REQUEST FOR PROPOSALS (RFP)

Transcription

1 REQUEST FOR PROPOSALS (RFP) FOR RFP # BUDGET MANAGEMENT SOFTWARE Refer ALL Inquiries to Procurement Officer Kaye Robertson, Procurement Officer Purchasing Department Citizens Property Insurance Corporation 2101 Maryland Circle Tallahassee, FL (850) Phone (850) Facsimile Purchasing@CITIZENSfla.com REQUIRED DOCUMENTS *** Important: Failure to return the below items with appropriate signatures WILL be cause for Rejection of Proposal *** Attachment B - Response Submittal Form, (posted on web site) completed and executed (no electronic signatures) Attachment C - Vendor Conflict of Interest Disclosure Form, (posted on web site) completed and executed (no electronic signatures Attachment G - Business/Corporate References for Product, (posted on web site) completed Attachment H - Business/Corporate References for Support, (posted on web site) completed Attachment I - Corporate Background, (posted on web site) completed Attachment A - Vendor Pricing Response, completed and in a separate sealed package

2 TABLE OF CONTENTS SECTION 1 STATEMENT OF PURPOSE... 4 SECTION 2 PROCUREMENT INFORMATION CALENDAR OF EVENTS CONTACT INFORMATION PROPOSAL INQUIRIES AND QUESTIONS... 5 SECTION 3 CITIZENS... 5 SECTION 4 SCOPE OF SERVICES DEFINITIONS SOLICITATION SPECIFIC BUDGET MANAGEMENT SOFTWARE SERVICE & PLANNING REQUIREMENTS TECHNOLOGY MAINTENANCE/SUPPORT... 8 SECTION 5 PROPOSAL SUBMISSION REQUIREMENTS SUBMISSION OF PROPOSAL PROPOSAL FORMAT RESPONSIVENESS REQUIREMENTS... 9 SECTION 6 PROPOSAL CONTENTS TAB 1 REQUIRED DOCUMENTS TAB 2 - BUSINESS/CORPORATION QUALIFICATIONS TAB 3 BUDGET MANAGEMENT SOFTWARE TAB 4 SERVICE AND PLANNING REQUIREMENTS TAB 5 TECHNOLOGY TAB 6 MAINTENANCE/SUPPORT PRICING SECTION 7 REVIEW AND EVALUATION PROCESS PROPOSAL EVALUATION POINTS REVIEW AND EVALUATION PROCESS ATTACHMENT A, Pricing Sheet ATTACHMENT B, Response Submittal Form... POSTED ATTACHMENT C, Vendor Conflict of Interest Disclosure Form... POSTED ATTACHMENT D, Standard Definitions... POSTED ATTACHMENT E, Procurement Rules and Information... POSTED ATTACHMENT F, Contract Terms and Conditions... POSTED ATTACHMENT G, Business/Corporate References for Product... POSTED ATTACHMENT H, Business/Corporate References for Support... POSTED ATTACHMENT I, Corporate Background... POSTED ATTACHMENT J, Code of Ethics... POSTED ATTACHMENT K, Standard Terms and Conditions... POSTED Citizens Property Insurance Corporation Page 2 of 22

3 ATTACHMENT L, CITIZENS Travel and Travel Reimbursement Policy for Non CITIZENS Employees... POSTED ATTACHMENT M, Reimbursement Expense Schedule... POSTED ATTACHMENT N - Information Technology Standards Policy... POSTED Citizens Property Insurance Corporation Page 3 of 22

