Teammate Hosting and Support Services

RFQ 6100031984

Issuing Officer: Tami Mistretta Office of Administration,

Bureau of IT Procurement Services

July 14, 2015 @ 10:00 AM

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Pre-Proposal Conference

• Housekeeping • Introductions • Bureau of Small Business Opportunities (BSBO) • Pennsylvania Insurance Department (PID) • Proposal Requirements • Master Information Technology Services Invitation to Qualify (IT ITQ) Contract 4400004480 • Questions Submitted • Additional Questions

Agenda

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• In the event of a fire drill: Exit the room to the rear, continue down the hall and

exit through the stairwell. On the ground floor, exit the building and assemble near the flag poles.

• Restrooms: Located outside of the room to your left.

• Sign attendance register

• Provide business card

• Sign-in sheet will be posted to e-Marketplace

Housekeeping

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Commonwealth Representatives: • Office for Information Technology Tami Mistretta, Issuing Officer

• Bureau of Small Business Opportunities (BSBO) Gayle Nuppnau, Department of General Services,

Procurement Liaison

• Pennsylvania Insurance Department (PID) Annette Szady, CPA Project Manager

Introductions

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Bureau of Small Business Opportunities (BSBO)

Gayle Nuppnau

DGS, Procurement Liaison

Bureau of Small Business Opportunities

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Program designed to encourage participation of Small Diverse Businesses (SDB) in state contracting

A Small Diverse Business is a DGS-verified minority-owned

business, woman-owned business, veteran-owned business or service-disabled veteran-owned business.

A small business is a business in the United States which is independently owned, not dominant in its field of operation, employs no more than 100 full-time or full-time equivalent employees, and earns less than 7$ million in gross annual revenues for building design, $20 million in gross annual revenues for sales and services and $25 million in gross annual revenues for those businesses in the information technology sales or service business.

Bureau of Small Business Opportunities

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To receive credit for being a Small Diverse Business or for subcontracting with a Small Diverse Business (including purchasing supplies and/or services through a purchase agreement), a Contractor must include proof of Small Diverse Business qualification in the Small Diverse Business participation submittal of the proposal, as indicated in section II of the RFQ.

Photocopy of its DGS issued certificate entitled “Notice of Small

Business Self-Certification and Small Diverse Business Verification” indicating its diverse status

Small Diverse Business(es) must be named including address and phone Letter of intent that specifies the type of goods or services the small

diverse business will provide along with percentage of commitment All Contractors must include a numerical percentage which represents the

total percentage of the work (as a percentage of the total cost in the Cost Submittal) to be preformed by the Contractor and not by subcontractors and suppliers

All Contractors must include a numerical percentage which represents the total percentage of the work (as a percentage of the total cost in the Cost Submittal) to be performed by the Small Diverse business as subcontractors

Bureau of Small Business Opportunities

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Bureau of Small Business Opportunities (BSBO) Verification Letter

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Bureau of Small Business Opportunities

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SMALL DIVERSE BUSINESS LETTER OF INTENT

[DATE] [SDB Contact Name Title SDB Company Name Address City, State, Zip] Dear [SDB Contact Name]: This letter serves as confirmation of the intent of [Offeror] to utilize [Small Diverse Business (SDB)] on RFP [RFP number and Title] issued by the [Commonwealth agency name]. If [Offeror] is the successful vendor, [SDB] shall provide [identify the specific work, goods or services the SDB will perform, and the specific timeframe during the term of the contract and any option/renewal periods when the work, goods or services will be performed or provided]. These services represent [identify fixed numerical percentage commitment] of the total cost in the [Offeror’s] cost submittal for the initial term of the contract. Dependent on final negotiated contract pricing and actual contract usage or volume, it is expected that [SDB] will receive an estimated [identify associated estimated dollar value that the fixed percentage commitment represents] during the initial contract term. [SDB] represents that it meets the small diverse business requirements set forth in the RFP and all required documentation has been provided to [Offeror] for its SDB submission. We look forward to the opportunity to serve the [Commonwealth agency name] on this project. If you have any questions concerning our small diverse business commitment, please feel free to contact me at the number below. Sincerely, Acknowledged, Offeror Name SDB Name Title Title Company Company Phone number Phone number

