E-Commerce Seedling Sales

STATE OF NEW HAMPSHIRE Department of Natural and Cultural Resources Division of Forests and Lands E-Commerce Seedling Sales DNCR-2022-110 RFP ISSUED: March 21, 2022 VENDOR Q&A (optional): April 6, 2022, 1:30 PM EST LOCATION: Teleconference STATE POINT of CONTACT: NAME: Will Guinn, Administrator - Forest Management Bureau EMAIL: william.t.guinn@dncr.nh.gov TEL: 603-271-2214 CONTRACT TYPE: Not to Exceed PROPOSALS DUE: May 4, 2022, 2:00 pm EST STATE OF NEW HAMPSHIRE Department of Natural and Cultural Resources Division of Forests and Lands 2022-110 - E-Commerce Seedling Sales TABLE OF CONTENTS Page 2 of 80 Table of Contents SECTION 1: OVERVIEW AND SCHEDULE OF EVENTS ..............................................................................5 1.1. Executive Summary ....................................................................................................................................5 1.2. Schedule of

Events .....................................................................................................................................7 SECTION 2: PROPOSAL SUBMISSION, DEADLINE, AND LOCATION INSTRUCTIONS ........................8 Proposal Submission ..............................................................................................................................................8 Physical Proposals ..................................................................................................................................................8 Electronic Proposals ...............................................................................................................................................8 Number of Proposals ..............................................................................................................................................9 Vendor Inquiries .....................................................................................................................................................9 Restriction of Contact with Agency Employees .....................................................................................................9 Validity of Proposal ................................................................................................................................................9 SECTION 3: PROPOSAL ORGANIZATION, CONTENT, AND REQUIRED ITEMS ..................................10 3.1. Proposal Organization ...........................................................................................................................10 3.1.1. Cover Page ............................................................................................................................................10 3.1.2. Transmittal Form Letter........................................................................................................................10 3.1.3. Table of Contents .................................................................................................................................13 3.1.4. Section I: Executive Summary ............................................................................................................13 3.1.5. Section II: Glossary of Terms and Abbreviations ...............................................................................13 3.1.6. Section III: Responses to System Requirements and Deliverables .....................................................13 3.1.7. Section IV: Narrative Responses .........................................................................................................13 3.1.8. Section V: Corporate Qualifications ....................................................................................................13 3.1.9. Section VI: Qualifications of Key Vendor Staff ..................................................................................13 3.1.10. Section VII: Price Proposal .................................................................................................................13 3.1.11. Section VIII: Vendor Attachments ......................................................................................................14 SECTION 4: EVALUATION OF PROPOSALS...........................................................................................15 4.1 Criteria for Evaluation and Scoring ..........................................................................................................15 4.2 Scoring Detail ...........................................................................................................................................16 4.3 Planned Evaluations .................................................................................................................................17 4.4 No Best and Final Offer.................................................................................................................18 4.5 Rights of the Agency in Accepting and Evaluating Proposals .................................................................19 SECTION 5: TERMS AND CONDITIONS RELATED TO THE RFP PROCESS .....................................20 STATE OF NEW HAMPSHIRE Department of Natural and Cultural Resources Division of Forests and Lands 2022-110 - E-Commerce Seedling Sales TABLE OF CONTENTS Page 3 of 80 5.1 RFP Addendum ........................................................................................................................................20 5.2 Non-Collusion ..........................................................................................................................................20 5.3 Property of the State .................................................................................................................................20 5.4 Confidentiality of a Proposal ....................................................................................................................20 5.5 Public Disclosure ......................................................................................................................................20 5.6 Electronic Posting of Resulting Contract .................................................................................................22 5.7 Non-Commitment .....................................................................................................................................22 5.8 Proposal Preparation Cost ........................................................................................................................22 