4 SECTION 1 STATEMENT OF PURPOSE: The growth of Citizens over the past four years necessitates an accurate budget which provides for the best allocation of resources and presents information in an easy to understand format. Also, the volatile nature of Florida insurance market makes it important that the Budget Management process link strategic objectives with operational measures and financial metrics. Therefore, Citizens requires a Budget Management tool to help forecast, plan and react fluidly to the needs of our insured s and the legislature. SECTION 2 PROCUREMENT INFORMATION 2.1 CALENDAR OF EVENTS: Listed below are the important actions and dates/times by which the actions must be taken or completed. All listed times are local time in Tallahassee, Florida. Any change or modification to this calendar, modifications to this solicitation, or other important notices will be accomplished by the posting of an addendum on the purchasing section of CITIZENS website, at Respondents are responsible for signing all addendums, if required. It is the Respondent s responsibility to monitor this website for changes. CITIZENS is under no obligation to notify potential Respondents of the posting of an addendum, or underlying information contained in the addendum. DATE: TIME: ACTION: March 11, 2008 Release of solicitation. March 31, :00 PM EST Last day for submission of written questions April 7, 2008 Anticipated date that written responses to written questions will be posted on website. April 14, :00 PM EST Proposal Due / Bid Opening 2.2 CONTACT INFORMATION: Questions related to the procurement should be addressed to: Kaye Robertson, Procurement Officer Purchasing Department Citizens Property Insurance Corporation 2101 Maryland Circle Tallahassee, Florida (850) Phone (850) Facsimile Purchasing@CITIZENSfla.com Citizens Property Insurance Corporation Page 4 of 22

5 From the date this solicitation is issued until a notice of recommended award, rejection of all proposals or other notice is made, no contact related to the solicitation will be allowed between a Respondent and any CITIZENS staff, with the exception of the Procurement Officer or his/her designee. Any unauthorized contact may disqualify the Respondent from further consideration. 2.3 PROPOSAL INQUIRIES AND QUESTIONS: Proposal Inquiries: Respondent shall address all questions regarding this solicitation to the Procurement Officer. Questions must be RECEIVED NO LATER THAN the time and date reflected on the Calendar of Events. However, CITIZENS in its sole discretion reserves the right to answer any questions received after the deadline. Questions shall be answered by CITIZENS in accordance with the Calendar of Events. All questions submitted shall be published and answered in a manner that all Respondents will be able to view. Respondents shall not contact any other employee of CITIZENS for information with respect to this solicitation Questions: Any questions from Respondent concerning this solicitation shall be submitted in writing, identifying the submitter, to the Procurement Officer identified in Subsection 2.2 of this solicitation and must be received no later than the due date and time as specified in the Calendar of Events (Subsection 1.1) of this solicitation. inquiries to purchasing@citizensfla.com are preferred. It is the responsibility of the Respondent to confirm question receipt by CITIZENS. CITIZENS will post questions and responses on the following website: SECTION 3 CITIZENS BACKGROUND CITIZENS was created in 2002, when the Florida Legislature combined the Florida Residential Property and Casualty Joint Underwriting Association (FRPCJUA) and the Florida Windstorm Underwriting Association (FWUA). CITIZENS provides insurance to Florida homeowners who cannot find coverage in the open, private insurance market. CITIZENS is governed by section (6) of the Florida Statutes and operates pursuant to a Plan of Operation approved by the Financial Services Commission. CITIZENS operates under the supervision of a Board of Governors comprised of eight appointed members. Additional information is available at ( CITIZENS Website ). Pursuant to the statutes, all revenues, expenses assets and liabilities of CITIZENS shall Citizens Property Insurance Corporation Page 5 of 22

6 remain divided into three separate accounts: the Personal Lines Account, the Commercial Lines Account and the High-Risk Account. SECTION 4 SCOPE OF SERVICES CITIZENS objective is to identify those budgeting systems and Respondents that most closely match CITIZENS business requirements for both product features and service levels, as indicated within this document and any addenda that may be issued via CITIZENS website ( It is the Respondent s obligation to check the site to ensure that any and all addenda are included in the solicitation response. 4.1 DEFINITIONS - SOLICITATION SPECIFIC: Proposed System: This is Budget Management Software proposed via response to this solicitation that is chosen to assist personnel in creating and updating the annual budget. 12x7x365 Support: Support availability for 12 hours of every day (6 am to 6 pm) Eastern Time Zone. 18x7x365 Support: Support availability for 18 hours of every day (6 am to 12 am) Eastern Time Zone. Go-Live Date: The date upon which the Budget Management Software is initially released for production use by CITIZENS staff. Implementation Team: The collective group of Respondent s resources approved by CITIZENS to be assigned to the implementation of the Budget Management Software. New User Education: The formal introduction and instruction on best practices and actual use of the Proposed System, without any assumption of prior familiarity with the Proposed System. On-Site: This refers to Respondent s actual physical presence at one or more of CITIZENS offices, located as follows: Tallahassee - Monroe Park Towers, Tallahassee Citizens Centre, Jacksonville Corporate Center, and other facilities as determined in Jacksonville and Tampa. 4.2 BUDGET MANAGEMENT SOFTWARE: CITIZENS requires basic functionality in the Budget Management Software. Emphasis will be placed upon the Proposed System s ease of use, flexibility, data exchange capabilities, and suitability to a single-company organization. 4.3 SERVICE & PLANNING REQUIREMENTS: Introduction: Response to this solicitation requires the Respondent to include a description of the methodology by which they propose to Citizens Property Insurance Corporation Page 6 of 22

