State Revolving Loan and Grants Management System

expired opportunity(Expired)
From: Vermont(State)

Basic Details

started - 02 Jun, 2022 (22 months ago)

Start Date

02 Jun, 2022 (22 months ago)
due - 17 Jun, 2022 (21 months ago)

Due Date

17 Jun, 2022 (21 months ago)
Contract

Type

Contract

Identifier

N/A
Agency of Administration

Customer / Agency

Agency of Administration
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1 Department of Buildings and General Services Agency of Administration Office of Purchasing & Contracting 133 State Street, 5th Floor | Montpelier VT 05633-8000 802-828-2211 phone | 802-828-2222 fax http://bgs.vermont.gov/purchasing SEALED BID REQUEST FOR PROPOSAL State Revolving Loan and Grants Management System DATE POSTED May 10, 2022 BIDDERS CONFERENCE May 20, 2022 2:00 PM (EST) Question and Answers bidders conference via Microsoft Teams Meeting: Click here to join the meeting +1 802-828-7228, 315981739# Phone Conference ID: 315 981 739# QUESTIONS DUE May 21, 2022 4:30 PM (EST) PROPOSALS DUE June 3, 2022 4:30 PM (EST) PLEASE BE ADVISED THAT ALL NOTIFICATIONS, RELEASES, AND ADDENDUMS ASSOCIATED WITH THIS RFP WILL BE POSTED AT: http://www.bgs.state.vt.us/pca/bids/bids.php THE STATE WILL MAKE NO ATTEMPT TO
CONTACT INTERESTED PARTIES WITH UPDATED INFORMATION. IT IS THE RESPONSIBILITY OF EACH BIDDER TO PERIODICALLY CHECK THE ABOVE WEBPAGEFOR ANY AND ALL NOTIFICATIONS, RELEASES AND ADDENDUMS ASSOCIATED WITH THIS RFP. STATE CONTACT: Stephen Fazekas TELEPHONE: (802) 828-2210 E-MAIL: stephen.fazekas@vermont.gov FAX: (802) 828-2222 Se VERMONT http://bgs.vermont.gov/purchasing https://teams.microsoft.com/l/meetup-join/19%3ameeting_NjVjODdmNmItNThmMC00YTM0LWJmYzItNmQ4NzMyNDY0NGVk%40thread.v2/0?context=%7b%22Tid%22%3a%2220b4933b-baad-433c-9c02-70edcc7559c6%22%2c%22Oid%22%3a%22399e6db2-880b-4334-937e-258e03b2e6c0%22%7d tel:+18028287228,,315981739# http://www.bgs.state.vt.us/pca/bids/bids.php mailto:stephen.fazekas@vermont.gov Page 2 of 82 1. OVERVIEW: 1.1. SCOPE AND BACKGROUND: Through this Request for Proposal (RFP) the Agency of Natural Resources, Water investment Division (hereinafter the State) is seeking to establish contracts with one or more companies that can provide a State Revolving Loan and Grants Management System. 1.2. CONTRACT PERIOD: Any Contract(s) arising from this RFP will be for a period of five years, which includes support and maintenance, with an option to renew for up to two additional twelve-month periods. The State anticipates the start date for such contract(s) will be 7/15/2022. For IT Implementation contracts (as defined in the IT Guideline) the base contract term may include the period of implementation services, plus up to five years for annual operating costs (maintenance and service). 1.3. SINGLE POINT OF CONTACT: All communications concerning this RFP are to be addressed in writing to the State Contact listed on the front page of this RFP. Actual or attempted contact with any other individual from the State concerning this RFP is strictly prohibited and may result in disqualification. 1.4. BIDDERS CONFERENCE: A bidders conference will be held remotely at the date and time indicated on the front page of this RFP. 1.5. QUESTION AND ANSWER PERIOD: Any bidder requiring clarification of any section of this RFP or wishing to comment on any requirement of the RFP must submit specific questions in writing no later than the deadline for question indicated on the first page of this RFP. Questions may be e-mailed to the point of contact on the front page of this RFP. Questions or comments not raised in writing on or before the last day of the question period are thereafter waived. At the close of the question period a copy of all questions or comments and the State's responses will be posted on the States web site http://www.bgs.state.vt.us/pca/bids/bids.php. Every effort will be made to post this information as soon as possible after the question period ends, contingent on the number and complexity of the questions. 1.6. CHANGES TO THIS RFP: Any modifications to this RFP will be made in writing by the State through the issuance of an Addendum to this RFP and posted online at http://www.bgs.state.vt.us/pca/bids/bids.php. Modifications from any other source are not to be considered. 2. DETAILED REQUIREMENTS/DESIRED OUTCOMES: 2.1. The State of Vermont is interested in obtaining bids to meet the following business need(s): We propose to replace the existing State Revolving Fund (SRF) and (CWSRF & DWSRF) database that is necessary to maintain documentation of Vermonts $280M loan funds that support water infrastructure projects for Vermonters. The system will support access by multiple staff among different programs across the Department of Environmental Conservation (DEC). 2.2. The State of Vermont seeks to achieve the following Business Value(s): 2.2.1. Cost Savings: Over the lifecycle of the new solution, the total costs will be less than the current solution. 2.2.2. Customer Service Improvement: The new solution will provide a new or improved customer service or services. 2.2.3. Risk Reduction: The new solution will reduce risk to the State http://www.bgs.state.vt.us/pca/bids/bids.php http://www.bgs.state.vt.us/pca/bids/bids.php Page 3 of 82 2.2.4. Compliance: The new solution meets a previously unmet State or Federal compliance requirement. 2.3. Functional and Non-Functional Requirements 2.3.1. The States Functional and Non-Functional Requirements are provided in the attached State of Vermont Bidder Response Form (Exhibit C). 2.3.2. The Non-Functional Requirements include requirements for the following: 2.3.2.1. Hosting 2.3.2.2. Application Solution 2.3.2.3. Security 2.3.2.4. Data Compliance: Solutions must adhere to applicable State and Federal standards, policies, and laws. The Bidder Response Form includes a table of data types and their applicable State and Federal standards, policies, and laws. The boxes in the table that are checked are the ones that are applicable to this procurement 3. GENERAL REQUIREMENTS: 3.1. PRICING: Bidders must price the terms of this solicitation at their best pricing. Any and all costs that Bidder wishes the State to consider must be submitted for consideration. If applicable, all equipment pricing is to include F.O.B. delivery to the ordering facility. No request for extra delivery cost will be honored. All equipment shall be delivered assembled, serviced, and ready for immediate use, unless otherwise requested by the State. 3.1.1. Prices and/or rates shall remain firm for the initial term of the contract. The pricing policy submitted by Bidder must (i) be clearly structured, accountable, and auditable and (ii) cover the full spectrum of materials and/or services required. 3.1.2. Cooperative Agreements. Bidders that have been awarded similar contracts through a competitive bidding process with another state and/or cooperative are welcome to submit the pricing in response to this solicitation. 3.1.3. Retainage. In the discretion of the State, a contract resulting from this RFP may provide that the State withhold a percentage of the total amount payable for some or all deliverables, such retainage to be payable upon satisfactory completion and State acceptance in accordance with the terms and conditions of the contract. 3.2. STATEMENT OF RIGHTS: The State shall have the authority to evaluate Responses and select the Bidder(s) as may be determined to be in the best interest of the State and consistent with the goals and performance requirements outlined in this RFP. The State of Vermont reserves the right to obtain clarification or additional information necessary to properly evaluate a proposal. Failure of bidder to respond to a request for additional information or clarification could result in rejection of that bidder's proposal. To secure a project that is deemed to be in the best interest of the State, the State reserves the right to accept or reject any and all bids, in whole or in part, with or without cause, and to waive technicalities in submissions. The State also reserves the right to make purchases outside of the awarded contracts where it is deemed in the best interest of the State. 3.2.1. Best and Final Offer (BAFO). At any time after submission of Responses and prior to the final selection of Bidder(s) for Contract negotiation or execution, the State may invite Bidder(s) to provide a BAFO. The state reserves the right to request BAFOs from only those Page 4 of 82 Bidders that meet the minimum qualification requirements and/or have not been eliminated from consideration during the evaluation process. 3.2.2. Presentation. An in-person or webinar presentation by the Bidder may be required by the State if it will help the States evaluation process. The State will factor information presented during presentations into the evaluation. Bidders will be responsible for all costs associated with providing the presentation. 3.3. WORKER CLASSIFICATION COMPLIANCE REQUIREMENTS: In accordance with Section 32 of The Vermont Recovery and Reinvestment Act of 2009 (Act No. 54), Bidders must comply with the following provisions and requirements. 3.3.1. Self-Reporting: For bid amounts exceeding $250,000.00, Bidder shall complete the appropriate section in the attached Certificate of Compliance for purposes of self-reporting information relating to past violations, convictions, suspensions, and any other information related to past performance relative to coding and classification of workers. The State is requiring information on any violations that occurred in the previous 12 months. 