FLORIDA DEPARTMENT OF LAW ENFORCEMENT

Transcription

1 FLORIDA DEPARTMENT OF LAW ENFORCEMENT REQUEST FOR INFORMATION (RFI) 1729 FOR Grant Management System Replacement April 4, 2017 Page 1 of 10

2 I. INTRODUCTION The Florida Department of Law Enforcement (FDLE), the Office of Criminal Justice Grants, is requesting information regarding law enforcement grants management systems. II. PURPOSE OF AN RFI Pursuant to Rule 60A-1.042, Florida Administrative Code (F.A.C.), an agency may request information by issuing a written Request for Information. Agencies may use an RFI in circumstances including, but not limited to, determining whether or not to competitively procure a commodity or contractual services, determining what solicitation process to use for a particular need, or researching general, special, and/or technical specifications for a solicitation. A Vendor s response to an RFI is not an offer and the agency may not use the Vendor s submission to justify a contract with that Vendor. There will be no award of a contract through the RFI process. Vendors submitting a response to an agency s RFI are not prohibited from responding to any related subsequent solicitation. III. BACKGROUND FDLE is a state level law enforcement agency with a mission to promote public safety and strengthen domestic security by providing services in partnership with local, state, and federal criminal justice agencies to prevent, investigate, and solve crimes while protecting Florida's citizens and visitors. FDLE is organized into five divisions and led by a Commissioner who is appointed by the Governor and Cabinet. Within FDLE s Business Support Division, the Office of Criminal Justice Grants (OCJG) is designated as the State Administering Agency (SAA), responsible for the administration of federal pass-through grant programs awarded to Florida from the U.S. Department of Justice for state and local criminal justice initiatives. OCJG administers approximately subgrants, and $20 million annually through federal programs such as the Edward Byrne Memorial Justice Assistance Grant (JAG) Program, National Criminal History Improvement Program (NCHIP), NICS Act Record Improvement Program (NARIP), Residential Substance Abuse Treatment (RSAT) Program and the Bulletproof Vest Program (BVP). Additional information about FDLE can be found on the agency s website. IV. STATEMENT OF NEED AND TECHNICAL INFORMATION A. General Description The information obtained from responses to this RFI will be used to support FDLE s request for funding to complete this effort. The primary purpose of this RFI is to obtain information from qualified vendors that will assist the agency in the following: Page 2 of 10

3 Enable staff involved in grants management to perform their tasks using a single comprehensive system. Address the needs of grant applicants, project managers, grant administrators financial staff and auditors. B. Current Systems FDLE s Office of Criminal Justice Grants (OCJG) uses the Subgrant Information Management ON-line (SIMON) system to manage the criminal justice grant programs. SIMON is a custom system that was developed and is maintained by in-house information technology staff. Today, there are more than 7,200 users of the system throughout the State of Florida. The FDLE is seeking information about commercially available grant management products that may, in the future, replace the SIMON system. C. Services and Functional and Non-Functional Requirements The information in this section describes FDLE s specifications and requirements for a grants management system. Vendors should provide a response describing how their system will assist the OCJG achieve the Grants Management System Requirements as detailed in this section. 1. The RFI response should include a product that will meet the following specifications listed below: Access through an Internet web browser Life cycle grant management for prime and subgrant awards from application to close-out Manage recipient and subrecipient agency and personnel information Online submission of subgrant applications Online award of subgrants Manage amendments Financial and budget management Process financial requests and reports Use electronic signatures Task management capabilities Manage correspondence Monitoring and auditing functions Manage reconciliation and close-out activities Page 3 of 10

4 Provide standard and ad-hoc reporting See Attachment A for a more complete list of business processes and requirements. This attachment must be completed and returned with your RFI response. D. Vendor Qualifications Provide a brief description of vendor qualifications, including: How long the company has been doing work related to grant management Types of federal grant programs or federal pass-through grant programs managed with the product (i.e. foundation/non-profit, US DOT, US HHS, US DOE, US DOJ, DHS/FEMA, etc.) Successful operation and support of a grant management system for more than one year in an environment with approximately 7200 users Successful operation and support for multiple pass-through grant programs Ability to manage and collect data to comply with federal transparency and reporting requirements Retain staff working on similar projects who currently maintain active State and/or Federal background clearances Vendors who have only implemented their systems within a single county or municipality or who lack experience with systems within the US should not respond to this RFI. V. RESPONSE INSTRUCTIONS AND FORMAT Please submit one electronic copy, via , to the Procurement Officer noted in Section XI below no later than the time and date noted in the Section VII., Timeline. Responses must reference the RFI No.: FDLE RFI 1729 in the subject line of the response submission. The Vendor shall organize their response submittal contents as follows: Tab 1 Introduction Tab 2 Requested Information and Responses Tab 3 Sample Pricing Information Tab 4 Additional Information In response to this RFI, and addressing the items identified in the Statement of Need and Technical Information Section, please provide the following information: Page 4 of 10

