CLARIFICATIONS REQUESTED BY POTENTIAL PROPOSERS:

Transcription

1 LOS ANGELES COMMUNITY COLLEGE DISTRICT Contracts Office 770 Wilshire Boulevard, 6th Floor Los Angeles, California RFP Number: 17-08: INFORMATION TECHNOLOGY ORGANIZATION, STAFF AND PROCESS EVALUATION Addendum Number: 2 Date: August 14, 2017 NOTICE TO PROPOSERS: THIS ADDENDUM SHALL BECOME PART OF THE RFP, AND PROPOSERS SHALL ACKNOWLEDGE, IN WRITING, RECEIPT AND INCORPORATION OF ALL ADDENDA AND CLARIFICATIONS IN THEIR RESPONSE. FAILURE OF THE BIDDER TO RECEIVE ADDENDA SHALL NOT RELIEVE THE BIDDER FROM ANY OBLIGATION UNDER ITS BID AS SUBMITTED. THE BIDDER SHALL IDENTIFY AND LIST IN ITS BID ALL ADDENDA RECEIVED AND INCLUDED IN ITS BID; FAILURE TO DO SO MAY BE ASSERTED BY THE DISTRICT AS A BASIS FOR DETERMINING THE BID NON-RESPONSIVE. CLARIFICATIONS REQUESTED BY POTENTIAL PROPOSERS: NUMBER QUESTION EDUCATIONAL SERVICES CENTER RESPONSE RFP INFORMATION TECHNOLOGY ORGANIZATION, This information was previously provided in STAFF AND PROCESS EVALUATION, makes note of two Addendum 1, dated August 1, 2017 and posted the Appendices (p. 25 item A.4 Appendix A; p. 29 item D.1 same date on the District s website. It is posted again hereto reiterate and clarify. 1. The RFP page 25, item A.4 now reads: The twelve LACCD locations consist of the following (more information regarding each location is available at ( Colleges.aspx). Additional information on the size and scope of technology infrastructure is provided in appendix A

2 CHANGED TO READ: The twelve LACCD locations consist of the following (more information regarding each location is available at ( Additional information on the size and scope of technology infrastructure is provided in Exhibit A 2. Page 29 item D.1 now reads: Assessment of IT Organizational Structure 1. The District currently operates with a centralized IT staff responsible for enterprise systems (Student Information System, Employee Systems, and Financial Systems), a district-wide data center and the internal operations of the District Office. Each college has an IT manager responsible for college systems, college data centers, college operations and academic computing. (Appendix B: District IT Org Chart) CHANGED TO READ: Assessment of IT Organizational Structure 1. The District currently operates with a centralized IT staff responsible for enterprise systems (Student Information System, Employee Systems, and Financial Systems), a district-wide data center and the internal operations of the District Office. Each college has an IT manager responsible for college systems, college data centers, college operations and academic computing. (District IT Org Chart incorporated Addenda 1) DISTRICT IT ORG CHART is also incorporated in this Addenda.

3 LACCD Information Technology Office Top-Level Organization Chart FY 2017 CIO Pos# Admin Analyst Pos# Vacant Admin Secretary, Steno Pos# Comp & Network Operations Mgr Pos# Vacant/Unfunded SW Sys Engin ng Mgr Pos# Systems & Programming Mgr Pos# ERP Manager Pos#

4 Computer and Network Operations Computer & Network Operations Manager Pos# FY2017 Vacant/Unfunded AsstCmp&Netw OMgr Pos# Sr. Comp & Netw Supp Specialist Pos# Comp Op ns Shift Sup A Pos# Comp Op ns Shift Supv B Pos# Vacant Comp & Netw Supp Specialist Pos# Sr. Comp Op r A Pos# Sr. Comp Op r B Pos# Data Comm Spec Pos# Comp & Netw Supp Specialist Pos# Vacant Data Cntrl Supv A Pos# Sr. Comp Op C Pos# Data Comm Spec Pos# Vacant Asst Comp&Netw Supp Specialist Pos# Comp&Netw Supp Spec Pos# Comp Operator B Pos# Data Cntrl Supv B Pos# Data Comm Spec Pos#