3.3.2. Subcontractor Reporting: For bid amounts exceeding $250,000.00, Bidders are hereby notified that upon award of contract, and prior to contract execution, the State shall be provided with a list of all proposed subcontractors and subcontractors subcontractors, together with the identity of those subcontractors workers compensation insurance providers, and additional required or requested information, as applicable, in accordance with Section 32 of The Vermont Recovery and Reinvestment Act of 2009 (Act No. 54). This requirement does not apply to subcontractors providing supplies only and no labor to the overall contract or project. This list MUST be updated and provided to the State as additional subcontractors are hired. A sample form is available online at http://bgs.vermont.gov/purchasing-contracting/forms. The subcontractor reporting form is not required to be submitted with the bid response. 3.4. EXECUTIVE ORDER 05-16: CLIMATE CHANGE CONSIDERATIONS IN STATE PROCUREMENTS: For bid amounts exceeding $25,000.00 Bidders are requested to complete the Climate Change Considerations in State Procurements Certification, which is included in the Certificate of Compliance for this RFP. After consideration of all relevant factors, a bidder that demonstrates business practices that promote clean energy and address climate change as identified in the Certification, shall be given favorable consideration in the competitive bidding process. Such favorable consideration shall be consistent with and not supersede any preference given to resident bidders of the State and/or products raised or manufactured in the State, as explained in the Method of Award section. But such favorable consideration shall not be employed if prohibited by law or other relevant authority or agreement. 3.5. METHOD OF AWARD: Awards will be made in the best interest of the State. The State may award one or more contracts and reserves the right to make additional awards to other compliant bidders at any time if such award is deemed to be in the best interest of the State. All other considerations being equal, preference will be given first to resident bidders of the state and/or to products raised or manufactured in the state, and then to bidders who have practices that promote clean energy and address climate change, as identified in the applicable Certificate of Compliance. Page 5 of 82 3.5.1. Evaluation Criteria: Consideration shall be given to the Bidders project approach and methodology, qualifications and experience, ability to provide the services within the defined timeline, cost, and/or success in completing similar projects, as applicable, and to the extent specified below. Evaluation Criteria % Ability to meet requirements 35 Strength of proposed solution 15 Project management methodology 15 Contract costs including Licensing, Maintenance, Warranty, and Support 10 References from clients for similar projects / qualifications / Experience of proposed staff / team 10 Financial strength 5 Proposed work schedule 5 Experience/knowledge with solution / demonstration of understanding of the business needs as described in this RFP 5 3.6. CONTRACT NEGOTIATION: Upon completion of the evaluation process, the State may select one or more bidders with which to negotiate a contract, based on the evaluation findings and other criteria deemed relevant for ensuring that the decision made is in the best interest of the State. In the event State is not successful in negotiating a contract with a selected bidder, the State reserves the option of negotiating with another bidder, or to end the proposal process entirely. 3.7. COST OF PREPARATION: Bidder shall be solely responsible for all expenses incurred in the preparation of a response to this RFP and shall be responsible for all expenses associated with any presentations or demonstrations associated with this request and/or any proposals made. 3.8. CONTRACT TERMS: The selected bidder(s) will be expected to sign a contract with the State, including the Standard Contract Form and Attachment C as attached to this RFP for reference. If IT Attachment D is included in this RFP, terms may be modified based upon the solution proposed by the Bidder, subject to approval by the Agency of Digital Services. 3.8.1. Business Registration. To be awarded a contract by the State of Vermont a bidder (except an individual doing business in his/her own name) must be registered with the Vermont Secretary of States office http://www.sec.state.vt.us/tutor/dobiz/forms/fcregist.htm and must obtain a Contractors Business Account Number issued by the Vermont Department of Taxes http://tax.vermont.gov/ . 3.8.2. The contract will obligate the bidder to provide the services and/or products identified in its bid, at the prices listed. 3.8.3. Payment Terms. Percentage discounts may be offered for prompt payments of invoices; however, such discounts must be in effect for a period of 30 days or more in order to be considered in making awards. 3.8.4. Quality. If applicable, all products provided under a contract with the State will be new and unused, unless otherwise stated. Factory seconds or remanufactured products will not be accepted unless specifically requested by the purchasing agency. All products provided by the contractor must meet all federal, state, and local standards for quality and safety http://www.sec.state.vt.us/tutor/dobiz/forms/fcregist.htm http://tax.vermont.gov/ Page 6 of 82 requirements. Products not meeting these standards will be deemed unacceptable and returned to the contractor for credit at no charge to the State. 3.9. DEMONSTRATION: An in-person or webinar demonstration by the Bidder may be required by the State if it will help the States evaluation process. The State will factor information presented during demonstrations into the evaluation. Bidder will be responsible for all costs associated with the providing the demonstration. 3.10. INDEPENDENT REVIEW: Certain State information technology projects require independent expert review as described under 3 V.S.A. 3303(d). Such review, if applicable, will inform the States decision to award any contract(s) resulting from this RFP. 4. CONTENT AND FORMAT OF RESPONSES: The content and format requirements listed below are the minimum requirements for State evaluation. These requirements are not intended to limit the content of a Bidders proposal. Bidders may include additional information or offer alternative solutions for the States consideration. However, the State discourages overly lengthy and costly proposals, and Bidders are advised to include only such information in their response as may be relevant to the requirements of this RFP. 4.1. The bid should include a Cover Letter and Technical Response and Price Schedule. 4.2. COVER LETTER: 4.2.1. Confidentiality. To the extent your bid contains information you consider to be proprietary and confidential, you must comply with the following requirements concerning the contents of your cover letter and the submission of a redacted copy of your bid (or affected portions thereof). 4.2.2. All responses to this RFP will become part of the contract file and will become a matter of public record under the States Public Records Act, 1 V.S.A. 315 et seq. (the Public Records Act). If your response must include material that you consider to be proprietary and confidential under the Public Records Act, your cover letter must clearly identify each page or section of your response that you consider proprietary and confidential. Your cover letter must also include a written explanation for each marked section explaining why such material should be considered exempt from public disclosure in the event of a public records request, pursuant to 1 V.S.A. 317(c), including the prospective harm to the competitive position of the bidder if the identified material were to be released. Additionally, you must include a redacted copy of your response for portions that are considered proprietary and confidential. Redactions must be limited so that the reviewer may understand the nature of the information being withheld. It is typically inappropriate to redact entire pages, or to redact the titles/captions of tables and figures. Under no circumstances may your entire response be marked confidential, and the State reserves the right to disqualify responses so marked. 4.2.3. Exceptions to Contract Terms and Conditions. If a Bidder wishes to propose an exception to any terms and conditions set forth in the Standard Contract Form and its attachments, such exceptions must be included in the cover letter to the RFP response. Failure to note exceptions when responding to the RFP will be deemed to be acceptance of the State contract terms and conditions. If exceptions are not noted in the response to this RFP but raised during contract negotiations, the State reserves the right to cancel the negotiation if deemed to be in the best interests of the State. Note that exceptions to contract terms may cause rejection of the proposal. Page 7 of 82 4.3. TECHNICAL RESPONSE. In response to this RFP, a Bidder shall: 4.3.1. Provide details concerning your form of business organization, company size and resources. 4.3.2. Describe your capabilities and particular experience relevant to the RFP requirements. 4.3.2.1. Identify all current or past State projects. 4.3.3. Identify the names of all subcontractors you intend to use, the portions of the work the subcontractors will perform, and address the background and experience of the subcontractor(s), as per RFP section 4.3.2 above. 4.4. REFERENCES. Provide the names, addresses, and phone numbers of at least three companies with whom you have transacted similar business in the last 12 months. You must include contact names who can talk knowledgeably about performance. 4.5. REPORTING REQUIREMENTS: Provide a sample of any reporting documentation that may be applicable to the Detailed Requirements of this RFP. 4.6. PRICE SCHEDULE: Bidders shall submit their pricing information in the Price Schedule attached to the RFP. 4.7. CERTIFICATE OF COMPLIANCE: This form must be completed and submitted as part of the response for the proposal to be considered valid. 