7 accomplish the following fundamental objectives: Collaborative project planning and technical consultation with CITIZENS Project Team to create a comprehensive plan, accepted by CITIZENS, for implementation of the Budget Management Software. This should include validation of specifications for supporting hardware and enterprise deployment strategy Installation of the selected Budget Management Software on CITIZENS servers under the supervision of CITIZENS Information Technology staff Training CITIZENS core budget staff (approximately 30 members) to manage the Proposed System, such that CITIZENS is prepared to work with substantial autonomy at its go-live date. Additionally, provide training for a user / budget submitter group of 30 to 50 in classes of no more than 10 participants, which may be held at up to 3 sites in different cities. The response should include a listing of alternative approaches to training. Provide commentary on best practices, including a recommended approach A minimum of 40 hours of post-implementation technical and end-user support for the Budget Management Software. This support is to be provided by the implementation team, with at least 10 hours on-site Implementation Plan Contingency Requirement: Implementation schedules could be affected by a variety of catastrophic events affecting CITIZENS policyholders. Although Respondents are not required to provide a fully developed, in-depth contingency plan as part of the response to this solicitation, Respondents proposals should include a summary description of Respondent s methodology for alternative implementation of the Proposed System to accommodate the contingencies listed below Uninterrupted implementation during a 1-2 month period expected to begin mid This is the expected scenario, involving a relatively speedy implementation schedule dependent upon substantial and consistent attention from CITIZENS accounting staff Implementation halted due to catastrophe, having begun in early to mid 2008 with resumption after catastrophic response(s) is (are) substantially completed. Should one or more major storms impact Florida, CITIZENS will almost certainly be forced to temporarily abandon all projects and activities not critical to CITIZENS catastrophe Citizens Property Insurance Corporation Page 7 of 22

8 response. Within such circumstances, it may be important to halt the implementation, with an organized plan for determining how and when to resume. 4.4 TECHNOLOGY: The primary focus of this category will include indications of the Proposed System s support of both CITIZENS Information Technology standards and industry standards, as well as any features that support data preservation and business continuity, ease of use, flexibility, data exchange and integration capabilities. The Information Technology Standards Policy lists all technologies supported by the organization and serves as a guideline for all technology purchasing and use decisions, including hardware, software, peripherals, and network components. The primary goals of developing and implementing such a policy are: To ease purchasing decisions by pre-evaluating and pre-approving technology solutions; To reduce training and support costs and create economies of scale by narrowing the number of technologies and products used; To ensure integration and interoperability between technologies; and To set parameters for future technology innovation and development. 4.5 MAINTENANCE/SUPPORT: Respondent s proposal will be evaluated as it collectively indicates the preparedness to establish and service a healthy relationship with CITIZENS. This includes documentation of aspects of Respondent s contracting methodologies, their capability to deliver premium support services with verifiable results, and the breadth of the Respondent s product offering as it relates to the Proposed System. SECTION 5 PROPOSAL SUBMISSION REQUIREMENTS 5.1 SUBMISSION OF PROPOSAL: The purpose of the Proposal is to demonstrate a Respondent s qualifications, competence and capacity to undertake services in conformity with the requirements of this solicitation. As such, the substance of the response will carry more weight than the form or manner of presentation. The Proposal should demonstrate the qualifications of the Respondent and of the particular staff to be assigned to this engagement PROPOSALS MUST BE RECEIVED AT CITIZENS PROPERTY INSURANCE CORPORATION, 2101 MARYLAND CIRLCE, TALLAHASSEE, FLORIDA 32303, AT OR BEFORE THE DUE DATE AND AS SPECIFIED IN THE CALENDAR OF EVENTS (SUBSECTION 2.1) OF THIS SOLICITATION. 5.2 PROPOSAL FORMAT: This section prescribes the format in which the Citizens Property Insurance Corporation Page 8 of 22

