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Welcome to the University of California Pre-Bid Conference for Research Grants Program Office (RGPO) Grants Administration and Management Software RFP.

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Presentation on theme: "Welcome to the University of California Pre-Bid Conference for Research Grants Program Office (RGPO) Grants Administration and Management Software RFP."— Presentation transcript:

1 Welcome to the University of California Pre-Bid Conference for Research Grants Program Office (RGPO) Grants Administration and Management Software RFP THE CONFERENCE WILL BEGIN SHORTLY. PLEASE STAND BY. RFP#UCOP/RGPO/2012 March 16, :30 am PT – 11:00 am PT Dial: ; Access Code Primary Procurement Contact: Alan Moloney Director, Procurement Services, UC Office of the President

2 Today’s Agenda 1) Introductions 2) About the University of California 3) Research Grants Program Office (RGPO) Grants Administration and Management at the University 4) RFP Overview 5) Open "Question and Answer" for Prospective Bidders 2

3 Introductions: UC Staff (Roundtable) 3

4 About the University of California’s Research Grants Program Office (RGPO) Multiple grant-making programs that serve the University of California and the State of California Multiple grant-making programs that serve the University of California and the State of California Central administrative support Central administrative support –Grant review and administration –Financial and budgetary services –Database management –Core administrative functions 4

5 RGPO Programs The California Breast Cancer Research Program The California Breast Cancer Research Program The Tobacco-Related Disease Research Program The Tobacco-Related Disease Research Program The California HIV/AIDS Research Program The California HIV/AIDS Research Program The UC Grants programs The UC Grants programs –UC Discovery Grants –Proof of Concept grants –Multi-campus Research Programs and Initiatives –Lab Fees Research Program 5

6 Building a Long-term Infrastructure Solution for World-class Research Funding Funding –Project funding has been secured for design, implementation, and annual license/use fees Partnership Commitment Partnership Commitment –5 to 10 years 6

7 The Grant-making Process Issue Call for Applications Receive Applications Review and Select Awards Process Award Payments Manage Research Projects Evaluate and Report Outcomes 7

8 RFP Purpose & Objectives (Reference: Page 5 RFP) The University of California is releasing this RFP to procure a grants administration and management solution that offers UC’s Research Grants Program Office (RGPO):  A user-friendly, intuitive, web-based, real-time environment for all user types;  Improved integration among key systems;  A more streamlined workflow where possible;  Improved tools to eliminate redundant data entry, manual calculations and most paper forms;  Dashboards, reporting, and analytics for RGPO Staff and Senior Leadership;  Improved access to historical information from existing grants database. 8

9 RFP Scope (Reference: Page 5 of RFP) Bid Response should be inclusive of all services, software and, if applicable, hardware, required to deliver a full solution, including (but not limited to): 1)Project Management and Account Management Services 2)IT and other “functional expert” Services 3)Data “Cleansing” Services, priced as an optional addition (final determination will be made prior to contract signature) 4)Data Migration and Implementation Services 5)Software Licensing Fees and Ongoing Maintenance 6)Hosting Fees or Costs, if applicable 7)Hardware Costs, if applicable 8)Other items, as noted in the RFP detail and/or as further recommended by Bidder 9

10 UC-wide Procurement Services Procurement Services is responsible for the planned negotiation and management of University-wide agreements, the development and oversight of policies governing purchasing activities, materiel management, equipment management, and the coordination of sourcing efforts at the campuses, hospitals and labs. Procurement Services is responsible for the planned negotiation and management of University-wide agreements, the development and oversight of policies governing purchasing activities, materiel management, equipment management, and the coordination of sourcing efforts at the campuses, hospitals and labs. University of California Bid Process University of California Bid Process –California Public Contract Code (Section 10507, et seq.) –UC Business & Finance Bulletin 43 (See Part 3, D) –RFP as posted –Other applicable laws and codes 10 More info:

11 RFP Posting Location 11

12 All new Q&A, updates posted at end of list of files: 12 Marked “NEW” in Red Font

13 Bidder Inquiries All correspondence, questions, inquiries must be made via to the RFP Administrator Alan Moloney and copy Brian Agius All correspondence, questions, inquiries must be made via to the RFP Administrator Alan Moloney and copy Brian Agius Do not contact any other UC employee regarding this RFP. All participants in this process are subject to applicable State and Federal codes regarding Public Officials and UC bidding policies and codes. Do not contact any other UC employee regarding this RFP. All participants in this process are subject to applicable State and Federal codes regarding Public Officials and UC bidding policies and codes. Questions submitted by will be made anonymous, responded to (as reviewed by UC team) and posted for all bidders to see. Questions submitted by will be made anonymous, responded to (as reviewed by UC team) and posted for all bidders to see. Check bid posting site often! All files final as of March 22, Check bid posting site often! All files final as of March 22, (reference UC Business & Finance Policy 43) 13

14 RFP Time Line 14 DateTime (PT)Event March 2, 2012RFP issue date Friday, March 16, :30 am – 11:00 am Pre-bid conference (Recommended, but not mandatory): audio and web attendance only No in-person meeting. Meeting Type: Web & Audio Audio Details: Dial-in Number: U.S. & Canada: Meeting ID/Access Code: Web Registration Link: https://cc.readytalk.com/r/o4skstfps8vb https://cc.readytalk.com/r/o4skstfps8vb Tuesday, March 20, 2012 NOON 12:00 pm Deadline for submission of requests for clarification of RFP Thursday, March 22, 2012 Final University responses to requests for clarification of RFP and any issuance of addenda or other modifications Monday, April 2, 2012 NOON 12:00 pm Deadline for submission of 1 sealed and complete copy of Bidder proposal to RFP Administrator

15 RFP Time Line DateTime (PT)Event Friday, May 4, 2012 Finalist(s) announced and presentation slots assigned. Bidders not advanced to finalist round notified. Duration of presentation will be announced. A guideline “script” will also be provided. Week of May 21, 2012 On-Site Bidder “Finalist Presentations” ALL BIDDERS SHOULD RESERVE THESE DAYS NOW among key personnel who may present to the University-wide evaluation team. Please note that this will include at least one member of the bidder’s IT team who will meet personally with IT members from the University. Assignment of a specific time on a specific date to the left will be made on a first-come, first-served basis and not all dates will be available to all Bidders. For planning purposes, expect to be on site in Oakland, CA for at least one (1) business day. Site visits, if requested by team, announced and scheduled To be announcedSite visits, if requested Week of June 11, 2012 Apparent Awardee(s) announced and contract(s) tendered. 15

16 Bid Acceptance (Reference RFP, Section 1 Parts I, J, K) 16 Late bids will not be accepted. Bids are considered late if they arrive one (1) minute or more past the due date and time. Late bids will not be accepted. Bids are considered late if they arrive one (1) minute or more past the due date and time. Bids sent via fax (facsimile) or will not be accepted. Bids sent via fax (facsimile) or will not be accepted. Bid must be signed by a company officer authorized to enter into contracts on behalf of the Bidder. (Bid Response Cover Sheet) Bid must be signed by a company officer authorized to enter into contracts on behalf of the Bidder. (Bid Response Cover Sheet) Bids must be complete (see Complete Proposal Submission Check List, RFP Section 1 Part J) Bids must be complete (see Complete Proposal Submission Check List, RFP Section 1 Part J) Bids must be responsive Bids must be responsive Bids must follow the format specified in the RFP (Numbering, Section Titles,… and in the same order); using the same file formats as provided, for example: Bids must follow the format specified in the RFP (Numbering, Section Titles,… and in the same order); using the same file formats as provided, for example: –RFP Narrative responses saved in Microsoft® Word –Detailed requirements responses saved in Microsoft® Excel –Bid pricing saved in Microsoft® Excel

17 RFP Process Key Points: Single Point of Contact: RFP Administrator Single Point of Contact: RFP Administrator All Correspondence in Writing ( to Alan Moloney, cc: Brian Agius) All Correspondence in Writing ( to Alan Moloney, cc: Brian Agius) Check web site often for updates Check web site often for updates 17

18 Open Q&A Please use the “chat” function on your web interface to the presentation. We will read all inquiries as “anonymous” questions and respond OR will reserve the question for later review and response. Duplicate/overlapping questions may not receive individual responses.

19 Thank you Thank you Alan Moloney UC Office of the President


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