4.8. STATE OF VERMONT BIDDER RESPONSE FORM: This form must be completed and submitted as part of the response for the proposal to be considered valid. The State of Vermont Bidder Response Form provides a standard format and content for bidder proposals. When required, this form will prompt Bidders to supply the information required in the above RFP sections 4.3 through 4.6. Note: In addition to completing the State of Vermont Bidder Response Form, Bidders are required to provide the specific attachments that are described within the Bidder Response Form. 5. SUBMISSION INSTRUCTIONS: 5.1. CLOSING DATE: Bids must be received by the State by the due date specified on the front page of this RFP. Late bids will not be considered. 5.1.1. The State may, for cause, issue an addendum to change the date and/or time when bids are due. If a change is made, the State will inform all bidders by posting at the webpage indicated on the front page of this RFP. 5.1.2. There will not be a public bid opening. However, the State will record the name, city and state for any and all bids received by the due date. This information will be posted as promptly as possible following the due date online at: OPC Bid Tabulation Sheets | Buildings and General Services (vermont.gov). Bidders are hereby notified to review the information posted after the bid opening deadline to confirm receipt of bid by the State. Any bidder that submitted a bid, and is not listed on the bid tabulation sheet, shall promptly notify the State Contact listed on the front page of this RFP. Should a bidder fail to notify the State Contact listed on the front page of this RFP within two weeks of posting the bid tabulation sheet, the State shall not be required to consider the bid. https://bgs.vermont.gov/content/opc-bid-tabulation-sheets https://bgs.vermont.gov/content/opc-bid-tabulation-sheets Page 8 of 82 5.2. BID DELIVERY INSTRUCTIONS: 5.2.1. ELECTRONIC: Electronic bids will be accepted. 5.2.1.1.E-MAIL BIDS. Emailed bids will be accepted. Bids will be accepted via email submission to SOV.ThePathForward@vermont.gov. Bids must consist of a single email with a single, digitally searchable PDF attachment containing all components of the bid. Multiple emails and/or multiple attachments will not be accepted. There is an attachment size limit of 40 MB. It is the Bidders responsibility to compress the PDF file containing its bid if necessary, in order to meet this size limitation. 5.2.1.2.FAX BIDS: Faxed bids will not be accepted. 6. BID SUBMISSION CHECKLIST: Cover Letter Technical Response Redacted Technical Response, if applicable References Price Schedule Signed Certificate of Compliance State of Vermont Bidder Response Form and Attachments 7. ATTACHMENTS: 7.1. Certificate of Compliance 7.2. Price Schedule 7.3. Worker Classification Compliance Requirement; Subcontractor Reporting Form 7.4. State of Vermont Bidder Response Form 7.5. Standard State Contract with its associated attachments, including but not limited to, Attachment C: Standard State Provisions for Contracts and Grants (December 15, 2017). mailto:SOV.ThePathForward@vermont.gov Page 9 of 82 RFP/PROJECT: DATE: Page 1 of 3 CERTIFICATE OF COMPLIANCE For a bid to be considered valid, this form must be completed in its entirety, executed by a duly authorized representative of the bidder, and submitted as part of the response to the proposal. A. NON-COLLUSION: Bidder hereby certifies that the prices quoted have been arrived at without collusion and that no prior information concerning these prices has been received from or given to a competitive company. If there is sufficient evidence to warrant investigation of the bid/contract process by the Office of the Attorney General, bidder understands that this paragraph might be used as a basis for litigation. B. CONTRACT TERMS: Bidder hereby acknowledges that is has read, understands and agrees to the terms of this RFP, including Attachment C: Standard State Contract Provisions, and any other contract attachments included with this RFP. C. FORM OF PAYMENT: Does Bidder accept the Visa Purchasing Card as a form of payment? ____ Yes ____ No D. WORKER CLASSIFICATION COMPLIANCE REQUIREMENT: In accordance with Section 32 of The Vermont Recovery and Reinvestment Act of 2009 (Act No. 54), the following provisions and requirements apply to Bidder when the amount of its bid exceeds $250,000.00. Self-Reporting. Bidder hereby self-reports the following information relating to past violations, convictions, suspensions, and any other information related to past performance relative to coding and classification of workers, that occurred in the previous 12 months. Summary of Detailed Information Date of Notification Outcome Subcontractor Reporting. Bidder hereby acknowledges and agrees that if it is a successful bidder, prior to execution of any contract resulting from this RFP, Bidder will provide to the State a list of all proposed subcontractors and subcontractors subcontractors, together with the identity of those subcontractors workers compensation insurance providers, and additional required or requested information, as applicable, in accordance with Section 32 of The Vermont Recovery and Reinvestment Act of 2009 (Act No. 54), and Bidder will provide any update of such list to the State as additional subcontractors are hired. Bidder further acknowledges and agrees that the failure to submit subcontractor reporting in accordance with Section 32 of The Vermont Recovery and Reinvestment Act of 2009 (Act No. 54) will constitute non-compliance and may result in cancellation of contract and/or restriction from bidding on future state contracts. Page 10 of 82 RFP/PROJECT: DATE: Page 2 of 3 E. Executive Order 05 16: Climate Change Considerations in State Procurements Certification Bidder certifies to the following (Bidder may attach any desired explanation or substantiation. Please also note that Bidder may be asked to provide documentation for any applicable claims): 1. Bidder owns, leases or utilizes, for business purposes, space that has received: Energy Star Certification LEED, Green Globes, or Living Buildings Challenge Certification Other internationally recognized building certification: ____________________________________________________________________________ 2. Bidder has received incentives or rebates from an Energy Efficiency Utility or Energy Efficiency Program in the last five years for energy efficient improvements made at bidders place of business. Please explain: _____________________________________________________________________________ 3. Please Check all that apply: Bidder can claim on-site renewable power or anaerobic-digester power (cow-power). Or bidder consumes renewable electricity through voluntary purchase or offset, provided no such claimed power can be double-claimed by another party. Bidder uses renewable biomass or bio-fuel for the purposes of thermal (heat) energy at its place of business. Bidders heating system has modern, high-efficiency units (boilers, furnaces, stoves, etc.), having reduced emissions of particulate matter and other air pollutants. Bidder tracks its energy consumption and harmful greenhouse gas emissions. What tool is used to do this? _____________________ Bidder promotes the use of plug-in electric vehicles by providing electric vehicle charging, electric fleet vehicles, preferred parking, designated parking, purchase or lease incentives, etc. Bidder offers employees an option for a fossil fuel divestment retirement account. Bidder offers products or services that reduce waste, conserve water, or promote energy efficiency and conservation. Please explain: ____________________________________________________________________________ ____________________________________________________________________________ 4. Please list any additional practices that promote clean energy and take action to address climate change: ____________________________________________________________________________ ____________________________________________________________________________ ____________________________________________________________________________ Page 11 of 82 RFP/PROJECT: DATE: Page 3 of 3 F. Acknowledge receipt of the following Addenda: Addendum No.: Dated: Addendum No.: Dated: Addendum No.: Dated: Bidder Name: Contact Name: Address: Fax Number: Telephone: E-Mail: By: Name: Signature of Bidder (or Representative) (Type or Print) END OF CERTIFICATE OF COMPLIANCE Page 12 of 82 PRICE SCHEDULE (SAMPLE ONLY MODIFY ACCORDINGLY) INSTRUCTION TO AGENCY/DEPT: USE THIS PRICE SCHEDULE TO INSRTUCT BIDDERS AS TO THE FORMAT AND CONTENT FOR SUBMISSION OF PRICING INFORMATION THAT WILL ENABLE A FAIR AND UNIFORM COMPARISON OF PRICING FOR EACH AND EVERY BID, THEN DELETE THIS HIGHLIGHTED LANGUAGE. A. REMOVE IF NOT APPLICABLE: Fixed Price Deliverables: Deliverable Description Fixed Price Deliverable A: $ Deliverable B: $ Etc. $ Total Project Cost $ B. REMOVE IF NOT APPLICABLE: Hourly Labor Rates: Service Category/Title of Positions Hourly Rate $ $ $ $ $ $ $ C. REMOVE IF NOT APPLICABLE: This contract can be extended up to two (2) additional 12-month periods with mutual agreement between both parties: Optional Year 2 Increase: Not to Exceed ___________% Optional Year 3 Increase: Not to Exceed ___________% Name of Bidder: Signature of Bidder: Date: Page 13 of 82 RFP/PROJECT: DATE: SUBCONTRACTOR REPORTING FORM This form must be completed in its entirety and submitted prior to contract execution and updated as necessary and provided to the State as additional subcontractors are hired. The Department of Buildings and General Services in accordance with Act 54, Section 32 of the Acts of 2009 and for total project costs exceeding $250,000.00 requires bidders to comply with the following provisions and requirements. Contractor is required to provide a list of subcontractors on the job along with lists of subcontractors subcontractors and by whom those subcontractors are insured for workers compensation purposes. Include additional pages if necessary. This is not a requirement for subcontractors providing supplies only and no labor to the overall contract or