PA Fish

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PA Fish Boat and Game Automated Sportsperson
License Service (ASLS)Pre-proposal Conference
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Agenda

• Welcome and Introductions
• Project Background
• Critical Points in the RFP
• Potential Problem Areas
• Questions

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Project Background

• This is a joint effort between the PFBC and PGC
• The Commissions are currently using a paper-based
  license system
• The ASLS will modernize the license sales process
  
• Implementation of the new ASLS
• Operations and Management of the Service

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Project Background
PFBC and PGC are separate entities

• License sales revenues are the primary source of
  funding for both Commissions
• The successful implementation and operation of
  this program are critically important to the
  Commissions
• We need a system that will work
• We need a service that will deliver reliable
  results to our customers
• Service Level Agreement

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Project Background
PFBC and PGC Processes

• Separate management teams, products, licenses,
  business rules, reports, and billing for each
  Agency
• Common agents, customers, licensing processes,
  law enforcement needs, accounting functionality
• ASLS Task create a system that takes advantages
  of common processes while allowing for the
  individual needs of each Commission

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Project Background
Challenges that the ASLS will address

• The commissions need a customer database that
  will allow for better customer relationship
  management
• Need to provide better security for customers
  private information (e.g. SSN)
• Streamline the Agent accounting process
• Allow the Commissions to respond to change more
  quickly

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Critical Points in the RFP

• Disadvantaged Business Information.
• Questions about the disadvantaged business
  program may be directed to the Department of
  General Services using the contact information in
  Section I-3 of the RFP
• DGS cannot answer questions related to the RFP

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Estimated Project Timeline
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IVV Vendor
The IVV vendor is Computer Aid, Inc. (CAI)

• CAI and the Commissions worked in conjunction to
  release this RFP
• The IVV vendor and its subcontractors are
  prohibited from bidding
• Responsible for tasks listed in section I-24
• Primary responsibility is Quality Assurance and
  Audit of works produced by the ASLS vendor
• Will assist the Commissions as needed throughout
  the project
• Full-time staff dedicated to the project
• Participate in RFP development and evaluation
• Both the IVV vendor and the ASLS vendor will
  report directly to the Commissions project
  management team

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Offerors should propose their best solution

• Offerors should rely on their experiences to
  propose the most appropriate solutions, e.g.
• Offerors must propose the appropriate quantities
  of equipment to service the number of agents and
  transactions indicated in Appendix F
• Offerors must propose appropriate solutions to
  accommodate the repair/replacement SLA
• Offerors must propose the best technical solution
  to insure system availability
• Offerors may propose additional training methods
  and an appropriate number of regional classes

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Full Configuration and Partial Configuration

• Configuration Defined
• Full Complete agent installation is needed
• Partial Partial install usually for mass
  merchandisers
• Need to accommodate requirements of sales agents
• Most of our large retail chains have expressed
  interest in running the ASLS within their
  existing POS hardware
• We cannot specify how many retailers will use
  this method
• Bidders should rely on their experience working
  with agents on other projects

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Agent Consolidation
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Items that are subject to transaction fees
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Items that are not subject to transaction fees
Notes Returned Items refer to paper licenses
that were not sold and are irrelevant to
ASLS Future donations are also not subject to
transaction fees
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Additional Components

• Additional Components
• Internet Sales
• Driver License Scanning
• ASLS License Barcode Scanner
• Customer Keypad
• Annual changes to license stock
• Reduced ASLS reporting
• Agent Applications
• Pennsylvania Harvest Reporting
• Reduced Help Desk Support
• Group Sales
• Boat Renewals

• Offerors must propose all items
• List Additional Components cost in Appendix E
  Pricing Worksheet, Section B
• The Commissions expect to add or remove some of
  these items during negotiations
• Price may go up or down for each item, depending
  on the Offerors solution
• All of these are items that the Commissions
  desire, but would like to see the cost
  implication

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License Stock

• Commissions will share the same basic license
  stock
• Licenses must be printed on separate documents
• License stock must
• Contain removable sections for carcass tags and
  antlerless deer applications
• Should have a pre-punched hole for attaching the
  carcass tag
• Have the ability to be attached to the carcass
• The additional cost of changing license stock
  color will be evaluated
• License stock will change once per calendar year

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Internet Sales

• Option 1 Propose Offerors Internet Sales
  component
• This is the preferred option
• It will result in one seamless sales process
  across all sales channels
• Option 2 Integrate with the Outdoor Shop
• Integration will require significant additional
  work to keep the two systems synchronized
• Merchandise will continue to be sold

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Potential Problem Areas

• No answer is official until it is confirmed in
  writing.
• Proposal must be timely received from and
  properly signed by the Offeror.
• If there is any cost data in the technical
  portion of your proposal, you will be immediately
  disqualified.
• If you specify that the proposal is not firm for
  the time period specified in Section I-12 of the
  RFP, your proposal may be rejected.
• If there are any assumptions included in the cost
  submittal, your proposal may be rejected.
• If you state that the proposal is contingent on
  negotiation of offeror terms and conditions, your
  proposal may be rejected.

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Proposal Packaging

• Each of the three submittals must be separately
  packaged and sealed
• At least one original signed copy is required
  with each of the three submittals

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Alternate solutions or optional items

• All Offerors must provide proposals that comply
  with the requirements of the RFP, including the
  official answers to questions
• Only one proposal will be accepted
• Offers may suggest alternate solutions and
  optional items
• Specify and describe all alternate or optional
  items in the Technical Proposal
• Include any price variance in Section D, Appendix
  E of the Cost Proposal

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Miscellaneous

• The PGC website now lists the RFP with Word and
  Excel documents
• Agent manuals included in Appendix F were for
  reference, some items might not be in scope (e.g.
  Launch permits, institutional licenses)
• Be sure to complete the matrix in Appendix G

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Questions

• We will now answer those questions which have
  been submitted to us, in writing, after which we
  will attempt to answer any further questions you
  may have.