diagrams. 2. Provide a deployment overview for the State hosted solution. 3. Minimum browser requirements for front-end modules, i.e., version numbers of leading web browsers, such as Edge, Chrome, Firefox, and Safari. 4. Tablet and mobile device compatibility. 5. Third-party hardware and software requirements. 6. External interfaces and integration points. 7. Other key elements that will help the NHSOS better understand your proposed solution design. 8. Security: New Hampshire Secretary of State Campaign Finance System RFP 2023-1 Page 28 of 53 a. Describe how the Vendor and/or proposed solution will authenticate and authorize users based on security levels (i.e. administrator, state user, towns, etc.), including features, functionality, how the data is suppressed from unauthorized users (internal and external), and how the solution will utilize two-factor or multi-factor authentication. b. The solution shall provide the ability to configure systems and security logging mechanisms such as authorized successful and unsuccessful attempts into the system, logging levels, errors, alerts, and notifications. Logging needs to include the ability to identify the originating IP address of any transaction submitted to the system. c. The solution shall comply with NHSOS IT password guidelines for length, complexity, aging, and reuse to meet the following, but not limited to: • Length: Passwords must be a minimum length of at least 24 characters and allow up to 50 characters in length. • Complexity: Passwords must contain uppercase, lowercase letters, numbers and special characters (([]!? # $ % & ( ) * + , - / : ; = > _ ). • Aging: Support automated password expiration at intervals specified by a system administrator. • Reuse: Passwords must not be reused. d. The solution shall provide a secure web application that supports 256-bit Encryption and TLS 1.2 or greater for the transmission of sensitive data over publicly accessible networks, such as the Internet. New Hampshire Secretary of State Campaign Finance System RFP 2023-1 Page 29 of 53 e. The solution shall provide secure coding practices and controls validated via application vulnerability testing (automated or manual). f. The Vendor should conduct periodic third party vulnerability scans and intrusion tests of the development environment and hosted networks and share the scan results with the NHSOS. Please provide the frequency of such scans. g. The Vendor must ensure that all developers and subcontractors who will be working on implementing this solution have undergone a satisfactory background check. h. The Vendor must require that those personnel who have access to the NHSOS facilities, either through on-site access or through remote access, will undergo a satisfactory background check. 9. Testing Approach a. Describe your testing approach. How will testing be designed and utilized throughout the development and implementation process. Include system testing and user acceptance testing (UAT), at a minimum. Explain how the solution supports automated testing. b. The Vendor shall perform rigorous stress testing or load testing that simulates the preparations for and conduct of an actual statewide election by each of New Hampshire’s jurisdictions. c. The Vendor shall provide detailed test cases and test scripts for each scenario in the application module(s) for the User Acceptance Testing. The test cases and scripts shall be tested in all standard browsers such as Edge, Firefox, Chrome and Safari and the test results must be shared with NHSOS. 10. Training New Hampshire Secretary of State Campaign Finance System RFP 2023-1 Page 30 of 53 a. The vendor shall develop and provide an educational program for NHSOS users of the Solution using a “Train-the-Trainer” model. The training will be executed by a team of highly skilled professionals possessing a depth of experience in performing similar training efforts in the voter registration arena. 11. Solution Hosting a. The Vendor’s solution shall utilize an environment that is State- Managed and On-Premises to meet the needs of this RFP including those of the hosting requirements with multiple environments at the State hosting location to facilitate testing, training, and production activities. b. The Vendor is responsible for providing the code and build instructions to the State. The State’s IT staff will install the new solution for all environments such as testing, training, and production environments. c. The NHSOS intends to maintain separate production, UAT, and training instances of the solution. 12. System Performance a. Describe the methodologies to identify potential performance bottlenecks and mitigation strategy for database objects but not limited to views, queries, stored procedures, and table indexes. b. Describe the methodologies to identify application performance problems and improvements. c. Describe the approach to measure the volume of users and transactions the system can handle during peak / non-peak periods. New Hampshire Secretary of State Campaign Finance System RFP 2023-1 Page 31 of 53 d. Describe the schedule for review of database performance, application performance including any necessary tuning and optimization. 