project. Subcontractor Insured By Subcontractors Sub Insured By Date: Name of Company: Contact Name: Address: Title: Phone Number: E-mail: Fax Number: By: Name: Failure to adhere to Act 54, Section 32 of the Acts of 2009 and submit Subcontractor Reporting: Worker Classification Compliance Requirement will constitute non-compliance and may result in cancellation of contract and/or forfeiture of future bidding privileges until resolved. Send Completed Form to: Office of Purchasing & Contracting 133 State Street, 5th Floor Montpelier, VT 05633-8000 Page 14 of 82 State of Vermont Bidder Response Form Exhibit C Request for Proposal Name: ANR State Revolving Fund System Replacement Vendor Instructions: Provide the information requested in this form and submit it to the State of Vermont as part of your Request for Proposal (RFP) response. All answers must be provided within the form unless otherwise specified. Important: This form must be completed and submitted in response to this RFP for your proposal to be considered valid. The submission must also include the eight (8) additional artifacts requested within this form (denoted by underlined green font). See the RFP for full instructions for submitting a bid. Bids must be received by the due date and at the location specified on the cover page of the RFP. Direct any questions you have concerning this form or the RFP to: Stephen Fazekas, Technology Procurement Administrator State of Vermont Office of Purchasing & Contracting 133 State Street, 5th Floor Montpelier VT 05633-8000 E-mail Address: SOV.ThePathForward@vermont.gov eon mailto:SOV.ThePathForward@vermont.gov Page 15 of 82 Part 1: VENDOR PROFILE 1. Complete the table below. Item Detail Company Name: [insert the name that you do business under] Physical Address: [if more than one office put the address of your head office] Postal Address: [e.g., P.O Box address] Business Website: [url address] Type of Entity (Legal Status): [sole trader/partnership/limited liability company or specify other] Primary Contact: [name of the person responsible for communicating with the Buyer] Title: [job title or position] Email Address: [email] Phone Number: [landline] Fax Number: [fax] 2. Provide a brief overview of your company including number of years in business, number of employees, nature of business, and description of clients. Identify any parent corporation and/or subsidiaries. 3. Is your organization currently or has it previously provided solutions and/or services to any agency or entity of the Vermont State government? If so, name the State entity, the solution and/or services provided, and the dates. 4. Provide a Financial Statement* for your company and label it Attachment #1. A confidentiality statement may be included if this financial information is considered non-public information. This requirement can be filled by: A current Dun and Bradstreet Report that includes a financial analysis of the firm; Page 16 of 82 An Annual Report if it contains (at a minimum) a Compiled Income Statement and Balance Sheet verified by a Certified Public Accounting firm; or Tax returns and financial statements including income statements and balance sheets for the most recent 3 years, and any available credit reports. *Some types of procurements may require bidders to provide additional or specific financial information. Any such additional requirements will be clearly identified and explained within the RFP, and may include supplemental forms in addition to this Bidder Response Form. 5. Disclose any judgments, pending or expected litigation, or other real potential financial reversals, which might materially affect the viability or stability of your company or indicate below that no such condition is known to exist. 6. Provide a list of three references similar in size and industry (preferably another governmental entity). References shall be clients who have implemented your Solution within the past 48 months. Reference 1 Detail Reference Company Name: [insert the name that you do business under] Company Address: [address] Type of Industry: [industry type: e.g., government, telecommunications, etc.] Contact Name: [if applicable] Contact Phone Number: [phone] Contact Email Address: [email] Description of system(s) implemented: [description] Date of Implementation: [date] Reference 2 Detail Reference Company Name: [insert the name that you do business under] Company Address: [address] Page 17 of 82 Type of Industry: [industry type: e.g., government, telecommunications, etc.] Contact Name: [if applicable] Contact Phone Number: [phone] Contact Email Address: [email] Description of system(s) implemented: [description] Date of Implementation: [date] Reference 3 Detail Reference Company Name: [insert the name that you do business under] Company Address: [address] Type of Industry: [industry type: e.g., government, telecommunications, etc.] Contact Name: [if applicable] Contact Phone Number: [phone] Contact Email Address: [email] Description of system(s) implemented: [description] Date of Implementation: [date] Page 18 of 82 PART 2: VENDOR PROPOSAL/SOLUTION 1. Provide a description of the technology solution you are proposing. 2. Provide a description of the capabilities of the technology solution you are proposing. 3. If a proprietary software is being proposed, provide a description of the: A. Standard features and functions of the software: B. The software licensing requirements for the solution: C. The standard performance levels: Hours of system availability: System response time: Maximum number of concurrent users: Other relevant performance level information: 4. Give a brief description of the evolution of the system/software solution you are proposing. Include the date of the first installed site and major developments which have occurred (e.g., new versions, new modules, specific features). 5. List the total number of installations in the last 3 years by the year of installation. 6. Provide the total number of current users for the proposed system and indicate what version they are using. 7. Have you implemented the proposed solution for other government entities? If so, tell us who, when, and how that implementation went? 8. Provide a Road Map that outlines the companys short term and long term goals for the proposed solution/software and label it Attachment #2. 9. Provide a PowerPoint (minimum of 1 slide and maximum of 10 slides) that provides an Executive level summary of your proposal to the State. Label it Attachment #3. 10. Does your proposed solution include any warranties? If so, describe them and provide the warranty periods. 11. Describe any infrastructure, equipment, network or hardware required to implement and/or run the solution. Page 19 of 82 12. What is your recommended way to host this solution? 13. Describe how your solution can be integrated to other applications and if you offer a standard-based interface to enable integrations. 14. Respond to the following questions about the solution being proposed: Vendor Response/Explanation Question Yes or No A. Does the solution use Service Oriented Architecture for integration? B. Does the solution use a Rules Engine for business rules? C. Does the solution use any Master Data Management? D. Does the solution use any Enterprise Content Management software? E. Does the solution use any Case Management software? F. Does the solution use any Business Intelligence software? G. Does the solution use any Database software? H. Does the solution use any Business Process Management software? I. Is this a browser-based solution and if so, what browsers do you support? J. Does the solution include an API for integration? Page 20 of 82 PART 3: FUNCTIONAL REQUIREMENTS The table below lists the States Functional Requirements. Indicate the Availability for each requirement for your proposed solution. Use the Vendor Comments column to provide any additional information or explanations. A - Feature is available in the core (out-of-the-box) solution. D - Feature is currently under development (indicate anticipated date of availability in the Vendor comments column). C - Feature is not available in the core solution, but can provided with customization. N - Feature is not available. ID # Functional Requirements Description Availability Vendor Comments General (but driven by user-role and user specific) 1 All personal identifiable information (PII) must be secured and encrypted (as needed) throughout the application solution. 2 Ability to create online account (if authorized) with relevant information, and ability to update the user account information. 3 Ability to create or update users and their login information, by the user having administrator rights. 4 Ability to create different party specific user roles with different permissions, by the user having administrator rights. 5 Ability for the privileged user to login and access all allowed web-applications features and functionalities through dashboard, list menu and other options Page 21 of 82 6 Ability to auto-save information on its web portal so that information and data is not lost if user loses the network connection or closes the webpage by mistake or wants to complete later. 7 Ability to store all historical information and log for all possible activities performed by the user. 8 Ability to have auto system error checks which will not allow submittal of blank fields and attachments, if required. 9 Distinct dashboard with user-role specific relevant information through color-coded data (in larger font sizes), graphs, charts, tables, etc. for each different type of user. Ability to customize/configure the visual components in the dashboard. Dashboard has to be interactive and intuitive. 