Invitation to Negotiate (ITN) Statewide Travel Management System ITN No D. Questions and Answers ITN Amendments

Transcription

1 Invitation to Negotiate (ITN) ADDENDUM NO. 1 Questions and Answers ITN Amendments September 2016

2 Contained herein are the responses to the questions submitted to the Department of Management Services (Department). The Department hereby amends ITN No D as noted within this Addendum. In the event of a conflict between previously released information and the information contained herein, the information herein shall control. The information included in this addendum is now made part of this solicitation. FAILURE TO FILE A PROTEST WITHIN THE TIME PRESCRIBED IN (3), FLORIDA STATUTES, OR FAILURE TO FILE A BOND OR OTHER SECURITYWITHIN THE TIME ALLOWED FOR FILING A BOND SHALL CONSTITUTE A WAIVER OF PROCEEDINGS UNDER CHAPTER 120, FLORIDA STATUTES. Any protest must be timely filed with the Department of Management Services Agency Clerk. Please Note: This Addendum No. 1 does not need to be returned with the Reply. The Department has received the following questions from the vendor community though the MFMP Sourcing Tool and answers as provided in the following table: # Question Answer 1. A. We would like to confirm if there is any specific budget for this project and B. the mode of interview, would that be telephonic/skype or in-person? C. Also, if there is any incumbent on this requirement. C. This is a new contract with no incumbent. 2. A. Is DMS looking for a pre-developed product that will be customized and will entail a recurring expense? B. Or are they seeking a custom developed implementation that will be built specifically for the Department's objectives, one which would be an all-inclusive onetime investment? 3. Our corporation has had a current/active registration with the State in the past however we voluntarily withdrew that standing within the past year. With this understanding, is it a disqualifier if we state that we are not currently registered and will renew the registration within 30 days of short list selection? 4. Para says the system must be piloted prior to certification. Can the State provide more detail on this requirement, for instance: A. When is the Pilot expected to take place? A. Please see the 2016 General Appropriations Act, Specific Appropriation 1965A. B. Not yet determined. A. Vendor replies should propose solutions that the vendor believes best meet B. Vendor replies should propose solutions that the vendor believes best meet Yes, it is a disqualifier. Section 2.3.1, of the ITN, requires that a company has a current and active registration. A. Not yet determined. B. Not yet determined. Page 2 of 10

3 B. How many users will be involved in the Pilot? 5. Para requires submission of the D&B Supplier Qualifier Report. If a report is available from within the past six months, will that be acceptable, or must the vendor request and provide a new D&B report? 6. Para requires integration with multiple state agencies and implies that there will be unique roles, permissions, and workflows for each agency. A. Is that a correct assumption? B. How many different state agencies are expected to use the system? C. Are the timelines listed in the ITN inclusive for all agencies? 7. We assume the preferred hosting method is a SaaS model hosted by the vendor. Is that a correct assumption? 8. Para defines implementation deadline. The paragraph says the system must be ready to integrate state agencies by April 1, This implies that the customizations/configurations for the state agencies must be finished by April 1, Is this a correct assumption? 9. Para refers to Section Florida Statutes for accessibility. If the system is Section 508 (Federal Government standards for accessibility), will that satisfy this requirement? 10. Would the State like to have real-time auditing capabilities within the statewide travel management system? For instance, allow admins to see when, where and how long state employees took to fill out their travel reimbursement? A new report is required. A. Yes. B. The executive branch state agencies and the judicial branch. C. No. No. Please see section of the ITN, as amended. Yes. 11. What are the total number of travelers that might use the system? The Department does not possess this information. 12. Estimate the current number of Concurrent users at any time? The Department does not possess this information. 13. A. How will users authenticate into the system? Via People First IDs? B. Will all users have People First IDs? C. If not, what other type authentication will be necessary? A. Vendor replies should propose solutions that the vendor believes best meet B. No C. Vendor replies should propose solutions that the vendor believes best meet Page 3 of 10