Contact Information Bureau of Small Business Opportunities (BSBO)

Ms. Gayle Nuppnau Procurement Liaison

Telephone: (717) 346-3819 E-Mail: gnuppnau@pa.gov

Bureau of Small Business Opportunities

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Teammate Hosting and Support Services

Annette Szady, CPA

Project Manager Director, Bureau of Financial Examinations Pennsylvania Insurance Department (PID)

Project Background

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PID to Acquire Application Hosting and Support Services for Use of TeamMate (TM)

TM is selected software – currently used by all US insurance regulators

• Host TM Environment – Application Hosting • Access to and utilization of projects using TM • Provide environment enabling use of current TM version as upgrades and new

versions are released • Provide operational support for PID personnel using TM

PID Bureaus • Financial Examinations • Company Licensing & Financial Analysis • Market Actions

Outside contractors hired to assist with examinations Other state insurance regulators participating in examinations

• Provide storage of all requested PID project data in a secure environment

Objectives

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• PID currently using TM Version 8.2.2 for projects hosted internally Version 8.2.2 no longer supported by vendor/Wolters Kluwer

• PID projects on more recent versions of TM when projects hosted by NAIC or outside contractors Do not expect to host projects with NAIC/outside contractors after solution is

implemented • Unless required by group exam coordination

• Maintain a storage environment to house all TM projects including majority developed using V8.2.2 Ability to access TM V8.2.2 projects – convert if necessary Ability to access TM projects in subsequent versions – convert if necessary

• Plan to use current TM Version 11 when solution implemented NAIC currently using TM Version 11 and recommend all states do so Distributive version used by NAIC

Nature and Scope of Project

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• Approx. size of current stored data is 345 GB • 275 PA domestic insurance companies • Estimate 1,200 TM projects • Estimated number new projects over 5 year contract period

2016 calendar year – 180 new TM projects 2017 calendar year – 180 new TM projects 2018 calendar year – 355 new TM projects 2019 calendar year – 180 new TM projects 2020 calendar year – 180 new TM projects

• About 75 PID employees using TM PID will purchase TM licenses via NAIC or other procurement method Vendor to provide and host other software used by PID with TM

• Adobe Acrobat Pro, Microsoft Office, Visio

• Estimate about 300 permitted users Outside contractors and other state regulators responsible for having their own

TM license

Nature and Scope of Project

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• Experience in hosting TM application environments Number of clients and number and size of contracts for similar services

• Knowledge of functional and practical application of TM software

• Functional knowledge of relationships, interactions and dependencies of the TM application with other software required to provide the solution

• Knowledge of and experience with how US regulators utilize TM for regulatory examinations and analysis TeamMate software Financial examinations Market conduct examinations System hosting Support services

Vendor Qualification and Staffing Requirements

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• Service delivery system via a secure website 24 hours a day, 7 days a week Protection and confidentiality of data is critical

• Vendor monitoring of use, access and performance of service • Provide adequate storage space • Process to test and implement fixes, upgrades, new releases

and new modules/functionality of TM • Provide a secure FTP or similar site for storing and sharing data

among various parties in a secure environment • Participation in vendor sponsored TM user groups and promote

changes that will benefit US insurance regulators’ use of TM • Participation in NAIC IT Examination Working Group as an

interested party

Technical Requirements

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• Email and Phone solution support for all users during core business hours 6:00 a.m. to 7:00 p.m. ET.

• Provide mechanism for users to report problems via email and phone during non-core business hours

• Method for logging, tracking, and resolving reported incidents, service requests and information demands

• Resolution of problems and notification of resolution to users • Resolve problems as defined in SLA

Report to PID if not resolved timely within SLA requirements

Solution Support

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• Solution to provide PID access to create, edit and archive TM projects and related activities associated with project creation and management

• Solution to provide means to associate users with PID functional areas that are supported Financial Exams Market Conduct Exams Financial Analysis Company Licensing

• Development and maintenance of TeamStores of users and work programs, TeamLibrary, TeamCentral, etc.