5 TAB 1 Introduction Provide a cover letter, the Vendor s primary point of contact and contact information (name, title, address, telephone number(s), fax number and an address) TAB 2 Requested Information and Responses (Please reprint each request with your response) The FDLE s intent is to identify potential vendors that can fulfill the functional requirements listed in Section IV and Attachment A. Vendors should address all of the System Requirements, Codes and Standards, and Vendor Qualifications identified in this RFI. TAB 3 Sample Pricing Information PLEASE DO NOT PROVIDE A SPECIFIC PRICE QUOTE. To preserve your ability to bid on a future procurement related to this RFI it is important to provide general pricing information only (i.e., competitive ranges and variables impacting price; not a specific price quote.) TAB 4 Additional Information Provide additional information Vendor believes will be helpful in evaluating whether and how to contract with an exceptional service provider. VI. PROCESS Responses to this RFI will be reviewed by the FDLE for informational purposes only. A Vendor s response to this RFI is not an offer and FDLE will not use the Vendor s submission to justify a contract with that Vendor without otherwise complying with Chapter 287, F.S., and Chapter 60A-1, F.A.C. The office of Criminal Justice Grants is requesting information, and will review the responses received from this RFI, for purposes including, but not limited to, determining whether or not to competitively procure a solution, determining what solicitation process to use for a particular need, or researching general, special, and/or technical specifications for a solicitation. FDLE may hold information exchange meetings with selected vendors to discuss their proposed solutions. These meetings may include demonstrations of the product(s) described in the responses. Page 5 of 10

6 VII. TIMELINE Listed below are important dates/times on which actions must be taken or completed. If the FDLE finds it necessary to update any of the dates/times noted, it will be accomplished by an Addendum to the RFI. All times listed below are local time in Tallahassee, Florida. DATE TIME ACTION April 5, :00 PM ET RFI posted on Vendor Bid System (VBS) April 14, :00 PM ET Vendor Questions Due, by 5:00PM ET April 21, :00 PM ET FDLE Posts Reponses to Questions May 5, :00 PM ET Vendor Responses Due June 5-9, 2017 TBD Information Exchange Meetings VII. RFI QUESTIONS AND CONTACT WITH THE STATE Questions regarding this RFI must be submitted in writing to the Procurement Officer identified in Section XI by the date and time specified in the Timeline or as amended by the FDLE. Questions may be submitted via . Questions will not be answered via telephone. The FDLE will post answers to questions received on the Vendor Bid System by the close of business on the date stated in the Timeline. Please direct any questions or issues regarding this RFI to the Procurement Officer identified herein. The FDLE will post any amendments to the RFI on the Florida Vendor Bid System at: Each Respondent is responsible for monitoring the VBS for new or changing information. IX. VENDOR COSTS Vendors are responsible for all costs associated with the preparation, submission, and any potential meeting to discuss this RFI. The State of Florida, Department of Law Enforcement, or the Office of Criminal Justice Grants will not be responsible for any vendor-related costs associated with responding to this request. X. CONFIDENTIAL, PROPRIETARY OR TRADE SECRET MATERIAL The FDLE takes its public records responsibilities as provided under Chapter 119, Florida Statutes and Article I, Section 24 of the Florida Constitution, very seriously. If Page 6 of 10

7 Vendor considers any portion of the documents, data or records submitted in response to this RFI to be confidential, trade secret or otherwise not subject to disclosure pursuant to chapter 119, Florida Statutes, the Florida Constitution or other authority, Vendor must also simultaneously provide the FDLE with a separate redacted copy of its RFI, via , and briefly describe in writing the grounds for claiming exemption from the public records law, including the specific statutory citation for such exemption. This redacted copy shall contain the FDLE s RFI name, number, and the name of the Vendor on the cover, and shall be clearly titled Redacted Copy. The Redacted Copy shall be provided to the FDLE at the same time Vendor submits its response to the RFI and must only exclude or obliterate those exact portions which are claimed confidential, proprietary, or trade secret. The Vendor shall be responsible for defending its determination that the redacted portions of its RFI response are confidential, trade secret or otherwise not subject to disclosure. Further, Vendor shall protect, defend, and indemnify the FDLE for any and all claims arising from or relating to Vendor determination that the redacted portions of its RFI response are confidential, proprietary, trade secret or otherwise not subject to disclosure. If Vendor fails to submit a Redacted Copy with its response, the FDLE is authorized to produce the entire documents, data or records submitted by Vendor in answer to a public records request for these records. XI. PROCUREMENT OFFICER Dawna Johnson Office of General Services/Purchasing 2331 Phillips Road Tallahassee, Florida Telephone No.: (850) Fax No.: (850) FDLEOGSCONTRACTS@fdle.state.fl.us This contact person is the only authorized individual to respond to RFI comments and questions. Page 7 of 10

