Presentation on theme: "Pre-Bid Conference March 20, 2013"— Presentation transcript:
1 Pre-Bid Conference March 20, 2013 IT Staff Augmentation - Request for Offers DIR-SDD-TMP-204 Vendor ConferencePre-Bid Conference March 20, 2013IT Staff Augmentation Request for Offers Vendor ConferencePre-Bid ConferenceMarch 20, 2013Presented by the Texas Department of Information Resources
2 Welcome Thank You for Your Attendance Logistics and Housekeeping Conference RegistrationOther Logistical InformationWelcome Webinar Attendees
4 Agenda General Information Procurement Process RFO Timeline RFO OverviewRFO ServicesRFO Evaluation CriteriaBreakHistorically Underutilized Business InformationConference Recap/Closing
5 General InformationPoint of Contact for all inquiries regarding this RFOAll communications regarding the RFO must be addressed in writing toRefer to RFO Section 3.1 regarding observance of this requirement.Carrie CooperDept. of Information Resources 300 W. 15th St., Ste Austin, TXPhone: Fax:
6 Procurement Process Disqualification of Offers Failure to sign Executed Offer FormFailure to complete Financial InformationFailure to complete a HUB PlanContact with DIR PersonnelVendors and all vendor representatives shall not attempt to discuss the contents of this RFO with any employees or representatives of DIR. Failure to observe this restriction may result in disqualification of any related Response.Packaging of OffersCare must be taken to provide offers as outlined in Section 3.7NOTE: DIR is now requiring copies to be provided on thumb drives instead of paper. Each drive must be labeled per requirements.Each thumb drive must contain editable versions of the response (no PDFs)
7 RFO Timeline Date/Time Activity March 12, 2013 Publish RFO on Electronic State Business Daily (ESBD)March 20, 2013, 2:00 am CTVendor ConferenceMarch 22, 2013, 2:00 pm CTDeadline for submitting questionsMarch 29, 2013, 5:00 pm CTEstimated date for answering questionsApril 15, 2013, 2:00 pm CTDeadline for submitting responses to RFODeadline for DIR to receive vendor referencesApril 16, 2013Evaluation and Negotiation(s) CommenceBalance of 2013 – until completeAward(s)Part of the new process includes a deadline for reference submittal. References will come directly to DIR from the reference.* Vendor is to complete the top portion prior to providing to the reference.
8 Vendor Management System Financial Review Services and Pricing Index RFO OverviewVendor Management SystemFinancial ReviewServices and Pricing IndexIT Staff Augmentation Terms and ConditionsVendor ReferencesAppendix A, Vendor Information FormAppendix B, Contract Marketing and Support PlanThere is a new requirement for Exceptions to terms and conditions: you must redline the DIR language rather than just proposing new language.
9 RFO Overview (continued) Financial ReviewThe financial review requires the submission of a DUNs number.Failure to provide this information will result in your response being disqualified.The financial review is a pass/fail determination that is final.Only proposals which pass the financial review will continue to the evaluation phase.Services and Pricing IndexReview of the Services and Pricing Index (Bid Package 4) is a pass/fail determination.
11 RFO Overview (continued) IT Staffing Augmentation Terms and ConditionsNumber and significance of exceptions requested may negatively impact vendor scoreThese may also be considered when prioritizing contract negotiationsReferences (New Procedure)Vendor must complete the top half of the form.The vendor must provide the vendor reference questionnaire directly to three companies/government agencies.The vendor reference must complete the remainder of the form as prescribed and return the form directly to DIR via per instructions.Forms submitted directly by the vendor to DIR will receive a score of zero.DIR Recommends that you begin sending reference documents out quickly in order to meet the deadline.Project contact information is for the sole purpose of requesting additional information related to that project.
12 RFO ServicesVendor Experience (Appendix A, Vendor Information Form) - Revised(Questions 12 – 18)Explain why your firm and any subcontractors working with your firm are qualified to be on contract with the State of Texas as an IT Services Supplier. Please provide specific skill sets and/or experiences that distinguish your firm.Provide an overview of the management and customer relationship team that will be responsible for managing the State’s relationship in the event of being awarded the business. Provide names, titles, and prior account management experience for accounts with services similar to the services being requested in this RFO.Provide the number of years your company has sold the services requested in this RFO to Texas state agencies, local governments, independent school districts, and institutions of higher education.