13. System Monitoring a. Provide an overview of the proposed system automated process for system monitoring and a detailed description of logging, alerting, and notifications in the proposed solution. 14. Knowledge Transfer Strategy: One of the primary goals for the project is to effectively transition the product or application knowledge to the NHSOS IT team to perform future customizations or configurations. a. Describe your strategy for knowledge transfer of the source code and technical support for the application from the Vendor to the SOS IT team. b. In your strategy, consider options to expeditiously make the transition. 15. Maintenance and Support Services a. Describe the plan for scheduled and non-scheduled maintenance of the system and how it affects system accessibility and performance. b. Describe the process for system changes after go-live, including the response time for the change requests to be processed, work to commence, and a pricing matrix for changes. Include details regarding the change control and implementation processes. c. The Vendor will describe the approach for ongoing software maintenance and change management (change control), as well as support services provided to maintain the Solution. The Vendor will New Hampshire Secretary of State Campaign Finance System RFP 2023-1 Page 32 of 53 ensure that the Solution continues to function correctly with all the future browser updates. d. Responding Vendors are required to provide the time frame for completion of the activities and deliverables. e. The Vendor will provide application software release notes with every new application software release, including a description of changes in functionality. The Vendor shall update the test cases as needed for the changes in the functionality. f. The Vendor will provide support to NHSOS during core business hours Monday through Friday 8:00 AM to 4:30 PM Eastern Time (Eastern Daylight-Saving Time (EDT) or Eastern Standard Time (EST) as applicable) and evenings and weekends as requested. Support will include, but not be limited to, assistance and ongoing support regarding problems/issues, release support, and identification and correction of possible data or system errors. Hours of Operation Normal Core Business Hours Monday - Friday 8:00 AM to 4:30 PM Eastern Standard Time Evenings and weekends as requested g. The Vendor will provide support services for application assistance, technical support, application maintenance, application research, incident management, testing, and development for bug fixes and/or New Hampshire Secretary of State Campaign Finance System RFP 2023-1 Page 33 of 53 enhancements. The Vendor will be responsible to maintain support statistics on help request volume, resolution, and response time, and provide reports to the NHSOS upon request. The format and design of the report will be mutually agreed upon between the Vendor and the NHSOS. h. The Vendor will provide NHSOS with all the tools, documentation, and training necessary to maintain the Solution on an ongoing basis after implementation and the warranty period. The Vendor will describe its strategy for knowledge transfer, from the Vendor to the NHSOS, of the source code and the ability to perform future modifications. 3.4.2 Deliverables Phase Summary of Phase Key Deliverables Initiation Project scope of work and deliverables identified Scope of work statement Planning & Design Definition of system requirements, work breakdown schedule • Project Management Plan (PMP) • Project plan • Requirements Traceability Matrix (RTM) • Gap Analysis • Functional Requirements • Technical Requirements • Technical Design Document New Hampshire Secretary of State Campaign Finance System RFP 2023-1 Page 34 of 53 • Delivery Sign Off Process and Acceptance Criteria Implementation Implementation and configuration of project software, databases, and customizations including reports • Application Software • Data Model Design • Application Customization • Data Conversion/Data Migration Scripts • Environmental Installation and Configuration Testing User Acceptance Testing (UAT) • Quality Assurance Plan • UAT Test Plans and Test Cases for Modules Training Develop an educational program for users of the Solution using a “Train-the-Trainer” model. • Training Plan • End User Training • User Manuals Deployment Transition to operations in production environment. • Production Cutover Plan • System Documentation Maintenance Maintenance of new systems, decommissioning old systems, and project closeout and lessons learned. • Maintenance and Support Plan for Internal IT Operations • Annual Maintenance Agreements New Hampshire Secretary of State Campaign Finance System RFP 2023-1 Page 35 of 53 • Project Closeout Report 1. Project Work Plan including milestones 2. Status Meetings: a. Project introductory meeting and minutes. b. Weekly meetings and minutes. 