State of Florida Department of Financial Services Request ...

State of Florida

Department of Financial Services

Request for Proposals ("RFP")

DFS TR RFP 14/15-11

FLAIR Study Recommendation Review

Respondents are cautioned and reminded to read carefully and respond precisely and fully to all information contained on Forms PUR 1000 and PUR 1001 which, except as modified by this RFP (which constitutes Special Conditions to PUR 1000 and PUR 1001) are incorporated and are attached as the cover sheets to this Request for Proposal as well as any requirements specified in the proposal itself. Under Florida law, a Request for Proposal may not be negotiated.

CAUTION: Respondents are advised that Respondents shall submit a redacted version of the Response if Respondent considers any portion of the documents, data or records submitted in response to this solicitation to be confidential, trade secret or otherwise not subject to disclosure pursuant to Chapter 119, Florida Statutes, the Florida Constitution or other authority. This redacted copy shall be clearly titled "Redacted Copy." FAILURE TO PROVIDE A REDACTED VERSION WHEN CONFIDENTIALITY IS CLAIMED BY THE VENDOR MAY BE CAUSE FOR DETERMINATION OF NON-CONFORMANCE. FAILURE TO PROTECT A TRADE SECRET MAY CONSTITUTE A WAIVER OF ANY CLAIM OF CONFIDENTIALITY.

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TABLE OF CONTENTS

SECTION 1. INTRODUCTION .................................................................................................. 4

1.1 Purpose......................................................................................................................... 4

1.2 Solicitation Objective ..................................................................................................... 4

1.3 Term.............................................................................................................................. 6

1.4 Definitions ..................................................................................................................... 6

1.5 Special Accommodations .............................................................................................. 7

1.6 Contact Person ? Purchasing Agent.............................................................................. 7

1.7 Supporting Documentation ............................................................................................ 8

SECTION 2. RFP PROCESS ............................................................................................. 8

2.1 General Overview of the RFP Process .......................................................................... 8

2.2 Timeline of Events......................................................................................................... 8

2.3 Respondent's Conference ............................................................................................. 9

2.4 Addenda to the RFP...................................................................................................... 9

2.5 Contract Formation...................................................................................................... 10

2.6 Disclosure of Response Contents ............................................................................... 10

2.7 Withdrawal of Response.............................................................................................. 10

2.8 Diversity ...................................................................................................................... 10

2.9 Information Usage and Disbursement ......................................................................... 10

SECTION 3. RESPONSE INSTRUCTIONS...................................................................... 11

3.1 Purchasing Instructions ........................................................................................... 11

3.2 Response Instructions.............................................................................................. 11

3.3 General Conditions ................................................................................................... 11

3.4 MFMP Registration.................................................................................................... 11

3.5 Who May Respond .................................................................................................... 12

3.6 How to Submit a Response ...................................................................................... 12

3.7 Cover Letter and Qualification Questions ............................................................... 13

3.8 Contents of Technical Response ............................................................................. 14

3.9 Cost/Price Response (Separately Sealed) ................................................................ 16

3.10 Other Documentation to be Provided with the Response ...................................... 16

3.10.1Out-of State Preference Letter from Attorney ......................................................... 16

3.10.2Certifications ............................................................................................................. 16

3.11 Redacted Submissions ............................................................................................. 17

3.12 Additional Information.................................................................................................. 17

SECTION 4. SELECTION METHODOLOGY ................................................................... 17

4.1 Basis of Award .......................................................................................................... 17

DFS TR RFP 14/15-11

FLAIR Study Assessment

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4.2 Evaluation Criteria..................................................................................................... 18 4.2.1 Technical Response Evaluation Criteria.................................................................. 18 4.2.2 Cost/Price Response Evaluation.............................................................................. 19 4.3 Response Evaluation ................................................................................................ 19 4.4 Identical Evaluations of Responses......................................................................... 20 SECTION 5. Additional Solicitation Terms .................................................................... 21 5.1 Insurance ................................................................................................................... 21 5.2 Public Records .......................................................................................................... 22 5.3 Modification of Terms ............................................................................................... 25 5.4 Electronic Accessibility ............................................................................................ 25 5.5 Limitation of Liability ................................................................................................ 26 5.6 Employment Eligibility Verification.......................................................................... 26 5.7 Export Control ........................................................................................................... 26 5.8 Authorization of Business Third Parties to Access State Data.............................. 27

Attachments A ? Contract Terms B ? Statement of Work C ? Cost/Price Response D ? Client References E ? Identical Tie Response Certification F-- Opinion of Out-of-State Respondent's Attorney on Bidding Preferences G--FLAIR Study Table of Contents