9 proposals are to be submitted. There is no intent to limit the content of the proposals. Additional information deemed appropriate by the Respondent may be included, but are required to be placed within the relevant section. Additional tabs beyond those designated in this section will not be evaluated. The following paragraphs contain instructions that describe the required format for proposals. Proposals are required to be limited to a page size of eight and one-half by eleven inches (8.5 x 11 ). All proposals should contain the sections outlined below. Those sections are called Tabs. A Tab, as used here, is a section separator, offset and labeled, (Example: Tab 1, Required Documents ), such that the Evaluation Committee can easily turn to Tabbed sections during the evaluation process. CITIZENS is under no obligation to look for responsive information contained in incorrect tabbed sections. If responsive information is also contained in other sections, Respondents should specifically reference the tabbed section and corresponding page number(s) that responsive information and documentation can be found. The following are the six (6) tabbed sections that are required to be in all Proposals. Tab 1 Required Documents; Tab 2 Business/Corporation Qualifications (Posted on Website); Tab 3 Budget Management Software; Tab 4 Service and Planning Requirements; Tab 5 Technology; and Tab 6 Maintenance/Support. 5.3 RESPONSIVENESS REQUIREMENTS: The following terms, conditions, or requirements must be met by the Respondent to be considered responsive to this solicitation. Some responsiveness requirements are MANDATORY. Failure to meet these responsiveness requirements will cause rejection of a proposal. It is required that the Respondent supply: One (1) originally signed Budget Management Software Proposal, and additionally five (5) copies of the Budget Management Software Proposal for a total of six (6) proposals. The Budget Management Software Proposal should be in separately sealed package clearly marked Budget Management Software RFP ; and One (1) original of the Price Sheet, Attachment A and additionally five (5) copies of the Price Sheet, Attachment A for a total of six (6) price proposals. The Price Sheet should be in a separately sealed package clearly marked Price Proposal. Failure to return any of the following documents may result in the rejection of Respondents proposal, documents listed are posted on the Citizens Property Insurance Corporation Page 9 of 22

10 website at Attachment B - Signed Response Submittal Form, (posted on the website); Attachment C - Signed Vendor Conflict of Interest Disclosure Form, (posted on the website); Attachment G - Business/Corporate Reference for Product, (posted on the website) (three of these); Attachment H - Business/Corporate References for Support, (posted on the website) (three of these); Attachment I - Corporate Background Form, (posted on the website); and Attachment A - Price Sheet. SECTION 6 PROPOSAL CONTENTS 6.1 TAB 1 REQUIRED DOCUMENTS: The Respondent must complete and return, under Tab 1, the following documents. Documents listed as on the website are posted at Attachment B - Signed Response Submittal Form, (posted on the website); Attachment C - Signed Vendor Conflict of Interest Disclosure Form, (posted on the website); and Attachment I - Corporate Background Form, (posted on the website). 6.2 TAB 2 BUSINESS/CORPORATION QUALIFICATIONS: Attachment G Business/Corporate References for Product (Business / Corporate Reference Form), (posted on website): The Respondent is required furnish at least three (3) business/corporate references with their proposal, utilizing the form provided on the website. These references should be specifically for the product (i.e. software) proposed. In order to ensure current expertise, services described by corporate references are required to be ongoing or have been completed within the thirty-six (36) months preceding the issue date of this solicitation. All three (3) references are required to have 2+ years experience with the proposed product. The references should contain a contact person, including their phone number and address. The reference should include the type of services, service dates, the firm/agency name of the entity for which Citizens Property Insurance Corporation Page 10 of 22