13 RFO Services (continued) Vendor Experience (Appendix A, Vendor Information Form) – cont’dExplain ability to attract, hire and retain qualified, technically competent and trained personnel able to satisfy potential Customer requirements. Address each of the following:Describe the staffing mechanism used, including a description of what staffing resources will be available to the Vendor, based on sub-contractor relationships, strategic partnerships and in-house resources.Explain the typical length of time it takes to staff a position including assembly of sub-contractor staff, independent consultants or Vendor staff.Explain how your company fills unexpected vacancies of candidates.Describe what measures will be taken to staff critical positions requiring unique or hard to fill technical expertiseDescribe conditions under which Vendor will use independent consultants and subcontractors.Describe the actions(s) that will be taken if an employee is unable to perform on a project.
14 RFO Services (continued) Vendor Experience (Appendix A, Vendor Information Form) – cont’dExplain ability to attract, hire and retain qualified, technically competent and trained personnel able to satisfy potential Customer requirements. Address each of the following:Describe the steps that will be taken to ensure continued satisfactory performance on the project after the removal of an employee.Provide specific skill sets and/or experiences that distinguish your firm..Do you have an existing ITSAC contract? Yes/NoHave public entities in any other states purchased the services requested in this RFO from your company in Fiscal Years 2011, 2012 and 2013? Yes/NoHave the principals in your company been responsible for sales to public entities or any other states for the services listed in this RFO in Fiscal Years 2011, 2012 and 2013? Yes/No
15 RFO Services (continued) Contract Marketing and Support Plan (Appendix B) NEW ITEMDescribe strategy for marketing and selling the services.Describe strategy for providing sales, order processing, and support of Customers.Provide projected sales for the next 12 months. Show the projected sales breakdown by segments: State and Local Governments, Higher Education, and K-12.Explain how the marketing and support plan will result in sales.
16 RFO Overview Evaluation Criteria Vendor Information and Qualifications 50% Contract Marketing & Support Plan 20% Vendor References 15% Conformity with Terms and Conditions 15% Services and Pricing Index Pass/Fail ________________________________________________ 100%
18 HUB Subcontracting Plan DIR encourages all respondents to seek Historically Underutilized Business (HUB) subcontractors and maximize HUB participation in their bids.Responses submitted without a HUB Subcontracting Plan (HSP), will be disqualifiedAll respondents, HUBs and Non-HUBs, are required to submit a completed HSPThe HSP form includes specific instructions for meeting the Good Faith Effort requirementsRefer to your provided HUB Subcontracting Plan Checklist (provided in bid package 1, Appendix C of the RFO).You may contact DIR’s HUB Coordinator for assistance in completing the HSPPlease make sure that you provide TWO (2) separate signed copies of the HUB Subcontracting Plan. ONE (1) in the three ring binder and ONE (1) in a separate sealed envelope.
19 HUB Subcontracting Plan (continued) If you are subcontracting, notification of subcontracting opportunity must be performed.Provide written notification of subcontracting opportunity listed to at least three State of Texas HUBsProvide written notification of subcontracting opportunity to two (2) minority or women’s trade organizations or development centersAllow no less than seven (7) working days from their receipt of notice for HUBs to respondNote: Attach supporting documentation (letters, fax transmittals, , etc.) demonstrating evidence of the good faith effort performed
20 HUB Subcontracting Plan (continued) If not subcontracting, your response must contain an explanation demonstrating how your company will fulfill the entire contract with its own resourcesSelf-Performance JustificationAlternative to the Good Faith EffortState of Texas Mentor Protégé ProgramProtégé must be a State of Texas HUBApproval process is no less than two weeksContact DIR’s HUB Coordinator
21 HUB ContactYou may contact DIR’s HUB Coordinator for assistance in completing your HUB Subcontracting Plan (HSP)Bernadette DavisDept. of Information Resources 300 W. 15th St., Ste Austin, TXPhone: Fax:Lisa MaldonadoDept. of Information Resources 300 W. 15th St., Ste Austin, TXPhone: Fax:
22 Written Questions and Official Answers Vendor and Webinar participants are encouraged to submit all questions regarding this RFO by fax, , or in writing to the Point of Contact listed in Section 3.1 as stated in the RFO. Although DIR may provide tentative responses to questions submitted during the conference responses are not official until they are posted as an addendum to this RFO, requisition number DIR-SDD-TMP-204, on the Electronic State Business Daily, Questions will be accepted until 2:00 pm CT on March 22, Answers will be posted on the Electronic State Business Daily (ESBD) on March 29, 2013.
23 Conference Recap/Closing All questions, inquiries, etc. should only be directed to Carrie CooperDeadline for submitting questions: March 22, 2013, 2:00 pm CTAnswers to the questions are not final until postedFrequently visit the ESBDReferences are due April 15, 2013, 2:00 p.m. CTResponses are due April 15, 2013, 2:00 p.m. CTContact InformationThe conference has ended, end webinar. This presentation will be posted on the DIR website. A link will be provided in the addendum to this RFO.Carrie CooperPhone: Fax: