AFTS (Automated Fuel Tax System)

"STATE OF NEW HAMPSHIRE\nDepartment of Safety\nRFP 2023-009 \u2014- AFTS (Automated Fuel Tax System)\nSECTION 1 - OVERVIEW AND SCHEDULE OF EVENTS\n\n1.1.2. Background-Road Toll Operations -Road Toll Bureau\n\nRoad Toll Operations is statutorily responsible for collecting motor fuel tolls through its Road Toll\nBureau and enforcing tax compliance with the Motor Vehicle Road Toll Law through its Field Audit\nBureau. The Field Audit Bureau is responsible for auditing:\n\ne Motor Fuel Distributor, Biodiesel Fuel Distributor, Alternative Fuel Distributor, IFTA,\nand Transporter licensees for the Road Toll Bureau,\n\n\u00aee International Registration Plan registrants for the Department of Safety\u2019s Division of\nMotor Vehicles,\n\ne Oil Discharge and Pollution Control licensees for the Department of Environmental\nServices.\n\n\u00aee Unified Carrier Registration licensees for the Unified Carrier Registration Plan\n\n1.1.3. Mission of Road Toll Bureau\n\nIt is the mission of the Road

Toll Bureau to collect motor fuel tolls in the most cost-effective manner\nand achieve the highest level of voluntary compliance with the State of New Hampshire RSA 260:32\nthrough RSA 260:65-e, primarily through education, audit and enforcement initiatives.\n\nGoals and Objectives for Automated Fuel Tax System\ne Efficiency and effectiveness\ne Quality, consistency, and accessibility of information available to State managers\ne Eliminate redundant data and systems\n\u00aee _Improve data validation methods\n\u00aee Automation for areas where there is currently little automation\n\u00aee Modern technologies and improved workflows\n\ne Smooth transition to new system through effective project management\n\n1.1.4. Scope of Work (SOW ) Overview\nThe Vendor shall be responsible for all aspects of the project, including, but not limited to:\n\ne All services and software configuration and development associated with the implementation\nofthe AFTS and its associated business process impacts.\n\n\u00aee Overall support and coordination, analyzing and defining business process improvements,\nconfiguring the AFTS, migrating from the existing AFTS, interfacing/integrating with other\nState systems (NHFIRST ERP), provide user training, testing and system support services.\n\n\u00aee Ensuring that the AFTS is successfully implemented.\n\nPage 6 of 62\n" "STATE OF NEW HAMPSHIRE\nDepartment of Safety\nRFP 2023-009 \u2014- AFTS (Automated Fuel Tax System)\nSECTION 1 - OVERVIEW AND SCHEDULE OF EVENTS\n\nIn order to meet the needs of NH Road Toll Bureau the following is considered minimum system\nfunctionality and must be met to be considered for the RFP:\n\n1. The system must adhere to standards outlined in the Tax Information Security Guidelines For\nFederal, State and Local Agencies or most recent policy at https://www.irs.gov/pub/irs-\n\npdf/p1075.pdf\n\n2. The system must have a role-based security model to control user access to features and data\n\nthroughout the system.\n\n3. The system should provide an API (application programming interface) to interface with the\n\nState\u2019s ERP, NHFIRST.\n\n4. The Vendor must host and maintain the Automated Fuel Tax System in a secure cloud-hosting\nenvironment providing all necessary hardware, software, and system and database administration\nto manage the application including all test, training, and production environments of the system.\n\n1.2. Schedule of Events\n\nThe following table provides a Schedule of Events for this RFP through contract finalization and\napproval. The State reserves the right to amend this Schedule at its sole discretion and at any time\nthrough a published Addendum.\n\nSCHEDULE OF EVENTS\n\nEVENT\n\nDATE & TIME (ET)\n\nRFP Released to Vendors / Inquiry Period Begins\n(on or about)/\n\nOctober 26, 2022\n\nNotification to the State of the Number of\nRepresentatives Attending the Vendor Conference\n(Mandatory)\n\nNovember 2, 2022\n\nVendor Conference\n\nNovember 7, 2022\n\nVirtual\n\nVendor Inquiry Period Ends (Final Inquiries due)\n\nDecember 8, 2022\n\nFinal State Responses to Vendor Inquiries\n\nDecember 21, 2022\n\nFinal Date and Time for Proposal Submission\n\nJanuary 13, 2023 11:00 AMET\n\nInvitations for Oral Presentations\n\nJanuary 20, 2023\n\nPage 7 of 62\n" "STATE OF NEW HAMPSHIRE\nDepartment of Safety\nRFP 2023-009 \u2014- AFTS (Automated Fuel Tax System)\nSECTION 1 - OVERVIEW AND SCHEDULE OF EVENTS\n\nVendor Presentations/Discussion\n\nSessions/Interviews (Mandatory or Optional) January 27, 2023\n\nEstimated Date of Vendor Selection February 15, 2023\n\nAnticipated Governor and Council Approval May 2023\n\nRemainder of this page intentionally left blank\n\nPage 8 of 62\n" "STATE OF NEW HAMPSHIRE\nDepartment of Safety\nRFP 2023-009 \u2014- AFTS (Automated Fuel Tax System)\n\nSECTION 2 - PROPOSAL SUBMISSION, DEADLINE, AND LOCATION INSTRUCTIONS\n\nSECTION 2: PROPOSAL SUBMISSION, DEADLINE, AND LOCATION INSTRUCTIONS\n\n2.1.