5.9 Ethical Requirements ................................................................................................................................22 5.10 Debarment ................................................................................................................................................22 5.11 Challenges on Form or Process of the RFP ..............................................................................................23 SECTION 6: CONTRACT TERMS AND AWARD .....................................................................................24 6.1 Non-Exclusive Contract ...........................................................................................................................24 6.2 Award .......................................................................................................................................................24 6.3 Anticipated Contract Term .......................................................................................................................24 6.4 Standard Contract Terms ..........................................................................................................................24 6.5 Related Documents Required ...................................................................................................................25 APPENDIX A: VENDOR CONFERENCE REQUIREMENTS .........................................................................26 APPENDIX B: BUSINESS / TECHNICAL REQUIREMENTS AND DELIVERABLES .............................27 B-1. Statement of Work ....................................................................................................................................27 B-1.1. Data Location .......................................................................................................................................27 B-1.2. Background Checks ..............................................................................................................................27 B-2. Business Requirements/Technical Requirements .....................................................................................27 B-3. Activity, Deliverable, or Milestone ..........................................................................................................28 APPENDIX C: TOPICS FOR MANDATORY RESPONSES ............................................................................30 C-1. Proposed Software Solution .....................................................................................................................31 C-2. Vendor’s Technical, Service and Project Management Experience .........................................................33 C-2.1. Security and Protection of Data ............................................................................................................33 C-2.2. State Personnel and Training ................................................................................................................34 C-2.3. Project Execution ..................................................................................................................................35 C-2.4. Project Management .............................................................................................................................37 C-2.5. Ongoing Operations For Vendor Hosted Solution ...............................................................................39 APPENDIX D: STANDARDS FOR DESCRIBING VENDOR QUALIFICATIONS ....................................42 STATE OF NEW HAMPSHIRE Department of Natural and Cultural Resources Division of Forests and Lands 2022-110 - E-Commerce Seedling Sales TABLE OF CONTENTS Page 4 of 80 D-1. Vendor Qualifications ..............................................................................................................................42 D-2. Required Information on Corporate Qualifications ..................................................................................42 D-3. Team Organization and Designation of Key Vendor Staff ......................................................................43 APPENDIX E: PRICING ..................................................................................................................................44 E-1. Pricing ......................................................................................................................................................44 E-1.1. Activities / Deliverables / Milestones Pricing ......................................................................................44 E-1.2. E-Commerce Platform Development ...................................................................................................46 E-1.3. Hosting, Technical Support, Maintenance Pricing ...............................................................................46 E-1.4. Credit Card Processing Fee (% per transaction) ...................................................................................46 E-1.5. Implementation Pricing Summary ........................................................................................................47 E-1.6. Vendor Staff, Resource Hours and Rates Worksheet ...........................................................................47 E-1.7. Future Vendor Rates .............................................................................................................................48 E-1.8. Proposed State Staff Resource Hours ...................................................................................................49 APPENDIX F: DOIT INFRASTRUCTURE & SECURITY ............................................................................50 F-1. Technical Architecture .............................................................................................................................50 F-1.1. State Network Environment .................................................................................................................50 F-1.2. Internet Access .....................................................................................................................................50 F-1.3. VMware ................................................................................................................................................50 F-1.4. Oracle ...................................................................................................................................................50 F-2. Future Systems