• Assist with annual update of TM project structure/format by PID functional area Change in regulatory requirements or change in PID requirements

TeamMate Project Support

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• Business Continuity and Disaster Recovery Plan in Place Plan must be periodically reviewed and tested Update plan must be provided to PID annually Annual disaster recovery test must be performed to ensure system

functionality is restored Annual full data restoration test to ensure viability of systems and data

• Service Organization Control (SOC) Type 2 Report Report on Controls at a service organization relevant to

• Security • Availability, • Processing integrity • Confidentiality of privacy • Management’s description of a service organization’s system • Suitability of the design and operating effectiveness of controls

Evidence must be provided that any issues or weaknesses noted in SOC report have been addressed by Contractor

Confidentiality of all information is critical • Sensitive insurance company information (trade secrets, etc.)

Business Continuity and Disaster Recovery

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• Must meet performance standards described in SLAs System availability Problem circumvention or resolution time System unavailability notification Scheduled maintenance request Email and/or phone solution support during core business hours Email and/or phone solution support during non-core business hours New project set up time Electronic copies of project files Monthly report on delivery Quarterly report delivery Business Continuity and Disaster Recovery Plan

Service Level Agreement (SLA)

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• Provide on-site training for PID employees on TM Version 11 prior to implementation of the solution

• Provide on-site training for upgraded versions of TM during contract period prior to implementation

• On-site training to at PID Harrisburg, PA location • On-site training shall be minimum of ½ day training session • Provide other training including training documents, manuals,

online training or FAQs

Training

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• Proposal is divided into the following three parts that must be submitted in separate individual sealed envelopes: Technical Submittal = 50% of total points Cost Submittal = 30% of total points Small Diverse Business (SDB) Submittal = 20% of total

points • Bonus Points: Domestic Workforce Utilization = maximum available

3% (Appendix H)

Proposal Structure

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• To minimize delays in proposal evaluation and to avoid rejection of your proposal, read the RFQ carefully and submit a complete proposal.

• Follow as completely as possible the proposal format given in

Part II of the RFQ; this will aid the evaluation process. • The evaluation will be based on what is submitted.

• Provide as much detail as possible in response to all

requirements in the RFQ.

Proposal Structure

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• Each Contractor must provide the following: Section I-13, Proposals, pg. 8 Seven (7) paper copies of the Technical Submittal Two (2) paper copies of the Cost Submittal Two (2) paper copies of the Small Diverse Business (SDB)

Submittal Two (2) complete and exact copies of the entire proposal

(Technical, Cost and SDB Submittals, along with all requested documents) on CD-ROM or Flash drive in Microsoft Office or compatible format.

Proposal Requirements

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• Mandatory Responsiveness Requirements

(Section III-1) Timely received from Contractor Properly Signed by the Contractor

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Proposal Requirements Continued

• Additional Proposal Requirements

Signed by an official representative to bind the company to a contract. Appendix B, Proposal Cover Sheet must be submitted in order for the proposal to be considered responsive. The proposal must consist of three (3) separately sealed submittals:

• Technical Submittal • Cost Submittal • Small Diverse Business Submittal

Submit proposals as outlined and referenced in Part II Proposal Requirements.

The total score for the technical submittal must be greater than or equal to 70% of the available technical points to advance.

Do not include any cost information in your technical submittal. If your proposal includes cost information, it shall be deemed non-responsive.

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Proposal Requirements Continued

Do not include any assumptions in your cost submittal. [Appendix G, Cost Matrix]

Prime Contractors must be pre-qualified in the service category(ies) under the Commonwealth’s IT Services ITQ Contract 4400004480 by the proposal opening/due date. Reference the service category(ies) and more information regarding the IT ITQ Contract registration process [Reference pg. 2 of the proposal].

Proposal Requirements Continued

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• ADDRESS PACKAGES PROPERLY Reference Calendar of Events, pg. 4.

• Note: All proposals must be received by the Commonwealth Mail Processing Center. If the proposals are delivered directly to 506 Finance Building, your proposal may be deemed non-responsive.

Include RFQ Number – 6100031984 Number Multiple Packages (i.e. 1 of 3, 2 of 3, etc.) Must be Sealed Allow time for delivery

Proposal Requirements Continued

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Calendar of Events

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Answers to Potential Contractor questions posted to the DGS website (http://www.emarketplace.state.pa.us) no later than this date.

