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REQUEST FOR PROPOSAL (RFP)

FOR

WEB BASED APPOINTMENT SYSTEM FOR THE

DIVISION OF MOTOR VEHICLES

RFP #
270685
-
LF


Issued by:

STATE OF WISCONSIN

DEPARTMENT OF TRANSPORTATION

Division of
Motor Vehicles



Proposals must be submitted

No later than
2:00

PM
, CST

Tuesday,
February 1
2
th
, 2013

Important: See building security access restrictions in Section 2.3



Questions must be received in writing

January 8
th
, 2013

Submit questions by e
-
mail to
lyman.fuson@dot.wi.gov


LATE PROPOSALS WILL BE REJECTED

There will not be a public opening for this RFP




For further information regarding this

RFP contact
Lyman Fuson

Email
:
lyman.fuson@dot.wi.gov





Issued:
December 19, 2012



Page
2

of
29

TABLE OF CONTENTS

SECTION

SUBJECT

PAGE #

1

GENERAL
INFORMATION

................................
................................
................................
.......

3

1.1

I
NTRODUCTION

................................
................................
................................
................................
........................
3

1.2

D
EFINITIONS

................................
................................
................................
................................
...........................
3

1.3

S
COPE

................................
................................
................................
................................
................................
....
3

1.4

C
LARIFICATION AND
/
OR REVISIONS OF THIS

RFP
................................
................................
................................
.............
5

1.5

R
EASONABLE ACCOMMODAT
IONS

................................
................................
................................
................................
5

1.6

C
ALENDAR OF EVENTS

................................
................................
................................
................................
...............
5

1.7

C
ONTRACT TERM AND FUN
DING

................................
................................
................................
................................
..
6

1.8

M
INORITY
B
USINESS
P
ARTICIPATION

................................
................................
................................
............................
6

1.9

D
ISABLED
V
ETERAN
-
O
WNED
B
USINESS
(DVB)

................................
................................
................................
..............
6

1.10

C
ERTIFICATION FOR COL
LECTION OF SALES AND

USE TAX

................................
................................
................................
...
6

1.11

V
ENDOR
N
ET REGISTRATION

................................
................................
................................
................................
.......
7

2

PREPARING AND SUBMIT
TING A PROPOSAL

................................
................................
..........

7

2.1

G
ENERAL INSTRUCTIONS

................................
................................
................................
................................
............
7

2.2

I
NCURRING COSTS

................................
................................
................................
................................
....................
7

2.3

S
UBMITTING PROPOSALS

................................
................................
................................
................................
...........
7

2.4

P
ROPOSAL ORGANIZATION

AND FORMAT

................................
................................
................................
.......................
8

2.5

M
ULTIPLE PROPOSALS

................................
................................
................................
................................
...............
9

2.6

W
ITHDRAWAL OF PROPOSA
LS

................................
................................
................................
................................
.....
9

3

PROPOSAL SELECTION A
ND AWARD PROCESS

................................
................................
.......

9

3.1

E
VALUATION
C
OMMITTEE

................................
................................
................................
................................
..........
9

3.2

P
RELIMINARY EVALUATIO
N

................................
................................
................................
................................
.........
9

3.
3

R
IGHT TO REJECT PROPO
SALS

................................
................................
................................
................................
....
10

3.4

P
ROPOSAL SCORING

................................
................................
................................
................................
................
10

3.5

E
VALUATION CRITERIA

................................
................................
................................
................................
.............
10

3.6

I
NTERVIEWS
/
PRESENTATIONS AND
/
OR SITE VISITS

................................
................................
................................
.........
10

3.7

D
EMONSTRATIONS

................................
................................
................................
................................
.................
10

3.8

F
INAL EVALUATION

................................
................................
................................
................................
.................
11

3.9

A
WARD AND FINAL OFFER
S

................................
................................
................................
................................
.......
11

3.10

N
OTIFICATION OF INTEN
T TO AWARD

................................
................................
................................
.........................
11

3.11

A
PPEALS PROCESS

................................
................................
................................
................................
..................
11

3.12

N
EGOTIATE CONTRACT TE
RMS

................................
................................
................................
................................
..
12

4

PROPOSER INFORMATION

AND SOLUTIONS

................................
................................
.........

12

4.1

M
ANDATORY REQUIREMENT
S

................................
................................
................................
................................
...
12

4.
2

P
ROPOSED
S
OLUTION

................................
................................
................................
................................
.............
13

4.3

O
RGANIZATION CAPABILI
TIES

................................
................................
................................
................................
....
21

4.4

S
TAFF QUALIFICATIONS

................................
................................
................................
................................
............
21

4.5

P
ROPOSER REFERENCES

................................
................................
................................
................................
...........
21

4.6

S
UBCONTRACTORS

................................
................................
................................
................................
.................
21

5

COST PROPOSAL

................................
................................
................................
...................

21


ATTACHMENTS:


ATTACHMENT A

PROPOSER INFORMAT
ION


ATTACHMENT B
--
REFERENCES


ATTACHMENT C

MBE AND DVB AWARENES
S


ATTACHMENT D

COST PROPOSAL


APPENDIX A
--

GENERAL OVERVIEW OF
WISCONSIN DOT IT SYS
TEM ARCHITECTURE

WI DEPARTMENT of TRANSPORTATION

RFP #
270685


Page
3

of
29


1

GENERAL INFORMATION

1.1

Introduction

The purpose of this document is to provide interested parties with information to enable them to
prepare and submit a proposal for
a Web Based Appointment System for DMV to replace its current
Automated Road Test System (ARTS).


The State as represented b
y its Wisconsin Department of Transportation (WisDOT) intends to use the
results of this Request for Proposal (RFP) to award a contract for the above listed
system
. The contract
administrator will
be
determined at the time of the contract award
.


The WisD
OT Purchasing Unit is the sole point of contact for the State of Wisconsin during the selection
process.

The person responsible for managing the procurement process
is Lyman Fuson,

Purchasing,
email
:
lyman.f
uson@dot.wi.gov

. Contact with anyone else involved with this process without the
prior authorization of WisDOT Purchasing may result in the disqualification of your proposal.


1.2

Definitions

The following definitions are used throughout the RFP:

Agency

means the Wisconsin Department of Transportation

ARTS
means Automated Road Test Scheduling

BFS

means Bureau of Field Service within the Division of Motor Vehicles

BDS

means Bureau of Driver Services within the Division of Motor Vehicles

BVS
means Bureau o
f Vehicle Services within the Division of Motor Vehicles

CMS
means the DMV Customer Management System where data is stored about each DMV
customer

Contractor

means proposer awarded the contract

CSC
means Customer Service Center
within the Bureau of Field S
ervi
ces

Department

means the Wisconsin Department of Transportation

DID
means the Driver Identification number assigned by the DMV Customer Management System

DMV

means Division of Motor Vehicles within the Department of Transportation

DOT or WisDOT

means t
he Wisconsin Department of Transportation

DVB
means Wisconsin

Disabled Veteran
-
Owned Business
is a business certified by the
Department of Commerce under s. 560.0335(3).

MBE

means Wisconsin
-
certified Minority Business Enterprise

is a business certified by

the
Department of Commerce under s. 560.036(2).

PII
means
P
ersonal
I
dentifiable
I
nformation

Proposer/Vendor

means a company or individual submitting a proposal in response to this RFP

SSN
means Social Security number

State

means the State of Wisconsin



1.3

S
cope

1.3.1

Project Description

The Wisconsin Division of Motor Vehicles

(DMV) seeks to implement a web
based

appointment
system
. The appointment system is

to allow

DMV

customers

and DMV staff

the
ability

to
schedule an

appointment
in order
to conduct
DMV
busine
ss for a specific purpose
.


1.3.2

Objectives/Needs

The appointment system will be used by DMV

staff
,

as well
as external customers
,

for
scheduling

appointments

for the purpose of conducting DMV business
.
S
taff will need to be
able to create schedules and set specific types of appointments. Business rules will be applied
WI DEPARTMENT of TRANSPORTATION

RFP #
270685


Page
4

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29

for eligibility
when making appointments. The initial system will
primarily
be

used

for
scheduling

various types of
road tests

and specia
l exams where DMV Customer Service Center
(CSC)
staffs are

required to set aside a special time with a customer based on staffing schedules

and customer requests. The system, once developed
,

must be expandable to allow

for other
types of appointment sched
uling

e.g. driver license renewal, new residents,
application for
occupational license, request for

identification card, etc.

