Presentation on theme: "HBITS - Hourly Based Information Technology Services"— Presentation transcript:
0 HBITS - Hourly Based Information Technology Services September 25, 2012Hourly Based Information Technology Services (HBITS) State Agency TrainingOctober 23, 2012
1 HBITS - Hourly Based Information Technology Services September 25, 2012AgendaHBITS SupportThe Road to HBITSGoals of the HBITS TeamHBITS Process & FormsMethodology for Candidate SubmittalQuestion and Answer PeriodBreak – 15 MinutesHBITS Contract TransitionHBITS Invoicing ProcesseHBITS ProcesseHBITS Portal – Sneak PeekQuestions and Answer Period
2 HBITS - Hourly Based Information Technology Services September 25, 2012I. HBITS Support
3 HBITS - Hourly Based Information Technology Services September 25, 2012SupportOGS has a dedicated HBITS team to act as support for the contractors and all authorized users.HBITS ManagementJohn Traylor, Chief Procurement OfficerMary McGinty, Director of Contract ManagementSue Filburn, Project ManagerDave Burmaster, RFP State LeadHBITS Team & Direct SupportSean Hume, Team LeadDan DeBerardinis, Team MemberDebra Kruszona, Team Member
4 HBITS - Hourly Based Information Technology Services September 25, 2012II. The Road to HBITS
5 The Road to HBITS Before: Over 600 different hourly ITS support vendors on a Statewide OGS contract.Price differences of approximately 43% between agencies.Discrepancies in mark-ups up to 132%The NYS Strategic Sourcing Team (SST) started working on the HBITS category to understand the breakdown of hourly vs. deliverable based temporary staffing services and the rates across agencies. In addition, SST looked at:A procurement model that would be best for the entirety of New York StateThe optimum length of a contractJob TitlesHard to find skill setsReceiving better hourly bill rates while still maintaining the quality of the HBITS candidatesPrice differences across NYSStreamlining the approval processVendor performance; metrics
6 The Road to HBITS After: 23 HBITS contracts were approved by the Comptroller on 10/5/12, of which 20 will be active contractors and 3 will be waitlisted for potential move to the active list; two additional awards are pending.The contract start date is 11/1/12Estimated savings will be approximately $30 million dollars annually14 of the 23 selected Bidders are New York State vendorsOf the New York State vendors, nine are headquartered in the Capital District, three in the NYC Metro Area, and two are in Long Island16 of the 23 approved contractors are New York State certified Minority- or Women- owned businesses enterprises (MWBE). Of the 16 MWBEs:Three are dual certified as both minority- and women-owned (two of which are NYS businesses)Five are certified as MBE (three of which are NYS businesses)Eight are certified as WBE (five of which are NYS businesses)Contractor status as active/waitlisted will be updated annually based on performance- based metrics.An internet portal to manage and centralize information flow (the eHBITS portal) is now under development with an anticipated completion date of December 2012.
7 III. The Goals of the HBITS Team HBITS - Hourly Based Information Technology ServicesSeptember 25, 2012III. The Goals of the HBITS Team
8 HBITS - Hourly Based Information Technology Services September 25, 2012Goals of the HBITS TeamWe’re here to assist the users of the HBITS Contract and meet our goals. Specifically…Assist the Agencies in receiving quality servicesStimulate competition and save money through an effective HBITS processEvaluate vendors using a performance-based, metric driven process and workflowEnsure awards are based on a consistent evaluation processMaintain a dynamic group of quality vendorsIncrease MWBE opportunities for agenciesUse technology to create an easy, time savings process for usersProduce monitoring and performance reports for senior leadershipUtilize a fast, consistent invoice process
9 WebsiteThe HBITS Team will post important and pertinent information on the HBITS website consistently. We will send s referencing major changes or important information.The HBITS website is located on the main OGS web page.
10 eHBITS and Invoice Information The WebsiteThe HBITS website will serve as the main source of information until eHBITS is up.General InformationContractor InformationHow to GuideseHBITS and Invoice InformationComing Soon!
