Informational Briefing Tax System Modernization (TSM .
Informational BriefingTax System Modernization (TSM)August 19, 2015 - lOAMAgendaChronologyTSM Program SchedulePayment Schedule and FundingAnticipated Benefits to State from TSMTSM Operating ExpensesFuture Funding Needs - IV & V, ResourcesDetails of Rollout 1, Short-Term and Long-Term Strategies (Robert Su)Comments from FAST Enterprises (James Harrison)[Attached for Reference: Contract between DoTAX and FAST Enterprises]
TSM Informational BriefingChronologyNovember 2012RFP process startedApril 2014RFP was releasedAugust 2014Proposals were received from vendorsNovember 2014SPO withdrew from procurementDecember 2014Procurement documents transferred to Do TAXMarch 2015Priority listed vendors selected (3) and notifiedMarch/April 2015On site demos and discussions with vendorsMay 2015Best and Final Offer (BAFO) requestedJune 8, 2015BAFO's receivedJune 17, 2015Contract award announced; vendors notifiedJuly 15, 2015Contract with FAST Enterprises signed; vendor on site
Proposed TSM Implementation Project ScheduleImplementation Project StartJuly 15, 2015GenTax InstallationJuly 15, 2015July 31, 2015Rollout 1 Personal Income Tax MeF Processing IVR System Imaging HardwareJuly 15, 2015December 28, 2015September 1, 2015August 15, 2016August 15, 2016August 14, 2017August 14, 2017November 5, 2018November 5, 2018July 15, 2019Rollout 2 General Excise Transient Accommodations Use OnlySellers CollectionRental Motor Vehicle & Tour VehicleSurchargeCounty SurchargeDiscovery/Data WarehouseRollout 3 WithholdingCorporate Income TaxFranchisePublic Service CompanyRollout 4 Individual Income Tax Fiduciary Partnership Estate and Transfer CashieringRollout 5 Retail Tobacco Permit FuelLiquid Fuel Retail DealerLiquorCigarette & TobaccoImplementation CompleteJuly 15, 2019Warranty Period CompleteJuly 14, 2020
""'"" ·- 1""".Milestone Payment Schedule Ill'.'.JI11r.U;.JUl IH'l He!:J1Dt: li' -:l.i(tllT,-Gen Tax Application Software InstallationHardware I Third Party Software PurchaseProject PreparationRollout 1Base Configuration StartDevelopment StartTesting StartProduction CutoverRollout 2Base Configuration StartDevelopment StartTesting StartProduction CutoverRollout 3Base Configuration StartDevelopment StartTesting StartProduction CutoverRollout 4Base Configuration StartDevelopment StartTesting StartProduction CutoverRollout 5Base Configuration StartDevelopment StartTesting StartProduction CutoverWarranty Services and Independent AuditFacilitiesYear 1Year 2Year 3Year4Maintenance through Warranty, Performance BondYear 1Year 2Year 3Year4Year 5Post Warranty Maintenance and SupportYear 1Year 2Year 3Year4Year 5July 31, 2015July 31, 2015August 14, 2015 4,384,164 4,968,820 594,156August 11, 2015October 13, 2015November 16, 2015December 28, 2015 21,140 42,280 169,204 574,713September 25, 2015February 19, 2016February 22, 2016August 15, 2016 264,376 528,838 2,115,267 3,531,853October 21, 2016March 17, 2017March 20, 2017August 14, 2017 264,376 528,838 2,115,267 3,175,592October 6, 2017March 5, 2018April 3, 2018November 5, 2018 317,269 634,537 2,538,235 3,651,367January 4, 2019April 5, 2019April 8, 2019July 15, 2019Monthly thru 7/14/2020 158,677 317,269 1,269,075 1,830,105 2,813,100Monthly starting 7/15/2015Monthly starting 7/15/2016Monthly starting 7/15/2017Monthly starting 7/15/2018Prior to July 15,Prior to July 15,Prior to July 15,Prior to July 15,Prior to July 15,20162017201820192020 969,617 2,016,737 2,016,737 2,016,737 2,016,737Prior to July 15,Prior to July 15,Prior to July 15,Prior to July 15,Prior to July 15,20212022202320242025 2,146,770 2,166,876 2,187,665 2,313,879 2,336,111 59,996,384TotalPayments for Existing Appropriation of 32 million17,944,811FY16FY17FY18FY19TotalAdditional Future FundingTotal Project Cost 750,000 750,000 750,000 750,0004,628,0989,429,091Q 32,002,00027,994,384 59,996,384
GenTax Application Software InstallationHardware I Third Party Software PurchaseProject PreparationRollout 1Base Configuration StartDevelopment StartTesting StartProduction CutoverJuly 31, 2015July 31, 2015August 14, 2015 4,384,164 4,968,820 594,1561st qtr 20161st qtr 20161st qtr 2016August 11, 2015October 13, 2015November 16, 2015December 28, 2015 21,140 42,280 169,204 574,713September 25, 2015February 19, 2016February 22, 2016August 15, 2016 264,376 528,838 2,115,267 3,531,853 2,644,105 3rd qtr 2016 3,531,853 4th qtr 2016October 21, 2016March 17, 2017March 20, 2017August 14, 2017 264,376 528,838 2,115,267 3,175,592 264,376 1st half year 2017 528,838 2nd half year 2017 2,115,267 2nd half year 2017 3,175,5922018October 6, 2017March 5, 2018April 3, 2018November 5, 2018 317,269 634,537 2,538,235 3,651,367 317,269 634,537 2,538,235January 4, 2019April5,2019April 8, 2019July 15, 2019Monthly thru 7/14/2020 158,677 317,269 1,269,075 1,830,105 2,813,100 10,232,656 1st qtr 20162nd qtr 20162nd qtr 2016 786,197 2nd qtr 2016Rollout 2Base Configuration StartDevelopment StartTesting StartProduction Cutover1st qtr 2016Rollout 3Base Configuration StartDevelopment StartTesting StartProduction CutoverRollout4Base Configuration StartDevelooment StartTesting StartProduction Cutover2018201820182019Rollout 5Base Configuration StartDevelopment StartTesting StartProduction CutoverWarranty Services and Independent AuditFacilitiesYear lYear2Year3Year4Monthly starting 7/15/2015Monthly starting 7/15/2016Monthly starting 7/15/2017Monthly starting 7/15/201820192019201920192020 750,000 750,000 750,000 750,000 750,000 1st qtr 2016 750,000 1st half year 2017 750,00020182019 969,617 2,016,737 2,016,737 2,016,737 2,016,737 969,617 1st half year 20172018 2,016,737201920202021Maintenance through Warranty, Performance BondYear lYear2Year3Year4YearsPrior to July 15, 2016Prior to July 15, 2017Prior to July 15, 2018Prior to July 15, 2019Prior to July 15, 2020
Post Warranty Maintenance and SupportYear 1Year2Year3Year4Years 2,146,770 2,166,876 2,187,665 2,313,879 2,336,111 59,996,384Prior to July 15, 2021Prior to July 15, 2022Prior to July 15, 2023Prior to July 15, 2024Prior to July 15, 2025Total20222023202420252026 32,005,2792nd Qrtr1st Qrtr 10,982,656FY18 786,197Payments for Existing Appropriation of 32 millionFY16FY17FY18FY19TotalAdditional Future FundingTotal Project Cost17,944,8114,628,0989,429,091Q 32,002,00027,994,38459,996,384 3,531,853 9,429,091
Anticipated Benefits to State fromTax System Modernization {TSM} Increase revenue sthroughseamlessinterfaces of Federal and State data and cross-checks, and built-in frauddetection technologyEnhanced collections by utilizing data warehouse analytics to identifyaudit candidatesImaging file transfer to bank account will enable checks received to bedeposited within one day. Will significantly reduce processing time forrevenue recognition-Automated queries and lookups with greater granularityReduced errors due to greater automation and less manual processes Increase voluntary complianceFacilitate eFiling through a redesigned State-owned portal which will beat no cost to taxpayers-Ability to identify non-compliant taxpayers as well as fraudulent refundclaimsUtilizing data warehousing analytics will enable DoTAX staff to betteridentify taxpayers for possible audit-Automatedcomputationof assessments andability to generateassessment correspondence to taxpayers Improve customer service to Taxpayers, efficiency and processing times
Reduction of many current manual processes will significantly improveefficiency and processesFraud detection technology will improve identification process therebysignificantly reducing refund processing timeNew Interactive Voice Response {IVR) system will provide interactivevoice responses to provide automated responses to routine Taxpayerinquiries and increase call response rates while also providing Taxpayerability to wait in queue or to leave a voice mail message Improve analytics and estimates of revenue impactData warehousing analytics will enhance and improve estimates ofdemographics and income tax levels and other research-relatedcomponents Enhance security measuresGreater protection of taxpayer privacyReduce risk of possible security breaches
Operating Expenses Relating to TSMFY14Legal Services (Bingham Mccutchen)Consulting (Gartner)Federation ofTax Administrators (FTA) Symposium (E-File)Miscellaneous office suppliesPayroll88,215155,21018,84579476,155Total FY14738,504FY15FTA Symposium (E-File) [from prior year]Miscellaneous office suppliesDell TabletsMeeting expensesFTA Symposium (E-File)Legal Services (Rich Wyde)PayrollTotal FY15Total Since 2551,398,759
TSM Program Rollout 1- December 28, 2015- New Imaging System- Replace aging IVR systemMajor threat to 2016 tax season because of breakageNew MeF Gateway- Replace aging scanners and depleting file storageMajor threat to 2016 tax season because of breakageNew IVR System- Tactical targets to mitigate risks for 2016 Tax SeasonReplace HIC and avoid paying recurring fees.New Gentax v.10 Core Tax SystemReplace aging core tax systemMajor threat to 2016 tax season because SW is no longer supported and not incompliance.
TSM Program Short Term Strategy- Meet targets and be ready for 2016 Tax Season DoTAX Director has already made public commitment- All Hardware I Software will be housed on DoTAXPremise- Define network communication requirementsbetween ICSD, DoTAX, and neighbor islands.
TSM Infrastructure Long Term Strategy- Coordinate with OIMT for: Disaster Recovery Network support- Need to be in compliant with IRS 1075 & NIST Need state security information policy Perform risk assessment with contractor's solutions.
STATE OFHAWAilCONTRACT FOR GOODS OR SERVICESBASED UPONCOMPETITIVE SEALED PROPOSALSThis Contract, executed on the respective dates indicated below, is effective as ofJuly 152015 , betweenDepartment of Taxation(Insert name ofstate department, agency, board or commlrsion)State of Hawaii ("STATE"), by itsDirector -se-rt ti ef p e1 o ns ign-1 ng fo r a te (hereafter also referred to as the HEAD OF THE PURCHASING AGENCY or designee ("HOPA")),whose address830 Punchbowl StreetHonolulu, Hawai'i 96813andFast Enterprises, LLC("CONTRACTOR"), aLimited Liability Company(Insert co1poration, parlners/Jip. joint ventrire, sole proprietorship, or other legal form oftlze Ca11tract011under the laws of the State ofNew Yorkand.state taxpayer identification numbers are as follows:Centennial, CO 80112; Federal GET I.D. No., whose business address and federal7229 S. Alton Way '-- RECITALSA.The STATE desires to retain and engage the CONTRACTOR to provide thegoods or services, or both, described in this Contract and its attachments, and the CONTRACTOR isagreeable to providing said goods or services or both.B.The STATE has issued a request for competitive sealed proposals, and hasreceived and reviewed proposals submitted in response to the request.C. The solicitation for proposals and the selection .of the CONTRACTOR weremade in accordance with section 103D-303, Hawaii Revised Statutes ("HRS"), Hawaii AdministrativeRules, Title 3, Department of Accounting and General Services, Subtitle 11 ("HAR"), Chapter 122,Subchapter 6, and applicable procedures established by the appropriate Chief Procurement Officer("CPO").D.The CONTRACTOR has been identified as the responsible and responsiveofferor whose proposal is the most advantageous for the STATE, taking into consideration price and theevaluation factors set forth in the request.E.Pursuant toSection 26-10, HRS, the STATE(Legal aulhority to enter into this Contract)is authorized to enter into this Contract.F.Money is available to fund this Contract pursuant to:(1)Act 134 Session Laws of Hawaii 2013(lde11tifY stale sources)or both, in the following amounts: State 30,000,000.00Federal NOW, THEREFORE, in consideration of the promises contained in this Contract, theSTATE and the CONTRACTOR agree as follows:I.Scope of Services. The CONTRACTOR shall, in a proper and satisfactorymanner as determined by the STATE, provide all the goods or services, or both, set forth in therequest for competitive sealed proposals numberRFP-13-013-SW ("RFP") and the accepted bidCONTRACTOR's accepted proposal ("Proposal"), both of which, even if not physically attached tothis Contract, are made a part of this Contract. --' -'- AG-009 Rev 1 J/J 5/2005
1.Compensation. The CONfRACTOR shall be compensated for goods suppliedor services performed, or both, under this Contract in a total amount not to exceedTHIRTY MILLION AND'N0/100DOLLARS( 30,000,000.00), including approved costsincurred and taxes, at the time and in the manner set forth in the RFP and CONTRACTOR'S Proposal.3.Time of Performance. The services or goods required of the CONTRACTORunder this Contract shall be performed and completed in accordance with the Time of Performance setforth in Attachment-S3, which is made a part of this Contract.4.Bonds. The CONTRACTOR IZ] is required to provide or. Dis.not required toprovide: cg] a performance bond, D a payment bond, D a performance and payment bond in theSEVEN MILLION SEVEN HUNDRED THOUSAND AND N0/100amount ofDOLLARS ( 7,700,000.00).5.Standards of Conduct Declaration. The Standards of Conduct Declaration of theCONTRACTOR is attached to and made a part of this Contract.6. Other Terms and Conditions. The General Conditions and any Special Conditionsare attached to and made a part of this Contract. In the event of a conflict between the GeneralConditions and the Special Conditions, the Special Conditions shall control. In the event of a conflictamong the documents,· the order of precedence shall be as follows: (1) this Contract, including allattachments and addenda; (2) the RFP, including all attachments and addenda; and (3) the Proposal.7.Liquidated Damages. Liquidated damages shall be assessed in the amount ofFIVE THOUSAND AND N0/100DOLLARS( 5,000.00) per day, in accordarice with the terms of paragraph 9 of the General Conditions.8.Notices. Any written notice required to be given by a party to this Contractshall be (a) delivered personally, or (b) sent by United States first class mail, postage prepaid. Notice tothe STATE shall be sent to the HOPA'S address indicated in the Contract. Notice to the CONTRACTORshall be sent to the CONTRACTOR'S address indicated in the Contract. A notice shall be deemed tohave been received three (3) days after mailing or at the time of actual receipt, whichever is earlier. TheCONTRACTOR is responsible for notifying the STATE in writing of any change of address.IN VIEW OF THE ABOVE, the parties execute this Contract by their signatures, on thedates below, to be effective as of the date first above written.DEPARTMENT OF TAXATION,STATEOEW I/(Print Name)Director(Printr11ru L 1 4 2015(Date)CONTRACTORCORPORATE f)l!:AL(ff available)APPROVED AS TO FORM:ru7 2. 2015(Date /J Deputy Attorney General* Evidence of authority of the CONTRACTOR'S representative to sign this Contract for the CONTRACTOR must be attached.2
STATE OF HAWAIICONTRACTOR'S ACKNOWLEDGMENTSTATEOF\rkjhQ\(\d))COUNTY OF , ·t:l .,. f'b- --'- ,)On thisi day ofG. Harrison.JulySS., 2015, before me personally appeared -- Jam e s, to me known, who being by me duly sworn, did say that he is the Member- - - - - ofFast Enterprises, LLC,theCONTRACTORnamedmtheforegoing instrument, and that he is authorized to sign said instrument on behalf of theCONTRACTOR, and acknowledges that he executed said instrument as the free act aµd deed ofthe CONTRACTOR.,,.,,,,,, HOP.t ,,,,. . . . .4.If ,,,,.,.(NOTARY SPA .1.0TAk.t. \' .:: I \""'.:. . c .! ::··c.:: \-. Plfai.\i: P-:;. .·· ,:;., . T,:.(Print Name)Notary Public, State ofMy commission expires:\d hO\2 · 3 \ -1.()i,C l's OF \ ,,,,.,."'111,#Pages:Doc. Date: - - - - - - - - - - - - - CircuitNotary N a m e : - - - - - - - - - - - - Doc. Description: - - - - - - - - - - - - - - - - - - -Notary SignatureNOTARY CERTIFICATION3