The
appointment system
application
must

be able to communicate reminders to custom
ers.

These reminders should be via e
-
mail
and
/or text messaging, based on customers preferred method of communication.

The
c
ustomer
’s internet application
must
be desktop, tablet
and

mobile
friendly.


The

a
ppointment
system
functions performed by DMV staff must be compatible with DOT’s IT environmen
t as
described elsewhere in this RFP. Functions performed by the public must be compatible with
generally available browsers.
In addition, the application is to use Web Ser
vice interfaces to all
DMV data and expose Web Service interfaces for scheduling a
ppointments.

1.3.3

Current Operations (history and background)

DMV functions within the Wisconsin Department of Transportation (DOT).
DMV consists of
three (3) bureaus: th
e
Bureau of Driver Services (BDS), the Bureau of Vehicle Services (BVS)
and
the Bureau of

Field Servic
es (BFS).
DMV operates a Phone Center comprised of BDS and BVS
staff based on their area of expertise.



In 2011, 150,000 road test appointments were made. 87% of the appointments were scheduled
by customers via the internet, 6% through the
DMV Phone Center and 7% in person a
t DMV
CSC’s
.

There are currently 92 CSC’s located throughout the state that have the ability to
provide
road
tests for auto and light truck, motorcycle, various CDL types and special exams.

DMV

currently uses an Automated Road Test S
ystem

(ARTS)
. The application is comprised of 3
parts: a client application for configuring road test schedules
, a client application for the phone
c
enter and
CSC

agents for scheduling road tests, and a web applicat
ion for customers to
schedule road tests.

Business rules
are

applied to the
scheduling application

to verify that the
customer meets the

eligibility

requirements for
obtaining

a road test.

The
se

business rules are
applied to the customer

s record in the
DMV’s Customer Management System

(CMS)
.


The current applications
, built by Centurion, Inc.,

have been in use since 2001 with minor
modific
ations over the years.

All applications are currently housed on the vendor

s IVR (interactive voice response) locate
d
within the DOT firewall.

Current applications use

bound parameters

for every SQL statement
.


Currently, a
ccess to the application is verified by the customers Social Security Number (SSN)

and date of birth
.

B
usiness rules

are applied to verify a
custo
mer’s

eligibility
. A customer
has
the ability to

schedule, reschedule, verify and cancel a road test appointment. A confirmation
screen is generated for the customer with the appointment location, time, appointment type
and other related information. Th
e customer is advised to print that information and bring it
with them to the appointment.

If the customer does not appear for their scheduled
appointment, a DMV agent must manually record a no
-
show on the customer’s record.

The software for scheduling a road test through the DMV
ph
one
c
enter or in person at a CSC is

a
pc client application

installed on over 500 computers. A defined group of staff have the ability
to schedule
appointments

for

a customer.

DMV staff has

the ab
ility to
verify,
schedule,
reschedule and cancel a customer

s appointment.
In addition,
DMV staff has the ability

to
schedule an appointment using the customers Driver Identific
ation Number (DID) rather than
WI DEPARTMENT of TRANSPORTATION

RFP #
270685


Page
5

of
29

using the SSN, look up the customer’s instructi
on permit information and override certain
business rules.

The software for setting up the station schedule is a pc client application installed on over 400
computers. A defined group of staff have the ability to open various types of road tests, set
appo
intment times, set the amount of time needed

for a test
, set a default schedule and print a
schedule for a specific CSC among other functions.

The
station scheduling software has the
ability to allow for up to 25 simultaneous road tests to be scheduled

at

a single

CSC location
.

The default schedule currently opens a week’s worth of appointments on a set schedule. Other
appointments open immediately once the schedule is saved

by the staff person

making changes
.

DMV maintains a test environment for all thr
ee applications.


1.4

Clarification and/or revisions of this RFP

Any questions concerning this RFP must be submitted in writing on or before
January
8
th
, 2013

to:

Lyman Fuson,
Purchasing

Email
:
lyman.fuson@dot.wi
.gov


Vendors are expected to raise any questions, exceptions, or additions they have concerning the RFP
DOCUMENT at this point in the RFP process. If a vendor discovers any significant ambiguity, error,
conflict, discrepancy, omission, or other deficien
cy in this RFP, the vendor should notify immediately the
above named individual of such error and request modification or clarification of the RFP.


In the event that it becomes necessary to provide additional clarifying data or information, or to revise a
ny
part of this RFP, revisions/amendments and/or supplements will be
posted to Vendornet.


Each proposal shall stipulate that it is predicated upon the requirements, terms, and conditions of this RFP
and any supplements or revisions thereof.


Any cont
act
with State employees concerning this RFP is prohibited, except as authorized by the RFP
manager during the period from date of release of the RFP until the notice of intent to contract is released.


1.5

Reasonable accommodations

WisDOT will provide reasonable
accommodations, including the provision of informational material in
an alternative format, for qualified individuals with disabilities upon request. If you think you need
accommodations at a bid opening/proposer conference, contact
Lyman Fuson
, Purchasin
g, at (608
)
267
-
3628

(voice) or Wisconsin Telecommunications Relay System (TTY) at 1
-
800
-
947
-
3529.


1.6

Calendar of events

Listed below are specific and estimated dates and times of actions related to this Request for Proposal
(RFP). The actions with
specific

dates must be completed as indicated unless otherwise changed by
WisDOT. In the event that WisDOT finds it necessary to change any of the specific dates and times, it
will do so by issuing amendments to this RFP. There may or may not be a formal notific
ation issued for
changes of the estimated dates and times.


DATE

EVENT

December 19,
2012

RFP issuance date

January
8
, 2013

Last day for submitting written questions

January
11
, 2013

(Tentative)

P
ost amendments to proposers, which include answers to
questions, supp
lements and/or revisions to the R
FP

on
VendorNet

WI DEPARTMENT of TRANSPORTATION

RFP #
270685


Page
6

of
29

February 1
2, 2013

Proposals due on or before 2:00 p.m.


1.7

Contract term and funding

The contract shall be effective beginning on the date of acceptance of the system in full production. and

shall continue for 3 year(s) from that date. By mutual agreement of the agency and the contractor, the
contract may be renewed up to 2 additional one
-
year periods.


1.8

M
inority

B
usiness

P
articipation

The Wisconsin Department of Transportation is committed t
o the promotion of minority businesses in
the State’s purchasing program. Authority for this program is found in Wisconsin Statutes 15.107(2),
16.75(3m), and 16.755.


Vendors

are strongly urged to use due diligence to further this policy by setting up subcontracts to state
-
certified Minority Business Enterprises (MBE) and/or by using such enterprises to provide goods and
services incidental to this contract (second
-
tier suppli
ers), with a goal of awarding 5% of the contract
cost to such enterprises. An MBE means a business certified, or certifiable, by the Wisconsin
Department of Commerce under Statute 560.036(2).


Vendors
must submit the attached WisDOT MBE Program Awareness,

Compliance & Action Plan
(Attachment C) indicating their proposed utilization of state
-
certified minority businesses for this
contract. Contact the State’s Minority Business Manager for assistance in locating certified firms at
(608) 267
-
3293 or the WisD
OT Minority Business Program Coordinator at (608)
-
267
-
2886. A listing of
State of Wisconsin certified minority businesses, as well as the services and commodities they provide, is
on the State
-
certified MBE web site: www.doa.wi.gov/mbe


1.9

D
isabled
V
eteran
-
O
wned
B
usiness

(DVB)

Wisconsin statutes supports purchasing goods/service from Disabled Veteran Owned businesses located
in Wisconsin.
Vendors

are strongly urged to use due diligence to further this policy by setting up
subcontracts to state
-
certified D
isabled Veteran
-
Owned Businesses (DVB) and/or by using such
enterprises to provide goods and services incidental to this contract (second
-
tier suppliers), with a goal
of awarding 5% of the contract cost to such enterprises. A DVB means a business certifie
d, or certifiable,
by the Wisconsin Department of Administration under Statute 16.283 (3).


