RFP concept paper ABD by IowaDocs

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									                                               RFP Concept Paper # 29
                                 Presented to Technology Governance Board (TGB)
                                             Date Prepared: 1/8/2007


Name of RFP to be reviewed: Enhancements to ABD e-Licensing Application

Type of Bidding Document to be reviewed:                                 Request for Proposal

Agency:       Dept. of Commerce, Alcoholic Beverages Division

   RFP Reference #: 2007-3

   Release Date: January 18, 2007

Projected cost over $50,000?           Yes _ No _x__
Projected agency staff hours over 750? Yes ___ No _x__

Cost:              $49,995

Cost Avoidance: The project will facilitate standardization within the e-Licensing application, improving
functionality and significantly reducing the Division’s maintenance costs.


Timelines:


                                                          Procurement Timeline
        TGB approval to Issue RFP .................................................................................... January 11, 2007
        Issue RFP ............................................................................................................... January 18, 2007
        Vendor Questions Due ........................................................................................... January 26, 2007
        ABD’s Response to Vendor Questions .................................................................. February 2, 2007
        Proposals, Transmittal Letter and Proposal Certification Due ............................... February 9, 2007
        Opening of Proposals ............................................................................................. February 9, 2007
        Notice of Award .................................................................................................... February 23, 2007
        Anticipated Contract Signing ...................................................................................... March 2, 2007


Goal:

To increase efficiency and responsiveness by enhancing the electronic licensing transactions between the Iowa
Alcoholic Beverages Division and the Division’s customers.




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Background:

   Division’s E-Licensing system was implemented on December 15, 2005 and enables roughly 10,000
    liquor licensees to apply for a license and pay the license fee electronically. The system allows over
    1,000 licensing authorities and 91 separate insurance companies to endorse license applications on-
    line, eliminating the paper application renewal process previously utilized by both groups.

   The proposed project is to rebuild and standardize the existing E-Licensing database, access
    methodology, reporting, and online functions and processes. Proposed enhancements will allow the
    Division to reallocate the current maintenance resources to new feature and customer reporting
    functions that have been requested by both licensing authorities and public/community entities.

   Approximately one year into implementation, the Division finds that maintenance changes to the
    system are taking an inordinately large amount of time. A change that should require only 15 minutes
    of programming time may take three hours or more. This is due to the fact that the system was
    developed over a significant period of time, resulting in an unnecessarily complex platform.
    Additionally, during the initial development period numerous features were added that were not
    considered in the initial design or development phase. Many of these features’ relevance could only
    be seen after other base features were in place. These unfortunate, but unavoidable circumstances
    have led to a system that will only increase in maintenance costs if allowed to remain in its present
    state.

   The Division has determined that additional costs to update the system mandate that the application
    be re-built and standardized. The system will be re-engineered utilizing the business process
    knowledge gained during the original development process, ensuring maximum benefit from funding
    already invested, while providing superior long term value. Although the savings analyzed to reach
    the decision to rebuild the system were limited to just maintenance hours, other savings will be
    realized. The additional savings include significantly lower testing and bug reporting time for ABD
    staff and improved customer reporting and processing capabilities.


Expected Results:

    The Division expects that re-working portions of the existing application will reduce routine
    maintenance costs, freeing resources for future customer-driven enhancements. Time and resource
    consuming work-around solutions to application deficiencies will be eliminated, freeing staff for other
    mission critical work.


Testing and Acceptance:

Once a contract is awarded, the Division hopes to have all enhancements and re-work completed in an 8 – 10
week time frame due to an immediate customer/business need for the proposed improvements.


Project Funds: The Division has applied for $49,000 in IOWAccess funds to complete the proposed project.




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Some of the Interested Parties:

       Current and future liquor licensees
       County auditors and municipal clerks
       Department of Commerce, Alcoholic Beverages Division
       Bars, restaurants, brewers, vintners, wholesalers & distributors



Some of the Recipients of this Service: In addition to the Interested Parties listed above, the general public
can search the database of licensees and access that portion of the information that can be made public. Law
enforcement (state, county and municipal) can quickly access licensing information to determine license status.
The media can easily search license data. Insurance companies can determine license status and can provide
the requisite proof of dram shop insurance required by Iowa law through an electronic endorsement.



Standards: The program will use C#, along with a standard Microsoft SQL Server database and will meet all
enterprise (ITE) standards, policies and procedures.



Architecture: Current E-Licensing system been developed and maintained in C#, Microsoft SQL Server;
and supports all licensing activities and functions.



Recommendations from DAS staff and CIO Council members:

From 7 of 11 JCIO members:

       a) Is there duplication within Government?
                Possibly. Various departments currently have licensing apps. Various JCIO members
                recommended ABD contact these agencies to verify if applications are in existence that
                could be modified to fit ABD’s needs on this RFP:
                      IWD – elevator licensing application
                      Board of Nursing – ?
                      Commerce – other divisions of the agency
                      Education – teacher licensing application
                      Inspections and Appeals – ?
                      Natural Resources – Electronic Licensing System for Iowa (hunting and fishing
                      licenses), but the code for the system was developed and maintained by an outside
                      entity and is not available.

       b) Can an existing program be modified to address a new need?
              Possibly. Unknown without further discussion
       c) Do you have any similar program in existence?
              Possibly. Unknown without further discussion. Public Health has a licensing application
              being developed by Iowa Interactive, but it’s not completely developed at this time.
       d) Have you sought RFP’s for similar programs in the past?
              No.


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e) Do you have RFP’s for similar programs?
         No
f) Do you have an RFP that could be used as a starting point for this program?
         No
g) Is there anything you could provide that could assist the agency with this RFP?
         Possibly. Unknown without further discussion
h) Are there alternatives available to the agencies?
         Possibly. Unknown without further discussion

Additional comments:

        All of the above licensing application examples would entail further discussion between
        ABD and the other agencies to determine if any of the applications meet ABD’s needs.
        The JCIO recommend further discussion with ADB to determine if one of the licensing
        examples meets the requirements of the RFP.

        Also, the JCIO members questioned the estimated amount for the RFP at $49,995. If the
        amount is truly at that expenditure, it does not need JCIO approval. The amount appears
        to have been chosen to avoid the TGB approval process.

        As some of the JCIO members expressed uncertainty about the intent of the RFP, ABD
        was contacted for more information. Briefly, ABD currently has a licensing system and it
        is currently available through the Internet. This RFP would enhance the existing
        application.

        A further note: To err on the side of caution, ABD is getting approval for this RFP
        because they are not sure the actual amount will be greater than $50,000. The amount
        of $49,995 is from the project documents under discussion at tomorrow’s IOWAccess
        Advisory Council meeting. ABD believes the amount of the RFP will be at the lesser
        amount, but in case it is greater, they will have TGB approval to release the RFP.




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