6 Procurement Goals and Process Cheryl Hotaling, 21st Century Project ManagerProcurement GoalsThe procurement process is designed to balance the following goals:Encourage competitionEnsure clarity of scope of services/solution to be providedExpedite procurement to retain the value of existing project artifactsAllow Bidders the option to leverage existing project artifacts (documentation, configuration, developed enhancements) as “accelerators” to reduce cost and time to implementProcurement Conducted Under Public Contract Code 6611PCC 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 ProcurementStage I – Award contracts to the 2 highest scoring bidders to perform assessment/critical design validationStage II – Award a single contract to complete MyCalPAYS to one of the Stage I contractors
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 proposalContracts will be for actual costs, to a maximum of $500K eachContract deliverables will include:Cost/Benefit AssessmentCritical Design EvaluationsStage II Proposal for Completing MyCalPAYSContract 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 Requirements750Executive SummaryPass/FailProject Scope150Proposed Approaches, Process and Procedures350Functional Design Changes100Technical RequirementsProject ConstraintsAgreement to Scope of ServicesProject PlanResponse to Supplemental Software ToolsProposed StaffingProposed Key Staff Experience400Proposed Key Staffing with Prior Working Relationships50Key Staffing Proposed in Stage II from Stage I contractStaff Loading Chart250Cost1000Contract will be fixed-price, deliverables basedSingle envelope method (administration, functional, technical and cost)Best and Final Offer negotiation process included
10 Procurement Overview – Stage II Contract Stage II Contract – Negotiation ProcessStage 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 DGSWithin 1 week, DGS to provide initial response to requested changesStage I potential Bidders can decline to bid if initial response is unacceptableStage II Procurement ActivityDGS will negotiate specific language for requested changes to standard contract terms and conditions with Bidders selected in Stage IApproved changes will be made available to both BiddersApproved changes to be incorporated into Bidders’ Stage II final proposalsBest and Final Offer (BAFO)The State may conduct negotiations after receipt and scoring of the final proposals to select the best valueAll components of the final proposal may be negotiatedBidder will submit written revisions to final proposal based on negotiationsRevised proposals will be “re-scored”
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 positionA State of California new employee hiring actionFunctional 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 – ServicesStructure:0. Read Me First!MyCalPAYS DesignFunctionalTechnicalTestingOrg Change MgmtProject Management OfficeContent OverviewRead 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 Proposal03/13/20092. Bidder’s Conference – 9:00 AM PDT710 Riverpoint Court, Suite 150West Sacramento, CA 9560503/19/20093. Last day to submit questions for clarification of RFP – Stage I03/20/20094. Bidders submit initial Stage II Contract Change Request03/23/20095. DGS responds to questions for clarification of RFP – Stage I03/26/20096. DGS submits initial response to Stage II Contract Change Requests03/30/20097. Submission of Stage I Proposals (12:00 p.m. PDT)04/07/20098. Stage I Contracts Award and Execution04/20/2009
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