8 ATTACHMENT A Functional Requirements 1 Prime Grants 1.1 Create new prime grant programs 1.2 Create prime grant awards within prime grant programs Included in Base Product Requires Custom Enhancement Manage budgets by prime award, fiscal year, county/region, and budget category Track expenditures by prime award, fiscal year, county/region, and budget category Define user role access independently for each prime grant award and subawards under that prime award 1.6 Associate subaward applications with fiscal years 1.7 Track cash on hand for prime awards 1.8 FDLE administrators customize reporting requirements and deadlines for subaward cycles 1.9 FDLE administrators customize data collection for subawards 2. Subgrant Applications and Awards 2.1 Receive applications and associated forms under specified prime awards 2.2 Route applications for review 2.3 Generate FDLE customizable subgrant contract documents 2.4 Manage subgrant budget by category 2.5 Manage detailed budget information related to award, allocation, expenditures, and cost item reporting. 2.6 Track expenditures and balances against subgrant budget Track cash on hand for subawards, according to approved financial reports, cash advances, and refunds Link expenditures to prime award for tracking, budgeting and federal financial reporting Manage budgeting, reporting, expenditure tracking and closeout of program income associated with a subgrant 2.10 Receive financial reports required for payments Internal routing, review, and approval of financial reports for payment to subgrantee Process refund requests, including external submission, routing, internal review, and approval Performance reporting, including external submission of reports, routing, internal review, and approval Track expenditures, cash advances and refunds against budget and balance for subgrant Page 8 of 10

9 Functional Requirements Track encumbered, obligated, budgeted, expended and disbursed funds for subgrants Manage subgrant amendments or modifications, including external submission, internal review, routing and approval Included in Base Product Requires Custom Enhancement 2.17 Support subgrant risk assessments 2.18 Support subgrant monitoring 2.19 FDLE administrators customize monitoring requirements and reports 2.20 Manage subgrant close-out activities, including financial reconciliation, subgrant close-out, submission, routing, internal review, and approval 2.21 Manage subrecipient compliance with single audits and track compliance 3. User Accounts and Permissions 3.1 Integrate with FDLE s identity management system 3.2 Differentiate between internal and external users Create and manage user roles, and associated permissions, for both internal and external users Manage permissions for user roles independent for each different prime grant award environments and between separate subawards 3.5 Control access to sections of the system according to those permissions 3.6 Manage associations between individual users and organizations 3.7 Associate users with more than one organization in different capacities if necessary 3.8 Configure system generated and customizable s to users 3.9 Mass s to specific types of users by organization, by user role, by prime award or program, and by all users 3.10 Set automated reminder s with user-configurable conditions and dates 3.11 Generate message when a request is approved, when a request is rejected, and when a request is returned to a user for changes 4. Task Management 4.1 Provide a dashboard for FDLE grant managers and administrators that is used to configure tasks and routing 4.2 Tasks can be assigned to specific users 4.3 Users can manage, sort and route tasks 4.4 Internal users can return transactions to external users 4.5 Internal users can create reminders associated with specific tasks 5. Manage External Tasks Page 9 of 10

10 Functional Requirements 5.1 Provide external users lists of upcoming due dates 5.2 Provide external users with status reports for their subgrants 6. Security and Audits Comply with requirements for data security (system will contain law enforcement exempt information; system will not contain CJI data) Comply with U.S. Department of Justice, Office of Justice Programs recipient and subrecipient grant management and reporting requirements FDLE administrators can customize error messages and error message descriptions Support document upload from internal and external users that are managed and correspond to individual subgrants FDLE administrators can configure and customize prime grant programs annually FDLE administrators can configure access to and customize subgrant application requirements for each prime grant program FDLE administrators can customize application, subaward and notification letter templates for each grant program each fiscal year Restrict access to specific areas of the application based on system function, roles or permissions 6.9 Organization account management for recipients / subrecipients 6.10 Individual user account management for recipients / subrecipients 6.11 Assign roles/permissions to users that allows for a single user to have unique role on each subgrant assigned 6.12 Multiple authorized users can access contracts / subgrants simultaneously 7. Communication with External Systems Florida Department of Financial Services, Florida Accountability Contract Tracking Systems (FACTS) - Batch grant/subgrant data for input into State 7.1 transparency system (FACTS) hosted by another agency, allowing for public records exemption on a data field or whole contract level FACTS - Batch grant/subgrant document image files for input into State 7.2 transparency system (FACTS) hosted by another agency, allowing for public records exemption Florida Accounting Information Resource (FLAIR) System - Integrate with the state accounting system (FLAIR) for encumbering funds, processing payments 7.3 and processing refunds for subgrants, and then populate subgrants with financial transaction data for reconciliation 8. Reporting Design and run ad hoc reports for all data in the system, sortable by userdefined data elements 8.1 Aggregate programmatic performance data for manual or batch upload for 8.2 Federal reporting (FFATA, PMT) Included in Base Product Requires Custom Enhancement Page 10 of 10