5 Software Engineering FY2017 Vacant/Unfunded Software Systems Engineering Mgr Pos# Vacant Software Sys Eng r Pos# Softw Sys Eng r Pos# Softw Sys Eng r Pos# Softw Sys Eng r Pos# Softw Sys Eng r Pos# Softw Sys Eng r Pos# , SIS Softw Sys Eng r Pos# DataBase Sys Sup Pos# SAP Basis Admin r Pos# DataBase Sys Sup Pos#

6 Systems and Programming FY 2017 Systems & Programming Mgr Pos# SSPA Pos# SIS ERP Team Lead Pos# SSPA Pos# SSPA Pos# ERP/SIS Bus Anal Pos# ERP/SIS Bus Analyst ERP/SIS Bus Anal Pos# ERP/SIS Bus Anal Pos# Web Architect Pos# Vac/Funded Sr. Progr Analyst Pos# Sr. Progr Analyst Pos# ERP/SIS Bus Analyst Pos# Sr. Programmer Analyst Progr Analyst SIS Pos# Vacant Progr Analyst Pos# Progr Analyst Pos# Progr Analyst Pos# Vacant Progr Analyst Pos# ERP/SIS Bus Analyst Pos# Progr Analyst Pos# Sr. Progr Analyst Pos# Progr Analyst Pos# Progr Analyst Pos# Progr Analyst Pos# Progr Analyst Pos# ERP/SIS Bus Anal

7 LACCD SAP/ERP FY 2017 SAP/ERP Manager Pos# Vacant/Funded SAP Schema Architect No position # Finance Materials Mgt Human Resources Payroll/Time Plant Maint Programming Specialized SAP Apps SAP Team Ldr FIMM Pos# SAP Bus Analyst (FI) Pos# SAP Bus Analyst FI (PR) Pos# Sr. SAP Bus Analyst HR Pos# SAP Bus Analyst HR (BN,RT) Pos# Team Leader (HR: PY, TM) VACANT Pos# Sr. SAP Bus Analyst (PY,TM) Pos# SAP Bus Analyst HR, TM Pos# SAP Plant Maint Bus. Analyst Pos# Team Leader, SAP ABAP Progr Pos# SAP ABAP Programmer Pos# SAP ABAP Programmer Pos# Asst SAP ABAP Programmer pos# SAP Bus Analyst QA Pos# SAP NetWeaver Portal Dev Pos# Sr. SAP ABAP Programmer SAP ABAP Progr Enchoor, Suresh Pos# Sr. SAP ABAP Programmer Business Data Warehouse Dev Vacant Pos# Sr. SAP ABAP Programmer Vac/funded SAP ABAP Prog. Pos#

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9 Data Centers/Cyber Security 3 Shifts coverage Mon-Sat (24x6) Payroll/Human Resources/Budget/Finance/ Employee Portal and Benefits Software/Database/Security Authorizations Student Information System(SIS) /Web Jan. 1, Vacancies 32% of Total FTE

10 2. What are the anticipated start and completion dates for this project? Please provide the optimal schedule for completion. 3. In Section 4, item h., Schedule of Fees (page 13): is 10/5/ /4/2018 the anticipated timeframe for completing the Scope of Work? If not, what is the expected completion date? Please provide the optimal schedule for completion Do you have a predetermined expectation for the duration of the overall assessment, as well as each sub-activity? What is the desired approx. delivery timing for this evaluation to be completed in? (Weeks? Months?) Has a budget for this project been determined? o If so, what is the budget for this project? Please provide the optimal schedule for completion. Please provide the optimal schedule for completion. This question is not relevant to being able to provide the best services and most advantageous value to the District. 7. What does LACCCD anticipate this project will cost? Does the District have a budget estimate or range for this project that you can share? Who is (are) the Executive Sponsor(s) for this project? 10. The RFP Schedule on Page 8 does not identify a pre-bidders conference call or meeting. Is this the intent of LACCD? This question is not relevant to being able to provide the best services and most advantageous value to the District. This question is not relevant to being able to provide the best services and most advantageous value to the District. This question is not relevant to being able to provide the best services and most advantageous value to the District. Yes.

