FLORIDA DEPARTMENT OF FINANCIAL SERVICES DIVISION OF REHABILITATION AND LIQUIDATION

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1 FLORIDA DEPARTMENT OF FINANCIAL SERVICES DIVISION OF REHABILITATION AND LIQUIDATION Request for Quote (RFQ) and Statement of Work For WebAR Product and Implementation Services 1. Purpose The Florida Department of Financial Services, Division of Rehabilitation and Liquidation ( DRL ) seeks to procure WebAR Collections Enterprise software as a service and associated implementation and training services. 2. Objectives At the end of this contract period, the DRL expects to achieve the following objectives: Operational implementation of WebAR Collections Enterprise with existing data migrated into the system. Users trained so that they are capable of WebAR Collections Enterprise and Ammina Virtual Agent use and administration. 3. Scope of Work The scope of work to be performed for this engagement includes the following: Provide and Implement WebAR Collections Enterprise, hosted by Interprose (including all standard components and optional components as indicated below,) and Provide WebAR Collections Enterprise training. For more detail, see the Deliverables and Acceptance Criteria section, below. 4. Deliverables and Acceptance Criteria The Vendor agrees to provide all services and deliverables pursuant to the DRL s requirements identified in this RFQ and Statement of Work. # Description Cost 1 Project Schedule Work with the Division to determine and deliver a project schedule. The duration of the implementation period should be less than 90 days, assuming Division staff availability and completion of training and migration tasks. 1

2 # Description Cost 2 Weekly Written Status Reports Includes status of tasks and activities Includes progress on deliverables Includes upcoming major tasks or activities 3 Operational implementation of WebAR Collections Enterprise, hosted by Interprose. WebAR Collections Enterprise portal activation and implementation. The implementation must accommodate 15 Named Users and provide 50 GB storage, unlimited accounts and other standard WebAR Collections Enterprise features, including: Unlimited Accounts Business Cloud Free Product Support Account Forwarding Advanced API Advanced Form Builder Advanced Job Automation Advanced Role Management Advanced SQL Reporting Advanced Visual Action Paths Client Invoicing Integrated Real-Time Payment Processing Standard Reporting Data Importer Account Bundling Spread Posting The implementation must include the following WebAR Collections Enterprise accessories: Client Access Electronic Letter Service (ELS) Form Builder SQL Report Builder Virtual Agent Collector Standard 26 Node Configuration for six (6) months of service and support (include activation and monthly fees): 2

3 # Description Cost Virtual Agent Avatar The Vendor will provide project management for completion of the Scope of Work. The Division will specify a lead contact person for implementation. Hosting will be in the same data center used by Interprose for other WebAR organizational users and with the same security and disaster recovery policy as used by Interprose for other WebAR organizational users. The vendor response should confirm that all Division data utilized by WebAR will be neither transmitted nor stored outside the United States. The implementation will include standard Interprose technical support for WebAR Collections Enterprise and the associated accessories purchased. The vendor response should indicate whether all services can be delivered remotely. The initial contract term for WebAR must not be of more than six months duration. 4 Portal Implementation Service Provide, Division-specific configuration, custom programming assistance, data conversion, work flow and reporting configuration. These services are to support, as necessary, the following: WebAR Work Flows and Action Paths Reports Data Interfaces o Import of client data (Placements, Updates, Payment, etc.) o Export of data to clients (Payment Remit, Updates, Reports, etc.) This work will be billed on an actual time and materials basis, so the Division will pay only for the work specified. This work will be authorized by one or more Statement of Work (SOW's.) The vendor response should indicate whether all services can be delivered remotely. 5 WebAR Collections Enterprise Training Sixteen (16) hours of training on WebAR Collections Enterprise The training must be administered in a live, interactive (though not necessarily on-site) format by the vendor. Specify per hour: Specify estimated number of hours: 3

4 # Description Cost The Division prefers remote/virtual training sufficient for a minimum of two locations. If this is not feasible, please indicate so in your response. 6 Ammina Virtual Assistant Training Three (3) hours of remotely-accessed or presented training on Ammina Virtual Agent. The training must be administered in a live, interactive (though not necessarily on-site) format by the vendor. The Division prefers remote/virtual training sufficient for a minimum of two locations. If this is not feasible, please indicate so in your response. 5. Project Schedule To be negotiated with the awarded vendor; however, it is DRL s desire to receive all deliverables no later than three months after contract execution. The Division reserves the right to amend the project schedule. 6. Acceptance of Work and Performance Standards All deliverables shall be submitted to the Contract Manager for review and approval ( Acceptance ). The DRL is considered to have accepted each deliverable when it has been reviewed and signed off that it meets the applicable criteria specified in this RFQ and SOW. The DRL may provide additional acceptance criteria during the contract period to be used for the deliverables. Failure to accept a deliverable within twenty (20) days means automatic nonacceptance by the DRL unless stated otherwise by the Contract Manager in writing. 7. Quote Components and Vendor Evaluation For each quote submitted, the following components are required. Evaluation of quotes will be based in large measure on these items. a. Describe the methodology and approach that you would employ for this project. b. Provide an implementation plan. c. Provide a training plan. d. Provide pricing where specified in Section 4, Deliverables and Acceptance Criteria, as well as for any costs not specifically requested. e. Provide s for any per-transaction fees and payment providers (ACH, Credit Card, Virtual Agent, etc.) f. Provide specification of the application and data hosting facilities, the systems and network security framework and policies, the system backup and retention procedures, encryption standards for data in transit and at rest, and the disaster recovery plan/policy. g. Provide a detailed staffing matrix, to include resource assignments listing name(s), experience, and resume(s). 4

5 h. Provide at least two references of clients for whom you have provided implementation services similar to the ones desired by the Division. i. Provide copies of all agreements proposed to complete the Statement of Work. This would include, but not necessarily be limited to agreements often titled as Services Agreement and/or Master Services Agreement(s), Maintenance and Technical Support Agreement, etc. 8. Submission of Quote and Procurement Timeline Step 1 RFQ Published The Division will publish the RFQ to vendors on October 12, Step 2 Opportunity to Pose Questions to the Division Vendors may submit questions and requests for clarification via to Steve Hornback, at Steve.Hornback@myfloridacfo.com, no later than 5:00 PM ET, October 16, Step 3 Provide Answers to Vendor Questions The Division will respond to vendor questions in writing by 5:00 PM ET on October 30, Step 4 Deadline for Quote Submission To submit a quote, send the quote via to Steve Hornback at Steve.Hornback@myfloridacfo.com, no later than 5:00 PM ET on November 6, Submit your quote in PDF format by . The file size must be less than 10 megabytes in order to be received by our system. The DRL assumes no responsibility for missing or delayed quotes. Step 5 Interview Conference Calls Vendors should plan to be available for an interview via conference call during the two week period following the quote submission deadline. Estimated completion date: 11/20/2015. Step 6 Division Recommendation The Division will compare the quotes and evaluate the supporting information provided by each vendor. The Division will determine whether a quote adequately meets the Division s needs. The Division has no obligation to procure. The Division s decision will be communicated by . Estimated completion date: 12/9/2015. Procurement Timeline Summary Date and Time Step/Event 10/12/2015 Step 1 RFQ Published 5

6 10/16/2015, by 5:00 PM ET Step 2 Opportunity to Pose Questions to the Division 10/30/2015, by 5:00 PM ET Step 3 Provide Answers to Vendor Questions 11/6/2015, by 5:00 PM ET Step 4 Deadline for RFQ Response Estimated completion by 11/20/2015 Step 5 Interview Conference Calls Estimated completion by 12/9/2015 Step 6 Division Recommendation Note: The Division reserves the right to reissue a modified version of this RFQ, or to amend, at any time, any part of this RFQ and to change any of the scheduled or estimated dates, including the submission due dates stated in this Timeline. If you have questions, please contact Rich Mariner at Rich.Mariner@myfloridacfo.com or at Contract Manager Jimmy Glisson Director of Asset Recovery Services Department of Financial Services, Division of Rehabilitation and Liquidation 2020 Capital Circle SE, Suite 310 Tallahassee, Florida (office) jimmy.glisson@myfloridacfo.com 6