11 the services were provided. The reference should include a paragraph describing where services similar in magnitude and scope to those requested in the solicitation were provided Attachment H - Corporate References for Support (Support Reference Form), (posted on website): It is required that the Respondent furnish at least three (3) support references with their proposal, utilizing the form provided on the website. These references should be specifically for ongoing support services after installation. In order to ensure current expertise, services described by support references should be ongoing or have been completed within the thirty-six (36) months preceding the issue date of this solicitation. All three (3) references should have 2+ years experience with Respondent s support system. The references should contain a contact person, including their phone number and address. The reference is required to include the type of services, service dates, the firm/agency name of the entity for which the services were provided. The reference should include a paragraph describing experiences with the Respondent s support system Firm Experience: Respondent organization is required to provide the following information about firm experience: How many years has your organization existed? List past mergers, acquisitions and reorganizations. Scope of operations, including products and services, with indication of areas of specialization. For the past 5 years, by year, provide: o Client counts; o New client counts; o New product / service additions; o Changes to management structure or executive leadership; and o Changes to geographic footprint of facilities and marketing Florida Operations: Indicate Respondent s presence and operations within the State of Florida; Indicate how long Respondent s Florida operations have been in effect; and Indicate the location and size of offices, including the identities of representatives that would be responsible for servicing Citizens Property Insurance Corporation Page 11 of 22

12 CITIZENS relationship with your organization Financial Documents: Respondent is required to provide information pertaining to your business financial integrity including: Audited financial statements for the past three (3) years for your organization and any consolidating group of which your organization may be a member, if applicable Litigation, Claims and Regulatory Action: CITIZENS will not score this section. However, the information will be used by CITIZENS in assessing Respondents responsibility and may be grounds for disqualification or rejection. Provide detailed information relating to the circumstances and status of: Any action, suit, proceeding or investigation before or by any state or federal court, agency or other authority currently pending against the Respondent that threatens the existence or current stability of the Respondent or its ability to provide any of the Component Services. During the past five years, any matter in which the Respondent, any control person, or any key personnel: (a) has been convicted, plead guilty, or plead no contest to any felony, or to misdemeanor involving dishonesty, breach of trust, or financial impropriety; (b) has had an insurance license, revoked by, or surrendered to, any insurance regulatory agency; (c) has been fined, penalized, sanctioned, or subject to any other disciplinary action by any state or federal court, agency or other authority, self-regulatory organization, or professional organization, as a result of such person or entity s activities in the business of insurance, securities, banking, investment banking, real estate, or other licensed profession. During the last five years, any litigation that Respondent, any control person, or any key personnel has initiated against CITIZENS. 6.3 TAB 3 Budget Management Software: Evaluation of this category will include verification of the budget software functionality in accordance with Section 4.2. Further evaluation will be focused on indications of the Proposed System s ease of use, flexibility, data exchange capabilities, suitability to a single-company organization and insurance-specific features. Describe how the proposed software can meet the following specifications: Citizens Property Insurance Corporation Page 12 of 22

13 6.3.1 The proposed software should offer company wide templates, that incorporate organization structure, perform calculations and incorporate company business rules Allow real-time viewing, reporting and modification of relevant data, preferably through the internet Provide a vehicle for real-time business collaboration and communication incorporating , chat, or bulletin boards Allow real-time document viewing, sharing and editing to further the collaborative work process Manage and track the budget against predetermined benchmarks Manage security, user data, approval structure and provide an audit trail to satisfy Florida s public records statute Plan and model sales and expenses in the budget Be able to exchange data with the current accounting system Provide analytical tools to assist in making better forecasts, budget analysis which lead to better-informed business decisions Manage the budget from across business units, consolidate data and enforce structural integrity View and manage detail and summary information exportable to commercial spreadsheet and word processing software Produce a variety of ad-hoc reports based upon the needs of the company or individual business units Allow for multiple budget versions for each budget year and preservation of multiple years budget data. 6.4 TAB 4 SERVICE AND PLANNING REQUIREMENTS: This category will be evaluated based upon the Respondent s demonstrated compliance with the content requirements and mandates of Section 4.3. Beyond base compliance, the committee will further evaluate the Respondent s apparent ability to combine experience and knowledge of its own methodologies and understanding of the unique nature of CITIZENS operations Fundamental Objectives: Respondent is required to demonstrate how they will accomplish the fundamental objectives as defined in section Implementation Plan Contingency Requirement: Respondent is required to demonstrate how they will accomplish the contingency plans as defined in section Required Implementation Plan Components: Proposals to this solicitation are required to include a listing and brief description of the Citizens Property Insurance Corporation Page 13 of 22