"Disabled veteran" means a person who is verified by the Department of Veterans Affairs as being all of
the following at the time the person applies for certificati
on:


1.

A veteran as defined in s. 45.01(12),

2.

A resident of this state, and

3.

A person who is in receipt of an award from the U.S. Department of Veterans Affairs of a
service

connected disability rating under 38 USC 1114 or 1134 of at least 30%.


Vendors
tha
t feel they qualify should seek certification from the Department of Administration and
mark yes in on page 2 #17 of the
Request for Proposal
.


1.10

Certification for collection of sales and use tax

The State of Wisconsin shall not enter into a contract with a
vendor, and reserves the right to cancel any
existing contract, if the vendor or contractor has not met or complied with the requirements of s.77.66,
Wis. Stats., and related statutes regarding certification for collection of sales and use tax.


WI DEPARTMENT of TRANSPORTATION

RFP #
270685


Page
7

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29

1.11

VendorNet
registration

The State of Wisconsin’s purchasing information and vendor notification service is available to all
businesses and organizations that want to sell to the state. Anyone may access VendorNet on the
Internet at
http://vendornet.state.wi.us

to get information on state purchasing practices and policies,
goods and services that the state buys, and tips on selling to the state. Vendors may use the same Web
site address for inclusion on the bidders list fo
r goods and services that the organization wants to sell to
the state. A subscription with notification guarantees the organization will receive an
email

message
each time a state agency, including any campus of the University of Wisconsin System, posts a

request
for bid or a request for proposal in their designated commodity/service area(s) with an estimated value
over $5
0
,000. Organizations without Internet access receive paper copies in the mail. Increasingly,
state agencies also are using VendorNet t
o post simplified bids valued at $5
0
,000 or less. Vendors also
may receive
email

notices of these simplified bid opportunities. If questions exist about VendorNet, call
the VendorNet Information Center at 1
-
800
-
482
-
7813 or, for Madison area
organizations
;

call 608
-
264
-
7898.


Also, register for WisDOT’s vendor database by accessing our Purchasing web site:

www.dot.wisconsin.gov/business/purchase/index.htm

or by contacting via


email
:

mailto:tipscorrespondence.dbm@dot.wi.gov


2

PREPARING AND SUBMITTING A PROPOSAL

2.1

General instructions

The evaluation and selection of a contractor will be based on the information submitted in the prop
osal
plus references and any required on
-
site visits, interviews/presentations or demonstrations. Proposers
should respond clearly and completely to all requirements. Failure to respond to each of the
requirements in the RFP may be the basis for rejectin
g a proposal.


Elaborate proposals (e.g. expensive artwork), beyond that sufficient to present a complete and effective
proposal, are not necessary or desired.
WisDOT encourages all proposers to print their submission
double
-
sided to save paper


2.2

Incurring

costs

The State of Wisconsin is not liable for any cost incurred by proposers in replying to this RFP



2.3

Submitting proposals

Proposers must submit, in a sealed package,
One
Original
s

PLUS
8

paper

copies

and one electronic copy
of all materials required fo
r acceptance of their proposal
.


COST PROPOSAL: Submit Original plus one (1) copy
(Attachment
D
). Seal in an envelope and submit
within the proposal package. The outside of the envelope should clearly state “Cost Proposal” and the
name of proposer
.


All

materials must be submitted

on
or
before 2:00 p.m.,

Tuesday,
February 12
, 2013

to:


U.S. Mail:

UPS, Fed Ex, etc.:

Purchasing

Purchasing

WI Department of Transportation

WI Department of Transportation

4802 Sheboygan Ave., Room 751

4802 Sheboygan Ave., Room

751

PO Box 7396

Madison, WI 53705

Madison, WI 53707
-
7396


WI DEPARTMENT of TRANSPORTATION

RFP #
270685


Page
8

of
29

A proposer can hand deliver their proposal package on or before the date and time listed above.
Because of increased building security, access to the WisDOT Purchasing Office is restricted and m
ay
cause delay if hand delivering your proposal. Allow ample time for security clearance to room 751.


All proposals must be time
-
stamped by the WisDOT Purchasing Office by the stated time. Proposals not
so stamped will not be accepted. Receipt of the p
roposal by the State mail system does not constitute
receipt of the proposal by the WisDOT Purchasing Office.


WisDOT does
not

accept facsimile machine or
email

submitted proposals
. All proposals must be
packaged, sealed, and show the following informatio
n on the outside of the package:




Proposer's Name and Address



Request for Proposal Title



Request for Proposal Number



Proposal Due Date


2.4

Proposal organization and format

Proposal should be typed and submitted on 8.5 by 11 inch paper and bound securely

with
page numbers
clearly indicated
.



Proposers responding to this RFP must comply with the following format requirements:


Proposers responding to this RFP must comply with the following format requirements:


a)

Tab 1


REQUIRED FORMS: The following forms must
be submitted:



Cover Letter

The following forms are found in the beginning of the proposal package.



Request for Proposal Signature Page



Designation of Confidential and Proprietary Information Page



Vendor Agreement form

The following forms are found at

the end of the proposal package



Proposer Information Sheet
--
Attachment A.



References Sheet
--
Attachment B.


If an amendment is issued proposers must submit the signed Amendment Announcement cover
sheet to acknowledge receipt of the amendment.


Prop
osals submitted in response to this RFP must be signed by the person in the proposer's
organization who is responsible for the proposal submittal, including prices. Each proposal shall
stipulate that it is predicated upon the requirements, terms, and cond
itions of this RFP and any
addendums/amendments thereof.


b)

Tab 2
-

RESPONSE TO PROPOSER INFORMATION AND SOLUTIONS, Section 4: Responses to the
requirements in the proposer information and solutions must be in the same sequence and
numbered as they appear in this RFP.



Section 4.1 are

mandatory requirements and the proposer must indicate if they meet
the requirements by checking the appropriate boxes.




Section 4.2: Each of the sections in 4.2 lists the minimum requirements for the AKT
system. Proposers should concisely explain how the
ir solution will satisfy these
WI DEPARTMENT of TRANSPORTATION

RFP #
270685


Page
9

of
29

requirements. Screen shots and other information should be included in the response.
Proposers should consider how their solution will exceed the listed requirements; cite
any specific software, hardware or other site require
ments that are necessary for the
solution; and describe any value added solutions.



Section 4.3: Describe your company’s experience in providing
on
-
line appointment
systems.


c)

Tab 3
-

WISDOT MINORITY BUSINESS ENTERPRISE (MBE) PROGRAM AWARENESS, COMPLIANCE
&

ACTION PLAN: Proposers must detail their action plan for potential MBE subcontracts and/or
MBE second
-
tier agreements. Include here completed Attachment C found at the back of this
RFP.


d)

Separate Envelope
-

COST PROPOSAL
--
Attachment D

found at the back
of this RFP. Provide cost
information as detailed in section
5
.0 in this RFP. All costs, as requested, for furnishing the
product(s) and/or service(s) must be included in this proposal.
The cost proposal must NOT be
listed in any other part of the propo
sal response.


e)

In addition, if requested by WisDOT, proposers must supply FINANCIAL STABILITY
DOCUMENTATION. Proposers responding to this RFP must be able to substantiate their
financial stability by submitting either a letter from proposer’s bank or audi
tor verifying financial
stability if requested by WisDOT during the evaluation phase.
Do NOT submit this as part of the
initial proposal.

The State may request additional reports on financial stability from an
independent financial rating service in order

to further substantiate stability.


2.5

Multiple proposals

Multiple proposals from a proposer will be
permissible;

however each proposal must conform fully to
the requirements for proposal submission. Each such proposal must be separately submitted and
label
ed as Proposal #1, Proposal #2, etc. on each page included in the response


2.6

Withdrawal of proposals

Proposals shall be irrevocable until contract award unless the proposal is withdrawn. Proposers may
withdraw a proposal, in writing, at any time up to the
proposal due date and time or upon expiration of
180 days after the due date and time. The written withdrawal notice must be received by the
Purchasing Agent or Purchasing Supervisor managing this RFP process. The notice must be signed by an
authorized r
epresentative of the proposer. If a previously submitted proposal is withdrawn
before

the
proposal due date and time, the proposer may submit another proposal at any time up to the proposal
due date and time
.