DFS TR RFP 14/15-11 FLAIR Study Assessment

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SECTION 1. INTRODUCTION

1.1 Purpose Pursuant to section 287.057, Florida Statutes ("F.S."), the State of Florida Department of Financial Services ("Department" or "DFS"), through its (DFS) Division of Information Systems ("DIS"), in collaboration with the Division of Accounting and Auditing ("A&A") and the Division of Treasury ("Treasury"), seeks Responses to this Request for Proposals ("RFP") from qualified vendors ("Respondent") interested in undertaking a review of the Florida Department of Financial Services FLAIR Study, ("FLAIR Study"). The FLAIR Study recommends the replacement of the Florida Accounting Information Resource System ("FLAIR") and Cash Management System ("CMS") with a commercial-off-the-shelf enterprise resource planning system ("ERP"). The review shall consist of an independent review of the recommendations provided in the FLAIR Study as described in the Scope of Work, as defined in Attachment B to comply with proviso associated with Specific Appropriation 2340A of the 2014 General Appropriations Act, requiring DFS to contract with an independent third party consulting firm to complete this review.

Per the proviso language, the selected vendor will not be eligible to contract with the Department of Financial Services for any further contracts dealing with replacement of FLAIR and CMS.

1.2 Solicitation Objective

1.2.1 Background. Section 215.93, Florida Statutes ("F.S."), establishes the Florida Financial Management Information System ("FFMIS"). FFMIS is comprised of the accounting, budgeting, cash management, human resources and procurement subsystems. For nearly two decades, all of the FFMIS subsystems ran on legacy technology. To date, only the human resources and procurement subsystems have been modernized.

In 2002, the Legislature appropriated funding for the then Department of Banking and Finance1 to undertake a project to replace the accounting and cash management subsystems, Florida Accounting Information Resource (FLAIR) and Cash Management System ("CMS") respectively. Project Aspire, as it was called, suffered insurmountable challenges and was ultimately cancelled in 2007.

In 2010, the Department of Financial Services initiated a project to rewrite CMS. The first phase of CMS deployed in August 2013.

Thus, the FLAIR system has been performing the state's accounting and payroll functions for thirty years. Although it has been maintained and modified over the years to accommodate state and federal mandates, it is becoming increasingly unable to meet the State's changing and growing needs.

Issues and concerns with FLAIR include limited integration with the other subsystems (batch vs. transactional processing), incomplete reporting capabilities, inability to perform

1 Effective January 7, 2003, the Department of Banking and Finance and the Department of Insurance merged into the new Florida

Department of Financial Services.

DFS TR RFP 14/15-11

FLAIR Study Assessment

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offsets, inability to schedule and consolidate payments, and insufficient information to perform state-level cash forecasting.

1.2.2 FLAIR Subsystem FLAIR is a double entry, computer-based general ledger accounting system consisting of the following four components: Departmental Accounting: Maintains agencies' accounting records and is utilized at the

end of each fiscal year to prepare financial statements in accordance with generally accepted accounting principles. Central Accounting: Maintains cash basis records and is used by the Chief Financial Officer ("CFO") to ensure that expenditures are made in accordance with the legislative appropriations. Payroll Accounting: Processes the State's payroll. Information Warehouse: A reporting system that allows users to access Central Accounting information and most Departmental Accounting information in FLAIR.

Not all agencies use FLAIR exclusively for their accounting functions. Further, there are numerous specialized accounting methods and systems used by state agencies in addition to FLAIR. FLAIR is a mature subsystem, supported at the Fletcher Data Center. FLAIR is fully implemented in 35 state agencies with approximately 12,000+ individual users at 400+ accounting office sites throughout the State. The FLAIR subsystem typically processes 95+ million accounting transactions accounting for a $90+ billion budget and pays 180,000+ State personnel annually.

1.2.3 Cash Management Subsystem - CMS The Treasury receives and disburses funds, invests available balances, performs related accounting functions, cash management operations, and consultations. The Treasury operates separate systems to carry out its responsibilities of monitoring cash levels and activities in State bank accounts, for keeping detailed records of cash transactions and investments for State agencies, and paying of warrants and other payments issued by the CFO.

All of these functions are accomplished utilizing client server applications developed by DFS staff. File transfer protocol is used to exchange information between the CFO's Office, Department of Revenue, other State agencies, and business partners, i.e., financial institutions.

1.2.4 The FLAIR Study In accordance with proviso in the 2013 General Appropriations Act ("GAA"), the Department procured the services of an independent consulting firm, The North Highland Company in partnership with Grant Thornton and Thomas, Howell, Ferguson (the North Highland Team), to complete a study ("FLAIR Study") to recommend either enhancing or replacing FLAIR. The study included an assessment of implementing an Enterprise Resource Planning ("ERP") System for the State of Florida and an inventory of agency systems interfacing with FLAIR.

Based on the analysis completed in the FLAIR Study Project, the recommendation is the

State of Florida should replace FLAIR and CMS with a commercial off-the-shelf ERP

solution. This option was selected based on information collected from the market

conditions and trends and the analysis of both qualitative and quantitative factors, including:

Alignment to Goals and Objectives

DFS TR RFP 14/15-11

FLAIR Study Assessment

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