1. TLSR Bidders’ Conference
RFP # K1148
Washington State Department of Revenue
September 9, 2014
2:00 – 5:00 PM
Transforming Revenue’s Future through collaborative efforts, improved processes, and proven technology solutions.

2. Agenda Introductions Protocols for Bidders’ Conference
Background, Purpose, and Scope of the Tax and Licensing Systems Replacement (TLSR)
Recap of Proposal Contents
Key Dates
Vendor Questions Related to the RFP

3. Introductions Kit Bail, Project Director David Sorrell, CIO
Gil Dean, Project Manager
Mark Lyon, Assistant Attorney General
David Sorrell, CIO
Chris Waite, RFP Coordinator
Dennis Gallitano, Special Assistant Attorney General

4. Housekeeping Items Housekeeping Announcements Emergency exits
Restrooms
Breaks will be provided, as needed
Other Notes:
Please place your mobile devices on silent or vibrate mode; take or place calls outside

5. Protocols for Bidders’ Conference
Transforming Revenue’s Future through collaborative efforts, improved processes, and proven technology solutions.

6. Protocols for Today’s Conference
Vendors must sign the Vendor Registration Form
WebEx participants will be muted until the vendor comments and questions period at the end of each section
When speaking, please identify yourself and the company you represent
WebEx participants, mute your phones unless asking a question

7. Protocols for Today’s Conference
The materials presented in the Bidders’ Conference provide summaries of key provisions of the RFP and the Bidders’ Conference materials do not alter or change the RFP requirements. Bidders must review the applicable section of the RFP for the complete statement on the requirements for this RFP
Nothing said or discussed during this conference will modify, add to, alter or in any other way qualify or amend the published procurement documents

8. Protocols for Today’s Conference
AS A REMINDER
All communications concerning the TLSR RFP must be directed only to Chris Waite, the RFP Coordinator.
Any communication directed to DOR staff, or its consultants, other than the RFP Coordinator may result in disqualification.
Any oral communications by DOR will be considered unofficial and non- binding.
Official responses to written questions will be posted as RFP addenda. Bidders should rely only on written statements issued by the RFP Coordinator.

9. Background, Purpose, and Scope of TLSR
Transforming Revenue’s Future through collaborative efforts, improved processes, and proven technology solutions.

10. Business Case
DOR plays a pivotal role in the state’s economic vitality and business climate.
Systems used to collect taxes and license businesses are severely outdated.
Systems are incapable of supporting today’s expectations by businesses and government partners that count on DOR’s services.
This project presents DOR with the opportunity to both modernize the technology and to improve the taxpayer and employee user experience.
Looking to consolidate systems, make it easier for businesses to register and comply with their business licensing and tax obligations.

11. Procurement Purpose
Replace the legacy systems used to administer the state’s excise tax collection, accounting, distribution, and business licensing programs.
Acquire and implement configurable commercial-off-the-shelf system(s) developed in modern technologies and architecture to replace the legacy systems.
Includes the acquisition of implementation services
Form a partnership with the Apparent Successful Bidder (ASB) to work collaboratively to complete the TLSR Project and support and maintain the TLSR Solution on a going-forward basis.

12. Project Scope…Attachment 2 of RFP
Due to the size and complexity of the TLSR Project, the scope is defined in terms of:
TLSR Solution Procurement and Implementation
Tax Types
Systems Being Replaced, including the necessary interfaces to other systems
Work Efforts, to prepare the people and systems to use the new systems, including business process re-engineering

13. Recap of Proposal Content
Transforming Revenue’s Future through collaborative efforts, improved processes, and proven technology solutions.

14. RFP Redesign Notable Changes
Clarified our mission, goals, and objectives for the project
Requires system integrator to be the Prime Bidder, which can be a solution provider
Both the Tax and Business Licensing solution must be market-proven COTS solutions
Bidders propose their preferred implementation approach
SOW, Project Plan, and Joint Resource Plan will be developed in the Implementation Planning Study (IPS) workshops
Removed Functional Requirements

15. Minimum Qualifications
The Bidder, the Third Party Solution Provider(s), and other Subcontractors are licensed to do business in the state of Washington or provide a commitment to become licensed in Washington State within thirty (30) calendar days of being selected as the Apparent Successful Bidder (ASB).
The proposed Business Licensing Solution is a commercially-available licensed software solution currently in use at a state agency, county, or city.
The proposed Tax Solution is a commercially-available licensed software solution currently in use at a government tax agency.

