Competitive Procurement: RFP C000468 Enterprise Multi-Channel Payment Solution

Competitive Procurement: RFP C000468 Enterprise Multi-Channel Payment Solution

Procurement Website: https://its.ny.gov/competitive-procurement-opportunities

DESIGNATED CONTACT FOR INQUIRIES AND SUBMISSIONS
Kelly Herba
Contract Management Specialists
Enterprise Multi-Channel Payment Solution
RFP related questions Must be submitted via electronic mail using the Vendor Questions Form (Attachment 4) to the designated contact for this RFP at
No other method of inquires Will be accepted. Administrative issues pertaining to sending/receiving email through the designated mailbox may be reported at (518) 408-2725.
ITS ADDRESS FOR PROPOSAL DELIVERIES
Address to:
Kelly Herba
Contract Management Specialist
NYS Office of Information Technology Services
Procurement and Contract Support Unit
If US Post Office standard and US Post Office overnight mail, use:
ATTENTION: Kelly Herba, Contract Management Specialist, PO BOX 2062, ALBANY, NY 12220
If UPS and FedEx express delivery overnight and ground Service, use:
ATTENTION: : Kelly Herba, Contract Management Specialist, EMPIRE STATE PLAZA, SWAN STREET BUILDING, CORE 4, ALBANY, NY 12223
If Hand Delivery to front desk:
ATTENTION: : Kelly Herba, Contract Management Specialist, EMPIRE STATE PLAZA, SWAN STREET BUILDING, CORE 4, 1ST FLOOR LOBBY, ALBANY, NY 12223
Calendar of Events /
Event / Date /
1.  RFP Release Date / February 21, 2017
2.  Deadline for Submission of Vendor Questions - Round 1 / March 14, 2017
3.  Issuance of Response to Submitted Questions - Round 1 / On or about March 21, 2017
4.  Filing of Mandatory Intent to Bid / March 28, 2017
5.  Deadline for Submission of Vendor Questions - Round 2 / March 28, 2017
6.  Issuance of Response to Submitted Questions - Round 2 / On or about April 7, 2017
7.  PROPOSAL DUE DATE / April 20, 2017 at 4:00 PM EST
8.  Vendor Interview w/ Solution Demonstration - vendors susceptible to award as determined by cost and technical evaluations / On or about Week of May 22, 2017
9.  Anticipated Notification of Award / On or about June 13, 2017
10.  Debriefing Request Deadline / No later than 10 Business Days from date of award announcement
11.  Proposal Protest Deadline / See Bid Protest Policy located at:
http://www.its.ny.gov/document/bid-protest-policy
12.  Timeframe for Contract Negotiations / 20 Business Days from date of award announcement
13.  Timeframe for Contract Approval; Contract to Begin / Approximately 90 days

Table of Contents

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Competitive Procurement: RFP C000468 Enterprise Multi-Channel Payment Solution i

SECTION 1 - OVERVIEW 7

1.1 Purpose of Request For Proposals (RFP) 7

1.2 Authorized User 8

1.3 DEFINITIONS 8

1.4 THE OFFICE OF INFORMATION TECHNOLOGY SERVICES 8

1.4.1 1.3.1 Mission, Vision, and Values Statement 8

1.4.2 1.3.2 Formation of ITS 8

SECTION 2 - PROJECT SUMMARY 8

2.1 MINIMUM BIDDER QUALIFICATIONS 8

2.2 Project Background (Current State) 9

2.3 Business goals – future state 9

2.4 FUTURE STATE 10

2.5 Exhibits – For informational purposes only 10

SECTION 3 - SOLUTION REQUIREMENTS 11

3.1 DESCRIPTION OF SCOPE OF WORK 11

3.1.1 Functional Requirements 11

3.1.2 Security Requirements 11

3.1.3 Training Requirements 11

3.1.4 Support Requirements 11

3.1.5 System Maintenance Services 12

3.1.6 Customer Experience Requirements 12

3.1.7 Implementation Requirements 13

3.1.8 Contractor Personnel Roles and Responsibilities 14

3.1.9 Change Management 16

3.2 ImplemenTation DELIVERABLES 16

3.2.1 Deliverable Acceptance Process 16

3.2.2 Table of Deliverables 16

3.3 bidder EXPERIENCE AND QUALIFICATIONS Requirements 17

3.4 Payment Methods 17

3.5 statement of charges 17

3.6 Task Order 17

SECTION 4 - Procurement Process 18

4.1 Method of Award 18

4.2 ADMINISTRATIVE REQUIREMENTS and Information 18

4.2.1 Inquiries from Bidders 18

4.2.2 Filing by Bidders of Mandatory Intent to Bid 18

4.2.3 Communications from NYS to Vendors 18

4.2.4 Procurement Record 18

4.2.5 Building Access Procedures for Visitors and Hand Deliveries 18

4.3 No late submissions 18

SECTION 5 - PROPOSAL REQUIREMENTS 19

5.1 Package Label 19

5.2 Multiple Submissions 19

5.3 GENERAL REQUIREMENTS FOR ProposalS 19

5.4 Technical, Financial and Administrative Proposal Requirements 19

5.4.1 Please see Attachment 22 Proposal Checklist for the technical, financial and administrative Proposal requirements. 19

5.4.2 Financial Proposal 19

5.4.3 Tiered Pricing 19

5.4.4 Device Hardware, Software and Maintenance 20

5.4.5 Professional Services 20

5.4.6 Inventory System 20

5.4.7 Technical Proposal 20

5.4.8 Administrative Proposal 20

5.5 EVALUATION Methodology 20

5.5.1 Proposal Completeness Review 21

5.5.2 Minimum Qualifications Evaluation 21

5.5.3 Technical Proposal Evaluation (60 points) 21

5.5.4 Financial Proposal Evaluation (30 points) 21

5.5.5 Bidder Interview and Product Demonstration (Technical Proposal Evaluation) (10 points) 21

5.5.6 Final Composite Score 21

Appendices

Appendix A – Standard Clauses for New York State Contracts

Appendix B – ITS Standard Contract Clauses

Appendix C – Proposed Contract Terms

Appendix D – Reserved

Appendix E – EEO 101, Workforce Employment Utilization/Diversity Compliance Report

Appendix F – MWBE 102, Quarterly MWBE Compliance Report

Appendix G – Deliverable Acceptance Form

Appendix H – Change Request Form

Appendix I – RFP Specific Terms

Appendix J – Glossary of Terms

Appendix K – Service Level Requirements

Appendix L – Reserved

Appendix M – Task Order Template

Attachments

Attachment 1 – Financial Proposal

Attachment 2 – Non Collusive Bidding Certification

Attachment 3 – Workforce Utilization Plan - EEO101

Attachment 4 – Vendor Questions Form

Attachment 5 – NYS Required Certifications

Attachment 6 – Consultant Confidentiality and Non-Disclosure Agreement

Attachment 7 – Firm Offer Letter and Conflict of Interest Disclosure

Attachment 8 – Lobbying Forms All-in-One

Attachment 9 – Equal Employment Opportunity Staffing Plan – EEO 100

Attachment 10 – Minority/Women Owned Business Utilization Plan – MWBE-100

Attachment 11 – MWBE and EEO Policy Statement

Attachment 12 – Consultant Disclosure Form A

Attachment 13 – Extraneous Terms and Conditions Form

Attachment 14 – Encouraging Use of NYS Business in Contract Performance

Attachment 15 - Contractor Certification to Covered Agency, ST-220-CA

Attachment 16 – Bidder Information Form

Attachment 17 - Workers Compensation and Disability Insurance Requirements

Attachment 18 – Minimum Bidder Qualifications

Attachment 19- Technical Proposal Forms

Attachment 20 - Bidder Experience and Qualifications

Attachment 21 – Requirements Traceability Matrix

Attachment 22 – Proposal Checklist

Attachment 23 –Key Personnel Forms

Attachment 24 – Vendor Assurance of No Conflict of Interest

Attachment 25 – Compliance with HIPAA and HITECH

Attachment 26 – Vendor Responsibility Questionnaire

Attachment 27 – Use of SDVOB Certification

Attachment 28 – Affirmative Statements

Attachment 29 – FOIL and Litigation Disclosure

Exhibits

Exhibit 1 – Reserved

Exhibit 2 – Estimated Annual POS/Payment Processing Volume

Exhibit 3 – New York Business Express Use Case

Exhibit 4 – New York Business Express Process Flow

Exhibit 5 – Department of Motor Vehicle Use Case

Exhibit 6 - Implementation Deliverables

21.

NYS Office of Information Technology Services / Request for Proposals / RFP # C000468
Page 21

SECTION 1 - OVERVIEW

1.1  Purpose of Request For Proposals (RFP)

The New York State (NYS) Office of Information Technology Services (ITS) is issuing this RFP to solicit proposals from responsive and responsible Contractors for an Enterprise-level, multi-channel payment solution. ITS seeks a fully Integrated solution with the following components:

·  A payment gateway to connect the State’s web and mobile digital stores to payment authorization. Such gateway Should ensure that no Data subject to the Payment Card Industry Data Security Standard (PCI DSS) touches or is stored in State systems.

·  A payment processor to facilitate payment approval and settlement of funds between the State and the Party responsible for authorizing payment.

·  A Point-of-Sale (POS) system broadly defined to include, but not be limited to, Hardware and Software to calculate the amount owed by a customer, take customer payment, produce a customer receipt, and refund customer payment.

·  POS terminals with the ability to collect and/or verify Data fields in addition to those required for the financial transaction and send the Data to NYS as part of the payment record. For example, the NYS Department of Motor Vehicles (DMV) may offer the agency’s customers the opportunity to register to vote or become an organ donor during their DMV transaction.

·  An inventory system to track and manage commodities (e.g., t-shirts sold at concession stands in NYS Office of Parks, Recreation, and Historic Preservation (OPRHP)) owned by a State Agency and designated for resale.

·  Robust payment reconciliation capabilities for single customer financial transactions that may include payments to one or many State Agencies.

·  Robust business intelligence and reporting capabilities for all components of the solution.

·  Implementation Services to assist the State with converting existing systems and processes to the new solution, and training State Agency staff on use of select components.

·  A uniform and robust customer experience across the State Agency Enterprise that is state-of-the art and comparable to leading practices in the private sector.

The preferred solution supports the following payment types: major credit and debit cards with Mag Strip Swipe and Europay, MasterCard and Visa (EMV) chip; ACH; Mobile Wallet (e.g., PayPal, Apple Pay, Samsung Pay, Android Pay, Google Wallet); and Checks, including money orders, gift cards, and cash. The preferred vendor demonstrates the ability to develop, extend or expand payment methods to accommodate other programs or State needs not currently identified. The preferred solution must be able to meet the State’s growing need and, at a minimum, support transaction volumes estimated at over 8 million annually and totaling over $1 billion (see Exhibit 2: Estimated POS/Payment Processing Volume).

ITS is issuing this RFP on behalf of its over 50 customer State Agencies who have diverse needs that range from requiring online system access to a payment gateway and payment processor, to full use of all of the aforementioned solution components. There Will be no guarantees as to the volume of business the awarded Contractor Will receive as a result of this RFP. All purchases from the awarded Contractor Will be on an Indefinite Delivery/Indefinite Quantity (IDIQ) basis at NYS’ discretion.

ITS prefers a vendor with substantial experience and expertise. The Offeror Must demonstrate that experience in their bid submission. The experience Must be relevant, and Must be for Services comparable in scale and scope as specified within this RFP. ITS understands that there may be a need for potential Contractors to use one or more Subcontractors to satisfy certain requirements. If subcontracting is required, all provisions contained within Section 1.36 of Appendix B- ITS Standard Contract Clauses, of this RFP Must be met.

1.2  Authorized User

An Authorized User is defined as the State of New York acting by and through the Office of Information Technology Services (ITS), on behalf of: offices, departments, and Agencies of the State of New York, certain political subdivisions and Authorized User of the Enterprise Multi-Channel Payment Solution.

1.3  DEFINITIONS

Definitions for certain terms in this document can be found in Appendix J – Glossary of Terms

1.4  THE OFFICE OF INFORMATION TECHNOLOGY SERVICES

1.4.1  1.3.1 Mission, Vision, and Values Statement

Mission / To create and deliver innovative solutions that foster a technology-enabled government to best serve New Yorkers
Vision / To lead the nation in serving citizens, businesses, and visitors through world-class technology
Values / Accountability, Citizens, Innovation, Integrity, People, Transformation

1.4.2  1.3.2 Formation of ITS

In 2012, New York State consolidated Information Technology (IT) functions and Service delivery from over 52 State Agencies into a single agency in the largest IT consolidation in State government history. The ITS workforce of approximately 4,000 professionals serves over 120,000 end users. Historically, IT systems and applications were primarily decentralized within individual State Agencies supported by internal agency teams working with disparate IT tools, methods, and varied technical platforms. Now, ITS is transforming IT across the State to offer world-class Service that provides a consistent and high-quality experience for end users and citizens using an IT environment that:

·  Maximizes existing resources,

·  Meets agency business needs with world-class customer Service,

·  Creates a talented, innovative IT workforce,

·  Increases accountability, and

·  Provides cost savings.

SECTION 2 - PROJECT SUMMARY

2.1  MINIMUM BIDDER QUALIFICATIONS

Bidders Must meet the minimum qualifications set forth in Attachment 18. Failure to meet all of the requirements in this attachment Will result in the Proposal being deemed non-responsive and eliminated from consideration.

2.2  Project Background (Current State)

NYS Agencies conduct a wide spectrum of transactions with citizens and businesses that require payment to the State. For example, a number of State Agencies issue licenses and permits, and collect fees via online systems and in-person transactions. As another example, the NYS Office of Parks, Recreation, and Historic Preservation (OPRHP) operates approximately 180 parks across the State that collect admission and parking fees; rent cabins, boats, umbrellas and other items; and sell food and other commodities at park concession stands.

The State’s current implementation of POS Systems and payment processing Services does not maximize business process efficiencies and creates an inconsistent user experience for customers.

·  Agencies use different POS Systems with varied inventory management capabilities. This requires the State to manage multiple integrations, Device types, and Vendor relationships. In certain cases, front line agency staff use multiple Systems and Devices to execute a single purchase and update inventory.

·  ITS is responsible for integrations to a number of different payment processing solutions rather than one Enterprise standard. This increases implementation and operating costs, and speed to “Go Live” for new capabilities.

·  State Systems currently do not universally accept Mobile Wallet (e.g., PayPal, Apple Pay, Samsung Pay, Android Pay, Google Wallet) transactions, and are not able to maximize use of Automated Clearing House (ACH) network transactions.

·  State Agencies continue to have large pockets of manual, paper-based payment processes. This in large part is due to the lack of a robust Enterprise solution that meets business needs.

·  Financial reconciliation is cumbersome and labor intensive, particularly for State Enterprise Systems that process payments for multiple Agencies in one financial transaction.