\n\nPA\n\n2.3.\n\nProposal Submission\n\nProposals submitted in response to this RFP must be received no later than the time and date specified\nin the Schedule of Events, herein.\n\nThe Price Proposal must be labeled clearly and submitted separately from the Technical Proposal.\n\nLate submissions will not be accepted. Delivery of the Proposals shall be atthe Vendor\u2019s responsibility.\nThe time of receipt shall be considered when a Proposal has been officially documented by the State, in\naccordance with its established policies, as having been received at the location designated above. The\nState accepts no responsibility for damaged, mislabeled, or undeliverable mailed or emailed proposals.\n\n2.1.1. Physical Proposals\n\nPhysical Proposals must be addressed to:\nSTATE OF NEW HAMPSHIRE\nDepartment of Safety\n\nPatricia Lott\n33 Hazen Drive\n\nConcord, NH, 03743\n\nProposals must be clearly marked as follows:\nSTATE OF NEW HAMPSHIRE\nRESPONSE TO RFP: DOIT - RFP 2023-009 Automated Fuel Tax System\nPhysical Submissions shall include:\n\na. Five (5) Printed (Physical Copies); and\n\nb. One (1) submission via USB drive.\nNumber of Proposals\nVendors are permitted to submit One (1) Proposal(s) each with a unique solution in response to this RFP.\nVendor Inquiries\nAll inquiries concerning this RFP, including but not limited to, requests for clarifications, questions, and\nany changes to the RFP, shall be submitted via email to the following RFP Point of Contact:\n\nPatricia Lott\n\nEmail: Patricia.A.Lott@doit.nh.gov\n\nInquiries must be received by the RFP Point of Contact no later than the conclusion of the Vendor Inquiry\nPeriod identified in the Schedule of Events. Inquiries received later than the conclusion of the Vendor\nInquiry Period shall not be considered properly submitted and may not be considered. The State assumes\nno liability for assuring accurate/complete Email transmission/receipt and is not required to\nacknowledge receipt.\n\nThe State intends to issue official responses to properly submitted inquiries on or before the date\nspecified in the Schedule of Events section, herein. The State may consolidate and/or paraphrase\n\nPage 9 of 62\n" "STATE OF NEW HAMPSHIRE\nDepartment of Safety\nRFP 2023-009 \u2014- AFTS (Automated Fuel Tax System)\n\nSECTION 2 - PROPOSAL SUBMISSION, DEADLINE, AND LOCATION INSTRUCTIONS\n\n2.4.\n\nDec\n\nquestions for sufficiency and clarity. Oral statements, representations, clarifications, or modifications\nconcerning the RFP shall not be binding upon the State. Official responses by the State will be made\nonly in writing by the process described above.\n\nThe State will require the successful bidder to execute a Contract using the P-37 State of New Hampshire\nGeneral Provisions and any attached exhibits. To the extent that a Vendor believes that exceptions to\nthe standard form contract will be necessary for the Vendor to enter into the Agreement, the Vendor\nmust submit those exceptions during the Vendor Inquiry Period.\n\nRestriction of Contact with State Employees\n\nFrom the date of release of this RFP until an award is made and announced regarding the selection of a\nVendor, all communication with personnel employed by or under contract with the State regarding this\nRFP is prohibited unless first approved by the RFP Points of Contact listed herein. State employees\nhave been directed not to hold conferences and/or discussions concerning this RFP with any potential\nContractor during the selection process, unless otherwise authorized by the RFP Point of Contact.\nVendors may be disqualified for violating this restriction on communications.\n\nValidity of Proposal\n\nProposals must be valid for one hundred and eighty (180) days following the deadline for submission of\nProposals in the Schedule of Events, or until the Effective Date of any resulting Contract, whichever is\nlater.\n\nRemainder of this page intentionally left blank\n\nPage 10 of 62\n"