11 IV. HBITS Process & Forms HBITS - Hourly Based Information Technology ServicesSeptember 25, 2012IV. HBITS Process & Forms
12 HBITS - Hourly Based Information Technology Services September 25, 2012HBITS ProcessOur goal is to develop a process and workflow that is:ConsistentEfficientVisibleHas Flexible Reporting CapabilityIncludes Performance Management MetricsResults in Time Savings for the user and management staffFairLeaves Decision-making and oversight of the vendor at the Agency/Customer levelIncludes oversight, but not micromanagedIs Web-Based; can be accessed at any time and anywhere and used to communicate with all users (eHBITS)Results in Good, Solid Matchmaking for agency/customer and vendor
13 ProcessThe HBITS process has been streamlined from 4-6 months to days.ROLETASKSTIMELINEFORMSAGENCYObtain all approvals – internal, PTP, B-1184, and Federal, if applicableCompletes Form 1, Task Order Request Form-FORM 1HBITS TEAMOGS reviews the request2-3 daysValidates all data fields & compliance with contractual termsSubmit to the ContractorsCONTRACTORSReviews and decides to bid or not10 daysFORM 2Submits completed FORM 2s for proposed CandidatesOGS validates mandatory requirements from Contract are metOGS Performs cost evaluations1-2 daysOGS forwards appropriate responses to the AgencyOGS releases those Candidates not forwarded onto AgencyAgency reviews Candidate and assigns up to 80 points1-5 daysFORM 3ADetermine most technically qualified candidates to interview by technical scoresand SummaryAgency schedules interviews (minimum of 3)Notifies OGS of Candidates not selected for interview for releaseSheetInterviews to validate initial score and qualifications (worth 20 points)2-5 daysFORM 3BCompletes Evaluation Form 3B on all intervieweesandSelects the highest technically scored candidate after interviewPost- InterviewNotifies HBITS Team of selectionRetains copies of all Forms for procurement recordSummary SheetAGENCY & CONTRACTORContractor has 10 business days to perform all candidate placement requirements and finalizes onboarding of consultants.TOTAL TIME FRAME:23-25 days
14 Where to Start? All forms are available at the OGS Homepage as
15 Where to Start? Form 1: Task Order Request Form Do not just look at the Position Title when determining potential candidates for submittal. HBITS is not a title specific contract where a “Project Manager” has the same meaning for all Authorized Users.Form 1 contains detailed information about the position; this has not been historically provided to vendors.Review the day to day tasks, daily work hours, incumbent position requirements, software/hardware environment, etc. to fully understand what the agency needs.There is only one mandatory “pass/fail” requirement. This is directly from the contract and agencies cannot add mandatories.Desirable requirements are now known as position qualifications.Technical score is 80 points for requested qualifications and 20 points for interview/communication skills. No exceptions.Pay attention to the additional information requests provided by the Authorized User.
16 Where to Start?* Completed by interested Contractors.
17 Where to Start?Form 2: Candidate Response Form – Completed by ContractorsForm 2 is a standardized for Contractors to use; not a simple resume process.Contractors are being advised to not list “See Resume” as a response as this is insufficient for evaluation.Contractors are being asked to be very specific in submitted responses. Contractors must respond with how candidate meets or exceeds the requested qualifications.Contractual requirement for firm to screen proposed candidates. Company must affirm in Form 2 that screening has occurred.All subcontractor candidates must be identified.Degree equivalency of foreign educational credentials is required for agency review.
18 V. Methodology for Candidate Submittal HBITS - Hourly Based Information Technology ServicesSeptember 25, 2012V. Methodology for Candidate Submittal
19 Candidate Submittal - Methodology The HBITS Team will use the following cost methodology to determine the total number of qualified Candidate Response Forms to be passed on to the Executive Agency Authorized User for each position sought.Once candidates are released, they are available for other Task Order Requests.
20 Candidate Submittal - Methodology An Executive Agency Authorized User is required to interview the top three candidates with the highest technical score resulting from the preliminary evaluation before it may select a lower ranked candidate to be interviewed.There is no financial score; this is not a mini-bid. Rates are already established.
22 Where to Start?Form 3A: Authorized User Preliminary Technical Evaluation FormAgencies may not add “mandatory requirements.”An agency’s requested qualifications must total 80 points.Mandatory QualificationTask Order PointsCandidate ScoreComments1.Pre-Defined: (Insert Text From Contract for Position Title and Skill Level)Pass/FailRequested QualificationsQualification NumberPts Assigned for Meeting Qualifications (Always 75% of Max PointsPts Assigned for Exceeding Qualifications(Max Points)Sample: X Months of Experience in Y doing Z7.5102.Total Requested Qualification Points:6080
23 Where to Start?Form 3A: Authorized User Preliminary Technical Evaluation FormStandardized scoring methodology applies to all HBITS requests. Your evaluation must be conducted within the constructs of the HBITS evaluation method.Agencies must document the rationale for candidates who “exceed” the individual requested qualifications and thus received the full points.Remember, agencies are listing the requested qualifications for the position. If those qualifications are written fairly and accurately, the top candidates’ score will reflect such.Do not write requested qualifications that are specifically designed to retain an incumbent candidate. It will often result in you having to start the process over.The candidates with the highest technical scores will be selected for interviews (minimum of 3 required).