3

PROPOSAL SELECTION AND AWARD PROCESS

3.1

Evaluation Committee

WisDOT's evaluation committee will consist of members who have been selected because of their
special expertise and knowledge of the service(s) and/or product(s) that are the subject of this RFP.
Proposers may not contact members of t
he evaluation committee except at the WisDOT's request.


3.2

Preliminary evaluation

The proposals will be initially reviewed to determine if mandatory requirements are met. Failure to
meet mandatory requirements shall result in the proposal being rejected. I
n the event that all
proposers do not meet one or more of the mandatory requirements, WisDOT reserves the right to
continue the evaluation of the proposals that most closely meet the mandatory requirements of this
RFP.

WI DEPARTMENT of TRANSPORTATION

RFP #
270685


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29


3.3

Right to reject proposals

The agency

reserves the right to reject any and all proposals
.


3.4

Proposal scoring

Accepted proposals will be reviewed by an evaluation committee and scored against the stated criteria.
The committee may review references, request interviews/presentations, conduct de
monstrations
and/or conduct on
-
site visits. The resulting information will be used to score the proposals. Proposals
from state
-
certified MBE
and DVB

may have points weighted by a factor of 1.00 to 1.05 to provide up to
a five percent (5%) preference to
these businesses. The evaluation committee's scoring will be
tabulated and proposals ranked based on the numerical scores received.


3.5

Evaluation criteria

The proposals will be scored using the following criteria:



Description

Points

4.1

Mandatory
Requirements

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3.6

Interviews/presentations and/or site visits

Top
-
scoring proposers, based
on the evaluation of the written proposal, may be required to have
interviews/presentations to support and clarify their proposals, if requested by the State. The State will
make every reasonable attempt to schedule each interview/presentation at a time a
nd location that is
agreeable to the proposer. Failure of a proposer to complete a scheduled interview/presentation to the
State may result in rejection of that proposer's proposal. The WisDOT may conduct site visits of
proposer and/or references’ facili
ties to clarify or confirm proposal information.


3.7

Demonstrations

WI DEPARTMENT of TRANSPORTATION

RFP #
270685


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The WisDOT may require the installation and demonstration of products and/or services at a state site.
WisDOT will furnish details concerning the demonstration site and evaluate the proposer
's products
and/or services. Failure of a proposer to furnish the products and/or services it has proposed for
demonstration will result in rejection of that proposal. Failure of any products and/or services to meet
the requirements during the demonstrat
ion may result in rejection of the proposer's proposal.
Successful demonstration of the proposer’s product(s) and/or service(s) does not constitute acceptance
by the State.


Any products and/or services furnished by the proposer for the purposes of this

demonstration must be
identical in every respect to those that will be furnished if a contract results. Any exceptions must be
requested in writing and be accepted by Purchasing prior to the demonstration.


3.8

Final evaluation

Upon completion of any inter
views/presentations and/or demonstrations by proposers, the WisDOT's
evaluation team will review their evaluations and make adjustments to the requirements scores based
on the information obtained in the interview/presentation, demonstration, possible refe
rence checks,
and any other pertinent proposer information.


3.9

Award and final offers

Award will be granted in one of two ways. The award may be granted to the highest scoring responsive
and responsible proposer after the original evaluation process is comp
lete. Alternatively, the highest
proposer or proposers may be requested to submit best and final offers. If WisDOT requests best and
final offers, they will be evaluated against the stated criteria, scored, and ranked by the evaluation
committee. The aw
ard will then be granted to the highest scoring proposer following that process.
However, a proposer should not expect that WisDOT will request a best and final offer.


3.10

Notification of intent to award

All proposers who respond to this RFP will be notified

in writing of WisDOT's intent to award the
contract(s) as a result of this RFP
.


After notification of the intent to award is made, and under the supervision of agency staff, copies of
proposals will be available for public inspection from 7:30 a.m. to 4:
00 p.m., in the WisDOT Purchasing
Section, Room 751, 4802 Sheboygan Avenue, Madison, Wisconsin. Proposers should make
appointments to ensure that space and time are available for the review. Contact the Purchasing Agent
managing this RFP process
.


3.11

Appeal
s process

The appeals process applies only to those requests for proposal for services that result in a contract
greater than $5
0
,000. Notices of intent to protest and protests must be made in writing. Protestors
should make their protests as specific as

possible and should identify Wisconsin Statutes and Wisconsin
Administrative Code provisions that are alleged to have been violated


The written notice of intent to protest the intent to award a contract must be filed with
Mark Gottlieb
,
P.E.,
Secretary,
Wisconsin Dept. of Transportation, 4802 Sheboygan Avenue, PO Box 7910, Madison, WI
53707, phone number 608
-
266
-
1114, facsimile number 608
-
266
-
9912, and received in his office no later
than five (5) working days after the notice of intent to award is issued
.


The written protest must be received in his office no later than ten (10) working days after the notice of
intent to award is issued
.


WI DEPARTMENT of TRANSPORTATION

RFP #
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29

The decision of the head of the procuring agency may be appealed to the Secretary of the Wisconsin
Dept. of
Administration within five (5) working days of issuance, with a copy of such appeal filed with
the procuring agency. The appeal must allege a violation of a Wisconsin Statute or a provision of the
Wisconsin Administrative Code
.


3.12

Negotiate contract terms

T
he agency reserves the right to negotiate the terms of the contract, including the award amount, with
the selected proposer prior to entering into a contract. If contract negotiations cannot be concluded
successfully with the highest scoring proposer, the

agency may negotiate a contract with the next
highest scoring proposer.


4

PROPOSER INFORMATION

AND SOLUTIONS

Submit response under Tab 2 of proposal
--
see section 2.4 for proposal submittal format
.

Detail the
subcontractors, if any, that would be used and
what services they would perform.


4.1

Mandatory requirements

The following requirement(s) are mandatory and the proposer must satisfy them as a pass/fail pre
-
screening requirement. Any proposal submitted not in compliance with mandatory requirements will be
rejected and not evaluated or scored
.


4.1.1

Proposer must be the original publisher or authorized by the publisher to provide all software,
customizations, labor, materials, training, training manuals, training supplies, technical support
and warranties.


Comply


Does Not Comply

Attach documentation from the original publisher acknowledging authorization.

4.1.2

In pursuant of
WI
State Statute 16.705, all services provided under this contract must be
performed in the United States. Any electronic WisDOT data stored, backed up or retained
under this contract must be stored within the United States
.


Comply


Does Not Comply

4.1.3

Proposed solution

must be accessible
via a standard internet

browser.



Comply


Does Not Comply


4.1.
4

The Vendor must ensure compatibility with DOT’s IT architecture as described in
Appendix
A.


Comply


Does Not Comply

4.1.
5

The solution must have an

internet

web interface

for customers to schedule, reschedule,
cancel
or verify an appointment.


Comply


Does Not Comply

4.1.
6

The solution must have an internal
web interface

for phone center and CSC staff to assist
customers in scheduling, rescheduling, canceling or verifying an appointment.

The web
interface must be restricted to specific DOT staff.



Comply


Does Not Comply

WI DEPARTMENT of TRANSPORTATION

RFP #
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4.1.
7

The solution must have in internal
web interface

for CSC management to configure at a
minimum,
app
ointment

type, time, date and duration.

The web interface must be restricted to
specific DOT staff.



Comply


Does Not Comply

4.1.8

Must have the ability to
send automatic messages to re
mind customers of their appointment
via
e
-
mail or text message, based on customer’s preference. Communication must not
include
personal identifying information (PII).



Comply


Does Not Comply

4.1.9

Vendor must protect pers
onal identifying information (PII) from unauthorized access, and at all
times be in compliance with all applicable state and federal legislation.