10 Generate all needed and on-demand configurable reports for the users as per their access rights and privileged information availability. These reports can be viewed online or exported as PDFs or Word documents or Excel spreadsheets. Party (public and private entities, such as a municipalities or homeowner associations, etc.) users specific 11 Ability to access its online account in LGTS and allow privileged active users to perform the following activities 12 Ability to upload administrative documents at party account level and auto-notify when administrative documents expire (i.e., certificates of insurance, financial risk assessment questionnaires). 13 Ability to submit and update projects, pre- applications, Page 22 of 82 priority list (PPL) applications and funding applications 14 Ability to have different user interface as per the funding opportunity. Once a funding opportunity is chosen, DEC programs are responsible for the submission information needed and workflow processes associated with those funding opportunities. 15 Ability to review the status of partys submitted applications. 16 Ability to pre-fill applications information from previously submitted applications where applicable, as well as relevant party level data. 17 Ability to access partys projects and associated information/documents. 18 Ability to submit information to project steps milestones and relevant funding opportunity required documents information and documents: i. Ability to update current submissions ii. Ability to view completed submissions iii. Ability to respond in-system to feedback from DEC: 19 Ability to submit for reimbursement of expenses for current awards/loans 20 Ability to submit Davis-Bacon Act compliance information Page 23 of 82 21 Ability to submit application for funding for available funding opportunities: i. Ability for applicant profile information to auto- populate in new applications created. ii. Ability to browse available funding opportunities with relevant information project eligibility, funding available, project timeline. iii. Ability for applicant to elect to be auto notified for certain categories of funding opportunities when announced. Financial institutions (such as, Vermont Municipal Bond Bank, Vermont Economic Development Authority, Opportunities Credit Union, etc.) users specific 22 Ability to access online account in LGTS, which should allow privileged active users to perform the following activities 23 Ability to access partys agreements and associated information/documents. 24 Ability to receive payment approval notification from LGTS against a specific project/agreement. 25 Ability to confirm payment release to the party against specific project disbursement. 26 Ability to submit payment batch release information as a set against the parties very specific projects/agreements. Page 24 of 82 DEC (Vermont State Employee) users specific 27 Ability to access its online account in LGTS and allow privileged active users to perform the following activities 28 Ability to create funding opportunity item 29 Ability to set parameters including total amount of funds available for a funding opportunity and eligibility criteria. 30 Ability to customize web forms for funding applications, including text input field with character limits, document uploads and auto-calculations for budget section. 31 Ability to apply conditional follow-up questions to funding applications. Example if answer is A, skip to section D. 32 Automate funding opportunity information sharing to the Vermont Buys system or other procurement website/system 33 Ability to amend and update existing funding opportunities 34 Ability to review and approve pre-applications, priority list (PPL) applications, and funding applications 35 Automatic assignment of a submission to a designated DEC employee as defined in their user-role. If project related submission has assignment, autofill from the existing assignment. 36 States authorized a person can also reassign the individual reviewer list of applications to another reviewer Page 25 of 82 DEC (Vermont State Employee) users specific 37 Notice of receipt of application and attachments 38 Ability for internal (State) reviewers allowing staff to track applications that are submitted, determined to be administratively complete, under review, sent back to applicant, selected for award, awarded, etc. 39 Ability to create/customize application evaluation or scoring form for internal reviewers, with the ability to automatically assign scoring based on submitted information 40 Application reviewer roles can enter and update application scores and comments within the system 41 Ability to add internal "notes" to applications and log applicant/party correspondence 42 Ability to "send back" an application to request clarifications or additional documentation with pre-set email templates. 43 Ability for applicants/parties to resubmit with additional information/modifications/attachments, as requested by DEC 44 Ability to review and update information as per award selection and award document generation 45 Ability to set amount awarded in within DEC view of application and generate auto-notification of award to applicant when status changed to "selected for award". 46 Ability to augment automated addition of metadata to an award including funding information, assigned administrative and technical roles, performance period, agreement type, risk level, etc. Page 26 of 82 DEC (Vermont State Employee) users specific 47 Ability to generate award documents based on pre-set templates and population of data/text from approved application, with the ability for DEC staff to make edits. 48 Ability to review and update information for projects steps data and projects milestones related information 49 Ability to assign a loan number (which can be edited by the authorized user) upon the loan agreements establishment, and corresponding meta-data information and documents should be registered in the system which are associated with the project. 50 Ability to add/edit/delete the data available to that specific user role Ability to access and provide feedback on the submitted information and documents for the projects milestones. Milestones are project specific. 51 Ability to review, validate and provide feedback on the Partys submission for reimbursement and either approve it or ask for changes to be made by the party as per the feedback after the review of PR by States person. 52 Ability to create on-demand configurable reports instantly for any desired field and have those reports exportable as both a .pdf file as well as an excel or word document. 53 Ability to allow for tracking of projects funded by multiple programs or any sub-set of information (e.g. by party, by funding source, etc.). Page 27 of 82 DEC (Vermont State Employee) users specific 54 Ability to have automated prevailing wage and labor compliance record keeping and reporting system allowing for automated tracking, monitoring, and compliance of Davis-Bacon requirements. 55 Ability to have web-based document submittal, review and approval functionality for American Iron and Steel or Build America Buy American requirements. 56 Ability to configure compatibility with future potential features, including an easy-to-access mobile smart devices (phone and tablets, etc.) application. 57 Ability to review and update information for award review, approval and execution 58 Ability to customize task lists for internal staff for administrative steps. 59 Ability to enable workflows for internal reviews of award document by different State roles (Financial Manager, Fund Manager) - ability to approve or reject and to add comments viewable to internal staff. 60 Ability to integrate electronic-signature tool (i.e., DocuSign) to enable award execution within or directly from the system. 61 Ability to review and update information for award monitoring Page 28 of 82 DEC (Vermont State Employee) users specific 62 Ability to perform financial calculations for the purpose of establishing and monitoring the award. Examples: expenditures to total amount granted, calculated invoice amounts, etc. 63 Ability to track awardee matching funds. 64 Ability to send auto-notifications/reminders to internal staff/external parties when reports are due. 65 Ability to review and update information for award close-out 66 Ability to customize task list and ability to auto- generate and issue close-out letter or email notification once status changed by State staff. 67 Ability to move award to a searchable, auditable archive. 68 Ability to integrate with existing State of Vermont software applications 69 Ability to make entries of executed award information into VISION Grant Tracking Module. 70 Ability to review in VISION Grants Tracking Module vendor information being displayed in user profile i. Fiscal Year Month End ii. Sub-recipient Annual Report Received Page 29 of 82 DEC (Vermont State Employee) users specific 71 Ability to import and report on (but not edit) VISION budget, revenue and expense data in excel or .pdf format using existing VISION chart of accounts. i. Ability to identify and report on database activity using VISION data, including subsets of data. ii. Ability to provide dynamic reporting on LGTS replacement system in conjunction with imported Vision expense data. 72 Ability to transfer approved payment data into existing State system for processing payment requests 73 Ability to allow for the association of related documents to a particular project or agreement in electronic form Page 30 of 82 PART 4: NON- FUNCTIONAL REQUIREMENTS The tables below list the States Non-Functional Requirements. Indicate if your proposed solution complies in the Comply column. Yes = the solution complies with the stated requirement. No = the solution does not comply with the stated requirement. N/A = Not applicable to this offering. Describe how the requirement is met in the Vendor Description of Compliance column. ID # Non-Functional Description Availability Vendor Comments 1 Transition of current LGTS (Loans and Grants Tracking System) to a new web-based and fully responsive modern software solution for the management of loans and grants information and associated workflows. All current functionalities in the existing LGTS must be maintained during the transition phase, and must be brought into the new software solution, along with all data from existing LGTS. 2 Transition of all data from existing LGTS database to new database associated with the future version of LGTS web solution. No data from the current database should be lost during the database transition and transformation activities. 