Statewide e-Procurement Solution - DRAFT

Agency: State of Arkansas
State: Arkansas
Level of Government: State & Local
Category:
  • D - Automatic Data Processing and Telecommunication Services
Opps ID: NBD15034946814335950
Posted Date: Aug 10, 2018
Due Date: Oct 5, 2018
Solicitation No: SP-19-0001
Source: Members Only
Current Bid Proposals
Bid Information
Bid Number: SP-19-0001
Agency: Department of Finance & Administration
Opening Date & Time: 10/05/2018 02:00 PM CDT
Description: Statewide e-Procurement Solution - DRAFT
Buyer's Email: Stephanie.Cellers@dfa.arkansas.gov
Bid Documents PDF XLS Other
Statewide e-Procurement Solution RFP - DRAFT
Procurement Library
O-1 Written Questions
T-1 Cover Letter and Executive Summary - DRAFT
T-2 Coporate Background and Experience - DRAFT
T-3 Project Organization and Staffing and Staff Experience - DRAFT
T-4 Functional RTM - DRAFT
T-5 Functional Requirements Approach - DRAFT
T-6 Non-Functional RTM - DRAFT
T-7 Non-Functional Requirements Approach - DRAFT
T-8 Work Plan and Deliverables - DRAFT
T-9 RFP Checklist - DRAFT
C-1 Official Price Sheet - DRAFT

Attachment Preview

STATE OF ARKANSAS
OFFICE OF STATE PROCUREMENT
1509 West 7th Street, Room 300
Little Rock, Arkansas 72201-4222
DRAFT REQUEST FOR PROPOSAL
SOLICITATION DOCUMENT
Solicitation Number: SP-19-0001
SOLICITATION INFORMATION
Description:
Statewide e-Procurement Solution
Agency:
Department of Finance and Administration
Draft Solicitation
Issued:
08/10/2018
SUBMISSION DEADLINE FOR RESPONSE
Proposal Opening Date: Estimated to be 10/05/2018
Proposal Opening Time: 2:00 p.m., Central Time
Deliver proposal submissions for this Request for Proposal to the Office of State Procurement (OSP) on or before the
designated proposal opening date and time. It is the responsibility of Prospective Contractors to submit proposals at the
designated location on or before the proposal opening date and time. Proposals received after the designated opening
date and time may be considered late and may be returned to the Prospective Contractor without further review. It is not
necessary to return "no bids" to OSP.
Delivery Address:
Proposal’s Outer
Packaging:
DELIVERY OF RESPONSE DOCUMENTS
Office of State Procurement
1509 West 7th Street, Room 300
Little Rock, AR 72201-4222
Delivery providers, USPS, UPS, and FedEx deliver mail to OSP’s street address on a schedule
determined by each individual provider. These providers will deliver to OSP based solely on the
street address. Prospective Contractors assume all risk for timely, properly submitted
deliveries.
Seal outer packaging and properly mark with the following information. If outer packaging of
proposal submission is not properly marked, the package may be opened for proposal identification
purposes.
Solicitation number
Date and time of proposal opening
Prospective Contractor's name and return address
OSP Buyer:
Email Address:
OSP Website:
OFFICE OF STATE PROCUREMENT CONTACT INFORMATION
Stephanie Cellers
Buyer’s Direct
Phone Number:
stephanie.cellers@dfa.arkansas.gov
OSP’s Main Number:
501-371-6065
501-324-9316
http://www.dfa.arkansas.gov/offices/procurement/Pages/default.aspx
RFP Document
Solicitation No. SP-19-0001
NOTICE TO PROSPECTIVE CONTRACTORS
THE RELEASE OF THIS DRAFT RFP SERVES AS AN “INTENT TO POST”
Due to the magnitude of scope for this solicitation and its specifications, the Office of State Procurement posts this Draft
RFP solicitation in advance of the official posting of the final RFP solicitation for SP-19-0001 to provide Prospective
Contractors ample time to prepare proposal responses.
