1. 21st Century Project RFP SCO-22191058 Bidders Conference
March 19, 2009

2. Briefing Topics Housekeeping Welcome and Introductions Opening Remarks
Procurement Overview
Procurement Goals / Process
Procurement Timeline
Stage I – Key Components
Stage II– Key Components
Stage II Contract
Questions and Answers – Procurement Overview
System Demonstration
Procurement Library Overview
Closing Remarks
Key Action Dates – Stage I

3. Welcome and Introductions
Kayla Dann, DGS Procurement Official
707 Third Street, 2nd Floor (North)
West Sacramento, CA
Phone: (916)
FAX: (916)
DVBE
Protests

4. Welcome and Introductions
21st Century Project Leadership Team
Name
SCO Title
Project Role
Jim Lombard
Chief Administrative Officer
Project Sponsor
Dave Dawson
Chief Information Officer
Project Director
Don Scheppmann
Chief Personnel/Payroll Services Division
Project Executive
Cheryl Hotaling
21st Century, Project Manager
Project Manager
Susan Bolin
21st Century, Manager
Project Planning Office
Natalie Clohossey
Organizational Change Management
Dennis Duarte
21st Century, Chief
Business Operations
Russ Nichols
Technical Operations
Andrew Koenigsberg
21st Century, Consultant
Project Advisor
Lowell Magee

5. Opening Remarks
Jim Lombard SCO Chief Administrative Officer, Project Sponsor

6. Procurement Goals and Process
Cheryl Hotaling, 21st Century Project Manager
Procurement Goals
The procurement process is designed to balance the following goals:
Encourage competition
Ensure clarity of scope of services/solution to be provided
Expedite procurement to retain the value of existing project artifacts
Allow Bidders the option to leverage existing project artifacts (documentation, configuration, developed enhancements) as “accelerators” to reduce cost and time to implement
Procurement Conducted Under Public Contract Code 6611
PCC 6611: Provides, in part, that the Department of General Services may use a negotiation process if the department finds that the business need or type of solution can be further defined as a result of a negotiation process or that negotiation is necessary to ensure that the department is receiving the best value.
Two- Stage Competitive Procurement
Stage I – Award contracts to the 2 highest scoring bidders to perform assessment/critical design validation
Stage II – Award a single contract to complete MyCalPAYS to one of the Stage I contractors

7. Procurement Timeline

8. Procurement Overview – Stage I
Stage I selection criteria based on:
SAP certification (Pass/Fail)
Financial Capacity/Responsibility (Pass/Fail)
Corporate References (Scored)
Key Staff Proposed (Scored)
Stage I will allow selected Contractors to assess work to date and engage in confidential discussions with the State prior to Stage II proposal
Contracts will be for actual costs, to a maximum of $500K each
Contract deliverables will include:
Cost/Benefit Assessment
Critical Design Evaluations
Stage II Proposal for Completing MyCalPAYS
Contract terms and conditions will not be negotiated for the Stage I contract period

9. Procurement Overview – Stage II
Stage II selection criteria based on:
Functional and Technical Requirements
750
Executive Summary
Pass/Fail
Project Scope
150
Proposed Approaches, Process and Procedures
350
Functional Design Changes
100
Technical Requirements
Project Constraints
Agreement to Scope of Services
Project Plan
Response to Supplemental Software Tools
Proposed Staffing
Proposed Key Staff Experience
400
Proposed Key Staffing with Prior Working Relationships 50
Key Staffing Proposed in Stage II from Stage I contract
Staff Loading Chart
250
Cost
1000
Contract will be fixed-price, deliverables based
Single envelope method (administration, functional, technical and cost)
Best and Final Offer negotiation process included

10. Procurement Overview – Stage II Contract
Stage II Contract – Negotiation Process
Stage I Key Activity in Preparation for Stage II (Prior to Stage I Proposal Submission)
Bidder to provide requested changes to standard contract terms and conditions to DGS
Within 1 week, DGS to provide initial response to requested changes
Stage I potential Bidders can decline to bid if initial response is unacceptable
Stage II Procurement Activity
DGS will negotiate specific language for requested changes to standard contract terms and conditions with Bidders selected in Stage I
Approved changes will be made available to both Bidders
Approved changes to be incorporated into Bidders’ Stage II final proposals
Best and Final Offer (BAFO)
The State may conduct negotiations after receipt and scoring of the final proposals to select the best value
All components of the final proposal may be negotiated
Bidder will submit written revisions to final proposal based on negotiations
Revised proposals will be “re-scored”

11. Procurement Overview
Questions and Answers

12. System Demonstration Demonstrator - Karen Roy, Functional Team Member
MyCalPAYS live functional demonstration within our development client environment, simulating:
Creation of a new State of California position
A State of California new employee hiring action
Functional module integration (OM and PA)
Enterprise Structure and infogroup configurations

13. Procurement Library Overview
The library is available at end of Bidders Conference to certified SAP Global Partners – Services
Structure:
0. Read Me First!
MyCalPAYS Design
Functional
Technical
Testing
Org Change Mgmt
Project Management Office
Content Overview
Read Me First!, MyCalPAYS Design & Functional (Dennis Duarte)
Technical & Testing (Russ Nichols)
Org Change Management (Kathy James)
Project Management Office (Cheryl Hotaling)

14. Closing Remarks Stage I – Key Action Dates Action Date
1. Release Request for Proposal
03/13/2009
2. Bidder’s Conference – 9:00 AM PDT
710 Riverpoint Court, Suite 150
West Sacramento, CA 95605
03/19/2009
3. Last day to submit questions for clarification of RFP – Stage I
03/20/2009
4. Bidders submit initial Stage II Contract Change Request
03/23/2009
5. DGS responds to questions for clarification of RFP – Stage I
03/26/2009
6. DGS submits initial response to Stage II Contract Change Requests
03/30/2009
7. Submission of Stage I Proposals (12:00 p.m. PDT)
04/07/2009
8. Stage I Contracts Award and Execution
04/20/2009