3 Transition of existing documents from existing LGTSs Document Management System to the future version of LGTS web solution Document Management System, while maintaining all associations with current projects and loans information. No document or its association with information in existing LGTSs Document Management System should be lost during the transition activities. State utilizes a custom-built Document Management System (IronPIG) at present as master documents repository. 4 Transition of all data from Grants Contracts Management System (GCMS) to a new database associated with the future version of LGTS web solution. Page 31 of 82 ID # Non-Functional Description Availability Vendor Comments 5 Transition of existing documents from existing GCMS document management system to the future version of LGTS web solution Document Management System, while maintaining all associations with current projects and agreement information. 6 The new solution should maintain and protect the integrity of all data, with data backup every hour during regular business hours of 8am to 5pm, Easter Standard Time. 7 The new solution should maintain industry-standard protections against malware, viruses, and other security threats. 8 The web-based solution must provide authorized access to its internal and external users through States System Sign-On policies. 9 The web-based solution must adhere to applicable State and Federal standards, policies, and laws. 10 All technical and non-technical user manuals documentation must be provided for future LGTS system, along with the system user-guide. 11 System training should be provided for all types of future LGTS users. 12 Periodic software updates are required to keep system current, including possible additional interfaces and database modifications, as requested by the State. 13 Help-desk type of support must be provided for small concerns, typically that would require less than four hours of support per month. 14 The solution must be a web-hosted solution, either in the secured private cloud or on the States web servers. 4.1 Hosting Page 32 of 82 ID # Non-Functional Requirement Description Comply Vendors Description of Compliance H1 Any technical solution must be hosted in a data center. H2 Any hosting provider must provide for back-up and disaster recovery models and plans as needed for the solution. H3 Any hosting provider will abide by ITIL best practices for change requests, incident management, problem management and service desk. 4.2 Application Solution ID Non-Functional Requirements Description Comply Vendors Description of Compliance A1 The Salesforce-based solution will primarily be a low to no- code solution with minimal custom coding and rely primarily on out-of-the-box functionality of Salesforce apps and components. Any custom coded solutions will need to be approved by the Agency of Digital Services CIO. A2 Any solutions vendor must provide for the backup/recover, data retention and disaster recovery of a contracted/hosted application solution. A4 Any solutions vendor must provide for application management and design standard of all technology platforms and environments for the application solution (Development, Staging, Productions, DR, etc.) Page 33 of 82 ID # Non-Functional Requirement Description Comply Vendors Description of Compliance A5 Any solutions vendor must engage the State of Vermont using Service Level Agreements for system and application performance, incident reporting and maintenance. A6 The State owns any data they enter, migrate, or transmit into the solution and the vendor shall allow the State to pull or copy this data at any time free of charge. A7 As a contract deliverable, the vendor shall supply an up-to- date data dictionary that represents all data respective of the solution it will provide. The data dictionary must contain the following attributes: 1. The technology (RDBMS platform) that hosts the data source, i.e. Oracle, SQL Server, MySQL, DB2, etc. 2. The location where the data source is hosted 3. Thorough descriptions of each table in the data source 4. Thorough descriptions of each column within each table in the data source. In addition to business definitions, column descriptions must include the following detail: schema names; file group names (if applicable); data types; lengths; primary and foreign key constrains; applied formatting; applied calculations; applied aggregations; NULL-ability; default values. Page 34 of 82 4.3 Security As a solution vendor, you must have documented and implemented security practices for the following and have a process to audit/monitor for adherence. Indicate Yes or No in the Comply column or N/A if the requirement is not applicable to this offering. Use the Vendor Description of Applicable Security Processes column to describe how you meet the requirement and the Audit/Monitor column to indicate how you monitor for compliance. S1 Input validation S2 Output encoding S3 Authentication and password management S4 Session management S5 Access control S6 Cryptographic practices S7 Error handling and logging S8 Data protection from unauthorized use, modification, disclosure or destruction (accidental or intentional). S9 Communication security S10 System configuration S11 Database security S12 File management S13 Memory management S14 Fraud detection S15 General coding practices S16 POA&M management S17 Risk Assessment Practices including but not limited to vulnerability assessment and pen testing S18 Incident response planning and testing S19 System Security Plan delivery Page 35 of 82 S20 SOC 1 Compliance: SaaS service is compliant with SOC 1. S21 All products and service provided to or for the use of the State under this Contract shall be in compliance with State of Vermont Cybersecurity Standard 19-01, which Contractor acknowledges has been provided to it, and is available on-line at the following URL: https://digitalservices.vermont.gov/cybers ecurity/cybersecurity-standards-and- directives S22 Assure the software does not contain any of the Open Web Application Security project (OWASP) top 10 vulnerabilities: https://owasp.org/Top10/ S23 Applications shall support configurable field level security controls. S24 Sharing and Reporting: The reporting engine and the Dashboards should strictly adhere to the rules set up in the sharing model and to any field-level security in place. 4.4 Other Non-Functional Requirements For each requirement listed, indicate if and how you comply or type N/A if it is not applicable to your offering. ID # Non-Functional Requirement Description Comply? Vendors Description of Compliance Page 36 of 82 ID # Non-Functional Requirement Description Comply? Vendors Description of Compliance Misc. 1 Any code, scripts or other programmatic work project shall employ effective naming, structure, commenting and alignment. Misc. 2 Any solutions vendor must provide for the backup/recover, data retention and disaster recovery of a contracted/hosted application solution. Misc. 3 All Customizations Protected Across to the application: Application should be architected in such a way that changes/modification to the application dont cause any disruption to existing applications. Misc. 4 Where necessary to complete project, platform or other state goals related to the Project, the Contractor shall meet, coordinate, and exchange information with other State departments, partners or contractors of the state as would be exchanged with core project team; and shall coordinate such interactions through the State's project manager. Misc. 5 Any technical solution must be hosted in a secure, approved and compliant data center. Misc. 6 Any hosting provider will abide by ITIL best practices for change requests, incident management, problem management and service desk. Misc. 7 Each project must use Okta identity and access management for users that do not have email addresses ending in vermont.gov. Misc. 8 Each project must use Okta identity and access management for users that have email addresses in vermont.gov unless the Chief Technology Office has approved otherwise. Misc. 9 All Profiles in the solution MUST have the Password Policies and Session Timeout Settings consistent with like internal or external users in the SSO environment, and in compliance with all applicable regulations or policies. Misc. 10 Any retrieval or modification of Okta profile data must be approved by the Chief Technology Office, must be through designated scopes and claims, and must use verified access tokens. Page 37 of 82 ID # Non-Functional Requirement Description Comply? Vendors Description of Compliance Misc. 11 No additional software, service or infrastructure costs are required for users to enable the service to operate beyond an internet browser or mobile device. Misc. 12 Must leverage middleware (MuleSoft), or service bus integrations, as opposed to any point-to-point data integration Misc. 13 System must be available quickly and directly through a web browser, with no software to download or hardware to install. Misc. 14 The system will provide auditing and internal capabilities to generate audit logs. Misc. 15 Provide access to event log files to track system usage trends and user behavior such as who is logging in and from where, what pages users are viewing, and what reports users are running and exporting. Misc. 16 The contractor shall use the State's provided Azure DevOps subscription to track all project epics, stories, features bugs and tasks, in concise work items with clear acceptance criteria. Misc. 17 Provide ability to track the