Issuing Office Friday,

July 17, 2015 at 3:00 PM

Please monitor the DGS website for all communications regarding the RFQ.

Potential Contractors

Ongoing

Sealed proposal must be received by the Issuing Office at: Tami Mistretta, Bureau of IT Procurement c/o Commonwealth Mail Processing Center 2 Technology Park (rear) Attn: IT Procurement 506 Finance Harrisburg PA 17110

Note: Hand-delivered proposals must be delivered to the address set forth in the Calendar of Events and must be time and date stamped by the facility receiving the proposals. Proposals may only be hand-delivered between 6:15 a.m. and 2:15 p.m., Monday through Friday, excluding Commonwealth holidays.

Contractors Friday,

August 7, 2015 at 1:00 PM

Sealed proposal must be received on or before Friday, August 7, 2015, by 1:00 PM to the Issuing Office at the following address:

Tami Mistretta, Bureau of IT Procurement c/o Commonwealth Mail Processing Center

2 Technology Park (rear) Attn: IT Procurement 506 Finance

Harrisburg, PA 17110 Note: Hand-delivered proposals must be delivered to Commonwealth Mail Processing Center, 2 Technology Park (rear), and must be time and date stamped by the facility receiving the proposals. Proposals may only be hand-delivered between 6:15 a.m. and 2:15 p.m., Monday through Friday, excluding Commonwealth holidays. The Issuing Office will not accept proposals that are hand delivered to 506 Finance Building.

Proposal Delivery Address

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This is a restricted solicitation, only those contractors qualified in the following service category(ies) under the Commonwealth’s Information Technology (IT) Services Invitation to Qualify (ITQ) Contract, 4400004480, prior to the bid opening date may respond. • Subscription Based Web Application Services or Software as a Service

(SaaS) Procurements Commercial Off-The-Shelf (COTS) Software Services

Organizations interested in doing business with the Commonwealth through this contract must first be registered as a Commonwealth Supplier. For more information about registration, please view the Registration Guide.

IT Services ITQ Contract 4400004480

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Once an organization is registered with the Commonwealth, they must develop and submit a bid along with all supporting documentation through the PA Supplier Portal website in order to qualify for the service category associated with this contract. The Commonwealth will evaluate the bid along with all supporting documentation to determine whether the organization meets the minimum eligibility requirements. Suppliers must also complete and submit additional required documentation as specified in Part II – Bid Requirements for their proposal to be considered as being complete and responsive.

IT Services ITQ Information

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• Starting the Qualification Process

1. Log On to the PA Supplier Portal , and then select the Bidder tab.

2. Select the Enterprise Applications navigation button on the left.

3. Select the ITQ Proposal Administration link. 4. Select the Proposal button. 5. Select the drop down and select Create New. 6. Select View for the appropriate ITQ. 7. After you have reviewed Part I-IV scroll to the bottom of the

page, then select the Select this ITQ button. 8. Complete all required Steps and submit your proposal.

IT Services ITQ Information

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• View Parts I – IV of the Master IT Services ITQ Contract 4400004480

Part I - Statement of Work Part II - Bid Requirements Part III - Open Enrollment Process Part IV - Terms & Conditions

For more information about the Commonwealth’s Invitation to Qualify contracts and their policies, please visit the ITQ Website

IT Services ITQ Information

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Any questions pertaining to the Commonwealth’s Information Technology (IT) Services Invitation to Qualify (ITQ) Contract, 4400004480 or to learn how to qualify for the ITQ, please feel free to contact:

Joseph M. Millovich ITQ Administrator

Telephone: 717-214-3434 Email: jmillovich@pa.gov

ITQ Administrator Contact Information

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• Questions

All additional questions must be written on the Q&A sheets provided.

All Q&A will be posted to the DGS PA e-Marketplace website:

http://www.emarketplace.state.pa.us

Any answers provided today, are considered unofficial and not binding. The Q&A final document will become official when posted to the DGS PA e-Marketplace website.

Questions & Answers (Q&A)

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Thank you for attending today’s pre-proposal conference.

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