Because OSP expects this Draft RFP solicitation to substantially mirror the final, official RFP solicitation, Prospective
Contractors may utilize this Draft RFP solicitation to begin compiling their proposal response; however, a Prospective
Contractor’s final proposal submission must be based solely on the final, official RFP solicitation which is anticipated to be
formally issued on or around September 7, 2018. The formally issued RFP solicitation, with any formal amendments
and addenda (if any), will be the final expression of the RFP solicitation, completely extinguishing and replacing
this Draft RFP solicitation.
Page 2 of 33
RFP Document
Solicitation No. SP-19-0001
SECTION 1 - GENERAL INSTRUCTIONS AND INFORMATION
Do not provide responses to items in this section unless specifically and expressly required.
1.1 PURPOSE
Arkansas Office of State Procurement (OSP) issues this Request for Proposal (RFP) on behalf of the Department
of Finance and Administration (DFA) to obtain proposals and a contract for a cloud Software as a Service (SaaS)
e-Procurement Solution that can be configured to meet the State’s needs. This Project, as defined below, includes
firm fixed price services required to implement the Statewide e-Procurement Solution and provide operations and
support.
DFA’s mission is to provide responsive, cost-effective and timely support services to Arkansas policymakers,
public agencies, and State employees as they serve Arkansas’s citizens. DFA will be the business process owner
of the e-Procurement Solution. The Solution will largely impact DFA-OSP, who is responsible for the oversight of
procurements Statewide; including the procurement of commodities, technical services, and professional services
for all State agencies, boards and commissions, and colleges and universities. DFA-OSP’s mission is to serve the
citizens of Arkansas by ethically, efficiently, and transparently procuring quality commodities and services for the
State of Arkansas. DFA-OSP also provides training in Procurement Law, regulations and policies for agency staff
across the State and contractors interested in and doing business with the State.
For more information about DFA, visit the DFA website at https://www.dfa.arkansas.gov/.
For more information about DFA-OSP, visit the DFA-OSP website at https://www.dfa.arkansas.gov/procurement.
The desired e-Procurement Solution must, over its lifecycle, empower the State of Arkansas to realize the
following objectives and business outcomes:
A. Cost Savings:
1. Streamline and standardize current manual, paper-based procurement, contracting, and
purchasing processes and practices to shorten/compress cycle times.
2. Increase use of Statewide contracts to gain greater economies of scale and increase
accessibility of these contracts to other eligible entities, authorities, municipalities, and K-12
Schools.
3. Provide visibility into State contract spending to enable spend analytics, strategic sourcing,
demand aggregation, more informed negotiation, and more effective contracting. Thereby
transforming procurement from tactical activities to a strategic focus.
4. Increase Contractor participation and competitiveness to drive finding the best possible product
at the best value-point.
5. Track and evaluate Contractor performance.
B. Customer Service Improvement:
1. Provide a place to perform, manage, track, and report procurement activities.
2. Establish consistent procurement standards across all State organizations that are adaptable to
unique agency needs.
3. Make it easier to buy, regardless of the process or method of procurement while adhering to the
State Budgetary and Procurement Laws contained within Arkansas Code 1987 Annotated Title
19.
4. Facilitate faster and easier procurement approvals by leveraging online technologies.
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RFP Document
Solicitation No. SP-19-0001
5. Provide more effective means to collaborate on procurements within and across agencies, and
the State as a whole.
6. Improve and expand Contractor participation through simple self-service access.
7. Integrate with AASIS, the State’s central system of record – an SAP application, which
acknowledges and facilitates the interrelationships and requirements of finance, budget, and
procurement.
8. Increase transparency of State procurements through public access and visibility into State
purchases (what was bought, by who, at what price, etc.).
9. Implement robust capabilities for alerts and notifications – internally and with the Contractor
community to assist in knowledge transfer, alerting users of changes within the system and
notifying users of contract availability and opportunities.
C. Risk Reduction:
1. Establish consistency in procurement practices, methods, and outcomes through use of
standards, templates, and a common set of automated tools.