26 Where to Start? Form 3B: Authorized User Interview Evaluation Form The candidate with the highest technical score will be selected for the Task Order. No Exceptions!20 points are allocated to the interview, 5 of which are for communication skills. The specific scoring criteria is listed in Form 3B and cannot changed.Once the candidates are identified for interview, the previous candidates listed cannot be recalled for interview.The entire interview process of all candidates should not take longer than 5 business days from start to finish. Agencies that take longer will find their candidate’s availability at risk.Vendors are contractually obligated to do webcasting interviews if requested. The same obligation applies to in-person interviews. Phone interviews are strongly discouraged.Upon completion of candidate interviews, if a candidate was not chosen, the agency must re-start the HBITS request process.The SLA in the contract allows 10 business days for candidate on-boarding.
27 Additional Forms Agencies contractors Form 4: Task Order Satisfaction FormCompleted by Agency on the completion of a Task Order for each Consultant assigned.Form 5: Task Order Modification Request FormUtilized by the Authorized user if they a modification to the original Task Order is needed. Reviewed by the HBITS team for approval.Form 6: Authorized User Issue FormUtilized by Authorized users to address any Contractor/Consultant related issues.Form 7: Contractor Issue FormUtilized by the Contractor to address any Authorized user related issues.Form 8: Monthly ReportContractors required to complete on a monthly basis, summarizing the Task Orders and Consultants on all HBITS contracts.Form 9: Contractor Performance Evaluation ProcessInternal form used by OGS annually to evaluate all the active contractors to determine the active/waitlist contractors for the following year.Agenciescontractors
31 HBITS - Hourly Based Information Technology Services September 25, 2012Contract TransitionHBITS contract does not cancel existing contracts.Agencies must use HBITS unless it does not meet “form, function and utility.”Approval to extend current ITS contracts is with the Agency, Cluster CIO and DOB.Previously released policy guidance:Engagements Expiring Prior to 12/31 – Agencies can seek extensions for contracts that expire prior to the end of the calendar year that need a short-term extension to 3/31/13. Agencies should attempt to secure rate reductions wherever possible and benchmark against the HBITS average rates. Agencies must still obtain approvals through the PTP and B-1184 processes.Engagements Expiring on or after 12/31 - The HBITS contract is available to replace contracts expiring on or after 12/31/12. Agencies are encouraged to begin utilizing the HBITS contract for some or all of their consultant positions as soon as possible. If an extension is deemed necessary due to knowledge transfer and IT operational issues, contracts can be extended for a period not to exceed 3/31/13. Agencies should be judicious in their decision to seek extensions of any current contracts. No positions will be extended beyond 12/31/12 unless approved by your cluster CIO.
33 Business Service Center (BSC) Statewide Procurement Invoicing Group Invoicing ProcessWhat’s different about this invoicing process?ContractorSubmits Monthly Report (Form 8)Submits Monthly InvoiceAgencyReview and send Monthly Report to HBITSReview InvoicesHBITS TeamMaintains invoices in HBITS databaseDouble-checks invoices vs. monthly reportsPosts Invoices on the HBITS websiteBusiness Service Center (BSC)PAYS VENDORSSend Invoices to HBITS TeamStatewide Procurement Invoicing GroupBills agencies for payment in SFS (REIMBURSE OGS)Send copies to agencies (if needed).Contractors submit one invoice for all agency work to OGS/BSC, not individual agencies.Agencies are sub-billed by Statewide Procurement Invoicing Group to reimburse OGS.Contractors submit a Monthly Report (Form 8) as a verification to the monthly invoice (time, attendance and work performed).
35 PROCESS (PORTAL) - eHBITS HBITS - Hourly Based Information Technology ServicesSeptember 25, 2012PROCESS (PORTAL) - eHBITS23-25 Days2-3 days days days daysPortal Portal Portal Portal PortalAgency HBITS Contractors HBITS Agency Agency HBITSTeam Team ApprovalCompletes Task OrderReviews and sends to ContractorsReviews and decides to bid or notSends resumesReviews and forwardsReviewsBegins interviewsChooses1-2 daysNotification of Candidates Being ReleasedInformation now on-line at the OGS Homepage as