Comply


Does Not Comply

4.1.1
0

Internet application must have printable appointment instructions based on the appointment
type.



Comply


Does Not Comply

4.1.11

Must provide a
unique
c
onfirmation

number when an appointment is scheduled, rescheduled or
cancelled
.



Comply


Does Not Comply

4.1.12

Must provide options in the future to expan
d the capability of the scheduling system to
accommodate other business needs/functions within the DMV (e.g. Driver licensing and
identification card renewals, motor carrier annual renewal, administrative hearings
, etc.)



Comply


Does Not Comply

4.1.1
3

The solution must expose a Web Service interface for other syst
ems to schedule, reschedule,
cancel or verify an appointment
.



Comply


Does Not Comply

4.2

Proposed Solutio
n

Each of the sections below lists the

minimum requirements for the web based appointment
system.
Proposers should concisely explain how their solution will satisfy these requirements. Screen shots and
other information should be included in the response. Proposers should consider how their solution will
exceed the listed requirements; cite any

specific software, hardware or other site requirements that are
necessary for the solution; and describe any value added solutions. The response to each section should
be clearly labeled,
as outlined in Section 2.4 of this

document.


The minimum requirem
ents listed in this section will become the contractual requirements and will be
incorporated into the contract that results from this procurement.


WI DEPARTMENT of TRANSPORTATION

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4.2.1

Application

Requirements


General

4.2.1.1

Provide a complete system that is compatible and meets Wis
DOT DMV business needs
and technical requirements

as described in the RFP
.

4.2.1.
2

Appointment eligibility
must be determined by invoking an eligibility Web Service
provided by WisDOT DMV
.

Reason(s) preventing the customer from making th
e appointment
must

be displayed to the person attempting to schedule the appointment.

4.2.1.3

The solution must pass
WisDOT
performance tests to ensure that production use
doesn’t exceed expected response time and CPU costs.

4.2.1.4

The
intranet
solution
(s)

must have the ab
ility to allow

a minimum of 20
0 simultaneous

DMV phone center and CSC staff

access to the system
. The final number of simultaneous users
needed, will be determined by DMV.

4.2.1.5

D
escribe
system requirements including
hardware, operating system and other

network
requirements for the solution.

4.2.1.6

Proposers should describe browsers and versions supported, and any client
-
side
requirements for the browser interface (e.g., JREs, plug
-
ins, scripting). A
ny client
-
side
requirements for the browser interfa
ce must be approved by WisDOT
. Preference will be given
to systems that are portable across multiple browsers, operating environments, and devices.

4.2.1.7

Describe in detail how your solution would
enforce

a cancelation policy. For example:
for a class D test, a customer must cancel at least 24 hours prior to the scheduled appointment.
If the customer does not cancel with at least 24 hours notice or does not show up for an
appointment, a “fail” will be e
ntered on the customer’s record.

4.2.1.8

The vendor must describe how PII is used by the application. How PII is used within the
application must be approved

in writing

by
DMV

before development or implementation
commences. The application and the vendor

must not store or retain PII in any way, shape or
form (e.g. data tables, files, cache, cookies, etc.) without prior
written
approval from
DMV
.

4.2.1.9

All electronic communications between the DOT

(applications and/or employees) and
vendor shall be done
via Secure Socket Layer (SSL).

All exceptions for not using SSL for
electronic communications
would need

to be approved by WisDOT.

4.2.1.10 DMV would like to have the
ability to communicate broadcast message to applicants
based on location for emergency c
losings (e.g. flood, snow emergency, etc.) via e
-
mail or text
message based on the customer’s preferred method.

4.2.2

Customer Scheduling and Internal Scheduling Solution


General Requirements

4.2.2.1

The solution must prevent the customer from obtaining
more than 1 appointment
based on t
he type of appointment selected. This is what DMV terms an active appointment. An
active appointment is any appointment that is scheduled for today or any day

in the future
.

4.2.2.2

The solution must
require a

phone

numb
er, cell phone number for texting or e
-
mail
address for reminders and broadcast communications.

WI DEPARTMENT of TRANSPORTATION

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4.2.2.3

Need ability for appointment system to specify what type appointments are offered at a
specific location
. For example, need the ability to present to t
he customer only the locations
that offer a motorcycle test, only the locations that offer a class D test, etc. when scheduling.

4.2.3

Customer Internet Scheduling

4.2.3.1

Need the ability to use
unique credentials (e.g.
the customer’s DID

or SSN

and date of
birth
) to

gain access and
authenticate to the DMV’s
c
ustomer database and

the scheduling
system.
PII must not be displayed on the screen. After successful scheduling of an appointment
and a confirmation number has been generated, it is prefe
rred that t
he
customer has

the ability
to verify their appointment using their
unique credentials

or
the
confirmation number.

4.2.3.2

Must be easy for the customer to navigate through the appointment system without
confusion as to what the next step is.

4.
2.3.3

If the appointment system is unable process the customer’s request (e.g. customer not
found in system, not eligible, etc.) return messages to the customer

must contain instructions
based on business rule
s

on how to proceed.

4.2.3.
4

Once a customer ha
s secured an appointment and given a confirmation number,
the
customer is to be presented with 3 options for saving the information:



a printable letter



ability to send to e
-
mail address on file



ability to send as text to cell phone number

Information to in
clude

the customer’s name, confirmation number
, date, time and location of
the appointment, and any other related information such as what to bring with to the
appointment

and cancelation requirements
.

4.2.3.5

When the customer access
es

the appointment sys
tem, if the customer already has an
appointment, that information must be presented to the customer with further inquiries such as
cancel this appointment, view other appointment times, dates or locations or exit the system.

4.2.3.6

When a customer is resc
heduling an appointment, the customer must be presented
with the current appointment and the selected new appointment and confirm the change. The
confirmation number would then be updated with the new information. At the time the
customer confirms the ne
w appointment, the previous appointment would be made available
on system.

4.2.3.7

Currently Wisconsin DMV does not offer a standby queue for road tests. Explain how
this would work and how it would be a benefit or not. If a customer has a confirmation
number
and enters the stand by queue, what happens if they are able to take their road test and pass?
What happens if they take their road test and fail
? What happens if they are in the queue but
do not get a road test



do they lose their confirmed appo
intment?

In your experience, h
ow
much notice (hours/days) should a customer expect to get notified of a
standby appointment
?
In your experience, h
ow long should a customer have to reply to the notification before the
system goes on to the next customer?

WI DEPARTMENT of TRANSPORTATION

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4.2.3
.8

Internet application must be branded with WisDOT logos, color schemes and font sizing
at minimum. Final layout to be approved by WisDOT.

4.2.3.9

If a

customer has multiple instruction permits, the system must allow the customer to
c
hoose which per
mit type the

appointment

is

for
and schedule the corresponding appointment
.

4.2.3.1
0

Customer must be able to know that they are the person

for whom

the
appointment is
being scheduled
. The customer name must be displayed on all pages of the application.
No

sensitive PII

such as date of birth, address, or DID number is to be
displayed

completely on the
scheduling pages.

4.2.3.11

C
ustomer must

first

be presented

with
locations closest to their home address that
offer
s

the desired appointment type
.

In addit
ion, c
ustomers must be able to have access to all
locations that offer their desired appointment type.

4.2.3.1
2

Prevent the customer from setting a bookmark from with
in

the application.

4.2.3.1
3

Customer must have the ability to exit out of the scheduling
application at any time.

Proposer is to describe what happens when a customer exits purposely and accidently.

4.2.3.1
4

Wisconsin DMV is interested in providing the customer the ability to “chat” with phone
center staff during business hours when the custo
mer encounters an issue and is not able to
proceed. Explain how your system would or would not be able to do this.
Diagrams are to be
included.

4.2.3.15

Proposer should describe how the application will be supported on small form factor
devices (e.g. smar
t phone, tablets).

4.2.4

Internal Scheduling

4.2.4.1

DMV
staff are allowed to view PII and

m
ust be able to view customer appointment
history. Information to include but not limited to:



Customer name



Appointment type



Appointment date



Appointment time



Locat
ion of appointment



Date eligible to schedule the appointment



Date

and time

appointment was made



How the appointment was made
-

by the customer or by phone center/CSC staff. If by a
staff person
,

need to be able to identify who scheduled the appointment.