2. Reduce the re-entry of information and processes to minimize errors, re-work, and duplication of
effort.
3. Increase security and control of State procurement data and documents by reducing physical
and electronic storage locations.
D. Compliance:
1. Establish controls and visibility into maverick spend to drive broader and appropriate use of State
contracts.
2. Improve control over spending under management, including the ability to track and report
contract price compliance and invoicing errors.
3. Facilitate the selection of the best and most appropriate pricing through comparisons across
State contracts.
4. Facilitate achieving State Contractor diversity goals and objectives through broader participation
of these types of Contractors in all forms of purchasing.
5. Facilitate fair, open, and transparent competition.
6. Improve accountability and auditability of procurement actions.
7. Provide system flexibility allowing the State to be more responsive to changes in Procurement
Law, regulations, policies, and processes.
8. Provide continued real-time budget availability check per State Budgetary and Procurement Laws
contained within ACA Title 19.
1.2 TYPE OF CONTRACT
A. The anticipated starting date for any contract resulting from this RFP is February 2019. The State may
unilaterally adjust the actual contract start date for up to three calendar months. By submitting a signed
proposal in response to the RFP, the Prospective Contractor represents and warrants that it will honor its
proposal as being held open and irrevocable for this period.
Page 4 of 33
RFP Document
Solicitation No. SP-19-0001
B. The initial term of a resulting contract will be for three (3) years, unless sooner cancelled or terminated by the
parties. Upon mutual agreement by the Contractor and agency, the contract may be renewed by DFA for up to
four (4) additional one-year terms or portions thereof, not to exceed a total aggregate contract term of seven
(7) consecutive years.
1.3 ISSUING AGENCY
OSP, as the issuing office, is the sole point of contact through which Prospective Contractors should direct formal
communications regarding the RFP throughout this solicitation process.
1.4 PROPOSAL OPENING LOCATION
Proposals will be opened at the following location:
Office of State Procurement
1509 West Seventh Street, Room 300
Little Rock, AR 72201-4222
1.5 SCHEDULE OF EVENTS
TABLE 1: SCHEDULE OF EVENTS
Milestone
Release the Draft RFP
Questions Due (Date / Time)
State’s Responses to Prospective Contractor Questions
(anticipated)
Release of the Final RFP (anticipated)
Proposal Opening (Date / Time)
Oral Presentations (anticipated)
Anticipation to Award (anticipated)
Contract Start Date (anticipated)
Date
August 10, 2018
August 24, 2018 at 11:59 PM CST
September 7, 2018
September 7, 2018
October 5, 2018 at 2:00 PM CST
December 11-13, 2018
January 17, 2019
March 18, 2019
1.6 ACCEPTANCE OF REQUIREMENTS
A. A Prospective Contractor must submit a proposal that conforms in all material respects to this RFP to be
considered a responsive Prospective Contractor.
B. A Prospective Contractor’s proposal will be rejected if a Prospective Contractor takes exceptions to any
Requirements in the Requirements Section(s) of this RFP.
1.7 DEFINITION OF TERMS
A. The State Procurement Official has made every effort to use industry-accepted terminology in this Solicitation
and will attempt to further clarify any point of an item in question as indicated in Clarification of Solicitation.
B. All terms defined in Arkansas Procurement Law have the same definitions herein unless otherwise defined
herein or the context requires otherwise.
C. “Prospective Contractor” means a person who submits a proposal in response to this solicitation.
D. “Contractor” means a person who sells or contracts to sell commodities and/or services.
E. The terms “Request for Proposal,” “RFP,” “Bid Solicitation,” “Bid,” and “Solicitation” are used synonymously in
this document. Any reference to such includes the Response Templates as well, and any formal amendment
or addendum.
F. “Responsive proposal” means a proposal submitted in response to this solicitation that conforms in all material
respects to this RFP.
G. “Proposal Submission Requirement” means a task a Prospective Contractor must complete when submitting
a proposal response. These requirements will be distinguished by using the term “shall” or “must” in the
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