AMENDMENT #1

STATE PURCHASING DIVISION OF THE

GENERAL SERVICES DEPARTMENT AND

NEW MEXICO ENVIRONMENT DEPARTMENT

REQUEST FOR PROPOSALS (RFP)

Integrated Electronic Data Management and

Inspection System

RFP# 50-667-15-25055

Due Date: May 7, 2015 at 3:00 pm MDT

Request for Proposal Number 50-667-15-25055 amended as described herein: CHANGES ON PAGE 7, 30, 74, 75 From: Proposal due date April 29, 2015 To: Proposal due date May 7, 2015-See amended sequence of events below

Action Responsible Party Due Dates Sample Time Frames

1. Issue RFP SPD 4/9/15 2. Distribution List Agency 4/14/15 3. Pre-Proposal

Conference Agency 4/14/15

4. Deadline to submit Questions

Potential Offerors 4/17/15

5. Response to Written Questions

Procurement Manager

4/22/15

6. Submission of Proposal

Potential Offerors 5/07/15

7. Proposal Evaluation Evaluation Committee

5/8/15 – 05/14/15

8. Selection of Finalists Evaluation Committee

5/15/15

9. Best and Final Offers Finalist Offerors 5/21/15 10. Presentation(s) Finalist Offerors 5/18/15 -5/21/15 11. Finalize Contractual

Agreements Agency/Finalist Offerors

5/22/15 – 5/29/15

12. Contract Awards Agency/ Finalist Offerors

6/05/15

13. Protest Deadline SPD +15 days

CHANGES ON PAGE 32, 36 Section IV.C.1 Cost and Section V.B.7 From: 400 as the multiplier in the cost evaluation formula. To: 300 is the NEW multiplier in the cost evaluation formula. CHANGES ON PAGE 29 Section IV.B.2 Organizational References From: Offerors shall provide a minimum of three (3) references from similar projects performed for private, state or large local government clients within the last three years. Offerors are required to submit APPENDIX F, Organization Reference Questionnaire, to the business references they list. The business references must submit the Reference Form directly to the designee described in Sec I Paragraph D. To: Offerors should provide a minimum of three (3) references from similar projects performed for private, state or large local government clients within the last three years. Offerors are required to submit APPENDIX F, Organization Reference Questionnaire, to the business references they list. The business references must submit the Reference Form directly to the designee described in Sec I Paragraph D. CHANGES ON PAGE 23 Section IV.A Detailed Scope of Work From: The following scope of work encompasses both mandatory and desirable specifications as outlined in Parts B (4) and (5) of this section. To:

The following scope of work encompasses both mandatory and desirable specifications as outlined in Parts B (5) and (6) of this section. CHANGES ON PAGE 24 Section IV.A. Detailed Scope of Work 1) n) d. From: Item “d.” is blank To: Remove blank item “d.” and end list at “c.” CHANGES ON PAGE 82-92 Appendix H From: The headers identifying “Solution Requirements-Part I” and “Solution Requirements-Part II” were inadvertently omitted. Page 82: Page 92:

To: The headers and instructions explaining the options for each item were added.

Please see attachments for new Appendix H.

Page 82: Page 92: CHANGES ON PAGE 36 Section V.B.7 From: To: Added the clarifying statement that cost proposals will be evaluated in two (2) separate categories. See “***” in the formula below.

Solution Desirables-Part II

CHANGES ON PAGE 32 Section IV.C .1 From:

C. BUSINESS SPECIFICATIONS

1. Cost Offerors must complete the Cost Response Form in APPENDIX D. Cost will be measured by:

1. Initial setup and deployment (Setup) fee, 2. Annual hosting, maintenance, and support fee, and 3. Hourly rate for system changes required by EHB following initial

deployment To:

C. BUSINESS SPECIFICATIONS

1. Cost Offerors must complete the Cost Response Form in APPENDIX D. Cost will be measured by:

1. Initial setup and deployment (Setup) fee, 2. Annual hosting, maintenance, and support fee, and 3. Hourly rate for system changes required by EHB following initial

deployment. The “hourly rate” portion must be inclusive of all costs, labor, materials and fees required to perform the services outlined in the Scope of Work.

CHANGES ON PAGE 14 Section II.C.28 – Insurance Information weblink From: http://www.insurenewmexico.state.nm.us/ To: http://www.nmhix.com/

Continued CHANGES ON PAGE 71 APPENDIX D From:

Continued To: A section was added to Appendix D to allow Offerors to indicate their hosting method.

Please see attachments for new Appendix D.

AMENDED APPENDIX D

COST RESPONSE FORM All responses MUST use the format provided

The contract resulting from this RFP shall be in any increment of time in the agency’s discretion, not to exceed a maximum of four years, except for annual support†. The annual support portion† of the contract will survive the initial four year contract term, and may be extended four additional years for a total period not to exceed eight years. Offerors must provide a cost for the initial Setup and a yearly cost for the annual support hosting, maintenance, and support component. In addition, Offerors must provide a firm hourly rate for system changes required by EHB after the initial deployment The firm hourly rate for system changes required by EHB after initial deployment must be inclusive of all costs, labor, materials and fees required to perform the services outlined in the Scope of Work and not include state gross receipts tax or local taxes. Taxes will be included as part of the awarded procuring agency contract(s) but should not be included in the base maximum hourly rate proposed. The final contract will be limited by the cost proposed in the RFP submission and the final contract cannot exceed the cost therein. OFFEROR:____________________________________________________________

Initial Year 1 Year 2 Year 3 Year 4 Year 5 Year 6 Year 7 Year 8 Initial Setup and Deployment Fee

Annual Support Fee†

Maximum Hourly Change Order Fee

Optional Pricing Models (optional – not included in cost evaluation)

Value-Added Services

Optional Support Plan(s)

Offerors should submit any optional value-added services or optional support plans. (Include additional rows/columns as necessary to include all available options)

Please indicate hosting method: Offeror: _________________ Offeror Representative (cloud-based): __________________ † “Annual Support” refers to all costs associated with maintenance, support, and hosting of the solution on an annual basis, including all of the requirements for each as outlined in the Detailed Scope of Work.

AMENDED APPENDIX H

SOLUTION REQUIREMENTS AND DESIRABLES

“Compliant” means an Offeror is able to meet a requirement or desirable as stated, whether through a product of service provided directly by the Offeror or by the Offeror’s Representative (third-party). “Non-Compliant” means an Offeror is not able to meet a requirement of desirable, whether directly by the Offeror or by the Offeror’s Representative (third-party). “Compliant via Alternative Method” means an Offeror is able to meet a requirement or desirable using an alternative solution that differs from the requirement or desirable as stated. Do not enter any information in the “Points Available” column. Solution Requirements-Part I

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1. Database 65 Be independently hosted by Offeror or Offeror’s representative

Include storage capacity to meet EHB needs for both legacy and future data with capability for unlimited record expansion

Allow for customizable data fields to meet the needs of EHB’s Programs

Be user permissions-based to allow customization by EHB Have a search function that will query all available data fields

Automatically generate permit numbers for all programs

Contain an employee profile component to track employee data such as certifications and trainings

Contain a customer complaints component to track general and foodborne illness complaints

Be platforms-agnostic (e.g. web-based) or compatible with Windows 7/8/8.1/8/10 operating system.

Web-based solutions must be compatible with IE9+, Firefox and Chrome.

Offer compatibility with Android and iOS operating systems

Be accessible online or offline Contain integration capabilities with third party API for online payment transactions

Have a document storage component for internal EHB forms/policies/guidance’s

Offeror’s solution must be fully accessible and operational for users 24 × 7, excluding planned outages, maintenance windows and unavoidable events. Maintenance windows are used only when needed. Notification of planned outages must be provided at least 24 hours in advance.

Backup and Recovery Automated, scheduled data backup Daily incremental backups of all agency data Periodic full backups of all agency data to be approved by NMEDIT

Offsite / archival backups for disaster recovery purposes Conditioned, failover and redundant power supply Staffed physical security 24X7 Surveillance cameras at all visitor access points Biometric or other secure means of access control at all

access points Fire suppression system Climate control Data recovery services to address scenarios in which data has been lost or corrupted

Data export services to allow migration of all agency data Security and Privacy Restrict access to authorized users via accepted industry security practices

Provide role-based security to allow for varying degrees of user application access

Encrypt all data transmissions that traverse beyond the agency network (e.g. https protocol for internet traffic)

Comply with any additional security constraints deemed necessary by the New Mexico Department of Information Technology as specified in the Information Security Policy

Comply with the New Mexico Department of Information Technology’s Mobile Device Security And Usage Policy, if applicable to the solution

Offeror may not share, distribute or utilize agency data in any way not previously agreed to by formal agreement between Offeror and Agency.

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2. Workflow 15 Be capable of being tailored to match the EHB business processes

Provide the following workflows: Permit application processing for Approval Permit application processing for Denial

Permit application processing for Further information (identifying specifics)

Food Program Pre-opening Opening Operational Annual Follow-up Corrective Action Response Required Complaint/Investigation

Liquid Waste Program

New Construction Modification Pre-construction Final Follow-up Registration Pool Program Construction Opening

Follow-up Annual Complaint/Investigation QA screening of Advanced Treatment System information entered by the public before final placement in the system’s file (See Part 6.3 below)

Fee invoicing & payment processing (See part 3 below) Agency press releases

Staff actions required, notifications & reminders Consumer Complaint Tracking

General complaints Foodborne illness complaints Staff assignment Traceable actions/progress Electronic reporting back to complainant The Offeror’s solution shall automate client correspondence via document templates

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Compliant via Alternative Method

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3. Inspections 65 Online and Offline inspection data entry Online and Offline access to facility “master file” and previous inspection data (minimum 2 years)

Offline inspection report generation and printing Automated email of inspection form to establishment operator or EHB office secretary upon inspection completion

Unlimited file and photo attachments “FDA Style” Inspection forms for each Program (In, Out, N/A, No)

Routine Follow-up/CA response Temporary Processor Liquid Waste (LW) Program

Swimming Pool Program Auto population of facility information into inspection forms via internal processes designated by Offeror and/or QR code scan

Integration of inspection forms into appropriate workflows Track and link high-risk violations and corrections across multiple inspections for each high-risk Food Program violation. Options shall include:

Corrected On-Site Follow-up Required CA Response Required

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4. Invoicing and Permitting 20 Batch/bulk automated invoicing, late fee assessment, and emailing

Accounts receivable Payment assessment Aged reporting Receipt and permit generation Online permit application and processing, payment processing, and receipt and permit generation

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5. Reporting 25

Customizable reports which are filterable by program, district, field office, city, geographical area, and/or inspector and be exportable in Microsoft Excel format.

Minimum Report Capability Must Include: Ad hoc report generation from all available data fields Facility list, available in list and map format Permits issued to include: LW Program Permits to construct Permits to operate Food Program Annual permits Temporary permits Processor permits Pool Program Pools Spas Hot springs Inspections Due, available in list and map format, including upcoming and past due

Inspections completed (and missed/not completed) Violation analysis Variances issued, including expiration dates for Food Program

Advanced Treatment System monitoring, to include data fields specified by NMED

Deposit Summary Fee reconciliation report Construction list

Performance Measure Reports, to include: Food inspections completed Food inspections tracking of high risk violation corrections

Liquid Waste inspections completed (NMED and External) Liquid Waste permits to operate granted Pools Inspections completed Complaint Summary Reports (including foodborne illness complaint tracking)

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6. Online Public Information/Reporting Access 15 Restaurant and swimming pool inspection results Establishment name Location (city) Proximity (utilizing location services of mobile devices) Permit number Quick Response (QR) code Approved liquid waste operating permits Consumer complaint and foodborne illness reporting List of approved LW Program products/services, including: Tanks Advanced Treatment Systems (ATS) Drain field products Tank installers ATS installers Maintenance Service Providers (MSPs) Portal to allow for public entry of Advanced Treatment

System monitoring results Analysis report of public use of the “Online Public Information/Reporting Access” functions

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7. Data Output 5 Ability to make all blank and completed forms, permits, and correspondence printable

QR code generation that is printable (permits and/or stickers) and linkable to facilities as determined by EHB

Automated attachment of training materials to inspection reports based upon violations recorded during inspection

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8. GIS Data 10 Store inspection GPS data Allow searching of data by selected geographic information The Offeror’s solution must output data to list or map

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9. Data Input 40 The Offeror’s solution must allow: Import and incorporation of existing EHB Database data

Scanning and importation of current hardcopy information Direct photo importation from inspection device Offeror’s solution must allow QR code input QR scanning code to initiate inspection QR code scanning to access facility details (inspection forms)

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10. Support 40 The Offeror’s solution must provide: All applications necessary to utilize the system as outlined throughout this RFP

System maintenance services, technical support and customer service

Customer service / user assistance availability during peak EHB operating hours (8am-5pm MST)

Interactive issue/bug tracking system First and second level diagnostics A Project Manager (PM) assigned by the Offeror to work with EHB’s PM and possible Independent Verification &Validation (IV&V) representative to be designated by EHB (IV&V will be dependent upon total contract cost)

System testing and issue resolution meeting during initial deployment and after system upgrades/changes

EHB staff training during initial deployment and after system upgrades/changes

Capability to allow changes to the initial configuration as determined necessary by EHB (examples include: changing

inspection forms or updating regulations) Solution Desirable-Part II

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1. Database 5 Offer compatibility with Android and iOS operating systems

3. Inspections 10 Offline inspection report generation and printing

6. Online Public Information/Reporting Access 25 Proximity (utilizing vocation services of mobile devices) Quick response (QR) code

7. Data Output 30 QR Code generation that is printable (permits and/or stickers) and linkable to facilities as determined by EHB

Automated attachment of training materials to inspection reports based upon violations recorded during inspection

9. Data Input 30 QR code input QR scanning code to initiate inspection QR code scanning to access facility details (inspection forms)