D
ate the appointment slot was opened



When reminder was sent, by what method and if the customer confirmed the
appointment.

4.2.4.2

DMV n
eed
s

the ability to retain and view all
appointment history for a customer for the
previous

12 months
.

WI DEPARTMENT of TRANSPORTATION

RFP #
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4.2.4.
3

DMV staff

must have the ability to access a customer’s appointment

information

by
, but
not limited to,

DID or confirmation number.

4.2.4.4

Need ability to integrate with CMS to verify such informat
ion as eligibility information.
The final integration to specific
w
eb services

is to be determined by
WisDOT
.

4.2.4.5

Describe application timeouts for DMV staff.

4.2.4.6

DMV staff m
ust have the ability to override certain warning messages such as “user has
expired permit”. Final list of overrides to be determined by DMV
.

4.2.4.7

DMV staff

must be able to
enter and
modify certain data

on the customer’s behalf
pertaining to the appointment
such as phone number, cell phone number and e
-
mail address.
Other fields such as name, address and date of birth are to be read only.

4
.2.4.8

The proposed solution must have the

ability to e
-
mail or text confirmation number and
appointment details to the customer

based on the customers chosen preference
.

4.2.4.9

Must have the ability to view multiple dates or locations to find an appointm
ent suited
to the customer

s needs.

4.2.4.10 System must maintain compatibility with versions of Internet Explorer web browser
within 6 months of general release from Microsoft.

4.2.5

Appointment Configuration

4.2.5.1

Notification system must have the abil
ity to:



Track notifications sent for success and failures



Track confirm actions received



Allow DMV staff to vary the time frame in which the reminders are sent



Must be able for DMV to easily customize
content

changes



Note method that was used for sending
the confirmation

4.2.5.2

Must be able to distinguish which type of appointments can be made through the
internet and which ones can only be scheduled through phone center or CSC staff. For example,
a customer would like to take the knowledge test orally.

We would not want the customer to
be able to schedule through the internet, but have

the phone center and CSC staff
schedule it.

4.2.5.3

Must be able to specify a default appointment length by appointment type for each CSC
location. (e.g. a class D road

test in Madison is 20 minutes, but in Waukesha the default needs
to be 25 minutes.)


4.2.5.4

Must be able to make changes to schedules that are effect
ive

immediately

upon saving.


4.2.5.5

Need to be able to schedule appointments

all

7 days

in

a week.


WI DEPARTMENT of TRANSPORTATION

RFP #
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4.2.5
.6

Need to be able to handle
varying

schedules
for a particular location. (e.g., examiner 1
at the Madison office will be taking out road tests at 8:00, 8:20 and 8:40. Examiner 2 will be
taking out road tests at 8:10, 8:30 and 8:50.)


4.2.5
.7

Must b
e able to schedule in 5 minute intervals
.


4.2.5
.8

Must be able to setup multiple types of appointments for the same
examiner.

(e.g.
examiner 1 will be doing driver tests in the morning and motorcycle tests in the afternoon.)


4.2.5
.9

Must be able to put

a “cancel


do not fill” request on specific appointment times by
a.m. or p.m
.,

all day, or by individual appointment. This way when a customer changes or
cancels their appointment, it is not available to other customers to book.


4.2.5
.10 Must be able t
o remove the “cancel
-

do not fill” and make those appointments
available again.


4.2.5
.11
Must be able to set a holiday schedule where stations are not allowed to setup a
schedule.


4.2.5
.12

Must be able to
set a d
efault schedule that runs daily
. DMV is c
urrently scheduling

appointments 11 weeks into the future.

This must be adjustable within the administration
portion of the solution.


4.2.6

Security

4.2.6.1

All internal systems
require

the entry of an authorized logon ID and password before
allowing entry to the system. Authentication

will be supplied
centrally
by

WisDOT’s

LDAP
(Lightweight Directory Access Protocol)
.

4.2.6.2

Access to the internal application functions must have a mini
mum of three (3) security
levels. Final functions for each level will be determined through a combined effort with DMV
and the proposer. Each level is to build on the previous level. Levels to consider:



Level 1


entry level to allow authorized users:

o


A
bility to schedule, reschedule, cancel or verify an appointment for a customer

o


View and

print a road test schedule for any location

o


V
iew
a customer’s
appointment history




Level 2


all

of level 1 and:

o

Allow designated staff by location, the ability to
make modifications to station
schedules.

o

Allow designated staff by location, the ability to see who made a schedule
change



Level 3


all of level 2

o

Any administrative functions required for security of the applications

o

Update tables by location and exam
type

o

Notification functions

WI DEPARTMENT of TRANSPORTATION

RFP #
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4.2.7

Integration

The application must integrate with the DMV customer database via web service for

retrieving
customer information
.

Transactional interaction with DMV customer information must be done
via a DOT provided inter
face.



The Wisconsin DOT is planning on developing this integration with web services. Any
system which interacts with this DOT web service must use an XML
-
based
communication mechanism, either SOAP or REST via https. Authentication options,
such as http

basic authentication as described in RCF 2617 or x.509
certificates

should
be agreed upon at design time with
Wis
DOT.



SOAP interactions must conform to standards documented at
http://pic.dhe.ibm.com/infocenter/cicsts/v4r1/index.jsp?topic=%2Fcom.ibm.cics.ts.stan
dards.doc%2Ftopics%2FsupportedStandards.html




REST interactions must make use of the http standard as do
cumented in RCF 2616 and
other related RCF’s.



Any interaction with DMV customer information other than a web service must be
approved by WisDOT.

4.2.8

Installation,
Training and

Acceptance Testing

4.2.8.1

Provide an imple
mentation timeline from contract award
to a fully operational system
based on past installations in similar organizations. Using the provided implementation plan as
a basis the selected proposer will develop the installation and integration plan, system t
est
planning and project schedule in collaboration with DMV.

4.2.8.2

Provide the roles, names and resumes of the key personnel that will be used to carry out
the implementation plan in 4.2.8.1.

Also include typical number of hours or percentage of
involvem
ent in the project.

4.2.8.3

Provide an appointment scheduling system capable of meeting DMV acceptance testing
in the negotiated project phase and time frame similar to that provided in 4.2.8.1.

4.2.8.4

Provide complete installation and training at DMV Central Office for system
administrator and DMV technical training staff.

4.2.8.5

The final configuration of the appointment solution, including scheduling screens,
appointment configuration, and flow of
the applications
must

be approved by DMV.

4.2.8.6

Provide user system administration documentation.

4.2.8.7

A successful full system test of all components will occur prior to production rollout.

4.2.8.8

Since there is an existing scheduling application be
ing

used by DMV, please provide a
sample
transition plan from existing to new system

based on prior installations
. Final details

of
a transition plan are

to be mutually agreed upon by proposer and DMV.

4.2.9

Data Storage and Reports

4.2.9.1

Must be able t
o view and print a road test schedule for a specific location. Data to
include but not limited to:



Location selected



Date(s) selected

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Customer name



Customers appointment time



Customers appointment type



Result of notification (e.g. confirmed, message fail
ure, no reply)



Which appointments filled and which ones did not

4.2.9.2

The system must store the individual appointment information for each customer by the
DMV customer number
which is

a unique identifier which can contain up to 12 digits.

4.2.9.
3

Appoin
tment history data is to be
automatically
purged after 1 year

or other time to be
specified by DMV
.

If any PII is stored, proposer is to provide disposition procedures.

4.2.9.4

Need the ability to handle special characters in customer’s names such as apos
trophe,
hyphen

and underscore whe
n viewing and printing a report.

4.2.9.
5

Need ability to log and view the data when a CSC’s schedule is modified. Logging
information to include, but not limited to:



Location



Date change was made



The person who made the
change



What was changed

4.2.9.6

Need ability to
use all collected data for analysis
.

4.2.10

Backup and Recovery

If PII is stored, proposer should describe how PII within the backups are secured.


4.2.11

Support and Maintenance

4.2.11.1

Describe the available technical support.