Environment....................................................................................................................50 F-2.1. Security .................................................................................................................................................51 APPENDIX G: MERCHANT CARD SERVICES ...........................................................................................52 G-1. PCI DSS Payment Application Data Security Standard (PA DSS) ..........................................................52 APPENDIX H: TERMS AND DEFINITIONS .................................................................................................54 APPENDIX I: P-37 STATE OF NEW HAMPSHIRE GENERAL PROVISIONS AND EXHIBITS ............58 STATE OF NEW HAMPSHIRE Department of Natural and Cultural Resources Division of Forests and Lands 2022-110 - E-Commerce Seedling Sales SECTION 3: PROPOSAL ORGANIZATION, CONTENT, AND REQUIRED ITEMS Page 5 of 80 SECTION 1: OVERVIEW AND SCHEDULE OF EVENTS 1.1. Executive Summary 1.1.1. Introduction The Department of Natural and Cultural Resources (“DNCR”), Division of Forests and Lands (“DFL”) is seeking through this RFP to procure an e-commerce platform for the sale of seedlings (the “Solution”) including application development, maintenance and site hosting. The DFL is responsible for the cultivation and sale of seedlings for forestry, wildlife and conservation at the State Forest Nursery. The Nursery is the only bare-root tree seedling nursery in New England that provides tree and shrub planting stock to landowners for reforestation, wildlife habitat, and other conservation purposes. Since 1910, more than 75 million seedlings have been grown and distributed to the citizens of New Hampshire, New England, and throughout the country. The Nursery has 3 million seedlings growing on 16 acres of irrigated, outdoor seedbeds; 20 acres of seed orchards and progeny test areas; and several on-site demonstration plantings. The Nursery offers 50 different species and specialty packages. Approximately 250,000 seedlings are sold annually, consisting of over 1,700 individual orders generating close to a quarter million dollars. The Nursery is located within an 887-acre state forest in Boscawen, NH that is managed for multiple uses. Additional information about the NH State Forest Nursery can be found at the website: Welcome | NH State Forest Nursery (www.nh.gov/nhnursery). Currently, orders for seedlings are placed via mail using a hard copy order form from the catalog, or a printable PDF form from the static online catalog, with an enclosed check. Orders may also be placed via credit card through a secure fax line. Species inventories are estimated the year prior and when species are sold out it is indicated online. However, customers often place orders before we are able to update the inventory status due to the volume of orders, or they do not bother to check before ordering. This becomes a real logistical nightmare for partially refunding orders placed with a check. Additional inventory is typically available in the spring and these orders are tracked by hand in an attempt to fill rather than refund. All orders are processed by one program assistant who has several other program responsibilities. The archaic ordering methods, number of orders, and poor inventory tracking system, are inefficient, overburden our staff and do not serve the customers well. The Solution sought must include an online store with real time inventory for each seedling species by age (see attached catalog) and provide a back-end interface for DFL staff to add additional inventory, subtract inventory and manually add additional onsite or mail order sales. The Solution must also track revenue from sales and shipping separately and generate several reports (see Appendix K). An online store will greatly improve program efficiency and customer satisfaction by ultimately eliminating the need to process mail-in and fax orders (one or two-year phase out) and significantly reduce telephone inquiries regarding inventory and order status by providing real time availability of species and instant order confirmation. https://www.nh.gov/nhnursery/ https://www.nh.gov/nhnursery/ http://www.nh.gov/nhnursery STATE OF NEW HAMPSHIRE Department of Natural and Cultural Resources Division of Forests and Lands 2022-110 - E-Commerce Seedling Sales SECTION 3: PROPOSAL ORGANIZATION, CONTENT, AND REQUIRED ITEMS Page 6 of 80 Goals and Objectives for E-Commerce Seedling Sales: The Solution will provide the DFL State Forest Nursery with a mechanism to offer and sell seedlings to the public, accept credit card payments, track inventory by species and age and generate required reports. Vendor must not collect and remit sales taxes of other states on purchases made on the website. 1.1.2 Scope of Work (SOW) Overview • The Solution must go live and be fully functional by November 15, 2022. • The Solution must be a Vendor hosted website. • The Solution should have a look and setup similar to the NH State Forest Nursery Catalog and must include all species, ages and products offered in the catalog, with the ability to add additional species/products (see Appendix J). • The Solution must also provide the ability to sell other merchandise in the future. • Each species or product on the online store must have a picture that can be easily changed by DFL staff. • The Solution must have a shopping cart that clearly shows the customer order total, including customizable shipping costs based on order totals and zip code zones provided by DFL. • The Solution must create a complete customer database which would include a field to capture a request for a physical catalog based on customer opt-in (check box in shopping cart). • The Solution must provide a real time inventory of each species (by ages) visible to customers and a back-end that allows DFL staff to add additional stock that becomes available, and the removal of stock and receipt of other revenue (cash or check) from onsite sales. • The back-end should provide the ability to query customers by name to allow DFL staff to gather orders from the walk-in cooler using a hand held tablet (Android/IOS). • The back-end should have security access based on user roles. • The Solution must track revenue from both sales and shipping; and generate the required reports and export report data to Excel/CSV (see Appendix K). • The Solution should have the ability to create additional customized reports and export data to Excel/CSV.