11 11. Page 9 PROPOSAL SUBMISSION The proposer shall submit to the District one (1) printed original and six (6) copies of its proposal, together with one (1) USB drive containing an electronic version of the proposal in editable Microsoft Word format, addressing each of the items in this RFP and must be received by the District no later than 2:00 p.m. PST, on Thursday, August 24, Changed to read: Page 9 PROPOSAL SUBMISSION The proposer shall submit to the District one (1) printed original and ten (10) copies of its proposal, together with one (1) USB drive containing an electronic version of the proposal in editable Microsoft Word format, addressing each of the items in this RFP and must be received by the District no later than 2:00 p.m. PST, on Thursday, August 24, Section II.B.1 (page 10 of the RFP): Is the cover page included or excluded from the 50-page proposal limit? The cover page may be excluded from the 50-page proposal limit. 13. Section II.B.4.f (Organizational Chart, page 12 of the RFP): The District has requested an organizational chart for our proposed project team. Is the District also seeking resumes for our project team members? If yes, can the resumes be included as an Appendix and excluded from the 50-page proposal limit? Yes. The District is also seeking resumes of the project team members. Yes, resumes may be included as an Appendix. The proposal shall not exceed 50 pages in length, excluding appendices, if any. 14. Page 12, item 4.e: please define the term Lost Account. In this context Lost Accounts Actions or omissions that can be attributed to proposer that resulted in the termination of an agreement or in the cancellation of a project during and/or before the project term.

12 15. Section II.B.4, items i through l (page 13 of the RFP): Are these forms included or excluded from the 50-page proposal limit? Exhibit B is not mentioned in this list of forms. Should Exhibit B be included along with Exhibits C through F? If no, where and how should Exhibit B be included? These 5 pages, completed and signed Noncollusion Affidavit (Exhibit B); completed and signed Certificate of Non-Discrimination (Exhibit C); completed and signed Confidentiality Agreement (Exhibit D); completed and signed Acknowledgement of all addenda issued by the District (Exhibit E); and completed and signed Exceptions and Deviations (Exhibit F) may be excluded from the 50 page proposal limit Page 13, item h, Schedule of Fees: in responding to this item, May we re-create the provided table in our proposal? Regarding Section II.B.F (Authorized Signatures, page 14 of the RFP): Do we return Exhibits B through F within our proposal document, or do you want these forms to be excluded from the overall proposal document and submitted under separate cover? Section R. RFP as Part of Final Contract (p.17), does LACCD strongly intend to incorporate Proposer s RFP in the final contract? Yes. Section II.B.F (Authorized Signatures, page 14 of the RFP) Exhibits B through F must all be signed by the Proposer s authorized signatory and must be submitted by the Proposer in the sealed envelope along with its proposal. To clarify: The section reads: RFP AS PART OF FINAL CONTRACT At the District s discretion, the content of this RFP may be incorporated into the final contract. District directs Proposer to Section S. page 18 which reads in part: S. PROPOSED CONTRACT The Proposer(s) selected for contract award through this RFP shall be required to enter into a written agreement with the District. The Standard Agreement for professional services presented in Exhibit G of this RFP is the contract proposed for execution. It may be modified to incorporate other pertinent terms and conditions set forth in this RFP, including those added by

13 addendum, and to reflect the Proposer's offer or the outcome of contract negotiations, if any. 19. In section II.B.4, Mandatory Documents, can you clarify if each individual document needs to be signed (e.g., references, project org chart), or if all documents in this section (other than those that are on a form provided by LACCD) can be combined and signed as a single document? The following documents shall be signed by a person authorized to commit the Vendor to a contract: 1. Transmittal letter 2. Certification. The Proposer shall certify that the firm is not debarred, suspended or otherwise declared ineligible to contract by any federal, state or local public agency. 3. Completed and signed Certificate of Non- Discrimination (Exhibit C); 4. Completed and signed Confidentiality Agreement (Exhibit D); 5. Completed and signed Acknowledgement of all addenda issued by the District (Exhibit E); and 6. Completed and signed Exceptions and Deviations (Exhibit F). 7. These documents should not be combined and should not signed as a single document.