4.2.11.2 All updates and upgrades should be included throughout the life of the contract
.
Describe what is included with this maintenance in the proposed cost. Also describe what types
of updates would incur add
itional costs.

4.2.11.3 As part of a contract, a Service Level agreement (SLA) with roles and responsibilities will
be mutually agreed upon by proposer and DMV.

4.2.11.4 All scheduled/planned outages are to be approved by WisDOT prior to any service
disr
uption.

4.2.11.5
In the event of any system failure or unexpected application unavailability in a mutually
agreed upon timeframe, the Contractor will immediately notify WisDOT of any loss of service,
inform WisDOT of the estimated time the system will be o
ut of service, and will make every
reasonable effort to restore full service of the system within in a mutually agreed upon
timeframe.


The contract will include a liquidated damages clause for outages exceeding this.

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4.2.12

System Design

T
he
selected prop
oser

will be required to
participate

in

IT architecture reviews (application,
technology, security, data
, etc.
) and design reviews with
Wis
DOT.


Proposals should describe at
a high level their IT architecture, components, locations, and protocols.


Further

detail will be
provided during design.


4.3

Organization capabilities

Describe the organization/company's experience and capabilities providing similar services to those
required. Be specific and detail no more than
5

projects/contracts: description of work, dates, locations,
and results.


4.4

Staff qualifications

Identify
key

staff your organization/company will assign to fulfill the contract requirements. Detail who
would be contract manager(s), etc. Provide synopses
describing the educational and work experience
for each of the
key

staff who would be assigned to the WisDOT project/program. Detail the number of
hours for each key staff member that you estimate will be needed to fulfill the contract requirements.


4.5

Pr
oposer references

Proposer must include in their proposal a list of organizations and/or clients
on Attachment B

with
whom the proposer has done business in the last
5
years similar to that required by this solicitation.
Include points of contact (person’
s name, company name, address,
e
-
mail address
and telephone
number) and a brief description of the project or assignment that was the basis for the business
relationship
. Completed Attachment B
--
References Sheet (attached ) will be considered your respons
e
to this section. (NOTE: Potential subcontractors or DOT staff ‘cannot’ be references.)


WisDOT

will determine which, if any, references to contact and/or to visit to assess the quality of work
performed, the personnel assigned to the project, and/or to see the product in use. The proposer will
not be present during any reference check
s or

site visi
ts. If contacted, all references must verify that a
high level of satisfaction was provided. WisDOT may also utilize other pertinent sources of information
regarding the services provided by the proposer.


4.6

Subcontractors

The Contractor shall be responsib
le for Contract performance when
subcontractors

are used. However,
when subcontractors are used, they must abide by all terms and conditions of the Contract. If
subcontractors are to be used, the Contractor must clearly explain their participation.


5

COST

PROPOSAL

Attachment D,

C
ost
P
roposal
must

be submitted in a separate envelope within the written proposal
package.

All prices must be quoted in U.S. Dollars.


The Purchasing Agent will score the cost proposals by prorating with the lowest cost proposal
given the
highest score. The formula is as follows: Calculation of points awarded to subsequent proposals will use
the lowest dollar proposal amount as a constant numerator and the dollar amount of the firm being
scored as the denominator. This number i
s then multiplied by the number of points given to the cost
section of the RFP, resulting in the cost proposal score.


Lowest Proposed Cost


___

(constant)

____


X

Maximum evaluation points given to cost

=

Score

Other Proposer's Cost

(varies according to proposal
being scored)

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Attachment A



PROPOSER INFORMATION
--
Submit this completed form under Tab 1 of proposal; see section 2.4

1.

PROPOSING COMPANY/ORGANIZATION NAME




FEIN (Federal Employer ID Number)

OR

SOCIAL SECURITY NUMBER (if sole proprietorship)


Phone

( )

Toll Free Phone

( )


FAX

( )

Email

Address



Address



City


State


Zip + 4




2.

Name the person to contact for questions
concerning this proposal.


Name


Title



Phone

( )

Toll Free Phone

( )


FAX

( )

Email

Address



Address



City


State


Zip + 4




3.

Any vendor awarded over $25,000 on this contract must submit affirmative action information to
the
department. Please name the Personnel/Human Resource and Development or other person responsible
for affirmative action in the company to contact about this plan.


Name


Title



Phone

( )

Toll Free Phone

( )


FAX

( )

Email

Address



Address



City


State


Zip + 4




4.

Mailing address to which state purchase orders are mailed and person the department may contact
concerning orders and billings.


Name


Title



Phone

( )

Toll Free Phone

( )


FAX

(
)

Email

Address



Address



City


State


Zip + 4


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ATTACHMENT B

REFERENCES

(Submit this completed form under Tab 2 of proposal; see sections 2.4 & 4.3 for instructions)


PROPOSER:


________________________________
________________________________
_____________



Provide company name, address, contact person, telephone
number, and appropriate information on the
product(s) provided to customers similar to those requested in this solicitation document. Potential
subcontractors cannot be references. Any subcontractor arrangement for the completion of this work shall be
li
sted on a separate proposal page.


Company Name:


________________________________
________________________________
________


Address (include Zip + 4)


________________________________
________________________________
___


Contact Person


________________________________
_____


Phone No.


__________________________


Email

Address:


________________________________
________________________________
__________


Product(s) Used and/or Service(s) Provided:


________________________________
____________________


Company Name:


________________________________
________________________________
________


Address (include Zip + 4)


________________________________
________________________________
___


Contact Person


________________________________
_____


Phone No.


__________________________


Email

Address:


________________________________
________________________________
__________


Product(s) Used and/or Service(s) Provided:


________________________________
____________________


Company Name:


________________________________
________________________________
________


Address (include Zip + 4)


________________________________
________________________________
___


Contact Person


________________________________
_____


Phone No.


__________________________


Email

Address:


________________________________
________________________________
__________


Product(s) Used and/or Service(s) Provided:


________________________________
____________________


Company Name:


________________________________
________________________________
________


Address (include Zip + 4)


________________________________
________________________________
___


Contact Person


________________________________
_____


Phone No.


__________________________


Email

Address:


________________________________
________________________________
__________


Product(s) Used and/or Service(s) Provided:


________________________________
____________________


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ATTACHMENT
C

WisDOT MINORITY BUSINESS ENTERPRISE (MBE) PROGRAM

DISABLED VETERAN
-
OWNED BUSINESS (DVB) PROGRAM

AWARENESS, COMPLIANCE & ACTION PLAN


As a matter of sound business practice, the Wisconsin Department of Transportation is committed to “supply diversity” by
promoting the use of minority business
and disabled veteran
-
owned business
whenever and wherever possible.
Additionally,

as an agency
of the State of Wisconsin, WisDOT shares in the state goal of placing five (5) percent of its total
annual purchasing dollars with state
-
certified minority
and disabled veteran
-
owned
businesses.


State of Wisconsin p
rocurement policy provides that
Minority Business Enterprises (MBE)
and Disabled Veteran
-
owned
Businesses (DVB) certified by the Wisconsin Department of Administration should have the

maximum opportunity to
participate in the performance of its contracts/projects.


You, as a contractor,
are strongly urged to use due diligence to further this policy by awarding subcontracts to
MBEs and
DVBs

by using such enterprises to provide goods and services incidental to this agreement (second
-
tier suppliers), with a
goal of awarding 5% of the contrac
t cost to such enterprises.


Authority for these programs

is found in Wisconsin Statutes 15.107(2),
16.283(3), 16.
75(3m
),
16.755 and 560.036(2), and
details about the program can be found at:

http://www.doa.state.wi.us/category.asp?linkcatid=677&linkid=113&locid=0



Monthly reports are requested to be submitted to the Department of Transportation Purchasing Unit, itemizing the costs
of services and goods provided by cer
tified firms. Reports should state the costs for the previous contract/project month.