16. Minimum Qualifications
If the Bidder engages Subcontractors, the Bidder must take full responsibility and accountability for the performance of all Subcontractors.
The Bidder must have a minimum of five (5) years experience as a system integrator – implementing software similar in size and scope to the system requirements as described throughout this RFP.
The integration of the TLSR Solution must provide the external user (taxpayer/business) with a consolidated view of the users account status and information.

17. Minimum Qualifications
The Tax Solution must provide configurable features, business rules management, workflow, and document management.
The Business Licensing Solution must provide configurable features, business rules management, workflow, and document management.

18. Minimum Qualifications
All Vendor staff assigned work on the project will sign the DOR Secrecy Clause Affidavit in front of a notary. See Attachment 9, Security Clause Affidavit.
All Vendor staff assigned work on the project are subject to a background check conducted by the Washington State Patrol, which requires assigned staff to provide their Social Security Number.
Failure to meet one or more Minimum Qualifications will result in disqualification.

19. Certification and Proposal Response Forms
Response Form 1, Proposal Checklist, intended to assist Bidders develop and submit a quality Proposal
No Modifications to Certification or Response Forms
Any changes will result in disqualification
Bidders may not reserve any rights to change the underlying certifications or assurances

20. Certification and Proposal Response Forms
Not asking for the same information on multiple forms
Response Form 9, Other Subcontractor Experience and History Bidder Form
Not needed for Third Party Solution Providers (See Response Form 8: Third Party Solution Provider Bidder Experience and History Bidder Response Form)
Response Form 11, Bidder Profile Bidder Form
Bidders must include answers to the questions for all Third Party Solution Providers and other Subcontractors

21. Cost Proposal
Bidders to provide a fixed fee price for the TLSR Project
Bidders should not submit a fixed fee based on a fixed time period, as DOR will only accept pricing Proposals based on a fixed fee for fixed scope basis
Fixed fee for fixed time Proposals and/or any other time-qualified Proposals will be considered non-responsive
Cost Proposals must be submitted using the spreadsheets provided in Response Form 15, Appendix B to Cost Proposal
Bidders need to return the spreadsheets in a non-copy protected format, and not as a PDF file or any other type of document

22. Issues List
Bidders must complete and include Response Form 16, Issues List
If Bidder does not identify specific concerns with a particular term or condition in such Issues List, the term or condition will be deemed accepted by Bidder and DOR will not negotiate further changes to such accepted or non-commented-on terms or conditions
DOR reserves the right to discuss the Issues List submission with the Bidders starting in Stage 2 and any time thereafter, and to have the Bidders clarify, revise, and resubmit a revised Issues List

23. Issues List
Bidders must identify issues, concerns, exceptions, or objections to any of the terms or conditions
An Issues List must be provided for the System Integrator Agreement, TLSR Project Agreement and Exhibits, TLSR License and Support Agreement, and TLSR Ordering Document and Exhibits
Bidder should work with the applicable Third Party Solution Provider(s) to complete the Issues List for the TLSR License and Support Agreement (one set per Third Party Solution Provider), and TLSR Ordering Document and Exhibits
Bidders will need to submit the Issues List on behalf of their Third Party Solution Providers and other Subcontractors

24. Staged Evaluation Approach
Transforming Revenue’s Future through collaborative efforts, improved processes, and proven technology solutions.

25. 5-stage approach
Evaluation and scoring for each stage determines participation in future stages

26. Administrative Screening
Stage 1
Stage
Step
Description
Administrative Screening 1
Determine, on a pass/fail basis, compliance with administrative requirements as specified in Section 3, Instructions to Bidders 2
Completeness of, and potential gaps in, the Minimum Qualifications as specified in Response Form 6, Minimum Qualifications
Determine, on a pass/fail basis, which Bidders advance to Stage 2

27. Evaluation of Written Proposal
Stage 2
Stage
Step
Description
Evaluation of Written Proposal 3
Evaluate and score
Management Proposal (Section 3.8.3)
Business Proposal (Section 3.8.4)
Technical Proposal (Section 3.8.5)
Cost Proposal (Section 3.8.6) 4
Review Issues List
Determine which Bidders advance to Stage 3

