1 December 10, 2010
Dear Interested Party:
The Florida Healthy Kids Corporation (the “Corporation”) is a non-profit corporation created by the State of Florida with the mission of providing comprehensive health insurance coverage to school-age children. The Corporation is one of several providers of health insurance coverage for uninsured children under Florida KidCare, which includes Medicaid, MediKids, Healthy Kids and the Children’s Medical Services Network. Additional information regarding the Corporation and the Florida KidCare program can be found on the Corporation’s website ( www.healthykids.org ).
The Corporation, through a contracted third party administrator (“TPA”), is the central processor of applications for coverage for all Florida KidCare families, except those eligible for Medicaid. Through this administrator, the Corporation determines financial eligibility for the program, tracks monthly premium payments and provides customer service for more than 250,000 children.
The Corporation is seeking a vendor to provide a financial accounting software system. The selected vendor must demonstrate a financial accounting software system that meets the needs of the Corporation in a cost efficient manner. The Corporation’s goal during this proposal process is to identify a vendor to implement the financial accounting software system by June 1, 2011.
The Corporation is not subject to the State of Florida bid requirements and has established its own competitive process for vendor selection. All interested parties should respond to the procurement invitation as outlined below. The Corporation reserves the right to establish mandatory guidelines for vendor selection and may reject any or all bids at its discretion.
Interested parties should contact only the Issuing Officer, Jennifer Kiser Lloyd, during this selection process. Contacting any other employee, agent or board member of the Corporation, including ad hoc Board members, will result in the disqualification of the vendor from further consideration.
Contact Information for Jennifer Kiser Lloyd: Jennifer Kiser Lloyd, Chief External Affairs Officer Florida Healthy Kids Corporation
(850) 701-6108 or (850) 224-5437, extension 6108 – Telephone (850) 224-0615 – Fax | [email protected] – E-Mail
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FLORIDA HEALTHY KIDS CORPORATION PROCUREMENT INVITATION DOCUMENT A. SOFTWARE REQUESTED
The Corporation is seeking a qualified vendor to provide a financial accounting software system. B. TECHNICAL REQUIREMENTS
In its response to this invitation, the vendor’s proposal must, at a minimum, address the technical requirements provided in this document.
Any new financial accounting software must run on a server-based system, not a mainframe. Additionally, the software must permit the ability to upgrade to the most current version of Windows (at the Corporation’s discretion) without disrupting the performance of the financial software applications. It is anticipated that there will be four users of the software, but the Corporation requires the ability to increase or decrease this number, as needed. The financial accounting software system must support fund accounting.
C. FUNCTIONALITY REQUIREMENTS
In its response to this invitation, the vendor’s proposal must, at a minimum, address the functionality requirements provided in this document.
The modules listed in this section are in no way meant to be an exhaustive list; rather they represent functionality that is considered a high priority to the Corporation.
General Ledger/Budget – the main accounting record of a corporation which uses double-entry bookkeeping
Accounts Receivable – the accounting sub-ledger that generates invoices and records funds received and due to a corporation.
Accounts Payable – the accounting sub-ledger that records amounts a corporation owes and pays to suppliers and vendors
Payroll – the accounting sub-ledger that records employee wages, taxes, withholdings and deductions
Report Writer – a module that allows the production, exporting and printing of reports in a user-defined format
D. OTHER REQUIREMENTS
The vendor must affirm that it is not prohibited from doing business with the State of Florida or the federal government and that no conflicts of interest exist that would prohibit the vendor from executing a contract with the Corporation.
3 E. PRICING REQUIREMENTS
The table below must be used to show all the initial costs of the software (including implementation costs) and all ongoing annual costs. Multiple pricing proposals are allowed from each bidder to show different pricing options – a separate table must be used for each pricing proposal.
Pricing Summary
Item Cost
First Year Costs One Time Software License Fees
$ Implementation Fee
Estimate
$ Training Fee Estimate $ Travel Cost Estimate $
Other Costs $
TOTAL $ Subsequent Year Costs Maintenance Costs $
Upgrade costs $
Other Costs $
TOTAL $
F. RESPONSE TO THIS INVITATION
Interested parties must submit a written proposal to this invitation to the Issuing Officer. Responses should be organized by tabs and must include the following components:
1. A cover letter which identifies the contact person and an alternate contact person for the proposal. The letter must be signed by an executive officer of the bidder’s organization who is authorized to submit the proposal.
2. Corporate profile and general background information, including an affirmation that the vendor is not prohibited from doing business with either the State of Florida or the federal government. The general background information should include the following: a. Brief history of the company, including any recent mergers or acquisitions,
b. Annual financial report for 2009 or the company’s most recently concluded fiscal year. 3. Identification of personnel that would be involved in the potential implementation, their
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4. An implementation plan with specific dates for the transition steps and a confirmation that implementation will be completed. Evidence of vendor’s flexibility if circumstances dictate changes to the anticipated dates should be included.
5. Customer List of implementations performed in the most recent calendar year. 6. Affirmation of No Conflicts of Interest.
The vendor must affirm that no conflicts of interest exist with existing vendors or subcontractors of the Corporation that would prohibit the vendor from providing the financial accounting software system pursuant to the Corporation’s policies. The vendor must state any relationships, business or otherwise, that the vendor has with the Corporation, its Board Members or any Corporation staff member.
The Corporation, in its sole discretion, will determine whether such conflict(s) would prohibit purchasing from this vendor.
7. A list of at least five (5) references, of which at least three (3) must be current clients. References should be listed as follows:
COMPANY NAME CONTACT PERSON ADDRESS
PHONE NUMBER/FAX NUMBER EMAIL ADDRESS
TIME PERIOD OF SERVICES RENDERED SCOPE OF SERVICES RENDERED G. QUESTIONS
All questions or requests for additional information regarding this procurement must be submitted in writing to the Issuing Officer. Only those written questions received by Thursday, January 20, 2011 at 5:00 p.m. (Eastern Standard Time) will be answered. All questions received by the deadline and their corresponding answers will be posted to the Corporation’s website. No oral responses will be provided. H. TIMELINE
Announcement of the selected vendor is expected by March 31, 2011. I. EVALUATION AND SELECTION
All proposals received by the stated deadline will be evaluated pursuant to the Corporation’s goal of identifying a suitable vendor for this software. Proposals will be evaluated to determine if the vendor’s software is compatible with the Corporation’s objectives and whether the proposed system will provide a high level of accounting efficiency in a cost effective manner. The selected vendor must demonstrate the necessary experience and flexibility to be successful. Pricing will be a major component of the evaluation process.
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During the review process, the Corporation may request additional information or clarification from any of the vendors at its discretion. If modifications to this invitation document are necessary, such information will be shared with all vendors who submitted a Letter of Intent by the stated deadline and will also be posted to the Corporation’s website.
The Corporation may determine that personal interviews with any or all of the vendors are necessary. If personal interviews are scheduled, the Corporation will contact the individual vendor regarding the interview date and time. All interviews will be conducted at the Corporation’s offices in Tallahassee and will be open to all interested parties.
At the discretion of the Corporation, site visits with demonstrations may be scheduled after the proposals are received.
The final selection of any vendor under this process is in the sole discretion of the Corporation.
The Corporation is not subject to the bid requirements of the State of Florida and reserves the right to reject any or all proposals. The Corporation may enter into negotiations with one or more vendors. Vendor’s participation in this procurement indicates vendor’s acceptance of this condition.
J. SUBMISSION INSTRUCTIONS
1. Letter of Intent: All interested parties should submit the non-binding Letter of Intent to the Issuing Officer no later than January 20, 2011. A letter of intent is not required; however, only those parties that submit a letter of intent will be notified of any changes to this procurement process. Bidders should also monitor the Corporation’s website (www.healthykids.org ).
2. Deadline: Electronic submission is required, and proposals must be received by the Issuing Officer no later than 5:00 p.m. (Eastern Standard Time) on Friday, February 11, 2011. The Corporation is not responsible for the non-receipt or incomplete receipt of any proposals. Proposals or amendments to previously submitted proposals that are received after this deadline will not be considered. Two (2) hard copies with original signatures and two (2) CDs of the proposal must be mailed to the Issuing Officer and postmarked no later than Friday, February 11, 2011.
3. Method: The proposals must be submitted electronically to the Issuing Officer, Jennifer Kiser Lloyd, at [email protected] , with hard copies to follow.
The two (2) hard copies with original signatures and two (2) CDs of the proposal must be sent by regular mail or overnight delivery to the Issuing Officer at the following address:
661 East Jefferson Street Second Floor Tallahassee, FL 32301
6 K. ADDITIONAL INFORMATION
All bidders should be aware that all proposals will be considered public documents under Florida law and shall be available for review and inspection by third parties only after the contract has been awarded. The bidder’s response to this invitation document indicates its understanding of this condition.
Proposals should be written concisely and should not exceed 50 pages total, excluding the listing of current clients. Should additional information be required, the Issuing Officer will contact the bidder. All submissions should clearly indicate the contact person for each proposal and methods for communicating.