Your complete response on the following form must address the following components of your
company’s/organization’s commitment/action plan:


a)

Indication that you understand the
WisDOT’s goal,


b)

Listing of any

MBE
/DVB vendors

with which you intend to subcontract,

c)

Description of the various

second tier
MBE/DVB expenses

(goods and services procured that are incidental to
the contract/project;
examples are
: specific office supplies to perform the contract, percentage of cost for
uniforms for contract staff, travel to perform the contract/project, percentage of facility maintenance services
for your facility used directly by your staff during the

contract/project period) your company/organization will
be able to report that are in direct connection with the administration of this contract,

d)

Statement expressing your commitment
to complete t
he required monthly

reports that will reflect your
subcontr
acts and second
-
tier expenditures for the period.


For information on certified State of Wisconsin Minority Business Enterprises, please contact:

June Robinson

MBE Program Coordinator

WisDOT Division of Business Management

4802 Sheboygan Avenue, Room 751

Madison, WI 53705

Phone: 608
-
267
-
2886 Fax: 608
-
267
-
3609


www.dot.wisconsin.gov/business/mbe


june.robinson@dot.wi.gov


A complete listing of certified minority businesses, as well as the services and commodities they provide, is available on th
e
web at:
www.doa.wi.gov/mbe

and Information regarding certification of minority businesses is available at:
http://commerce.wi.gov/BD/BD
-
MBD
-
Index.html
.


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ATTACHMENT
C

WisDOT MINORITY BUSINESS ENTERPRISE (MBE) PR
OGRAM

DISABLED VETERAN
-
OWNED BUSINESS (DVB) PROGRAM

AWARENESS, COMPLIANCE & ACTION PLAN

Complete, sign, and include in your bid response.


Failure to complete this form as a component of your bid may result in rejection of your bid.

Our
company/organization is a Wisconsin
-
certified Minority Business Enterprise (MBE)

Our company/organization is a Wisconsin
-
certified Disabled Veteran
-
owned Business (DVB)




Yes



Yes



No



No

Our company/organization is a minority business but has
not yet received Wisconsin certification (please
provide details): _____________________________________________

Our company/organization is a disabled veteran
-
owned business but has not yet received Wisconsin
certification (please provide details): ____
_________________________________________





Yes



Yes




No



No

We are aware of the WisDOT’s goal to spend at least 5% of their total annual purchasing dollars with state
-
certified MBE /DVB firms.





Yes




No

We are aware that if awarded this

contract/project our company/organization will provide monthly or quarterly
reports to WisDOT reporting all expenditure activity directed to MBE/DVB subcontractors or second
-
tier
MBE/DVB suppliers that directly relate to this contract. (Any non
-
certified

minority or non
-
certified disabled
veteran
-
owned businesses could be a potential subcontractor/second
-
tier supplier
--
indicate these on your plan.
WisDOT will work with those businesses for possible certification.)





Yes




No

Subcontractors:
Our

company/organization intends to subcontract at least 5% dollar volume with certified
MBE/DVB firms listed below (names, addresses, telephone numbers):




Yes




No




Second
-
tier Suppliers:
In addition to direct subcontracting efforts, your company/organization can help WisDOT achieve the 5%
goal by managing your second
-
tier MBE/DVB purchases. Second
-
tier business refers to incidental business expenses your
company may spend with Wisconsin
-
ce
rtified MBE/DVB firms as it pursues the normal course of business supplying the
WisDOT
-
contracted products or services.
Here are some
examples
:



Percentage of your office supplies specifically used during the course of this contract/project.



Percentage of
uniform costs for staff performing this contract/project.



If you travel to perform this contract/project, you could use a state
-
certified MBE travel agency and report that
expense.



Percentage of facilities maintenance services for facility(ies) directly us
ed by your staff during the course of this
contract/project.


These second
-
tier expenses can only be reported to the extent that they directly relate to your business with WisDOT. The
percentage of the expense you can report is determined by the amount of
your WisDOT sales as it relates to your total sales
volume.
Per the terms of your contract, you should actively pursue directing business towards these types of companies, and
report your efforts in this regard on a
monthly

basis.

**********************
*****************************************************************************

In

paragraph form, describe your company/organization’s commitment/action plan with regard to the planned use of state
-
certified MBE/DVB businesses in subcontracting efforts, as
well as developing MBE/DVB second
-
tier suppliers. Please list your
specific commitments (attach sheet, if necessary).





SIGNATURE: _________________________________________ DATE: __________________________________

PRINTED NAME & TITLE:
_______________________________________________________________________

COMPANY: __________________________________________ PHONE NUMBER: _______________________
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ATTACHMENT
D


Original plus one copy
(Submit in separate envelope within
proposal package)


PROPOSER’S NAME ______________________________________________________________


Part A: Line Item Cost Proposal

Proposer must provide a comprehensive, line item cost proposal that details all costs including all license fees,
upgrades,
technical assistance
and maintenance, implementation, testing, installation, and any other fees to
create a fully operating system.

In addition, provide hourly rates or fees for additional services such as
customization that are available but are not needed to implement the proposed solution.




Part B: 5 Year Cost Proposal

Using the costs from Part A provide a line item quote and a t
otal cost for implementation and five years
of operation of the system. The total cost from this quote will be the basis for awarding the cost points.








COST PROPOSAL

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APPENDIX A:
General Overview of Wisconsin DOT IT System Architecture


1)

All desktops and laptops are

Intel based and run either Microsoft Windows XP 32 bit or Microsoft Windows 7
Professional 64 bit. Microsoft Internet Explorer version 8 is the supported browser. Office 2007 is the
supported productivity suite
.
On a limited basi
s, the department is
starting to deploy

iOS 5, iOS 6, and
Windows 8 tablets and smart phones.


2)

Operating system on individual servers is Windows 2008R2 Standard and Enterprise, and Redhat Linux. The
preferred Database Management Systems are Oracle 11g. MS Sql Server 2008 on
Windows Server is
acceptable where needed. Supported web servers are the IBM HTTPD v6, Microsoft IIS version 7, Microsoft
IIS version 7.5 and Apache HTTP Server 2.3. Supported web application servers are IBM WebSphere
Application Server 7.0, running unde
r JRE 1.6.x, Microsoft IIS version 6 (where needed) and Apache Tomcat
(where needed). WebSphere is the primary, preferred web application server environment, and is currently
running under JRE 1.6.x.


3)

The Department operates an internal network. The Wisc
onsin Department of Administration (DOA) operates
the BadgerNet Converged Network (BCN), which the Department uses as a Wide Area Network for
connections between the central offices and the regional offices, with speeds ranging from 1.4 to 100 Mbps.


4)

The

Department operates an environment with shared web application servers. If the application requires a
dedicated application server, then the cost for such and the associated licensing will be considered during
evaluation of the RFP.


5)

The Department operat
es a shared server infrastructure environment. If the application requires a dedicated
server or a MS SQL Server instance, then the cost for such and the associated licensing will be considered
during evaluation of the RFP.


6)

The Department hardware/softwa
re environments employed for system operations and application
development are described above. The proposed system must be capable of operating in that environment.
Vendor should describe what deviations from that environment are required.


7)

The selected
Vendor must commit contractually to work with the proposed architecture not only now but
with future planned upgrades. It will be the Vendor's responsibility to keep up
-
to
-
date with the identified
commercial products used by or interfaced by the Vendor, su
ch as IBM Content Manager, ESRI and Oracle for
continued compatibility and integration of the chosen system.


8)

The application must be compatible with the current Windows server operating systems in use by the
Department.


9)

The Vendor must support at least t
he two most recent Microsoft Windows Server operating system releases.


10)

The Vendor is expected to test their application with Microsoft and Apple security patches. Normal patches
are expected to be tested within one month of release, critical security pat
ches are expected to be tested
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within two weeks of release, and OOB (out of band) patches are expected to be tested within one week of
release.


11)

The Vendor must support new Microsoft Windows Server operating system releases within 12 months after
release b
y Microsoft.


12)

If the application has a desktop component other than the web browser, the application shall as a minimum
operate under Windows 7 Professional 64 bit.


13)

If the application requires .NET, the .NET runtime required shall be at a level generally
supported by
Microsoft. If the application requires a JRE, version 1.6.23 is DOT’s currently supported version.


14)

Current Antivirus application is Symantec Endpoint Protection (SEP) 12 for workstations and SEP 11 and SEP
12 for servers.