28. Oral Presentations, Product Demonstrations, and Reference Checks
Stage 3
Stage
Step
Description
Oral Presentations, Product Demonstrations, and Reference Checks 5
Conduct oral presentations 6
Evaluate and score product demonstrations
Perform reference checks and/or site visits
Determine which Bidder(s) advance to Stage 4
Key personnel must participate
Demonstrations need to follow “Demonstration Materials” (Attachment 8, Demonstration Materials)
DOR will electronically capture the demonstration sessions and attach them to the contract

29. Non-Generally Available (GA) Supported Requirements and Demonstration Plan and Schedule
Must be submitted three (3) Business Days prior to demonstration
If demonstrated by the GA solution, then no entry in the Demonstration Materials is required
DOR will meet with the Bidder’s demonstration team one (1) Business Day before the demonstration to review

30. Reference Checks
Bidder customer on-site reference checks at DOR’s discretion, prior to the product demonstrations
Timeframe December 1 – December 18, 2014
Bidder must facilitate an introduction of DOR’s reference check facilitator to the references
Bidder must facilitate the scheduling of and site visit and/or obtaining a guest log-in
DOR will check Bidder’s key personnel references

31. Stage 4 Stage Step Description
IPS Workshops and Determination of the Lowest Responsive and Responsible Bidder 7
Implementation Planning Study Workshops 8
The DOR Evaluation Team will determine the Lowest Responsive and Responsible Bidder

32. Implementation Planning Study Workshops
Develop and finalize key project documents:
TLSR Statement of Work;
TLSR Project Plan;
TLSR Joint Resource Plan; and
Other supporting schedules and attachments

33. Contract Negotiations & Selection of Apparent Successful Bidder
Stage 5
Stage
Step
Description
Contract Negotiations & Selection of Apparent Successful Bidder 9
Contract negotiations with the Lowest Responsive and Responsible Bidder 10
Announcement of the Apparent Successful Bidder

34. Contract Negotiations
Negotiate contract and project document terms and conditions with Lowest Responsive and Responsible Bidder
Right to request improvements to price or any components of the Bidder’s Proposal
Negotiations cannot make substantial changes to scope of work or material requirements set out in the RFP

35. Contract Award
DOR will require that Bidder sign contract as a final written offer
DOR reserves the right to award the contract to the Bidder whose proposal is deemed to be in the best interest of DOR and the State, hence, DOR may choose to not award to the highest-scoring or lowest-cost proposal
DOR will execute a contract with one Bidder once approved by authorities in the State

36. Key Dates
Transforming Revenue’s Future through collaborative efforts, improved processes, and proven technology solutions.

37. Procurement Schedule Activity Due Date Due Time (PST) Letter of Intent
September 12, 2014
5:00 PM
Written Questions Due from Bidders
September 29, 2014
Bidder Complaints Due
October 10, 2014
Bidder Proposals Due
October 17, 2014
Announce Stage 3 Participants
November 4, 2014
Delivery of Non-Generally Available (GA) Supported Requirements and Demonstration Plan and Schedule to DOR
November 12, 2014 (Participant 1)
December 3, 2014 (Participant 2)
See RFP Section 2, Procurement Schedule for the full list of activities and dates

38. Procurement Schedule Activity Due Date Due Time
Oral Presentations & Demonstrations
November 14 – November 21, 2014 (Participant 1)
December 5 – December 12, 2014 (Participant 2)
N/A
Possible Site Visits
December 1 – December 18, 2014
Implementation Planning Study (IPS) Workshops Begin
January 5, 2015
Contract Negotiations Begin
April 1, 2015
See RFP Section 2, Procurement Schedule for the full list of activities and dates

39. 15 Minute Break
Transforming Revenue’s Future through collaborative efforts, improved processes, and proven technology solutions.

40. Questions and Answers
Transforming Revenue’s Future through collaborative efforts, improved processes, and proven technology solutions.

41. By Monday, September 29, 2014; 5:00 PM
Vendor Q&A
Verbal responses to questions are unofficial
Official responses to written questions to be posted on WEBS as RFP addenda
When asking a question, please identify your name & company
WebEx participants, mute your phones unless asking a question
For questions that we do not get to today, submit via to the RFP Coordinator at:
By Monday, September 29, 2014; 5:00 PM