changes that users make to field values in the system. Misc. 18 Application Response Times: Vendor must offer response times that can be expected from the application including retrieval of data. Vendor must also offer approximated transaction loads/ numbers of transactions through the service. Misc. 19 3rd party software applications that are cloud and SaaS products are natively integrated with no special integration required to connect or sync data. Misc. 20 Access to existing state systems including, SQL, OnBase, Okta, Salesforce or otherwise, must be achieved through secure Mulesoft APIs, and existing APIs must be used where available even if modification or the addition of endpoints is necessary to achieve objectives. Page 38 of 82 ID # Non-Functional Requirement Description Comply? Vendors Description of Compliance Misc. 21 The contractor shall train Vermont staff in M&O and support tasks so the state may provide a maximum level possible of the ongoing support required. (transition to 100% state-led M&O can be gradual and span up to 2 years of contractor support/training). All support agreements shall include SLA agreements. Misc. 22 Subscription/License cost must include multiple automatic upgrades per year without any re-configuration or costs for the state. Misc. 23 All application pages and layouts must use State of Vermont Brand Standards. https://cmo.vermont.gov/sites/cmonew/files/doc_library/VT_Standards _Guidelines_0.pdf Misc. 24 Vendor must demonstrate willingness and ability to support multi-state collaborative approach where states may share their independently developed modules/capabilities with each other. Vendor must support Vermont's strategic planning efforts to collaborate with partner States. Misc. 25 Develop profiles and permissions using SOV Best practices sets to account for users accessing multiple apps using the SOV best practices. Our approach is to have a bare minimum profile with combinations of stackable permission sets which will help simplify maintenance. Misc. 26 Provide standard and custom configurable reports and dashboards to analyze quality, effectiveness, satisfaction, issues, and overall performance. Reports and Dashboards can roll up from individuals to full management hierarchy, with drill-down capability. Misc. 27 Unless waived by the State, vendor shall provide demos of progress of work to date on at least every third week during the course of development, and they shall be coordinated through the State's project manager. Misc. 28 Vendor will structure sprints and sprint content, in coordination with the State's Project Manager, so as to allow for promotions to production, whether through standard or dark releases, at the conclusion of each sprint where feasible. Page 39 of 82 ID # Non-Functional Requirement Description Comply? Vendors Description of Compliance Misc. 29 Documentation deliverables shall align with existing platform documentation including any standardized formats and content; configuration workbooks; wikis; release notes; deployment checklists; and governance process inputs. Misc. 30 Develop unit test scripts that provide 80% coverage for all code. The state shall review unit tests for quality and coverage. Misc. 31 EMAIL for testing use: To test the "Spammyness" of any emails sent by the application (e.g. https://www.mail-tester.com/). Misc 32 Self-paced online training modules for all user roles shall be available at no additional cost. Misc. 33 Must demonstrate ability to configure page layouts and record types associated with user role and security model, supporting segmentation of data and ease of use in the context of a shared statewide org Note: Please submit full written response to this requirement Misc. 34 Application will supported desktop, laptop, mobile versions, of browsers including Chrome, Firefox, Safari and Edge on all platforms or browsers which have a ten percent market share or greater on a particular platform. Misc. 35 Unless an alternative is found by the CTO to better serve the interests of the State, all project technical stack choices shall incorporate the State of Vermont's established platforms where applicable, which platforms currently include, but are not limited to, the following: (1) Okta for Customer and workforce identity and access management; (2) the Salesforce CRM platform; (3) OnBase document management; (4) mulesoft for API development and management; and (5) Azure for cloud based services and devOps management. Page 40 of 82 ID # Non-Functional Requirement Description Comply? Vendors Description of Compliance Misc. 36 508c In order to meet the State of Vermont accessibility requirements vendors must comply with 508c standards. Misc. 37 Any emails sent by the application are sent using a state provided domain, and are designed to minimize the likelihood of landing in spam, promotions or anywhere other than user inboxes. Misc. 38 System must be able to track and audit data to meet applicable Federal policies. Misc. 39 The contractor shall have at least 5 years of experience implementing solutions related to grant management. Misc. 40 Solutions shall align with the existing Enterprise Object/Data Model currently established for existing applicable platforms. (e.g. management of user profile information between Salesforce and Okta). Misc. 41 Must demonstrate ability to implement project capabilities within the larger context of the State's continuous integration/development model utilizing independent development environments where code is developed/tested/approved prior to migration to subsequent environments (Q/A, UAT) and eventually to the state's production environments. Misc. 42 Must configure a solution that will produce transactional data and reports, in alignment with the State Strategic Plan and its associated taxonomies, that enhance efficiency in business operations, promotes transparency and accountability, and captures Realtime outcome metrics at program, agency and statewide levels. Misc. 43 Vendor will leverage State of Vermont's Enterprise Data/Object Model to facilitate standardized reporting, ad hoc queries, list views and dashboards Misc. 44 Duplicate Management: The solution should provide a duplicate management capability to help maintain clean and accurate data. Misc. 45 Any hosting provider must provide for back-up and disaster recovery models and plans as needed for the solution and in compliance with applicable standards. Page 41 of 82 4.5 Data Compliance Vendors and their solutions must adhere to applicable State and Federal standards, policies, and laws based on the type of data that will be stored, accessed, transmitted and/or controlled by the solution. If the Type of Data column is checked below, respond Yes or No in the Comply column and provide an explanation on how you comply in the Vendors Description of Compliance column. Type of Data Applicable State & Federal Standards, Policies, and Laws Comply Vendors Description of Compliance Publicly available information NIST 800-171 Confidential Personally Identifiable Information (PII) State law on Notification of Security Breaches State Law on Social Security Number Protection State law on the Protection of Personal Information National Institute of Standards & Technology: NIST SP 800-53 Revision 4 Moderate risk controls Privacy Act of 1974, 5 U.S.C. 552a. Payment Card Information Payment Card Industry Data Security Standard (PCI DSS) v 3.2 Federal Tax Information Internal Revenue Service Tax Information Security Guidelines for Federal, State and Local Agencies: IRS Pub 1075 Personal Health Information (PHI) Health Insurance Portability and Accountability Act of 1996: HIPAA The Health Information Technology for Economic and Clinical Health Act HITECH Code of Federal Regulations 45 CFR 95.621 https://csrc.nist.gov/publications/detail/sp/800-171/rev-1/final http://legislature.vermont.gov/statutes/section/09/062/02435 http://legislature.vermont.gov/statutes/section/09/062/02440 https://legislature.vermont.gov/statutes/fullchapter/09/062 https://nvd.nist.gov/800-53 https://www.justice.gov/opcl/privacy-act-1974 https://www.pcisecuritystandards.org/document_library?category=pcidss&document=pci_dss https://www.pcisecuritystandards.org/document_library?category=pcidss&document=pci_dss https://www.irs.gov/privacy-disclosure/safeguards-program https://www.hhs.gov/hipaa/for-professionals/privacy/index.html https://www.hhs.gov/hipaa/for-professionals/special-topics/hitech-act-enforcement-interim-final-rule/index.html https://www.govinfo.gov/app/collection/cfr/2017/title45 Page 42 of 82 Type of Data Applicable State & Federal Standards, Policies, and Laws Comply Vendors Description of Compliance Affordable Care Act Personally Identifiable Information (PII) Internal Revenue Service Tax Information Security Guidelines for Federal, State and Local Agencies IRS Pub 1075 Minimum Acceptable Risk Standards for Exchanges MARS-E 2.0 (Scroll down the page) Medicaid Information Medicaid Information Technology Architecture MITA3.0 Code of Federal Regulations 45 CFR 95.621 Prescription Information State law on the Confidentiality of Prescription Information Student Education Data Family Educational Rights and Privacy Act: FERPA Personal Information from Motor Vehicle Records Drivers Privacy Protection Act (Title XXX) (DPPA) 18 U.S.C. Chapter 123, 2721 2725 Criminal Records Criminal Justice Information Security Policy: CJIS 4.6 State of Vermont Cybersecurity Standard 19-01 Vendor shall certify by checking the box below the Solution shall not include, incorporate, rely on, utilize or be supported by any products or services subject to the limitations provided under State of Vermont Cybersecurity Standard 19-01, which Contractor acknowledges has been provided to it, and is available on-line at the following URL: https://digitalservices.vermont.gov/cybersecurity/cybersecurity-standards-and- directives. Contractor hereby certifies that in connection with the Request for Proposal, none of the applicable products or services will be included in or used to support State systems in a manner prohibited under the Standard. https://www.irs.gov/privacy-disclosure/safeguards-program https://www.cms.gov/CCIIO/Resources/Regulations-and-Guidance/ https://www.medicaid.gov/medicaid/data-and-systems/mita/mita-30/index.html https://www.govinfo.gov/app/collection/cfr/2017/title45 http://legislature.vermont.gov/statutes/section/18/091/04631 http://legislature.vermont.gov/statutes/section/18/091/04631 http://www2.ed.gov/policy/gen/guid/fpco/ferpa/index.html https://www.congress.gov/bill/103rd-congress/house-bill/3355/text https://www.fbi.gov/about-us/cjis/cjis-security-policy-resource-center/view https://digitalservices.vermont.gov/cybersecurity/cybersecurity-standards-and-directives https://digitalservices.vermont.gov/cybersecurity/cybersecurity-standards-and-directives Page 43 of 82 PART 5: IMPLEMENTATION/PROJECT MANAGEMENT APPROACH 1. Describe the approach you would recommend for project managing this engagement. 