STATE OF HAWAII·CONTRACTOR'SSTANDARDS OF CONDlJCT DECLARATIONFor the purposes of this declaration:"Agency" means and includes the State, the legislature and its committees, all executive departments,boards, commissions, committees, bureaus, offices; and all independent commissions and otherestablishments of the state government but excluding the courts."Controlling interest" means an interest in a business or other undertaking which is sufficient in fact tocontrol, whether the interest is greater or less than fifty per cent (50%)."Employee" means any nominated, appointed, or elected officer or employee of the State, includingmembers of boards, commissions, and committees, and employees under contract to the State or of theconstitutional convention, but excluding legislators, delegates to the constitutional convention, justices,and judges. (Section 84-3, HRS).On behalf of Fast Enterprises, LLC CONTRACTOR, the undersigned does declare as follows:1.CONTRACTOR D is* igi is not a legislator or an employee or a business in which a legislatoror an employee has a controlling interest. (Section 84-15(a), HRS).2.CONTRACTOR has not been represented or assisted personally in the matter by an individualwho has been an employee of the agency awarding this Contract within the preceding two yearsand who. participated while so employed in the matter with which the Contract is directlyconcemed.(Section 84-15(b), HRS).3.CONTRACTOR has not been assisted or represented by a legislator or employee for a fee orother compensation to obtain this Contract and will not be assisted or represented by a legislatoror employee for a fee or other compensation in the performance of this Contract, if the legislatoror employee had been involved in the development or award of the Contract. (Section 84-14(d),HRS).4.CONTRACTOR has not been represented on matters related to this Contract, for a fee or otherconsideration by an individual who, within the past twelve (12) months, has been an agencyemployee, or in the case of the Legislator, a legislator, and participated while an employee orlegislator on matters related to this Contract. (Section 84-l 8(b) and (c), HRS).CONTRACTOR understands that the Contract to which this document is attached is voidable on behalfof the STATE if this Contract was entered into in violation of any provision of chapter 84, Hawaii RevisedStatutes, commonly referred to as the Code of Ethics, including the provisions which are the source of thedeclarations above. Additionally, any fee, compensation, gift, or profit received by any person as a result of aviolation of the Code of Ethics may be recovered by the STATE.CONTRAByR · th/(signature)James G.rint TitleMemberName of Contractor Fast Enterprises, LLCDate July 2, 2015*Reminder to agency: If the "is" block is checked and if the Contractinvolv goods or services of a value in excess of 10,000, the Contract must beAwarded by competitive sealed bidding under section 1030-302, HRS, or a competitive sealed proposal under section 1030-303, HRS. Otherwise,the agency may not award the Contract unless it posts a notice of its intent to award it and fi11;5 a copy of the notice with the State Ethics Commission.(Section 84-IS(a), HRS).Ar" r\11\n-.t t /1 t:l'V'V\t:
Attachment - SlSTATE OF HAWAIISCOPE OF SERVICESContractor shall perform services as described in:1) The RFP, including Attachments, Exhibits, and Addenda; and2) Contractor's Proposal dated August 26, 2014, as amended by the BAFO dated June 8,2015, except for Contractor's exceptions to the RFP in Volume 4 of the Proposal and allProposal language that does not conform with the State's RFP, which shall not be part ofthe Contract.AG-01 I Rev 07/28/2005-5-
Attachment - S2STATE OF HAWAIICOMPENSATION AND PAYMENT SCHEDULE1.The total price for Contractor's goods and services under t
April 2014 August 2014 November 2014 December 2014 March 2015 March/April 2015 May 2015 June 8, 2015 June 17, 2015 July 15, 2015 TSM Informational Briefing RFP process started RFP was released Proposals were received from vendors SPO withdrew from procurement Procurement documents transferred to Do TAX
Stamp Duty 83 Tax Payments and Tax Return Filing 85 Monthly tax obligations, Annual tax obligations, Early tax refunds Accounting for Tax 91 Tax Audits and Tax Assessments 93 Tax Collection Using Distress Warrant 100 Tax Dispute and Resolution 102
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