14 20. Regarding Section II.J (RFP Addenda, page 15 of the RFP): Are we supposed to include entire copies of any addenda issued in our proposal? Or is it sufficient to simply acknowledge the addenda in Exhibit E? Section II.J (RFP Addenda, page 15 of the RFP) Specifically, Proposer s acknowledgement of the addenda must be declared in the proposal in Exhibit E. 21. Having reviewed Addendum #1 which shows the structure of IT staffing for the District (central) Office, it would be appreciated if LACCD would also answer the following: How many IT employees are there at each college location? What is the reporting structure for IT staff at the Colleges? Los Angeles City College 16 East Los Angeles College 15 Los Angeles Harbor College 7 Los Angeles Mission College 9 Pierce College 17 Los Angeles Southwest College 6 Los Angeles Trade Technical College 15 Los Angeles Valley College 17 West Los Angeles College 6 IT staff at each college report to the college s Vice President of Administrative Services. Is it the same for all the institutions? It is not the same at each college.

15 22. Approximately how many people are staffed at each of the 12 locations? Please see the information provided above Similar to Addendum No 1, will you provide org charts of all IT organizations at each of the 9 colleges in the LACCD? Please provide approximate IT staff headcount at each campus location and headquarters. Please share the number of IT professionals at each worksite, along with roles, grades, and retirement eligibility (can be anonymized data) Please see the information provided above. Please see the information provided above. This information will be provided to the successful bidder. Does the District want bidders to provide a proposed work plan and/or timeline to accomplish the scope of work? Yes. 26. If the District does want bidders to provide a work plan and timeline, in what section of the proposal should it appear? It should be placed after g) Confirmation of Service, and before h) Schedule of Fees. 27. Can the District provide bidders with its current Strategic Plan? Strategic Plan Pages/District-Strategic-Plan-v2.aspx 28. Can we have the 5-year strategic plan if one is available? Strategic Plan Pages/District-Strategic-Plan-v2.aspx 29. Can you please provide access to the summary of the documents from previous IT studies and assessments mentioned in the RFP? Strategic Plan Pages/District-Strategic-Plan-v2.aspx

16 30. We understand from Exhibit A, Section A, Item 3 (page 25 of the RFP) that the District has conducted recent cyber security penetration testing. When were these four assessments conducted? Q1-Q2 of Were these four assessments conducted by an external vendor(s)? If yes, what vendor(s) and what were the dollar values of the contracts? This question is not relevant to being able to provide the best services and most advantageous value to the District. 32. Regarding Exhibit A, Section I, Item 1 (page 35 of the RFP): The RFP states The recommendation shall align with the proposed Strategic Execution Plan for Measure J projects, as appropriate. Can the District provide information regarding its Measure J projects? District-wide Information Technology Assessment Findings and 40J Technology Update tion/response%20for%20selfevaluation%20report/ Accreditation%20Follow- Up%20Report%202017/D4.5.%20FMPOC%2040J%20Technol ogy%20update.pdf 33. Regarding Exhibit A, Section J, Item 1.b (page 36 of the RFP): How many hard copies does the District anticipate the selected consultant will be required to produce and deliver? recommendation(s).

17 34. Section 4.h The schedule of Fees indicates a desire on behalf of LACCCD for a time and materials approach. Is LACCD open to a fixed price solution which would limit potential cost over runs? If not, can you share a proposed budget or not to exceed threshold which LACCD has earmarked for the completion of this project? recommendations and work plan and price. The proposer needs to identify all fees and rates but they can then also offer a fixed price option. This question is not relevant to being able to provide the best services and most advantageous value to the District. 35. Schedule of Fees. The Proposer shall provide hourly rates by position(s) proposed and identify reimbursable expenses such as travel, mileage, copying services, etc. Could you provide details on the number of employees that will be assessed as part of the Proposer s work for the District? Employees are not being assessed. We are requesting the cost of each consultant type Related to question above: How does LACCD plan to use the Approximate Hours category in the h) Schedule of Fees to assess or evaluate the total cost and price of the Proposer as listed in the Scoring Criteria in Section III.D. (since we are missing critical information on number of employees being assessed making it difficult to accurately approximate hours)? Given there s limited information in the RFP on the number of employees being assessed for the IT assessment, it s difficult to approximate hours needed to complete the assessment. If we are not given details on number of employees, how approximate are you asking the Proposer to be with estimating hours? Employees are not being assessed. We are requesting the cost of each consultant type. Employees are not being assessed. We are requesting the cost of each consultant type.