3. Detailed list of deliverables The vendor will provide, at a minimum, the following deliverables in an electronic format. Deliverable Acceptance Criteria: The deliverables shall be reviewed and approved by the NHSOS project manager for all tasks being completed and tested. Project: • Scope of work statement • Project management plan • Project plan • Final Implementation Plan and Milestone Deliverable Matrix • Schedule Management Plan • Detailed Project Schedule/Work Plan • Change Management Plan • Risk Management Plan – Risk Assessment and Management (Risks & Issues log) New Hampshire Secretary of State Campaign Finance System RFP 2023-1 Page 36 of 53 • Quality Assurance/Issue Management Plan • Staffing Plan • Communications Management Plan Reporting: • Weekly Project Status Reports • Monthly Status Reports to Project Manager Project Closeout Report Requirements: • Stakeholders (CFS users) sessions, Vendor to maintain a record of the sessions identify the contributor and a summary of their input • Gap Analysis Sessions • Business and Functional Requirements document • Permissions Matrix (by User role/module) • Responsible, Accountable, Consulted, Informed Chart • Stakeholder’s Engagement Assessment Matrix • Workflow / Process Flow Diagrams • Requirements traceability matrix • System User Cases (by module) • Application mockup screens (by module) for screen and report designs Standards • Security Standards • Coding Standards • Accessibility Standards • UI Standards Security • Security design diagrams • Security testing • Security documentation Database • Data dictionary • Database model • Data conversion / migration plan • Vendor shall Develop, Test, and Execute the Data Conservation scripts and Activities • Database naming conventions • Database Design Document Testing • System test cases (by module) • Acceptance criteria • Application performance testing • Integration Testing New Hampshire Secretary of State Campaign Finance System RFP 2023-1 Page 37 of 53 • User Acceptance Testing Training • Training Plan • Quick Reference guides • User Guides (by user role) • Training and documentation designed for regular updates Release Plan Technical Specifications • Technical Design Document • Installation guides • Troubleshooting documentation • Data interfaces • Programming naming conventions • System Administration documentation 4 Key Personnel 4.1 Department of State The New Hampshire Secretary of State has assigned Chief of Staff David Lang, State Elections Administrator Kaley Dion, and Elections Legal Counsel Orville B. Fitch II to this project. 4.2 Vendor Qualifications of the Vendor Personnel. Minimum requirements for proposed project manager. Project manager has overall project responsibility for all Vendor proposed staff and activities. • The Vendor shall assign a project manager who has long term, successful experience on similar projects of a comparable size with New Hampshire Secretary of State Campaign Finance System RFP 2023-1 Page 38 of 53 Project Management Institution (PMI) Project Management Professional (PMP) certification. • The project manager personnel must demonstrate experience working as a PM to successfully perform transition-in activities for two (2) projects within the past ten (10) years with extensive and increasingly responsible experience applying Project Management principles, methods, techniques, and tools. • The project manager shall be present for the presentation of the product demonstration and must remain assigned to this project for the New Hampshire Secretary of State throughout the contract period. • The Proposer shall guarantee that the Project Manager included in the proposal shall be assigned to this project throughout the project term, unless they are no longer employed by the Vendor. • Replacement of the project manager, if necessary, must have equal qualifications to those of the project manager originally identified and will require written approval by NHSOS. • Excellent communication and writing skills. • Experience narratives of Key Personnel who will be assigned to the project. Experience narratives should be attached to the resumes that describes the specific relevant experience of the staff members in relation to the role that staff member will perform for this Contract. • Provide resume, detailing educational, knowledge, and relevant experience as well as certifications or other professional credentials that clearly show how they are qualified to perform their respective job duties under the Contract. • Provide at least 2 references from clients where the work included services related to the goods/services sought by this RFP. New Hampshire Secretary of State Campaign Finance System RFP 2023-1 Page 39 of 53 4.3 Staff Retention/Performance The Secretary of State reserves the right to interview anyone proposed for work on this Contract. During the contract period, the selected Vendor shall confirm that all personnel assigned to the project shall be qualified to perform responsibilities and services. 5 Response Format/Guidelines 5.1 General Information Interested Vendors must respond to this RFP according to the format specified below. All responses should be concise, well organized, and provide sufficient detail, where appropriate, to allow the evaluators to clearly determine the benefit of the organization’s/vendor’s offering. The Secretary of State encourages free and open competition among Vendors. Specifications, responses, and conditions are designed to accomplish this objective, consistent with the Secretary’s needs and guidelines. 