2. Provide a list of the standard project management deliverables that you would normally produce for this type of engagement. 3. Provide a proposed list of project phases, major milestones, and an implementation timeline. Label this Attachment #4. 4. What types of difficulties have other clients experienced with implementation of the proposed solution? 5. Describe the experience and qualifications of the Project Manager you would offer as the resource for this engagement. Provide a copy of their resume and label it Attachment #5. Page 44 of 82 PART 6: TECHNICAL SERVICES 1. Describe the technical services included in your proposal (e.g., business analysis, configuration, testing, implementation, etc.). 2. Provide a list of the standard deliverables for the technical services described above. 3. Provide a description of the roles/services/tasks the State will be expected to cover as part of this engagement. Describe any additional roles/services/tasks that are optional, but would be beneficial for the State to provide. 4. Describe your typical conversion plan to convert data from existing systems to your proposed solution (if applicable). 5. Describe and attach your typical Implementation Plan (label it Attachment #6), which shall include planning for the transition to maintenance and operations. 6. Describe the experience and qualifications of the technical resources proposed for this engagement. Provide their resume(s) and label them Attachment #7. 7. Describe the training that is included in your proposal. 8. Describe the system, administrator, and/or user documentation that is included in your proposal. Page 45 of 82 PART 7: MAINTENANCE AND SUPPORT SERVICES 1. Provide answers to the questions below regarding your companys Maintenance and Support Services: Questions Vendor Response Service: Customer Phone &/or Email Support What is the method for contacting technical support? What are the hours of operation for support? What is the turnaround time for responses? What is the escalation process for support issues? Who comprises the support team and what are their qualifications? Define your response resolution metrics and how you capture and report them. Service: Incident/Security Breach Notification and Process Describe your identification and notification process for security breaches. Service: Data Management Describe how data is stored, retained and backed-up (including frequency). Service: Hosting Describe the hosting service and associated service levels. Page 46 of 82 Questions Vendor Response Service: Scheduled Maintenance/Downtime What is the frequency of scheduled maintenance and downtime? What is the notification process for scheduled maintenance and downtime? Describe how maintenance updates are tested with customers prior to installing them in their live environments. Service: System Upgrades Are software upgrades provided as part of the software support contract? Describe your software upgrade process. How often are new versions released? Is documentation and training provided for system upgrades? Are there additional costs for upgrades and/or new releases? Describe how and when the State will have an opportunity to test system upgrades/releases prior to live installation. Describe how the State will validate post installation and Page 47 of 82 how changes will be backed out in the event that a problem is encountered. Questions Vendor Response Service: Bug Fixes and Minor Enhancements Describe the frequency and process for providing, testing, and installing bug fixes and minor enhancements. Service: Disaster Recovery Describe the disaster recovery services included in this proposal for any non- state hosted services. What is your standard RPO and RTO? Describe the plan your company has in place for its own disaster recovery of any sites that may be involved in support of this proposal. 2. Describe any other services not mentioned in the above list that are included in your standard Service Level Agreement (SLA) and include a copy of your SLA with your response to this RFP. Label the SLA Attachment #8. 3. Describe how adherence to your service levels is measured and what remedies you would provide the State when performance doesnt meet the standard? Page 48 of 82 PART 8: PRICING 1. Submit pricing for your proposed solution in the table below. Fill in only the lines that are applicable to your proposal. Insert lines for additional costs, but do not delete or rename any lines in the Table. Total each column and provide a total of all columns in the Total Implementation, plus 5 Year Costs box on the next page. Cost Type One Time (Implementation) Year 1 Year 2 Year 3 Year 4 Year 5 Software Enterprise Application: License Fees $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 Maintenance &/or License Fee Add-Ons $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 Subscription cost $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 Storage Limitations and/or Additional Fees $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 Database Software: License Fees $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 Middleware Tools: License Fees $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 Operating System Software: License Fees $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 Upgrade Costs for Later Years $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 Support and Maintenance Fees $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 Implementation Services Project Management $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 Requirements $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 Design (Architect Solution) $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 Development (Build, Configure or Aggregate)/Testing $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 System Testing $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 Defect Removal $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 Implement/Deploy or Integrate $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 Quality Management $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 Cost Type One Time (Implementation) Year 1 Year 2 Year 3 Year 4 Year 5 Implementation Services Continued Training $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 Page 49 of 82 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 Telecom $0.00 Bandwidth $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 Hardware $0.00 Computing Hardware $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 Storage and Backup Hardware $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 Network Hardware $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 Facilities/Data Center $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 Hosting $0.00 Hosting Fees $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 Total Base Costs $0.00 Total Implementation plus Five Year Costs $ 0.00 2. Describe any assumptions you have made in relation to the above cost and pricing information. 3. Provide pricing information for any volume discounts that are available based on the number of software licenses purchased or support years purchased. 4. Provide pricing for any Functional Requirements marked as C (feature is not available in the core solution, but can be provided with customization). Page 50 of 82 PART 9: TERMS AND CONDITIONS In deciding which Respondent/s to shortlist the State will take into consideration each Respondents willingness to meet the States terms and conditions. Indicate any objections or concerns to our stated terms and conditions in the RFP or any of the exhibits, addendums or attachments including Attachment C. Add lines to the table below as needed. Important: Bidder will be bound to all terms and conditions stated in the States RFP, exhibits, attachments, and/or addendums except and then only to the extent specifically set forth in the table below, and only if and to the extent expressly agreed and incorporated in writing in a resulting contract. Note that exceptions to contract terms may cause rejection of the proposal. Clause Location Concern Proposed Verbiage [indicate RFP, exhibit, attachment or addendum, section & page number] [briefly describe your concern about this clause] [describe your suggested alternative wording for the clause or your solution] [indicate RFP, exhibit, attachment or addendum, section & page number] [briefly describe your concern about this clause] [describe your suggested alternative wording for the clause or your solution] [indicate RFP, exhibit, attachment or addendum, section & page number] [briefly describe your concern about this clause] [describe your suggested alternative wording for the clause or your solution] PART 10: AUTHORIZED COMPANY SIGNATURE

2 Governor Aiken Avenue Montpelier, Vermont 05633-5801Location

Address: 2 Governor Aiken Avenue Montpelier, Vermont 05633-5801

Country : United StatesState : Vermont

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