4 14. Is the system expected to store system of record data or will data be Not yet determined. archived elsewhere? 15. A. How many reports are anticipated? A. Not yet determined. B. Can you provide further examples of reports? B. The Department does not possess this information. C. Are there existing reporting tools currently used that could be utilized C. The Department does not possess this information. for the TMS system? D. Vendor replies should propose solutions that the vendor believes best D. Is DMS open to acquiring a common report writing tools that works meet with most common databases? 16. A. Approximately how many state agencies will be required to use the A. The executive branch state agencies and the judicial branch. new travel system? B. The Department does not possess this information. B. How many will likely need to have customizations to fit their business model? 17. Estimate how many baseline workflows for travel authorization, The Department does not possess this information. approval and reimbursement processes need to be defined? 18. Are Cloud based implementations preferred over on premise solutions? 19. For on premise solutions, does the state have defined standards for Not yet determined. Operating Systems, Application Servers, Databases, Browsers or other IT Standards that should be known? 20. A. Will the system be responsible for booking flights and other travel A. No charges? B. No B. Is there another Travel booking system that will require integration? 21. It is stated the contract is anticipated to begin on January 30, 2017 and the TMS should be operational and available to state agencies by April 1, That allows for only 8 weeks for a complete deployment, testing, and training. A. Are these dates correct, and B. if so it is expected the TMS is a completely packaged (i.e., COTS) application? 22. Does FLAIR and People First provide an interface (e.g., web services) that is documented? 23. A. Can the FLAIR System accept XML data? B. Does the FLAIR system have an API? A. The dates are correct. B. Vendor replies should propose solutions that the vendor believes best meet FLAIR Not yet determined. People First Yes. A. No. B. No. Page 4 of 10

5 24. Does DMS prefer to utilize the current, known forms that are used today (DFS-AA-13, DFS-AA-25) but enhance these forms through digitization, electronic workflow, and electronic approval? 25. On p. 23, 4.3.6, it is stated that there are "forms to calculate the most economical means of travel, and other agency specific rules". A. How is this accomplished? B. Could this implementation be utilized in building out the new system? 26. For signature of authorization are there requirements for the type of electronic signature is acceptable (i.e., scribble signature, electronic signature, digital signature, etc.). A. Please see section 4.3 of the ITN. B. Vendor replies should propose solutions that the vendor believes best meet Not yet determined. 27. On 4.3.7, is it envisioned that this step is done electronically? 28. A. For is a mobile web experience that requires an internet A. Vendor replies should propose solutions that the vendor believes best connection acceptable? meet B. Are ios and Android support a requirement or a nice to have? B. Vendor replies should propose solutions that the vendor believes best meet The Department does not possess this information How many system and audit edits does DFS have? Can you provide some examples? Is the integration with FLAIR required to be synchronous? How many organization codes will be used across all agencies? The Department does not possess this information. 32. How many total users will be using the solution? The Department does not possess this information. 33. How many total agencies will be using the solution? The executive branch state agencies and the judicial branch "The system must provide access to the EOG and the Legislature for system- wide reporting functions. How many EOG and Legislature users will be accessing the system? The system must use People First ID s where possible. Can the State describe the integration needed and the technology used for the People First ID application? The Department does not possess this information. Not yet determined. Page 5 of 10

6 36. Does the state require Single Sign-On with the People First application? Is the state looking to standardize processes or allow each agency to define their travel process? 38. Will the system need to store any Personally Identifiable Information Not yet determined. (PII)? "The system must use as the primary means of notification for actions required throughout the approval process. Is the state considering a mobile app with mobile notifications for approvals, rejections, and alerts? "The system must allow for external approvals of travel where an agency head is the traveler. Can the state clarify the types of external users who would be approving these requests? 41. How many external users will be approving requests? The Department does not possess this information. 42. Did the state use a vendor to help develop the RFP (sic)? If so, can you No. please share the name of the vendor? 43. Did the state evaluate solutions that could meet its requirements No. through vendor demonstrations leading up to the RFP (sic) release? If so, what types and names of solutions and vendors were evaluated? 44. How many records does the state anticipate in the data migration effort None. from the legacy systems to the new system? 45. Does the state have IT personnel that will be able to assist in the data N/A. cleansing of legacy data prior to the data migration into the new system? 46. How many agencies will require training? All agencies will require training. 47. Does the state expect a mobile customer app to be delivered as part of Please see section of the ITN. this project? If so, please provide the capability you are expecting to be provided in that app. 48. Does the state have a preference on the types of mobile devices? Please see section of the ITN. Page 6 of 10