18 Is it expected that the Consultants will meet with all of the IT staff members at each of the 12 locations? In Exhibit A Section A3 The RFP details Respondents are expected to use existing reports without duplication of the work conducted in these assessments. The initial recommendations from these assessments will need to be expanded upon with specific guidance for a successful business continuity and cyber security model. Will copies of the four assessments referenced in Exhibit A Section A.3 be made available pre-bid to qualified proposers? If assessments are made available will they detail scope of review, findings, the contracting entity and the timeframe for when the assessment was conducted? Please provide your optimal proposed solution. No. These assessment contain cybersecurity components and will not be shared prior to award. 40. Exhibit A, Section A, Item 3 (page 25 of the RFP) Does the District want any additional vulnerability or penetration testing performed as part of this engagement? No. 41. Related to Item 6, page 26/51, #g Are you looking for an architecture reference to deploy business continuity or a specific products? recommendation(s). 42. Are there any project milestones that need to be considered to best meet the District s needs? Please propose your optimal solution.

19 43. Will the District provide a project liaison or coordinator to assist the selected consultant with collecting information and scheduling meetings, etc.? Yes, the point of contact will be identified to the successful Proposer. 44. Does the District have an expectation or preference for how much time the selected consultant should be on-site at each of its 12 locations? Please propose your optimal solution. 45. Is the District, or any of its Colleges, implementing any enterprise software at this time that we should be aware of? Please propose your optimal solution. 46. Regarding Exhibit A, Section C, Item 2 (Information Gathering, page 29 of the RFP): Will the District be willing to provide requested materials in advance of the consultant s on-site work? schedule of work 47. Are there specific operational issues related to the process areas identified for assessment in the RFP (e.g., Change Management, System Management, Cyber Security) that you hope to solve with this project? Please propose your optimal solution.

20 48. Are IT staff members covered by collective bargaining? What about the IT managers? The CIO? Link to Union Contracts ources/pages/union-contracts.aspx 49. Are there specific operational issues related to the process areas identified for assessment in the RFP (e.g., Change Management, System Management, Cyber Security) that you hope to solve with this project? Please propose your optimal solution. 50. Page 12, item 4.e: please define the term Lost Account. In this context Lost Accounts Actions or omissions that can be attributed to proposer that resulted in the termination of an agreement or in the cancellation of a project during and/or before the project term. 51. Please clarify the statement on page 12, item 4.g: Confirmation of Service. The Proposer shall confirm that the Proposer has a minimum of at least five (5) years of service in the Student Health Risk Management Business in the higher education marketplace. Changed to read: Confirmation of Service. The Proposer shall confirm that the Proposer has a minimum of five (5) years of service in the Information Technology Business, in the higher education marketplace.

21 52. Per RFP p. 25, we understand four specific related assessment have been completed and that those will be provided to the selected consultant. However, have there been any assessments of this kind (IT staffing/operations) conducted in the last five years? If so, when, and will the selected respondent be provided such documents? This scope of assessment has not occurred in the last 5 years. 53. Related to Item 3, page 25/51, The initial recommendations from these assessments will need to be expanded upon with specific guidance for a successful business continuity and cyber security model. Since we have no insight into the initial recommendations provided, can you clarify the level of detail you would be looking from this project e.g. would you be looking for specific mapping of recommendation to a Cybersecurity CIS framework? recommendation(s). 54. In Exhibit A, Scope of Work on page 26, item 6 e. has no content please clarify. Item 6 e. was intentionally left blank. 55. It is our understanding that an evaluation of the SAP, Oracle PeopleSoft (SIS), and other key line of business applications are out of scope for this project. Please confirm. Further it is our understanding (Per item 7, page 27/51, #f) that the application environment will be reviewed to assess impact on IT staffing, process /operations and BCP/DR only. recommendation(s). 56. In Exhibit A, Section D, Item 3, is the focus on adding or re-aligning personnel to grow/gain skill sets in cybersecurity within the District? recommendation(s). 57. In Exhibit A, Section G, Item 4,, is it the intention of the District to align all locations back-up and disaster recovery into a centralized location? recommendation(s).

22 58. Section 13 Waiver of Damages: Indemnity under Exhibit G Professional Services Agreement (p.46), would like to confirm that LACCD will consider Proposer s suggested language to Section 13. Proposer will not reject Section 13 but requests that language be added or clause be revised so as it can be mutually acceptable to both parties. District will neither confirm nor repudiate consideration of Proposer s language but will restate: Certain exceptions and deviations may deem the proposal non-responsive and result in rejection of the proposal Please confirm intent of IV. Exhibit B.F.4 page 31 ("The Consultant shall identify and report on individuals and/or departments installing, operating and supporting IT systems that are outside of / separate from the District-supported IT systems at each location.") Is this in regards to security of the infrastructure? What is the overall intent of this reporting? In Exhibit A, Section G, Item 1, can you clarify what types of technology this task is focused on (cybersecurity related products, or business continuity/back-up products)? recommendation(s). recommendation(s).

23 61. Regarding Exhibit A, Section J, Item 1.a.4 (page 36 of the RFP): Is this the only presentation the District requires, or does the District want the selected consultant to give and/or facilitate any presentations to during project leadership and/or stakeholders during the course of the project? If yes, at what milestones and to what audiences? recommendation(s) and work plan Regarding Exhibit A, Section J, Item 1.b (page 36 of the RFP): How many hard copies does the District anticipate the selected consultant will be required to produce and deliver? Exhibit B (page 38 of the RFP): Does this form need to be notarized? Exhibit C (page 39 of the RFP): Does this form need to be notarized? Please provide your optimal proposed solution. Section II. RFP INSTRUCTIONS AND CONDITIONS, page 14, item F states F. AUTHORIZED SIGNATURES Exhibits B through F must all be signed by the Proposer s authorized signatory and must be submitted by the Proposer in the sealed envelope along with its proposal. The District is unable to accept any proposal submitted without these statements completed and signed by the Proposer s authorized signatory. Section II. RFP INSTRUCTIONS AND CONDITIONS, page 14, item F states F. AUTHORIZED SIGNATURES Exhibits B through F must all be signed by the Proposer s authorized signatory and must be submitted by the Proposer in the sealed envelope along with its proposal. The District is unable to accept any proposal submitted without these statements completed and signed by the Proposer s authorized signatory.

24 65. Please confirm intent of IV. Exhibit B.F.4 ("The Consultant shall identify and report on individuals and/or departments installing, operating and supporting IT systems that are outside of / separate from the District-supported IT systems at each location.") Is this in regards to security of the infrastructure? What is the overall intent of this reporting? recommendation(s) and work plan. 66. What are the current training capabilities at LACCD/ the 12 locations now? recommendation(s).

25 67. Approximately how many stakeholder interviews are requested from each location? recommendation(s) What, if any, skills/ capabilities/ role assessments have been completed in the past? Will mission/ vision/ value work be undertaken at the same time as this evaluation? Will current and future motivators/ incentives analysis be conducted along with the staffing evaluation? recommendation(s). recommendation(s). recommendation(s) What are LACCD s growth targets and what is the vision for where LACCD wants to be as a community college network 5 years from now? What are the key business metrics that determine success as an enterprise? (For example, number of students, classes, degrees, grants. Also, what are the quality measures that reflect LACCD s mission and values?) In addition to the recent assessments for the technology infrastructure, please specify what additional technical assessments are required. To what extent do recent technology infrastructure assessments need to be expanded? recommendations Strategic Plan creditation/pages/district-strategic-plan-v2.aspx recommendations Strategic Plan creditation/pages/district-strategic-plan-v2.aspx recommendations Strategic Plan creditation/pages/district-strategic-plan-v2.aspx 74. Will the District provide a project liaison or coordinator to assist the selected consultant with collecting information and scheduling meetings, etc.? Point of contact will be provided for each location.

26 75. Will the District send all bidders notification of their sic award decision? Yes. The District will send all Proposers notification an award.