14 proposed components of the Respondent s implementation plan. At a minimum, the listed components are required to include the following: Issue tracking methodology; Issue escalation methodology; Change management methodology; Baseline project plan for implementation team, including go/no-go milestones and penalties for slippage; CITIZENS resource utilization; Core group and end-user training; and Post-implementation support Implementation Team Requirement: Except with Citizens advanced approval, approved implementation team members are required to remain engaged throughout the entire implementation (i.e., may not be replaced). Only in extraordinary circumstances will exceptions be considered. 6.5 TAB 5 TECHNOLOGY: Evaluation of this category will include focus on indications of the Proposed System s support of both CITIZENS Information Technology standards and industry standards, as well as any features that support data preservation and business continuity, ease of use, flexibility, data exchange and integration capabilities Specify the proposed licensing methodology: i.e., are seat counts based on concurrent users vs. named users; is licensing separated by module (Financials/Purchasing/Budget) or consolidated, etc. (Note: If your organization employs named user licensing, indicate the transferability of licenses for both staff and machine turnover occurrences If the Budget Management software includes a built-in report writer, indicate integration with or compliance with industry standard 3rd Party products. (i.e., portability of report definitions to Crystal, COGNOS, etc.) Provide a detailed technology architecture diagram for the Budget Management software implementation, inclusive of server, network, and storage requirements Which of the following is the underlying data structure of the proposed product compatible? Proprietary; ODBC compliant; MS SQL 2000; and Citizens Property Insurance Corporation Page 14 of 22

15 MS SQL Fault Tolerance for Application and Database Servers: describe what system features or system supported technologies provide protection from data loss. (e.g., data archive options and requirements, clustering, log shipping, etc.) Provide the standard backup/recovery requirements for the Proposed System. Is the system compatible with industry standard backup software solutions such as VERITAS, Netback and EMC Networker? Specify the system requirements for application and web servers upon which the Proposed System depends. Operation System Hardware, including number of servers, speed of processors, and memory size for database servers, application servers and desktop computers required to support the required usage patterns. WebServer App Type-IIS-Apache/Tomcat-WebSphere-Jboss- Proprietary Indicate with which web browsers and versions the budget software is compatible, if any Are components required to be installed on individual desktop clients? If so, provide a detailed list of such components Describe the process/methodology for deploying the Proposed System across the enterprise Indicate any included or optional tools or features that facilitate integrating with other systems Indicate in what fashion the Budget Management software supports data exchange with Microsoft Excel and any other 3rd party applications What third-party software is required? (e.g., Adobe Reader, Java, Java Plug-Ins,.NET, XML, ActiveX, Crystal Reports, etc.) Indicate which required products are included in the proposed price In what format does the Budget Management software offer report output? (e.g., PDF, landscape vs. portrait, CSV, XML, text, etc.) Indicate any responses that do not apply across the entire system Indicate how the Budget Management software allows or requires the use of security groups, password standards and other administrative functions. 6.6 TAB 6 MAINTENANCE/SUPPORT: These sections will be evaluated as they collectively indicate Respondent s preparedness to establish and service a Citizens Property Insurance Corporation Page 15 of 22

16 healthy relationship with CITIZENS. This includes documentation of aspects of Respondent s contracting methodologies, their capability to deliver premium support services with verifiable results, the breadth of the Respondent s product offering as it relates to the Proposed Systems Describe your support philosophy and indicate what support levels are offered for the Budget Management system (e.g., 18x7x365, 12x7x365, etc.) How is product support provided? Is it provided through off-shore support centers? During what hours are product support available? List the average length of time it takes to get a call back after the initial report of an issue? Is there internet-based support? If so, what is the response time for internet-based support? Aside from the initial response, what is the process for reporting and resolving outstanding issues? What is your proposed escalation timetable? Will the support staff address training issues (i.e., questions that begin How do I...?)? If not, who will address training issues? What is the availability of utilizing third-party certified consultants, or are proprietary consultants the only consultant s available? If both are available, what portion of your customers depends primarily on thirdparty consultants? What technical support (for setup/configuration and ongoing) is available both on-site and remote? What is the availability of Internet-based user training courses for the Proposed System? If such courses are not included in the standard annual maintenance/support fee, you should indicate their cost What is the availability of client-specific, on-site user training courses for the Proposed System? If such courses are not included in the standard annual maintenance/support fee, you should indicate their cost? 6.7 Pricing: Proposals shall include a pricing proposal (see Attachment A ) that includes the following: License Fees: End User License Fees: Indicate purchase cost of the Budget Management Software or at a minimum, the license for CITIZENS use of the software for five (5) years. Provide pricing by system and/or by module as indicated on the price sheet. The proposed licensing must support a duplicate install for CITIZENS use in a test environment. Provide pricing on Section 1 of the Citizens Property Insurance Corporation Page 16 of 22

17 Price Sheet, Attachment A. Server or Site License Fees: Indicate purchase cost of Budget Management Software or at a minimum, license for CITIZENS use of the software for five (5) years. The proposed licensing must support a duplicate install for CITIZENS use in a test environment. Provide pricing on Section 2 of the Price Sheet, Attachment A Maintenance and Support Fees: Indicate pricing for the proposed maintenance/support for five (5) years (assume 35 concurrent seats or 50 named seats), from initial Go-Live Date and maintenance which should include: 18x7x365 access to vendor s top-tier service for technical support; 12x7x365 access to vendor s top-tier services for application support; and Unlimited access to product updates. Provide pricing on Section 3A of the Price Sheet, Attachment A Post Implementation Fees: Indicate pricing for the proposed support of 40 hours of post-implementation technical and end-user support for the Budget Management software. This support is to be provided by the implementation team, with at least 10 hours on-site. Provide pricing on Section 3B of the Price Sheet, Attachment A Training Fees: Indicate pricing for training, provide rates per an 8-hour training day (on-site) and number of training days required to achieve usability of the Budget Management software without assistance. On Section 4A of the Price Sheet, Attachment A, provide a daily rate for training services Implementation Plan: Indicated pricing as an hourly rate for each comprehended resource type expected to be utilized for each of the contingency scenarios. Provide pricing for Uninterrupted (Normal) Implementation on Section 5 of the Price Sheet, Attachment A. Provide pricing for Halted & Resumed Implementation on Section 6 of the Price Sheet, Attachment A. SECTION 7 REVIEW AND EVALUATION PROCESS CITIZENS will conduct a comprehensive, fair, and impartial review and evaluation of all Proposals meeting the requirements of this solicitation. Citizens Property Insurance Corporation Page 17 of 22

18 7.1 PROPOSAL EVALUATION POINTS: For the purpose of evaluation, scoring and ranking, proposals have been divided into six (6) categories. The following reflects the maximum number of points that may be awarded by category: Tab 1 (Mandatory) Required Documents Pass / Fail Tab 2 Section 6.2 Business/Corporate Qualifications 5 Tab 3 Section 6.3 Budget Management Software 25 Tab 4 Section 6.4 Service and Planning Requirements 10 Tab 5 Section 6.5 Technology 20 Tab 6 Section 6.6 Maintenance/Support 20 Pricing Section 6.7 Pricing Sheet Attachment A 20 Total Points: 100 Points 7.2 REVIEW AND EVALUATION PROCESS: Phase 1: Review of Mandatory Responsiveness Requirements: Timely submitted Proposals will be reviewed by purchasing staff to determine if they comply with the MANDATORY responsiveness requirements listed in Section 5 of the solicitation. This will be a pass/fail review. Failure to meet any of these MANDATORY responsiveness requirements will render a proposal nonresponsive and result in rejection of the entire proposal. Further evaluation will not be performed. No points will be awarded for passing the MANDATORY responsiveness requirements Phase 2: Evaluation of RFP Proposals: Only those Proposals, which have met the MANDATORY responsiveness requirements will be considered responsive and will be delivered to the Evaluation Committee Price Evaluation: Evaluation of pricing will be based on the Price Sheet, Attachment A, provided by CITIZENS. Citizens staff will select the various pricing sheet components which best meet the needs of the organization. Attachments: The following documents are located on the Citizens Property Insurance Corporation Website ( Attachment B - Response Submittal Form Attachment C - Vendor Conflict of Interest Disclosure Form Attachment D - Standard Definitions (RFP Specific Definitions are in the RFP) Citizens Property Insurance Corporation Page 18 of 22

19 Attachment E - Procurement Rules and Information Attachment F - Contract Terms and Conditions Attachment G - Business/Corporate References for Product Attachment H - Business/Corporate References for Support Attachment I - Corporate Background Attachment J - Code of Ethics Attachment K - Standard Terms and Conditions Attachment L - CITIZENS Travel and Travel Reimbursement Policy for Non CITIZENS Employees Attachment M - Reimbursement Expense Schedule Attachment N - Information Technology Standards Policy Citizens Property Insurance Corporation Page 19 of 22

20 ATTACHMENT A PRICING SHEET- (This is posted on the Citizens website in a Word Format). FORM INSTRUCTIONS Enter your proposed pricing in the appropriate regions of this form. Make every effort to structure your proposal to match the existing line items in each section. Note: Please exclude travel expenses, which will be paid in accordance with Citizens' Travel Policy. See Section 6.9 for details. Vendor Information: Name: Address: Phone: FAX: Contact Name: Phone: Section 1: END USER LICENSE FEES Refer to Section Use the space provided below to indicate licensing fees for the proposed system. Seat counts are provided for concurrent user licensing, which is preferred. If the proposal MUST be limited to named-user licensing, use the counts indicated in the "Named Users" column as a basis for the proposed fees. Respondents should submit pricing for the entire system or by module. System Pricing (includes all modules indicated below) Concurrent Users License Fees (Per Unit) Total and/ or Named Users License Fees (Per Unit) Budget Mgmt System 35 $ $ 50 $ $ Total Section 2: SERVER OR SITE LICENSE FEES Refer to Section If the proposed licensing methodology involves license fees per server or per site, include those fees here. Users from only one of our sites will access the software, primarily, though users from up to four other sites may need to view reports. For server-based fees, assume separate web, application and database servers for both test & production environments. Citizens Property Insurance Corporation Page 20 of 22

21 Licensing Object Server-based Site-based License Fees Environment/Foundation (if applicable) $ Budget Mgmt System $ TOTAL $ Section 3: MAINTENANCE AND SUPPORT FEES 1. Maintenance/Support Fees: (Refer to Section 6.9.3) Indicate maintenance / support fees for the proposed system. Ensure that the proposed fee covers 5 years of Maintenance. Maintenance Fees (12x7x365) Fees (18x7x365) Budget Mgmt System $ $ Server-based add-on $ $ Site-based add-on $ $ TOTAL $ $ 2. Post Implementation Support Fees: (Refer to Section 6.9.4) Indicate maintenance / support fees for the proposed system. Ensure that the proposed fee covers 40 hours of support with at least 10 hours being on-site. TOTAL POST IMPLEMENTATION SUPPORT FEES $ Section 4: TRAINING COSTS Daily Training: (Refer to Section 6.9.4) Respond with rates per 8-hour training day (onsite) and training days required achieving usability of the proposed system without assistance. Daily rate for class of 15 (onsite in Participants TLH, JAX, and TPA) excluding travel per Citizens Travel Policy Budget Mgmt System 50 (15-20 per office) Day Rate Days $ $ TOTAL $ $ Extended Cost SECTION 5: UNITERRUPTED (NORMAL) IMPLEMENTATION See section Implementation Plan Contingency Requirement for a description of this implementation scenario. Qty Staff Level Hours Extended Hourly Extended Citizens Property Insurance Corporation Page 21 of 22

22 Hours Rate Cost Business Analysts (mid-level) $ $ Sr. Business Analysts $ $ (senior-level) Project Manager $ $ TOTAL $ SECTION 6: HALTED & RESUMED IMPLEMENTATION See section Implementation Plan Contingency Requirement for a description of this implementation scenario. Qty Staff Level Hours Extended Hours Hourly Rate Extended Cost Business Analysts (mid-level) $ $ Sr. Business Analysts $ $ (senior-level) Project Manager $ $ TOTAL $ SECTION 7: SUMMARY SECTION Section 1 $ Section 2 $ Section 3, Part A & B $ Section 4 $ TOTAL SECTIONS 1 THRU 4 $ COST Section 5 $ Section 6 $ Citizens Property Insurance Corporation Page 22 of 22