7 49. Will the state provide a list of reports that will need to be built or migrated to the new system from existing systems? Or, an estimated count of reports would be helpful if a list is not available. 50. Sections 4.4; ; ; ; and : The ITN states the State is seeking to acquire and implement a that standardizes and automates travel management However, the ITN also contains a number of requirements that reference a high degree of customization regarding workflow and agency business models. Is it the State s intent to modify the travel solution to accommodate individual agency business processes and procedures, or will agencies be required to modify their travel management processes and procedures to align with State defined standard processes or recommended practices thereby limiting agency specific customizations? Cooperative Purchasing Please explain / discuss the Department s intent or meaning of this requirement. 52. Sections 1.7; 1.9; and 4.4.3: The following questions relate to Department s expectations around the project timeline and project activity: A. 1/30/17 is the anticipated contract start date. Can the Department confirm that this would also be the official project start date and that no State / agency interaction (e.g., agency specific requirement gathering, etc.) should occur prior to that date? B. 4/1/17 is the date that the Department has indicated that the travel solution must be available for deployment to the Agencies. Prior to this date the solution must be piloted with and certified by DFS. What are the Department s expectations regarding the length of time / duration for the activities associated with the certification process and DFS pilot? Additionally, in the event that any changes are requested by DFS as a Not yet determined. Standard language permitting use of contract by Eligible Users pursuant to Sections (2)(a), and , Florida Statutes. A. See section 1.9 of the ITN. B. Not yet determined. Page 7 of 10

8 result of the pilot can the Department please describe the timeline (and procedures) for this? (sic) Minor modifications will not require restarting the workflow. Can the Department provide more detail on what is meant by Minor modifications (vs. major or other modifications)? 54. Does the Department have any particular expectations regarding the agency rollout timeframe (e.g., X number of agencies deployed by Y months, etc.)? If so please describe those expectations. 55. In the sections ; ; ; and from the ITN body and Attachment B the Department appears to entertain the idea of procuring this as software as a service (SaaS). Yet, the pricing Component Specified in Attachment C seems to ask for pricing in a format that supports a conventional Software Development, Deployment, and Maintenance licensing model. As price is a heavily weighted score of this ITN process, will the Department please explain its intent, or reconcile these components of the ITN? How will the Department evaluate pricing models for SaaS against pricing models for conventional licensing? See section and Attachment C of the ITN, as amended. Page 8 of 10

9 Sections and are amended below as indicated by underlines and strikethroughs. Attachment C is replaced in its entirety Price Component of the Reply (Attachment C) Attachment C to the ITN contains the requirements for the Price Component of the Reply to this ITN. Respondents shall submit their Price Component of the Reply in accordance with the requirements contained in Attachment C. To facilitate the Respondents submission of their Price Component of the Reply, Attachment C is a Word Document that must be completed electronically for uploading into the MFMP Sourcing Application. The Respondent with the lowest price shall receive 200 points. The lowest price will be based on the total of the fourthree prices required. Other Respondents shall receive points for price based upon the following formula: (X) x 200 = Z N Where: X = lowest price of all respondents N = Respondent s submitted price Z = points awarded Implementation Deadline the system shall be installed, tested, certified, configured, and ready to integrate state agencies by April 1, 2017.

10 ITN No D Attachment C Price Component of the Reply Requirements The Price Component of the Reply (Attachment C) must include responses to the following items: What price do you propose for: 1. Creation, standup and support of the statewide travel management system. January 30, 2017-June 30, Support of the statewide travel management system. July 1, 2018-June 30, Support of the statewide travel management system. July 1, 2019-June 30, Integration of agencies into the statewide travel management system (per agency). During term of the contract Page 10 of 10