5.2 Response Outline Responding Vendors, when presenting their responses, are expected to use the following outline: 1. Cover Page 2. Signature Page and any Addenda, if issued New Hampshire Secretary of State Campaign Finance System RFP 2023-1 Page 40 of 53 3. Table of Contents 4. Glossary of Terms and Abbreviations, as needed 5. Section I: Vendor Profile 6. Section II: Sub-Contracted Vendor Profiles 7. Section III: Experience 8. Section IV: Personnel Resumes 9. Section V: Detailed Response 10. Section VI: Cost Proposal 11. Section VII: New Hampshire Certificate of Authority 5.3 Proposal Description Cover Letter The first page of the proposal must be a cover page containing: STATE OF NEW HAMPSHIRE Department of State Elections Division RESPONSE TO SECRETARY OF STATE Campaign Finance System Request for Proposal – NHSOS 2023-1 The cover page should include the Vendor’s name, contact person, contact telephone number, address, city, state, zip code, fax number, and e-mail address. All subsequent pages must be numbered. New Hampshire Secretary of State Campaign Finance System RFP 2023-1 Page 41 of 53 Signature Page and Addenda A responding Vendor is expected to sign and return the Signature Page, thereby acknowledging that the respondent has read the Appendices and Exhibits with this RFP, understands them, and agrees to the conditions set forth herein, stating any exceptions. Printouts of complete Addenda (if any issued), in numerical sequence, filled out and signed by a person who is authorized to legally obligate the Vendor must be included as part of the ORIGINAL response. Table of Contents The Vendor should provide a table of contents with corresponding page numbers relating to their response. Section I: Vendor Profile The Vendor is expected to provide, at a minimum, the following information: • General entity overview, background, number of employees, work similar to this project done for other clients. • Information demonstrating its staff is of sufficient size and experience to complete the Vendor Requirements outlined in this RFP. Section II: Sub-Contracted Vendor Profile (if applicable) If the Vendor will rely on subcontractors to complete this contract, include the following information about them: New Hampshire Secretary of State Campaign Finance System RFP 2023-1 Page 42 of 53 • General entity overview, background, number of employees, current project commitment, other (number, length of time, resources committed). • Contractual relationship between companies. The selected Vendor is responsible for all deliverables and schedule deadlines set forth herein. • Identify the Vendor’s use of any and all offshore resources, including the full name of any employees. Section III: Experience Distinguishing public and private sector work, describe the Vendor’s experience with similar project activity. Include the length of time for each, dollar value of each, project description, scope, and state whether or not the project was completed on time and within the contracted dollar amount. References (minimum of three) Responding Vendors are expected to provide a minimum of three (3) references, preferably for projects similar to the work described herein. For public sector, including state governments, federal governments, state agencies, and federal agencies, and other references for projects of similar scope, provide the following contact information: Name Title New Hampshire Secretary of State Campaign Finance System RFP 2023-1 Page 43 of 53 Organization name Address Phone/fax numbers E-mail address Dates of project/contract Section IV: Personnel Resumes Proposals submitted by responding Vendors must confirm that principle personnel to be assigned to this project will be qualified to perform such services as set forth in this RFP. Resumes of principle personnel, which include name, experience, education, and training, must be included. Section V: Detailed Response Responding Vendors are expected to confirm that their proposed solution will meet or exceed the requirements as outlined in the RFP, including Appendix A, and must clearly describe how the proposal will accomplish this. Responding Vendors are expected to provide a preliminary schedule and plan to accomplish the services, activities, and tasks to produce the deliverables required. New Hampshire Secretary of State Campaign Finance System RFP 2023-1 Page 44 of 53 Section VI: Cost Proposal This section describes the requirements to be addressed by Vendors in preparing the cost proposal. The State reserves the right to review all aspects of the cost proposal and to request clarification. Pricing must be detailed as set forth in Section 7 of this RFP. Services- Activities/Deliverables/Milestones/Deliverables Pricing. If the Vendor seeks progress payments, the Vendor must identify in its cost proposal milestones for incremental progress payments. For each milestone, specify the activities and tasks to be completed and the amount of the incremental progress payment. Term of Rates. The Vendor’s cost proposal must include hourly rates for additional work or other services beyond the requirements in this RFP. Services must be available at the specified rates until: December 31, 2025. Section VII: New Hampshire Certificate of Authority Vendors must submit a valid certificate of authority to do business in New Hampshire. Refer to Exhibit 1 for further information. 6 Evaluation Process, Criteria, and Selection The State will select a group to act as an evaluation team. New Hampshire Secretary of State Campaign Finance System RFP 2023-1 Page 45 of 53 The Secretary of State is interested in receiving the best quality product or service. Costs will be used as one component of the selection criteria. The Secretary of State may use federal funds in compliance with federal requirements. 6.1 Response Receipt and Review Responses will be reviewed to initially determine if minimum submission Requirements have been met. The review will verify that: a. The response was received before the date and time specified in Section 1.10: Schedule of Events. b. The response contained all required signatures. Failure to meet minimum submission Requirements could result in the response being rejected and not included in the evaluation process. Upon receipt, the response information will be disclosed to the evaluation team members only. The response will not be publicly opened. The possible need for clarifications necessitates the need for privacy. The Secretary of State may determine, if it is in the best interest of the State, to seek additional responses from Vendors submitting acceptable and/or potentially acceptable responses. These additional responses would provide a Vendor the opportunity to amend or change their original response to make it more acceptable to the Secretary of State. The Secretary of State reserves the right to exercise this option or to not exercise this option. New Hampshire Secretary of State Campaign Finance System RFP 2023-1 Page 46 of 53 6.2 Response Evaluation Scoring will be based on information including, but not limited to, the Vendor’s response documents, references, and interviews, if the Secretary determines any interview is necessary. The evaluation team shall be under no obligation to contact Vendors for clarification of responses, but it shall reserve the right to do so. Qualified responses will be evaluated on the basis of the criteria below and the ability of the respondent to satisfy the Requirements and Deliverables of this request in a cost-effective manner. Specific criteria are: Section Criteria Maximum Points 6.2.1 Project understanding and approach to efficiently fulfilling all state and federal requirements 35 6.2.2 Company management, capacity and project management ability, resumes of principals 10 6.2.3 Usability of the proposed system 30 6.2.4 Cost (low cost proposal get 25 points, higher cost proposals receive proportionally reduced points) 25 New Hampshire Secretary of State Campaign Finance System RFP 2023-1 Page 47 of 53 Total 100 6.3 Response Rejection The Secretary of State reserves the right to reject any and all responses. 6.4 Selection, Notification, and Contract Discussions with responding Vendors will usually be limited to all acceptable responses, but may also be extended to the potentially acceptable responses. Vendors must be prepared to provide qualified personnel to discuss technical and legal aspects of the response. The standard State contract language on Form P-37 shall be used. Examples can be found at: https://www.nh.gov/nhdoc/business/documents/contract-p37.pdf. The Contract Exhibit A: Special Provisions (additions to or modifications of P-37 terms), Contract Exhibit B: Statement of Work, and Contract Exhibit C: Payment Schedule with the Secretary of State shall incorporate in its provisions this RFP, the successful Vendor’s response, and any other pertinent documents. Contract execution with the Vendor will serve as a notice to proceed and begin work activity. https://www.nh.gov/nhdoc/business/documents/contract-p37.pdf New Hampshire Secretary of State Campaign Finance System RFP 2023-1 Page 48 of 53 Public announcements or news releases pertaining to any contract signed in connection with this RFP shall not be made without the written permission of the Secretary of State. 7 Price, Payment Schedule, and Contract Term 7.1 Deliverables/Schedules/Payments 7.1.1 Project Deliverables and Pricing Vendors must complete this chart. Project Deliverables Anticipated Due Date Proposed Payment New Hampshire Secretary of State Campaign Finance System RFP 2023-1 Page 49 of 53 Vendors must complete this chart with respect to the deliverables in 7.1.1 above. Staff Position Hourly Rate Cost Total Cost New Hampshire Secretary of State Campaign Finance System RFP 2023-1 Page 50 of 53 7.2 Other Pricing Provide the hourly rate to be charged for related work outside the scope of this RFP and the resulting contract. Position Hourly Rate 7.2.1 Invoicing The selected Vendor(s) shall maintain well-organized documentation for all invoices between the State and the selected Vendor. The books, records, and documents of a Vendor, insofar as they relate to work performed or